FAQs: the weeks ahead for applicants to SAIS Bologna

February 1: Candidates who want to study at SAIS Bologna in the 2012-13 academic year and who do not have U.S. citizenship face that looming deadline to apply.

No wonder then that we are receiving many questions about our procedures and what happens after a dossier is submitted. To make things simple we've identified the most common questions, and we think all candidates will benefit from seeing our answers.

Before we dive into the FAQs, we'd like to remind you that on Monday, January 16 at noon Italian time (1100 GMT) we'll hold our final online information session before the application deadline. Please send us a note at admissions@jhubc.it if you'd like to participate in the session.

Q: I have gathered my application documents. Where should I send them?
A: If you are a non-U.S. citizen and you wish to spend your first year at SAIS Bologna, please send any hard copy material to:

Johns Hopkins SAIS Bologna Center 
via Belmeloro, 11
40126 Bologna
Italy 

U.S. citizens and permanent residents who have chosen BO/DC (U.S. citizen or permanent resident) as their campus choice should mail hard copy materials to the SAIS DC Admissions Office.

Q: I mailed my materials to the SAIS Bologna Admissions Office. When will you acknowledge receipt of my documents? 
A: We are starting to review the application packages. It's difficult for us to email each one of you to confirm your documents have arrived. You'll hear from us if parts of your application are missing.

Q: Am I required to convert my overall undergraduate grade into a GPA?
A: No. You are not expected to provide us with a grade point average of your undergraduate degree if you studied in a country that does not use GPAs. But we do ask that you provide a guide to your university's grading system. Sometimes such a guide is on the back of your transcript. If it is not, you can click on this link to select the country where you studied and a guide to your country's grading system.

Q: The grading system for the country I studied in isn't available on the website you have provided. 
A: In this case, please ask the Registrar's Office of your university to give a guide to their grading system.

Q: I feel the grading scale provided on the website is somewhat incorrect.
A: If you feel your grades aren't being translated properly, please ask your university's Registrar's Office to provide a more comprehensive guide.

Q: Could you give some tips on the statement of purpose?
A: Sure. Please take a look at this post we published some weeks ago. You'll find tips from current students on how they wrote their statement of aims.

Q: Could you give some tips on the analytical essay. 
A: No problem -- here's another post. You'll find some words of advice from a student and the essay she submitted in the past.

Q: Can I go over the word limit in the statement of aims or the analytical essay?
A: Part of the challenge is to convey your thoughts and views while adhering to the word limit. It's best that you stick to the 600-word guideline. If you exceed the limit, cut the essay back.

Q: Should I choose a concentration now? What happens if I change my mind? 
A: In the application form we ask you to indicate a concentration that you'd be interested in pursuing. We also ask you to indicate your second choice. These are not binding. You'll have a chance to change your mind and switch to a different concentration once you get here.

The only concentration that is capped is International Development (IDEV), and it has a separate selection process. Preference is given to students who come from developing countries or have lived or worked in a developing country.

If you are interested in IDEV, you should indicate it as your first concentration choice. It tends to be very popular, and students who indicate it as a second choice are generally not considered for it.

Q: When will I be interviewed?
A: Interviews will be held in February and March. We will announce dates and locations shortly after the deadline.

Q: How will I be interviewed?  
A: You'll be able to interview in person, on the phone or via Skype. There's no advantage or disadvantage in the format.

Q: How is the interview conducted?
A: Last year we published a post in which we asked Prof. Erik Jones to tell us what an applicant should expect of an interview. You can watch the video here.

Q: What happens after the interview?
A: Your dossier will be evaluted by the Admissions Committee. The Committee's decisions, including financial aid packages, will be communicated to candidates in early April.

If you feel there's something we left out, please post a comment or send us an email at admissions@jhubc.it. We'll be happy to address your questions.

Amina Abdiuahab

Deadlines, our next information session and social media

First things first in our inaugural post of 2012: Happy New Year to our readers around the world.

We hope that most of you will continue to follow this journal and send us comments and suggestions -- or even contributions -- as the year unfolds. We are in our second year of this journal, but we are all ears when it comes to tips and recommendations. I was a journalist for nearly three decades: my skin is pretty thick.

DEADLINES

Many of our readers are U.S. citizens who want to start their SAIS studies in Bologna. They are in the final throes of applying as their deadline is January 7.

Non-U.S. citizens who want to start in Bologna face a February 1 deadline. We devoted a post to some of the finer points of our somewhat arcane process last month.

U.S. citizens who have dual nationality have the choice of having their applications handled by SAIS Bologna or SAIS DC. If you are in this situation and you have questions, you can fire them off to admissions@jhubc.it.

INFORMATION SESSION

Our next information session, and the last one before the February 1 deadline for applications, is set for Monday, January 16 at noon Italy time (1100 GMT). We expect it will last about 45 minutes.

These sessions give applicants and prospective candidates a chance to learn more about SAIS Bologna and ask questions. We expect many candidates will have finished their applications by then or be in the final stages of doing so. Still, you might have questions about what happens after February 1: the interview, the admissions process and timeline, financial aid.

If you are interested in participating in this session, please send an email to admissions@jhubc.it, and we will send you the details for logging in.

KEEPING UP WITH US

Many of you are followers of our journal or receive it by email. Last month we started using Twitter, where you can find us @SAISBolognaBlog. We push out links to our posts on Twitter. And of course we are on Facebook at Johns Hopkins SAIS Admissions.

Nelson Graves

FAQs at Open Day

Missed Open Day at SAIS Bologna last week and wondering what happened?

Worry not. Below are questions that were raised by the several dozen prospective applicants who attended.

Q: Am I required to choose a concentration when I apply?

Prospective students and faculty members enjoy
a coffee break.

A: In the application you are asked to indicate your concentration preference. The choice you make when you apply is not binding, and you can switch to a different concentration when you start your studies at SAIS Bologna. The only concentration one cannot switch into once one has started SAIS is International Development. If you are interested in IDEV (SAIS jargon for International Development), you should indicate it as your first choice on the application. In your letter of admission you'll learn whether or not you have been admitted to the IDEV program.

Q: My undergraduate degree was taught in English but in a country where English is not an official language. Am I required to submit TOEFL or other English proficiency scores?

A: Yes. However, we will consider exceptional circumstances. Keep in mind that strong scores will give you a chance to present the best possible dossier to the Admissions Committee. They look for an indication that a candidate can handle the challenging English curriculum here. The best way to do so is to take the TOEFL,  IELTS or Cambridge Proficiency in English (CPE) exam and perform well. We understand that these tests are not always perfect tools, but they are important benchmarks that can offer you a chance to stand apart.

Prof. Erik Jones presents the European Studies Program.

Q: I understand GRE and GMAT scores are not required for non-U.S. citizens who want to start their studies at SAIS Bologna. However, they are strongly recommended. How much weight do they carry in an application?
A: GRE and GMAT scores can help strengthen your profile. That said, they are not a requirement, and one is not at a disadvantage if GRE or GMAT scores are not submitted. We understand that standardized tests are not a perfect tool, but like TOEFL scores, they can help you put your best foot forward and enable you to stand apart.

Q: How long should my statement of purpose be? 
A: We recommend that you submit a statement of aims between 500 and 600 words. Part of the challenge is to convey concisely to the Committee why you want to study at SAIS, how you would benefit from the program and what you would bring to the Center.

Q: I recently wrote a paper. Can I use that as my analytical essay?
A: It's best not to. A paper is likely to go well over the limit of 600 words. The essay allows the Admissions Committee to see how you write and develop your analytical thinking in a few hundred words. Like the statement of purpose, the challenge is to stick to the word limit while conveying your thoughts. You can use the topic of a paper for your analytical essay -- but keep it tight.

Q: Do I have to convert my overall undergraduate grade into a GPA?

Nelson answers questions from prospective students.

A: No. But we do require a guide to your university's grading system. Here is a link to a website that will help you convert your grades into letter grades. Last year we received applications from 72 countries. You can see how these guides to the different grading systems helps us assess your academic performance.

Q: Do I need to translate my transcripts?
A: We accept transcripts in English and Italian. Transcripts in other languages will need to be translated by an official translator.

Q: How much does a solid academic performance weigh in my application?
A: When we assess your dossier, we will look at your academic performance. However, academic performance, while important, is not be the only thing we take into account. We like to get a 360-degree view of our applicants. Academic performance is a part of the landscape but not the only part.

Q: How important is work experience?
A: Exposure to the job market can help strengthen your profile. However, it is not a requirement, and lack of work experience will not be a deal breaker. If you have undertaken internships in the past, make sure you mention them.

Q: How is financial aid awarded and how do I apply for financial aid?
A: Scholarships are awarded on the basis of need, merit and academic promise. There is a form with instructions included in the application. If you are interested in a specific scholarship administered by SAIS Bologna, be sure to mention it. Please make sure you mention any other scholarships or loans that you are applying for. This will give us a complete picture.

Prospective students listen to the faculty presentations.

Amina Abdiuahab

What are the next steps in your application?

It may be tomorrow or it may be weeks away, but one day you'll finish your application.

What happens after you click the "submit" button?

Here are key steps in the admissions process for non-U.S. candidates who apply to SAIS Bologna:

This is the broad picture for non-U.S. candidates. (U.S. candidates face a slightly different schedule which you can find on the SAIS DC site.)

You'll be forgiven if you ask why at this point you can mark only two dates (May 3 & 4) on your calendar.

We know we'll be interviewing all of our applicants -- in person, on the phone or via Skype -- but we don't have the exact dates yet. We need to review the pool of applications and determine where to travel to connect with the greatest number of candidates. (We had applications from 72 countries last year.) We'll establish a schedule in early February.

Remember: Although we try to interview as many candidates as possible in person, there is no advantage or disadvantage whether you interview face-to-face, on the phone or via Skype. Each interview is a chance to put your best foot forward and to impress on the interviewer why SAIS Bologna is right for you -- and for SAIS.

When it comes to phone/Skype interviews, we take into account time zones to find something suitable. (If the time does not suit you, please speak up. Sometimes we assume a time zone and it is not quite right.)

The Admissions Committee -- made up of faculty and staff -- will gather at the end of March. The Committee will communicate its decisions by email in early April, and admitted students will then receive an official letter via email shortly after. If you are asking for financial aid, you'll learn the outcome of your request then.

We encourage admitted students to come to Open House in May. Like Open Day this Friday, Open House gives candidates an inside look at SAIS Bologna. It can help them make up their minds. Admitted candidates who are living in the United States will be invited to the SAIS DC Open House in April.

Non-U.S. candidates whose applications are handled by SAIS Bologna will have a mid-May deadline for taking a decision. We'll set the exact date after the coming Christmas break.

If you have any questions, feel free to comment on this post or email us at admissions@jhubc.it. In the meantime, we look forward to your applications.

Amina Abdiuahab

Open Day at SAIS Bologna on Dec 9

Are you interested in learning more about SAIS Bologna? In getting an up-close view of who we are and what goes on here?

Then you might be interested in attending Open Day.

Every year we throw our doors open to prospective applicants. This year Open Day is on Friday, December 9. It offers a unique chance to experience what studying at SAIS is like. The registration form and the program are here.

In a previous post, Byron Sacharidis, a current MA student from Greece who attended Open Day last year, offered his thoughts on what it meant to him: "Right away, the feeling of belonging and the discovery of a rare, close-knit community, where diversity and camaraderie thrive, fueled my enthusiasm about what this beautiful city has to offer."

Open Day is a unique opportunity to see the campus; speak to students, professors and staff, and attend classes. You are about to embark on a long journey, and you need to know which ship you might get on.

We understand that many prospective candidates may not be able to attend. Some are too far away and others will have conflicting commitments. If you can't make it and you want to learn more about SAIS, do get in touch. We'll do our best to answer your questions. We are available for chats on the phone (+39 051 29 17 811) or Skype (jhubc.admissions). You can also contact us by email.

Some readers know that we've been holding online information sessions. The next one is scheduled for Tuesday, December 13 at 12 noon Italy time (1100 GMT) to accommodate prospective applicants in Asian time zones. Please send us an email if you'd like to participate.

We hope to see many of you on December 9.

Amina Abdiuahab

The CV: an antipasto, not the main dish

How ironic if a blog post on CVs were long and messy. So I'll keep this as tight as a good curriculum vitae.

Your goal is simple: to offer a snapshot of your experience. Like good writing, it is as hard if not harder to write tight than to write long. A CV is not a smörgåsbord or even a main dish. It is an hors d'oeuvre.

Do you know how much time someone generally takes to read the CV of a job or graduate school applicant? I won't dare quantify it. Suffice it to say that it's no longer than the time it takes a harried Italian commuter to down an espresso coffee on the way to work.

Like an antipasto, a CV is meant to whet the reader's appetite. You want to answer some basic questions so that the reader can situate you and, hopefully, be interested in learning more. What are those questions?

- Where have you studied, what did you study and when?
- What kind of work experiences have you had and where?
- Have you received any special awards or recognition?
- What languages do you speak?
- What else makes you truly unique?

The reader should have to take no more than 30 seconds to have a basic idea of your background. The emphasis is on "basic". You will have a chance to delve more deeply into your past and your future in your statement of aims and, if you are applying to SAIS Bologna, your interview. You want the reader to be interested in learning more about you, not to answer any and all questions on the CV.

A few pitfalls:

- If there is a gap of more than 6 months in your academic or professional experiences, you should explain that in your statement of purpose. Experienced readers of CVs spot such gaps immediately. Most everyone has such gaps; they just need to be explained.

- A CV that is too long is a turn-off. What is too long? How many angels can you fit on the head of a pin? I like one-page CVs, but others want more detail. Make the CV as long as it has to be to cover your experiences without inflating them. At some stages of an application or for certain positions, more detail is needed. In any case, make sure each word counts. If a word is not needed, cut it out.

- It can be useful at the top of a CV to summarize your background. But beware of overdoing it or of using wooden or hackneyed language.

- Does anyone nowadays not know basic computer applications like Word, Excel or Powerpoint? It's a given, so no need to mention them.

I know someone out there has this question: What is the difference between a CV and a resume? Some consider the resume to be a compact CV, which they feel should be at least 2 pages. That distinction may hold true for individuals with substantial professional experience. That is not the case with most of our applicants.

A good CV is crisp and clean, easy to read and a help to the reader who wants to know quickly what you've done without wasting time. Don't think you need to put everything except the kitchen sink in your CV. Consider it more the architect's sketch of the kitchen.

Nelson Graves

One application -- two admissions offices

We now have a single, online application -- whether you want to start your SAIS studies in Bologna or Washington.

But the application requirements will vary according to two factors:

- Where you want to start your studies, and
- Whether you are a U.S. citizen or permanent resident, or not.

If you are a U.S. citizen or permanent resident, your application will be handled by the SAIS DC Admissions Office irrespective of where you want to start. The DC office also handles applications from non-U.S. citizens who want to start in Washington.

If your application is going to be handled by the SAIS DC Admissions Office, you can find the instructions here.

Alternatively, if you are a non-U.S. citizen and you want to start in Bologna, your application will be handled by the SAIS Bologna Admissions Office. In that case, you can find your application instructions here.

As you fill out the application, you will have a chance to provide both your nationality and your choice of campus. With that information, the system automatically directs the application to the appropriate office.

Confused? Here is a matrix that should make it simple:

I can hear your question now:

Do the application requirements differ whether you are applying through DC or Bologna?

The short answer is, "Yes."

The main differences relate to standardized tests, interviews and fees. Specifically:

• Those applying through SAIS DC are required to take either the GRE or the GMAT. Those applying through SAIS Bologna are not. Note that we strongly recommend that all applicants take either the GRE or the GMAT. While the scores are only one element in a student's dossier, they can provide important information to both the applicant and the institution. High scores can potentially strengthen a candidate's application.
• All candidates applying through Bologna will be interviewed as part of the review process. The SAIS DC Admissions Office does not require interviews.
• Candidates applying through Washington pay an $85 application fee. Those applying through Bologna do not.

We realize that this is complicated. If you have questions, do not hesitate to contact us. Our email is admissions@jhubc.it. Our phone number is +39 051 29 17 811.

Likewise, if you are not sure where you would like to start your SAIS studies, why not contact us? We will try to help you weigh the pro's and con's. A chat on the phone might clear things up for you.

Bottom line: We understand if you are still feeling your way. Don't hesitate to drop us a line or call us, and we'll do what we can to help.

Nelson Graves

Letters of recommendation: an expert's view

Today: letters of recommendation

Like the statement of purpose, letters of recommendation are a chance to have your special qualities and motivations shine through. Even though you do not control the content to the same extent, you can have a major influence on what your "referees" write.

SAIS requires two letters. Many candidates, particularly those graduating this year or who finished their undergraduate studies recently, will tap two professors. Candidates who have been out of university for some time will want to ask for a professional reference.

(Can you submit a third reference? Yes, you can.)

Under our new online application system, the "referees" (ie, the authors of the letters) can submit them online or via mail. If they come through mail, they should be in a sealed, official envelope with the author's signature across the seal. This ensures confidentiality.

Prof. Mark Gilbert

Prof. Mark Gilbert has written loads of letters of reference. We turned to him for his thoughts on the do's and don't's.

--------------------

Q: You have written letters of recommendation for many students. How does a student know if it is appropriate to approach you for a letter of recommendation? How well do you have to know a student before you will write a letter?

Gilbert: I will normally write a long letter of reference for a student who has completed a course with me. I like to be able to comment on a person's writing skills and character before I write anything on his or her behalf. I have made a handful of exceptions to this rule, but only for students whose contribution to a class has been out of the ordinary and who really needed, as opposed to wanted, an early reference. Note, too, I talk of letters of reference, not recommendation. I think a letter that shows a full knowledge of the person you are talking about, even if it may contain some criticism, is more "authentic" in the eyes of the people who read them.

Q: What do you like to know about the student and their plans before you write a letter?

Gilbert: I always ask students to give me a short CV and explain to me the nature of the internship or job that they are applying for. When looking over candidates for admission to SAIS, I greatly preferred to read letters from professors who clearly knew the person they were recommending well and who also could relate the student to SAIS and its programme. A generic note saying "Ms X is a very nice person who works hard and got good grades in my class" is helpful, but hardly convincing. I think letters to be effective need to be crafted individually for a given student. Professors at German universities, in my experience, are very good at this. They seem really to care about their students' future and are stern yet just about their personalities and abilities.

Q: Do you share the letter with the student or is it confidential? If it is confidential, why so?

Gilbert: I have never shared the contents of a letter with a student except once by necessity -- the would-be employer (the Danish government) remarkably wanted the candidate, rather than me, to send the letters as .pdf files in her dossier. Since it was a prestigious opportunity for this student, for whom I have a very high regard, I acquiesced, but I wasn't happy about it. I think letters of reference should be confidential.

Q: How much time in advance of a deadline do you like a request for a letter of recommendation to come to you? Are you annoyed if students check up on the status of the letter?

Gilbert: I would certainly not be irritated if a student checked up on me, while I certainly like students to give me ample warning that they would like a letter to be written on their behalf. The reason in both cases is the same: I have a lot to do and letters have to be fitted into everything else I'm doing. I normally write letters quickly once I've agreed to do them, but when you are doing a lot of things, it can happen that you forget one. So stay on my case.

Q: Do you prefer to mail your letters or to download them online?

Gilbert: Download. I am normally technophobic, but  I find that the online systems are very well done and persuade you to write the reference quickly. It seems like less hassle. Like writing an email.

Q: Any pitfalls or fatal errors you would warn applicants against when it comes to letters of reference?

Gilbert: Avoid letters from people who talk about themselves and how important their institution is and who then add in the final paragraph, sometimes in these very words, "This person has studied with me, therefore you should take her." What does this imply? It implies that students should judge the character of their letter writers carefully and avoid the pompous, the megalomaniac, and the vainglorious. I'm tempted to add that in academia at least this implies that the pool of potential letter writers is a small one....

Nelson Graves

Our new online application system -- and where to mail documents

There is some good news for applicants to SAIS Bologna.

In the past, we used a paper-based system. It was trusty and allowed us to carry out our jobs: to admit excellent candidates. But it was also old-fashioned and cumbersome.

We have now moved to an online system that will make things considerably easier for applicants and for us. You can create an account that will allow you to start your application, save it and go back to it when you are ready. You can upload documents including your statement of purpose, CV and financial aid form. Your referees can submit recommendation letters online.

(To enter into the online application system, click here.)

There will still be some documents to be mailed by "snail mail" (the post). What documents? And where should you send them?

The postman will need to send us your transcripts, standardized test scores and letters of reference if the authors of the letters decide not to use the online system.

Where you send these documents will depend on two things: (1) where you want to study during your first year at SAIS and (2) your nationality.

Here is how it works:

• SAIS Bologna manages applications from non-U.S. applicants who wish to be in Bologna for their first year of study. 
• SAIS Washington manages applications from all U.S. citizens and permanent residents, as well as from candidates with other nationalities wishing to start their studies in DC.

If you are a non-U.S. citizen and you want to start your SAIS experience in Bologna, you will mail any paper documents to:

Admissions Office
Johns Hopkins SAIS Bologna

via Belmeloro, 11

40126 Bologna

Italy

If you are U.S. citizen or permanent resident, or if you wish to start your studies in DC, regardless of your nationality, you will mail your documents to:

Admissions Office

Johns Hopkins SAIS Washington

1740 Massachusetts Ave, NW

Washington, DC 20036

USA

One thing: if you are a U.S. citizen who wants to start at SAIS Bologna, your application will be managed by the SAIS DC Admissions Office, but the Bologna Admissions team and our Director Kenneth Keller are involved in the process and key decisions.

If you have questions about where you should send your documents, send us an email, reach out to us on Skype (jhubc.admissions) or give us a ring (+39 051 029 17 811). 

Amina Abdiuahab