C e n t e r     f o r     International  Academic  Programs

Tips for Applying to a Study Abroad Program and/or Scholarship

• The Personal Statement is an opportunity to paint a picture about YOU.  Keep in mind that reviewers are going through dozens and dozens of proposals.  Everybody is smart; everybody has some track record of accomplishments.  That is the “level playing field”!  So,  in this brief statement, you need to identify special something – a quality, a talent, an experience – that makes you who you are; that “something” that the reviewers are going to recall later on in discussion.
   

• Letters of Reference.  Like the Personal Statement, they must paint a picture, and that can only happen if the artist knows the subject very well.  Talk to your letter writers (“referee” in the trade) frequently; keep them informed about your application’s progress and give them updated drafts.  Tell them who else is writing letters of support; particularly in the case of the Conservatory, there is a real opportunity for some collaborative effort so that the letters support each other, and enhance and fill out the portrait.  Take a professor to lunch!  (or maybe for a beer – you get the drift)  It is not enough for your referee to say you are an outstanding student who made amazing contributions in class and has a glowing career ahead.  THEY ALL SAY THAT!  The letters need to reinforce your Personal Statement – what is special about you; and why you need the fellowship.  Give your referees a long running start; engage them in the process from the beginning!
   

• Be sure to address any “glitches” in your record.  That C- in Chemistry your sophomore year is not going to affect your career as an oboist, but it does impact your GPA and needs to be dealt with up front, as does a weak semester because of illness, etc.  Those issues should be addressed by both you and one or more of your letter writers.
   

• Writing skills and style: precision, clarity, direct language.  Avoid the passive voice.  (Instead of: “the award was given to me” say, “I won the award in 1999.”) Contrary to what your English teacher told you, it is OK (necessary!) to write in the first person.  Get help:  The UMKC Writing Lab (5201 Rockhill; 816.235.1146) is one resource; they can help you catch those split infinitives.
   

• Get the nuisance items out of the way early:  copies of transcripts, summer program certificates, etc.  There is nothing worse than having the whole thing held up because the Registrar fails to send that transcript.  Apply for/renew your passport if you are going abroad.
   

• Above all, read and follow the directions to the letter.  If they say “do not exceed 100 words,” they mean it!

Guidelines for Completing Applications

1. Your standards in filling out an application should include:

   1. Appearance:  application should be neat and presentable

·        If it is typed, it should be well typed

·        If it is hand-written, it should be neat and readable

·        It should not be smudged, wrinkled or full of white-out

2. Completeness:  Do not leave anything out.

3. Accuracy: Do not make errors of fact.  Make sure any statements made can be verified, if necessary.

4. Timeliness:  do not miss the deadline.
    

2. General     

   1. Check to see if the application you have is the latest copy.   Many application forms are changed from year-to year.

   2. Read through the whole application before you begin.

   3. Never start writing on an original.  Make copies of the application to work with, and draft what you want to say.

   4. Check the details of the scholarship deadline:  is it absolute, e.g. by 5 p.m. on the deadline date, or is it a postmark deadline?

   5. Fill in every blank.  If the question does not pertain to you, use “NA”-“not applicable.”

   6. Check to see if the form may be hand-written.  If it is supposed to be typed, see that it is typed; do not assume your hand-writing will do.

   7. Put your name on every page; the application may be pulled apart for copying, and pages without names can be mixed up or lost.

   8. Follow all instructions to the letter, even if you think it is not necessary.  If the application form is a good one, there will be a reason for the request.

   9. Photographs are not requested in applications from public tax-supported sources (e.g. UMKC), but a private source of funds may ask for these.  If required, watch for size limitations and specifications.

   10. When asked to make lists, pay attentions to the instructions, e.g. “most recent first”, in order to get the sequencing correct.

   11. If space is limited, think of what you can group, e.g. “3 class plays; lead; chorus; lighting.”

   12. If anything in your list is not commonly known, add a brief explanation, e.g. spell out an organization’s name if a set of initials would be unfamiliar.

   13. If anything you write in your application is out of the ordinary, explain: e.g. an extended absence from school; unusual work situations.
        

3. References

   1. Do not secure personal references (from your friend, your neighbor, etc.).  These are seen as biased or coming from those who have little or no basis for comparison of yourself with your academic peers.  The reference writer should be able to address your qualifications for the particular scholarship requirements.
       

2. Every reference writer should have from you:

·        The scholarship you are applying for and what they are looking for

·        The deadline for its return

·        The contact to whom it is to be returned

o       If it goes to you, it must be given to you in an envelope, with the writer’s signature across the sealed envelope flap; this is to prevent tampering.

o       If it comes to another agent (e.g. a scholarship office), be sure your reference writer has that agent’s complete and accurate address.

o       As a courtesy, it is a good idea for students to give their reference writer a stamped, addressed envelope.

3. References are considered confidential.  Do not ask to see what has been written about you.

4. ALWAYS write a thank you note!
    

4. Transcripts

   1. Transcripts should (in most cases must) be originals.  Transcripts should be sent in a sealed and stamped/signed envelope from the issuing office.  Students should not open for any reason.

   2. If you have a bad grade and can have it removed (or considered for removal) by petition, do this immediately.  If your bad grade(s) can be explained (e.g. illness), make a brief explanation about this in some appropriate place in the application.

   3. If you have incompletes, handle these in order to get them off your record.  If you use either of these procedures, always check to see that the changes have, indeed, appeared on your transcript.  Do not assume your transcript has been changed.

   4. CAUTION:  at UMKC, if you do not remove an incomplete by meeting the course requirements, within a 12-month period, it will revert automatically to an “F”.
       

5. Essays

   1. Pay attention to the tone of your writing:

o       Avoid whining, wheedling, or rationalizing

o       Put forward all your accomplishments without boasting

o       Explain deficits frankly, without pleading for special consideration.  The readers will determine what weight is to be given to these explanations.

o       Avoid the “cutesy.” If you use “an angle,” keep it in good taste, and use a light hand.

o       Avoid clichés.

5. In the essay, be sure you write about what is wanted by the scholarship committee.  If you miss the point of the essay topic, you will have injured your chances in a major way.
    

6. Caution

   1. If a word count limitation is given for an essay, do not exceed it.

   2. Do not use abbreviations unless they are absolutely common.

   3. Do not use your nickname.

   4. Ask before including attachments, if these are not requested.  The application writer (and/or the Selection Committee) has created the application to secure the information they want to evaluate.  “See attached” can be a very aggravating phrase to the readers.

   5. Do not use a type size smaller than the requirement.  The usual limitation is 12 pitches on the typewriter, or “12 point” on the computer.

   6. Do not use a “fancy” type face.  This is a professional document you are completing.  It should look like it.  Arial or Times New Roman and commonly used fonts.
       

7. INTERPRETATION:  What a committee can tell about you from your application

·        Careful or careless

·        Strong or weak on

o       Spelling

o       Punctuation

o       Grammar

o       Syntax (word order)

·        Ability to follow instructions

·        From essays:

o       Personal viewpoint

o       How thoughtful you are

o       Range and depth of your responses, e.g. to social issues

o       Motivation

8. Final Tips

   1. Give yourself time to do a good job.

   2. ALWAYS:

o       Save copies once you have made a good effort; you will have materials to refer to for your next application.

o       Send thank you’s to the people who:

§         Wrote your references

§         Typed your application or papers

§         Spent their time giving you advice

Here are your next steps to getting you on your way.

1. Check in with CIAP. Contact us by email:  international@umkc.edu. 

We will ensure the program you have chosen is approved and we will give you necessary forms to get started. PLEASE NOTE:  The UM System will not permit students to study in a country where there is a Department of State Travel Warning. 

2.  Pick up appropriate application and scholarship information.  Applications and scholarships most always require statement of purpose and one or two letters of reference.

3.  This might be a good time to check in with your academic unit to be sure they will accept the program credits and whether it will count toward your degree.  If financial aid is a big consideration in your participation, making an appointment with an advisor there is very helpful.  (Step 5 will ensure credits accepted and it is the final form to determine financial aid eligibility, but many students find out before proceeding).

4.  Turn in UMKC application before deadline (including a required statement of purpose and letter(s) of recommendation).  You may be required to complete a UMKC and a program specific application. 

 

5.  (Can be combined with step 2) Pick up pink Study Abroad Approval Form from CIAP. This form is required to ensure credits will transfer and will be used to determine financial aid eligibility. We will guide you through the process. PLEASE NOTE: You must use the original pink form; the Registrar and Financial Aid will NOT accept a photocopy.

6. 

University of Missouri-Kansas City Center for International Academic Programs 5325 Rockhill Road Kansas City, MO 64110-2499 USA Phone: 816.235.5759  Fax: 816.235.5610 Email:  international@umkc.edu