Workshop: Secrets of a Winning Scholarship Application

Marie-France Courtemanche-BellOffice of the Academic Programs DirectorSeptember 15, 2017

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Agenda

1. What is the "scholarships culture"?

2. How to properly prepare for a scholarship application3. Overview of the main documents to include in an

scholarship application•Cover letter•Forms•Resume•Research proposal and bibliography•Recommendation letters•Transcripts

4. Recommendations and actions to be taken2

What is the "scholarships culture"?

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What there is to know…1. It differs from place to place in the world.2. In Canada and Quebec, the culture of scholarships is

widespread.3. Having a scholarship obtained through a competition

in a CV (with or without submission of applications)= UNDENIABLE RECOGNITION OF YOUR EXCELLENCE!Opens doors for a promising career.

4. A scholarship application is a sales tool.5. All candidates are good ...You just have to make sure

you stand out!

What is the "scholarships culture"?(suite)

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What is sought in an application:

•Proof that the candidate meets all the criteria clearly and is distinguished on several points;

•Unambiguous statements (regarding the study program, research interests, academic excellence, involvement, etc.);

•A research project that is clear, concrete, achievable and that meets organization’s objectives;

•Undeniable support from respondents;

•A choice of research environment and supervisor in line with the research project.

How to properly prepare for a scholarship application

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Bing done at least one month in advance ... 1. Look for financing opportunities that fits your profile.2. Read, read and read contests descriptions and rules!

Become aware of the hidden meaning!3. Make checklists.4. Differentiate and understand requirements:

• Criteria for eligibility (essential);• Evaluation Criteria (to be used to distinguish

themselves).5. Organize yourself, think of a work plan and find your

respondents.

Overview of the main documents

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Cover letter

WARNING! Not all competitions allow the use of a cover letter.

Use only if required.

• Personalize your letter.• Use a diverse and appropriate vocabulary.• Use keywords.• Support each of your affirmations with a fact.• Be neither modest nor boastful.• Incorporate new information that you can not mention elsewhere. Emphasize on important elements of your file and ensure that you meet each of the evaluation criteria.

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Forms

Each organization (sometimes each competition) has its own form (online). Must therefore…

1.Create or update your account as soon as possible;2.Read quickly the form and look for the content to prepare;3.Write your text with word processing software (eg.: Word)

Allows you to keep a copy and make corrections afterwardsTip: To avoid formatting errors, you may need to copy your text to a "Notepad" tool.

4.Observe the instructions for presenting the appendices.5.Save a copy of the submitted version.

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Resume

How to choose the right model?

•Canadian common CV

•Academic CV

•Regular resume (Service de gestion de carrière)

•« job marquet » CV(A workshop is planned for the end of October 2017 by the PhD Program Director)

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Activity 1: What is a good academic resume?

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Activity 1 : Discussion

In short ...

• There are no single model.• It must be adapted to the targeted competition.• You have to be proofread to ensure that everything that is important is there and is clearly presented.

• Refer to tools such as the HEC Montréal Academic CV Guide.

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Research proposal

A research proposal it’s ...•A well popularized research project that allows non-specialist

researchers in the field to understand what you are going to do.

•The words choice is paramount. Avoid technical terms, abbreviations and mathematical formulas.

•The relevance of the research project and its societal impact should be presented during the establishment of the problem, but also when explaining the expected outcomes.

•Applicability and originality must be demonstrated.

•Quantify! Give benchmarks to the evaluators so they can measure the impact of your research.

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Bibliography

• Observe the rules of the art.

• Usually one page (SSHRC PhD: up to 5 pages).

• Allows the evaluator to see your level of mastery of your topic.

• To favor: scientific articles, recent references, master or unavoidable works of the domain concerned.

• Use the services offered by the HEC Montréal Library.

• Use the EndNote software, it will make your life easier!

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Activity 2: Identify parts of a research project

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Activity 2 : Identify parts of a research project

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Identification of parts of a research project proposal Length of each party

1. Context: Social, economic, scientific and intellectual issues. Can arise from current events, government policies or statistical studies.

2. Problem: Include the problem element, the trigger and research question.

3. Objectives: Usually 2 at the Master's level and 2 or 3 at the PhD level. For theses by articles, an article = objective. Objectives should allow us to foresee responses to the targeted problem.

4. Theoretical Framework: Presents relevant pre-existing theories and ideas related to the issue. It contains definitions of the key terms of the problem, as well as research questions or hypothesis. It is therefore essential to identify these concepts. A good theoretical framework demonstrates an appropriate knowledge of the concepts, theories and key models related to the subject under study. The theoretical framework scientifically justifies your choice of the project and its direction. It demonstrates that your project has a scientific foundation.

5. Methodology: How each step of the research project will be carried out? Be careful, this section is a trap. You have to say enough so that the evaluator understands what you want to do, but without going into too much detail, because it opens the door to disputes and doubts about the applicability of your research.

6. Schedule and Work Plan: Provides an overview and aims to demonstrate that you know where you are going.

7. Expected Outcomes: Always based on preliminary data. Innovative aspect of research, dissemination of results, impact and appropriation by the target groups of your research and analysis results. Advancement of knowledge, social, environmental and economic impacts. It is also sometimes relevant to highlight the links with the integration of the benefits of a project with the strategic plan of the university where the work will be carried out.

Suggestions: 1. 1 paragraph of 4-5 lines MSc / 5 -10 lines PhD 2. 1 paragraph of 5-6 MSc lines / 10-15 lines to the PHD 3. Thoroughly separate them so that this is clear. 2-3 lines per MSc lens. Approximately 6-8 lines per PhD lens. 4. 5 to 8 lines MSc / 12 to 20 lines PhD 5. 4 to 5 lines MSc / 8 to 12 lines PhD 6. Variable, but should not take up much space. In text tracking or bullets. 7. 10 to 12 MSc lines and 10 to 15 lines PhD Maximum about 51 lines in Times / page

Recommendation letters

• What's the purpose? Support the contents of your application and confirm your excellence and research potential (or other criteria).

• Who should write them? Professors who know you well.

• What is the ideal format? Use the prescribed form or a free format.

• How should the letters be transmitted? Via an online form, by email to the contest administrator or in sealed envelope with signature on the flap (e.g..: CRSH doctorate). For internal contests, letters may be attached to the candidate's file.

Activity 3 : Letters of recommendation

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Back to Activity 3 Letters of recommendation

• Back to large group;

• Sharing of observations;

• Presentation of a model.(for a model, see the MSc and PhD pages)

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Recommendation Letters

Small reminders

• Approach your respondents quickly.

• Explain the purpose of the recommendation letter.

• Give them the evaluation criteria, give them your CV and the summary of your project.

• Follow-up closely.

• Be available to help them write and submit their letter.

Transcripts

1.All academic transcripts and even post-secondary transcripts. (Ex.: propédeutique, internships abroad, non-completed program)

2.Official and final documents only (except for HEC Montréal transcripts for internal competitions).

3.Records from establishments outside Canada: certified copies are accepted.

4.Grading system for each institution attended must be joint (one copy per institution).

5.Official translations for documents in another language than French or English. Attach originals and translations.

6.Order of presentation: From the most recent to the oldest. 7.Presented in a single unprotected PDF document

(not as a PDF portfolio).20

Filing of the application file

• The submission must be made as required in the contest’s rules : Via a website; By email; By mail.

• Observe the presentation requirements.• If you file by e-mail, attach all documents in one PDF and name it as

prescribed if there are no indication:

Lastname_Firstname_ContesteXXX_Year

• Wait for confirmation of receipt. If you have not received anything two days after the deadline, check with the contest administrator.

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Conclusion…

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10 Winning Recommendations*

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1. BEFORE starting to write your application, read ALL the documentation concerning the selected program (web description, evaluation criteria, application form, tutorials, etc.).

2. Start preparing your application AS SOON AS the forms become available online. 3. Make sure you have the cooperation of your supervisor all along the various stages of

your preparation - have her/him to read your application. 4. Use the space allotted cleverly in order to make the reading easy for evaluators and jury

members, pay special attention to the text structure and clarity, the quality of languageand make sure you follow all guidelines neatly).

5. List clearly all awards, grants and distinctions earned during your previous degrees back to your bachelor’s degree.

6. List in clear order all the information relative to your publications and their status(conference papers, posters, refereed, non-refereed, accepted, in press, published, place of publication, etc.)

7. Describe clearly and concisely your participation in research projects and training stages. 8. Present an original, clear and concise research project with well-balanced sections

(problematic and hypothesis, objectives, methodologies and relevant analysis, contribution to the advancement of knowledge) and explain the acronyms you are using.

9. Provide an explanation of the notation system. 10.Say very clearly and explicitly any relevant information to the eligibility and evaluation of

the application (illness, parental leave, part-time studies, and work, etc.)* Pierrette Gaudreau, conseillère scientifique du FRSQ, 2014 presentation

Actions to be taken

1. Prepare yourself as soon as possible. 2. Read everything available on the Internet.3. Communicate by telephone or in person with targeted

respondents. (2 to 3 weeks before the deadline.)4. Take a look to the form before filling it if possible.5. Prepare a check list and identify elements to include for each

criteria.6. Do not stay alone! Get the support of your supervisor, have a

friend or colleague to read your application or ask to be paired with a tutor.

7. Trust yourself!8. Answer the little survey!

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Success rate ...

• Chances of winning the Lotto 6/49 = 1/13 983 816

0 %

• Opportunities to get a scholarship at HEC Montréal = 1/3 to 1/2

33% to 50 %

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THANKS ANDGOOD LUCK!

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