Professionalism

Text compiled and adjusted from the UC Berkeley School of Optometry – Professional Etiquette Tips

Academic Professionalism and Etiquette
Email Etiquette
Telephone Etiquette
Other Helpful Tips

Academic Professionalism and Etiquette

Professionalism is a trait that many students will need to build in their academic careers. When communicating with academic faculty or entities, students must present themselves in a manner that is appropriate and respectful. Accordingly, prospective students interested in any health field should always project their best professional self, especially considering how easily people can be found online. Every year, schools in the health professions receive hundreds, if not thousands, of applicants. Demonstrating good character as an applicant will not only help students stand out from the competition but also enable admissions committees to have confidence in the offers they send to future students.

There are various ways that a student can present themselves as a professional applicant throughout the application process. Proper etiquette in all forms of communication will display to the admissions committees the maturity and potential capability of the applicant. The general information below is good to remember when professionalism is needed from the student.

General

  • Your online presence needs to be professional too! Search for yourself online and see what comes up. Remove anything that may appear unprofessional or mar your reputation. Law schools may review your social media profiles, especially if they are mentioned in your application. Negative content could affect your admission decision.
  • Never badmouth a school or its stakeholders. Every cycle, applicants are rejected because they wrote negative blog posts or remarks about applicants they met on interview day.
  • Always be honest. Applicants found to have violated the principles of conduct risk losing the privilege of applying to their chosen schools.
  • Act professionally in all interactions with prospective schools. Whether it be through email or over the telephone, students should always communicate professionally. Admissions committees and other applicants are always watching. Below are a few guidelines that students should follow when communicating with any professional school or entity.

When Communicating with a School

  • Always be polite and courteous. Schools take note of their communication with applicants, whether that be with the secretary, admissions director, or dean, through in-person or written communication.
  • Know your information before contacting the professional program. Program websites are very thorough with the communication.
  • Prepare what you are trying to communicate, whether it is through email, phone call, or in-person.

Professionalism through email

Email is one of the most convenient ways to communicate with any Health-related program or institution. Consider any email you send to these entities a serious and professional form of communication, so it requires a more formal tone. When sending out emails, consider the etiquette provided below:

Formatting is one component that many students tend to overlook. As content and grammar are also important when communicating with any academic authority, students should ensure that the email they are sending out has all parts included:

  • Email is sent from an appropriate and professional email address (e.g. johnd@hawaii.edu, doej@hawaii.edu)
  • Include a salutation and a signature in your email. Messages may sound unfriendly without it.
  • Always provide your first and last name, undergraduate institution or organization, and (anticipate) year of graduation.

Content of the email should be appropriate and precise. Do not overwhelm the individual or institution you are contacting with excessive questions or information. Please note that they receive hundreds of emails each year inquiring about their programs. Flooding them with questions may hinder you from getting a complete response.  When considering what to include in an email, consider the following tips.

  • Cover just one topic in an email message. If you are presenting 2-3 points, use bullets or numbers to make it easier to read.
  • Ensure that you are not asking questions that can be easily answered by reviewing a program’s website.
  • Do not automatically reply to the sender’s message. Delete the old thread or cut and paste relevant parts. Avoid sending entire threads back and forth.
  • Be cautious about the language you use in an email. Humor and sarcasm can be misunderstood in an email because you are not communicating in person.

Grammar and structure are also among the most essential parts of an email. Misspelled words and bad grammar can be detrimental to your image when contacting academic individuals and institutions. When composing an email, remember some of the points below.

  • Use standard caps and lowercase characters. Do not use all upper-or lower-case characters.
  • Write messages with correct grammar, spelling, and punctuation. Pay attention to the tone of the message and ensure that it does not sound curt, demanding, condescending, negative, or hostile. The tone of the message can convey a nonverbal message.
  • Avoid using chat language/text speak such as emoticons, improper short-hand (right-right), and acronyms (LOL) for professional emails.
  • Lastly,  proofread your message. Ensure that it is written to the correct program, with correct spelling and grammar. (ex. Hawaii Medical School vs. John A Burns School of Medicine)

Examples of good and bad emails:

Good email example:

Dear Berkeley Optometry,

I am interested in applying to your program. After reviewing your website, I would like to meet with an advisor to discuss the application process more in-depth. Would you happen you have any openings next week?

Thank you,
John Doe 
University of Hawaii at Mānoa
Class of 2017

 

Bad email example:

hi,
i have a question about medical school. what classes do i need to take to go to your school? im taking my science class rn but idk what other classes i need to get in? if you could get back to me soon that be cool.
 
lmk
-john

Professionalism through phone calls

With email being the primary means of communication, phone calls are not as common. Still, if you feel that you can communicate more effectively over the phone, be sure that you are still communicating professionally and appropriately. Below are helpful tips to facilitate an effective conversation with the academic institutions and individuals.

  • If you are inquiring about a program or school, be sure to conduct your research before calling. Most websites are comprehensive, and you can find the information you are looking for online.
  • Prepare your questions in advance to ensure they are clear and articulate. Additionally, if you expect a lengthy response, plan. For instance, avoid calling the program the day before the application deadline.
  • If you have the opportunity, consider scheduling an appointment to discuss the program if you feel that you would benefit more from a conversation-like setting.
  • Always introduce yourself. Include your name, institution, and (anticipated) graduation year.
  • Ensure that the tone you are using is suitable. You don’t want to sound demanding or rude when speaking with someone from a professional program on the phone.
  • If you need to leave a message, please speak slowly and clearly. Leave your name, institution, brief question, and a call-back number. When reciting your callback number, repeat it slowly and clearly.

Other Helpful Tips

  • Apply early to demonstrate that you are well-prepared and will likely continue this behavior throughout your career in health. When caring for your patients or clients, you will be timely in communicating with them
  • Do not exaggerate any aspect of your application like volunteer or research hours. Application screeners will calculate your hours and know whether what you listed is reasonable. Multiple applicants have been passed by for this reason.

The Interview

  • If you need to reschedule or cancel an interview, do so as soon as possible so other applicants can schedule theirs.
  • Dress appropriately. It is better to be over-dressed than under-dressed. You can also ask the schools what they recommend to wear for interviews.
  • Arrive early. This demonstrates another aspect of your preparedness and consistency in this behavior when interacting with and performing procedures and surgeries on your patients or clients.
  • Ensure that the topics discussed in the interview align with the information presented in your application. Admissions committees compare the interviewers’ notes with the information listed in the applications.
  • Send thank-you notes or letters to everyone you interviewed with, regardless of whether you were accepted. You never know what will happen and with whom you will be working in the future!