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Step 3: Prepare for and take the appropriate test(s).

I could write about test prep all day–and will do so in later blog entries–but for the sake of the “To Do” list in progress, I’ll keep the main points few and, well, pointed. My goal in writing this tonight is to help you setup a study-and-execution plan for tackling your test or tests.

Determine which test(s) you will need to take for your particular program(s).

This may sound like a no-brainer, but there are some testing considerations that are easier to overlook. For most graduate business programs, you’ll generally need to take the GMAT; for law school, you’ll need to take the LSAT; for medical school, you’ll need to take the MCAT; optometry school, OAT; dental school, DAT; pharmacy school, PCAT; and for most other programs, you’ll probably need to take the GRE.

But some programs vary, and certain types of students may need to take additional tests. For instance, some graduate business schools accept the GRE or MAT (Miller Analogies Test). For students who were educated abroad (in locations other than the U.S.), most graduate programs require a TOEFL (Test of English as a Foreign Language). Research your particular program(s) at your particular school(s) to ensure you’re covering all your bases.

Learn all about the test(s).

Enter the name of the test into a search engine. Find out the test provider, then go to the testmaker’s website. Read up on the format and scoring of the test, content tested, and time restrictions. Find out where you’ll be taking the test and what you are and are not allowed to bring with you to the test center.

Questions you should be able to answer about the test(s) you need to take:

• Is this a paper-and-pencil test, a computer-based test, or a computer-adaptive test?
• What’s the difference between a computer-based test and a computer-adaptive test? (if applicable)
• Will I be penalized for wrong answers or unanswered questions?
• What content is tested?
• What types of questions appear in each section?
• How many questions of each type in each section?
• How much time is allotted for each section?
• How does this test’s content and format serve as a valid measure of aptitude for graduate studies in my field? (This one’s more of a question that, if applied to each question type, can help you better understand why the test is designed as it so that you can master the reasoning it tests.)

To help you on your way, here’s where you can find information on some of the most common graduate admissions tests:

• GMAT — test administration organization: GMAC; website: www.mba.com
• GRE — test administration organization: ETS; website: www.ets.org/gre/
• LSAT — test administration organization: LSAC; website: www.lsac.org
• MCAT — test administration organization: AAMC; website: www.aamc.org/mcat/

Devise a well-rounded and layered study plan.

There are countless different preparation methods available to you; the sheer volume of materials and resources available can be overwhelming. Should you take a class? Study alone? Hire a tutor? Which books should you use to study? Should you practice on the computer? Should you study math content? If so, which content? Should you focus solely on testing strategy? If so, what strategies are most effective?

How you prepare–class, solo study, tutor–is up to you. But here’s what you must do:

• Always start with an actual practice test, preferably a sample test released by the testmaker. That’s your baseline, and it’ll help you figure out your natural strengths and weaknesses in both content and strategy.
• Balance your approach. Your preparation should include a combination of content-based study, test/question/section strategy, and test simulations.
• Your early preparation should be dominantly content-oriented, with a moderate dose of question-type strategy and very little, if any, test-like practice. Take advantage of the time you have to really shore up your weaker areas, but make sure you don’t neglect your strengths. Taking too many practice tests or sections too early in the game merely reinforces bad habits, making them harder to break later on.
• Your mid-range preparation should be a balance between content-oriented study and question- and section-strategy practice, with some test simulations.
• The final stage of your preparation should be primarily test simulations, with detailed post-mortem analysis of each test from all points of view (weak content areas, troublesome question types, and section/test strategy issue management). Make sure you take adequate time in your analysis to learn from your mistakes.

As for the solo study/class/tutor question, you’ll need to do some self-reflection here. If you tend to do well on standardized tests and you’re very disciplined, then solo study might be fine. If you’re slightly less disciplined, then the structure of a class might do you well. And it’s always great to have the advice of an expert available in a class or through a tutor, but cost is a factor to consider (and add to your budget, should you choose one of these options).

Use quality materials.

With the stockpiles of material available to you, it’s easy to get overwhelmed. The first and best material to use is the material released by the testmaker. Get your hands on previously released tests and free practice materials, usually available on the testmaker’s website. You may also be able to purchase additional prep materials through the website or at your local or online bookstore.

To supplement the testmaker’s resources, join some online forums and read through the posts of other test takers. Use an internet search engine. Play on Grockit!

Your materials should provide a mix of formats, at least some of which should be very similar to that of the test. Shameless-yet-earnest plug: Since most tests are now either computer-based or computer-adaptive, Grockit can provide great preparation in a rather test-like format, while still allowing you to work on content with experts and other learners alike and review your practice material in-depth later on.

Do test simulations.

Never, and I mean never ever, take a standardized test without doing a healthy amount of test simulation practice. Make sure your test simulations are as test-like as possible: place yourself in a similar environment, observe time constraints strictly, use only the resources you will be permitted at the test site (i.e., don’t use your calculator unless your test permits the use of one), and take only the allotted breaks.

After learning about the test format, always start your preparation with an actual practice test, preferably a sample test released by the testmaker. Take it before you review any content (and likely waste time reviewing stuff you already know or didn’t need to know). That’s your baseline, and it’ll help you figure out your natural strengths and weaknesses in both content and strategy.

Don’t do too many prep tests until you’re comfortable with the knowledge that your test-taking habits are correct and consistent. As you shift into your later phases of preparation, you should ramp up the frequency of your simulations. Once you’ve scored three times at in acceptable score range, you’re ready to take the real thing.

Once that’s done and your scores are finalized, it’s time to get to the paperwork.

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Step 2: Manage the application process.

Managing the process– much like you might manage a project at work– will help ensure you meet all deadlines and obligations while maintaining high quality standards in your applications. Here are the most important elements you’ll want to be sure to work into your routine:

Tend to your relationships with potential recommenders.

Your recommendations will play a big role in your applications, and you should ensure that you’re getting absolutely top-notch recommendations. And while noted alumni are great recommenders for targeted schools, the most important characteristic of good recommendations are that they come from people who are credible, know you well, and can speak to your aptitude and preparedness for graduate work.

While your recommendations can come from a variety of sources (academic, professional, personal), most schools have preferences regarding at least some of your recommendations. In fact, many schools prefer to receive at least one academic and one professional recommendation. If you’ve been out of school for a while, it may take some time to hunt down an old professor who remembers you well and fondly enough to sign his or her good name to your application to graduate studies.

Start early, and make sure you show your gratitude at each step of the process. If it’s been a while since you’ve spoken or seen each other, write a quick email to say hello. Maybe invite him/her to lunch (you’ll buy, of course). Make sure this person feels comfortable recommending you strongly; if you’re unsure, you might want to ask just that: “How strongly would be be comfortable recommending me to — school/program?” It never hurts to ask, as long as you are courteous.

Sort your list of possible schools into categories.

At this early point in your application process, you probably aren’t sure where you’ll score on standardized tests required for admission. But you should have done plenty of research on the schools that offer your desired program. Sort your list of possible schools into three categories:

• “reach” schools, where you may be unlikely to gain admission, but would nonetheless love to attend;
• “target” schools, where you are competitive for admission and would like to attend; and
• “safety” schools, where you have a very high likelihood of admission.

While you may not be absolutely certain which schools are “reach”, “target”, and “safety” schools until after you get your scores back, you probably have some early inclinations one way or the other about many schools. You can always rearrange your list later.

I’m a spreadsheet addict, so I personally recommend making a spreadsheet. A spreadsheet is probably the best way to organize your list of schools. You’ll be able to add columns for “applied” (date submitted), “complete” (date application is “complete” at each school), “interview” (date), “financial aid” (dollar amount), “tuition” (total), and “decision” (outcome). You may want to include other columns as well, but these should get you started. A spreadsheet with all important information will make selecting the best school for you much easier once all the columns get filled out, and you can always delete a row if you decide that a particular school isn’t right for you.

Make an application calendar.

Get a calendar to track important dates for admissions process. Include the following:

Last acceptable test administration.

From your list of schools, determine the last possible test date you can take to meet all application deadlines. Since you’ll likely have multiple schools, be sure to note the earliest of the test deadlines. Write this date in big, bold letters. Red, preferrably. Then plan backwards for at least one possible retake, should the worst happen. Make that your target test date, although you may want to back up your target test administration date even further to reduce your test anxiety a bit.

Financial aid/scholarship deadlines.

Many schools have scholarship deadlines prior to regular admission deadlines, especially for larger scholarships. If you plan to apply for them, be sure to note the relevant dates and schools in your application calendar. You should also try to get your taxes done as early as possible, since most schools have a financial aid paperwork deadline of March 1st, and for U.S. schools, you’ll need to submit a FAFSA (Free Application for Federal Student Aid) in order to be considered for any need-based assistance or federally-backed loans. While you can estimate your taxes, I recommend doing them and getting the right numbers in rather than stressing about whether or not your paperwork is correct.

Early decision application deadlines.

You’ll probably have one absolute dream school. This is the school you should apply to “Early Decision” or “Early Action.” Early decision applicants tend to have slightly better odds than do regular decision candidates, but in order to get the bump, you’ll need to commit to that school. In your early decision agreement, you must agree to withdraw other applications if you are accepted to Dream University. Notifications for early decision to fall start programs generally arrive by January 15th.

Regular decision application deadlines for your program start date.

Make sure you mark all the various RD deadlines for each school to which you plan to apply. Deadlines usually occur in clusters (on the 1st and 15th of different months), and many schools have application “rounds.” Applying to an earlier application round means there’s more space in the class for you. Apply early, and don’t miss those deadlines.

Program start dates.

Don’t forget to mark the date that classes start at each school. That’s what the application process is all about! It’ll help you remember why you’re doing all the legwork, plus it’ll help you organize the major life changes you’ll need to make as you get ready to start graduate school.

Setup a both a physical grad school file box and a virtual file folder.

Go to Office Depot, Staples, or your office supply store of choice to pick up a portable file box and hanging file folders (unless you already have these on hand). Make a file for each school/program to which you intend to apply. You may choose to organize your files alphabetically or by preference (put your top choice program first, for instance).

Once you’ve made your physical files in your grad school file box, visit each school or program’s website. While you’re there, bookmark all important pages and organize them into folders in your web browser. Print out the admissions information, tuition and fees information, and the application form. Place a hard copy in the appropriate folder in your file box.

If you used a calendar program on your computer, then you should make an additional calendar folder. Print out a copy of each month between now and the final deadline for applications at the latest school’s deadline and slip the calendar pages into the folder so you’ll never miss a deadline.

Organize your finances for graduate school.

Since most of us will need some combination of personal contributions, scholarships, grants, and loans, you’ll need to make sure your finances are in order before you start the loads of paperwork that await you. Find out where you stand, and do your best to maintain or improve your financial outlook before your paperwork is submitted. Some tips:

Get a credit report.

Know your credit score so you’re not caught off guard by an instance of identity theft or some oversight from a move five years ago that can prevent you from getting loans. Do everything in your power to maintain a good credit score or improve a weaker one in the time allotted. Google “credit repair” and research the many options available to you.

Make an application budget.

Applying to graduate school isn’t cheap, and there are many “hidden” expenses people often forget. Be sure to include all application fees, standardized test fees, test prep/prep material costs (more on that in part 3 of 8), transcript/paperwork fees, recommender thank-you lunches, travel funds for school visits and interviews, a clothing allowance for interviews, interviewer and recommender “thank you” cards, and a seat deposit at the school you finally choose. Put the alloted budget into savings and don’t touch it until you need it (or start saving it, if you don’t have it available yet).

Put the amount you intend to pay out-of-pocket for tuition into savings and don’t touch it.

Based on your FAFSA and/or other financial aid information, you will be provided with an expected contribution. Try to get an estimate of that as early as possible so you can put that money away until tuition is due. Again, if you don’t have it, start saving now.

Once you have your process all setup, you’re ready to get to the first major hurdle: taking your test(s). When you’re ready, look for my next blog entry for tips on preparing for graduate admissions tests.