Trouble with getting PhD recommendations - almost 60% turnover in faculty

Question

I just want to find out if this is normal, and see if anyone has any advice.

I recently decided to apply for a PhD program, and have been trying to get letters of recommendation. I first went with the professors I thought could give me the best recommendations because they knew me best, but when a week went by with no answer to my emails I did some research and found both were on leave (one with no estimated date of return). I decided to go through all the courses I'd taken, and organize the contact information for each professor. I found that, out of 12 different professors, only five are still active at the university. And wouldn't you know it, but none of the professors who gave me A's are active! (I know that grades aren't the most important thing in a letter of recommendation, I just thought it was an extra weird bit that all my B and B+ professors were still teaching).

I worked full-time while getting my MA, and so I didn't go to office hours or schmooze with the professors before or after class (because I was coming straight from work with no time to spare, and after class I was either going right back to work or tired because it was late). I participated in classes, but I don't think any professor would say they know me well. Am I screwed as far as getting into a PhD program, even if I get recommendations about my excellent academic potential or whatever, if the letters aren't personal?

Answer 1

The most common and most valuable letters come from the professor(s) that were your academic advisor(s), or that otherwise directed or participated in your thesis work.

Not to be acerbic, but you made the mistake of treating your master's program as a place where you went to sit and look at powerpoint slides, and made use of your professors as if they were just there to read from powerpoint slides. A typical response to a recommendation query from such a professor is likely to be "I don't think I'm a good person to write you a recommendation, because I will not be able to speak to your strengths and abilities."

They say this to you because there is a well-established unwritten and unspoken protocol in PhD admissions, that of the "damning with faint praise" letter. The committee reads that letter as "this professor either had nothing to say about the candidate, or chose not to say bad things about the candidate. In either case, the professor had nothing GOOD to say about the candidate."

Beyond that...It is quite acceptable to ask an inactive professor (retired, on leave, etc.) to pen a recommendation. It's entirely their prerogative whether to accommodate you though. Only your direct thesis advisor feels a burden of responsibility to write anything at all.

Answer 2

The high turnover is unusual, and is bad luck for you.

One could say that you didn't go out of your way to make personal connections. On the other hand one could say that you worked efficiently. It's a matter of point of view.

Just follow basic best practice with your applications -- apply to a safety school, a bit of a reach school that makes you drool when you imagine studying there, and something solid, i.e. in between. What will help you control your anxiety is to remind yourself that

• getting into a PhD program is easier than getting a tenure track teaching job

• a good admissions committee will look at the whole person, and the whole application; some candidates are stronger in some aspects, some in others

• as long as the committee is convinced you can do a good job in their program, they will want to admit you, because they are in business to accept and educated students

In your case, if it continues to prove difficult to get the desired types of letters, you may want to consider:

• contacting the dean or chair of your department to request a letter explaining that the key faculty members are not available, but describing your strengths on the department's behalf

• including an explanatory note in your application

• including a reference from an employer

Answer 3

Although it's missing from your title, I think your question is:

Am I screwed as far as getting into a PhD program, even if I get recommendations about my excellent academic potential or whatever, if the letters aren't personal?

I mean, it's not really a "yes" or "no" because there are many other factors other than letter that will impact the admission decision. However, you might want to consider the rhetorical function of the admission letter genre. Like an rhetorical activity, think about your audience (busy academic who doesn't really care about you) and your purpose (getting said academic to write a good letter).

Are you screwed if you cold email someone who has no idea who you are asking them to take time from their career/family to write you an email? Probably. Is there a better, more strategic way? Of course!

Here's a useful strategy everyone should use for recommendation letters:

1. Email person to ask if they'll do it, but have a draft prepared in advance.
2. Send the draft to the referee and say,

"I took the liberty of preparing a draft."

You write the draft yourself because they may not recall your interactions with them the same way you do. The letter creates the narrative: your grade, any special assignments, other highlights. They're busy and this really makes it easy for them. The chances are good they will simply print, sign and return.

3. Our of respect, offer to pay for postage if originals need to be sent by the referee themselves. It's just common courtesy IMHO.

So to answer your question, you're not screwed if you use this strategic approach to the reference letters.