<p>Professor X and others,
My son has narrowed his choice to two excellent Ph.D. programs in his field. He has visited both schools, met with professors, emailed with professors, etc. Of course he will finally have to “bite the bullet” this week and make his decision. I was wondering what the accepted protocol is for declining one of the acceptances in a case like this where he has had “real” contact with faculty. (He and I have discussed this in general and I was just wondering what might be considered appropriate.) Would it be appropriate to contact each professor directly by phone? By email? I realize that he may one day encounter these people at conferences, as colleagues (;))… Thanks for your advice!</p>
<p>I called one prof who really went out of his way to host me and sent emails to some of the other profs. I didn’t send anything to a prof if I didn’t talk to them outside of the visit day.</p>
<p>If a prof was really helpfull I would give him a call and tell him I was very honoured to get into their program but I will not be accepting it because the one at school x matches my interests more.</p>
<p>I’d suggest a phone call, but only to the Director of Graduate Studies, and not to every professor.</p>
<p>A follow-up email to the DGS (with a request to circulate thanks to other faculty) would also be most gracious.</p>
<p>I just received a very courteous phone call on Friday, in which a student my department had courted explained to me that it was a difficult decision, but he had chosen University Z. He thanked me for making arrangements for his campus visit, told me that the faculty were wonderful to him, and that he very much enjoyed meeting with all of us. He explained why he chose University Z (although he certainly did not have to do that), and frankly, I agree completely with his reasoning. He chose well, and I told him so, and wished him every success. I also asked him to convey my regards to Professor W, a dear friend of mine at University Z, who will most likely be this young man’s advisor. This weekend I received an email from the student asking me to convey his gratitude to the rest of the faculty. I will soon be sending an email to Professor W to express my congratulations for landing such a fine young advisee.</p>
<p>Nicely done, son. ;)</p>
<p>I turned down an excellent school that went out of their way to find funding for me for a MA program. I told them I thought that University Z would be better for me and I explained my situation but also told them I would like to stay in contact with them and I was impressed witht he genuine concern they have for their students and they will be at the top of my list for doctoral work. This was done in an email, but I think based on this post I may want to call them. It was a professor that emailed me about the funding update, but I may try to call the chair…I never got to meet the chair of the department whiel I visited but I did meet with several profs. I think the place woudl be ideal for my PhD, but for my MA, it is best that I go with the other U.</p>
<p>Professor X,
Thanks very much for your prompt reply and your advice!</p>
<p>Dear Apple,</p>
<p>I’d suggest calling the DGS rather than the chair. It’s the DGS that chairs the admission committee, and does all the work with prospective grad students (arranging visits, securing funding, sending info, etc.). The chair usually refers all emails and phone messages about graduate stuff to the DGS anyway.</p>
<p>(I’m the DGS.) ;)</p>
<p>Thanks…I will look up that phone number and call the DGS.</p>
<p>Thank you for the advice, Professor X. After reading this I decided to put my reasons for going elsewhere on a couple of responses where I felt the school really had room to improve, and have met with comments from them that they appreciate the information about what led me elsewhere and they would forward it to appropriate parties. Made me feel like I’d done a little good in the world. :)</p>
<p>Good, larationalist. It’s actually great to get information like that. I am sure it was appreciated.</p>