How to Apply - A Detailed Guide
Introduction:
In today's blog post, I will provide a detailed guide on how to apply for the CBYX Vocational Program. Specifically, I will cover the required forms, common application questions, and key details to keep in mind. At the end, I'll discuss the host family letter, offering suggestions, tips, and tricks to help you present yourself in the best possible light to potential host families.
nsions may sometimes be granted, you should not rely on them—aim to submit your application by the initial deadline.
On the website, you will find the student application, activity form, and nomination forms. The CBYX Vocational Program is administered by Nacel Open Door and Open Door International. However, for the High School and Young Professional programs, different exchange organizations manage the application process.
Form #1: The Student Application
The student application will take the most time to complete—it took me about 8-10 hours to fill out all the questions as thoroughly as possible! In this section, I’ll walk you through each part of the application so you know what to expect.
Basic Information
The application begins with the "Student Information & Contact Information" section. Here, you’ll provide essential details such as your name, email address, phone number, and home address. This information is necessary so the program can reach out to you if you are selected for the next phase of the application.
Next, you’ll answer eligibility questions. This step ensures that you meet the program’s requirements, including:
- Your age (must be 18-19 years old, though exceptions may apply for those who skipped or repeated a grade).
- U.S. citizenship (you must be a U.S. citizen to be considered).
- Your high school status (a minimum 2.5 GPA is required).
- Your German language experience (prior knowledge is not required but can be beneficial; in my program, five students had no prior German language studies).
Parent & School Information
You’ll need to provide your parents’ names and email addresses so the program can contact them later.
Your school’s information is also required. This may be used to assess your school’s academic strength or check for alumni who have participated in the program. You will also need to submit an official high school transcript.
Additionally, you must provide information about your nominator (such as their name, email, and your relationship to them). The actual letter of recommendation is submitted separately, but this section helps the program understand your connection with your nominator. Your nominator could be your German teacher (as mine was!), your boss, principal, community leader, or someone else who knows you well.
Finally, you’ll need to upload a photo of yourself—a professional, recent headshot in color with no filters. This photo may be viewed by host families during the placement process. The photo to the left was the photo I sent in for my application!
Extracurricular Activities
This section is similar to a typical college application. You’ll list your involvement in:
- Clubs & organizations
- Athletic activities
- Community service
- Creative works
- Jobs
- Awards & recognitions
You should prioritize listing your most significant activities and leadership roles first. However, if you haven’t participated in certain areas, don’t worry—that’s normal! For example, I didn’t play any sports in high school, but I still included that I went on frequent walks with my family and occasionally ran. The goal is to show that you engage in some form of activity.
Short-Answer Questions
There are five short-answer questions, each requiring a response of 100-250 words (I think this is shorter than last year—maybe they got tired of reading essays!).
These questions are designed to reveal who you really are. Some possible topics include:
- Your future career goals and how the program fits into them.
- What you know about German culture and what aspects you’d like to learn more about.
- How you handle conflict (you don’t need to share personal family issues—just something you feel comfortable discussing).
- The big question: "Why do you want to be a part of the CBYX Vocational Program?"
- Think about why you want to take a gap year, why you’re choosing this specific program, and how studying in Germany aligns with your future plans.
Host Family Letter & Family Essay
Just when you think you're almost done—there’s more! (I swear, I think the application is long just to filter out those who aren’t serious about applying.)
You’ll need to write a host family letter. This is not just for potential host families—it’s also considered as part of your application. It should:
- Be about one page long.
- Start with a professional greeting: "Dear Host Family," and end with "Sincerely, [Your Name]."
- Introduce yourself, your goals, your future career plans, and your community involvement.
- Reflect your personality—I kept mine professional but included some humor to make it engaging.
- Written in English (it does not need to be in German).
You’ll also write a Family Essay, which is one page long and focuses on:
- Your relationship with your family members.
- Traditions or special activities you do together.
- Pets (yes, they count!).
Demographics & Final Steps
You will provide demographic information, which is not used in the selection process—it is only collected by the U.S. Department of State for research purposes.
Finally, after signing the confirmation section, you’re DONE with the student application!
Form #2 and #3: Nominator Recommendation and Activity Supervisor Form
These forms are not to be completed by the applicant, but rather by a nominator, such as your German teacher, coach, community leader, or pastor/priest.
In these forms, the nominator and activity supervisor will write a letter of recommendation. Just like with college applications, the prompts are usually similar.
Your only responsibility for this section is to send the form links to your nominator and activity supervisor well in advance. The more time they have to write their letters, the stronger their recommendations will be.
Final Checklist Before you Click "Submit"
- Make sure the information provided is accurate and spelt correctly! Make sure all contact information is correct—this is how the program will reach you throughout the process.
- Professional, recent photo! Senior photos are always a good idea to send in! Try to choose photos that only show your face or upper body. Choose a background that is not too distracting.
- Highlight those leadership roles! Organize your accomplishments and leadership roles and rank them by priority! The first thing the application committee read should be the most important!
- Short answer questions - Answer them honestly, and show-off your strengths and talents. Take time in answering them.
- Think of a very good response for the "Why CBYX?" question.
- Write in intriguing host family letter. Make sure it is professional, but that it shows your personality.
- Submit before the deadline!
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