Applying for graduate programs can be a daunting task, especially given the variance in what each program requires its applicants to submit. This blog post seeks to guide you through the application process by providing a step-by-step list that summarizes the main components common to most applications.
1. Find programs you’re interested in
Before you can begin the application process, it is important to do some research into programs that will fit your individual interests and needs. Special attention should be paid to the pool of possible principal investigators (PIs) you would be interested in working with at any given school. PIs will typically be professors, but they may also be researchers who work at a university but do not have the same teaching or administrative responsibilities. In most cases, the research focus of a PI’s lab is the main decision factor for the application process. If you have an appropriate opportunity to meet with a PI or one of their students, the PI’s advising style, the lab culture, and expected time to graduate are also important considerations (note that all of these factors should be determined if you are accepted and considering where you’d like to go). If possible, it’s best to find schools that have several PIs you would be interested in working with. This allows for the opportunity to switch labs if the first lab you’re in isn’t the right fit.
Additionally, it’s important to check department-specific factors. The requirements of graduate programs can vary by department, even within the same university, so it’s important to check the degree requirements and structure (e.g., do you need a masters before starting the PhD, or is there a program that goes directly from Bachelors to PhD?). Special attention should be paid to departmental TA requirements and the structure of the qualification exam, which is typically administered two years into a program to determine a student’s knowledge of a field and whether they will become a good PhD candidate. The qualification exam can be a major source of stress if it is particularly difficult, so it may be a factor to consider when applying to different departments. If they’re available, trends such as where most of their graduates end up (e.g., industry, academia, startups), completion rate, and department demographics (for both students and faculty) are also important things to check to make sure the department will meet your needs.
2. Review the Application Requirements
Once you have found a set of programs that you want to apply to, the first step is to review what each application actually requires you to do. If you are applying to multiple programs, you can quickly get overwhelmed by each department’s numerous application specifics – thus, it is strongly recommended you create a “master spreadsheet” with all programs, deadlines, and requirements to track progress.
Most applications will require you to submit information about your academic record, some sort of application essay, a resume or CV, and multiple letters of recommendation. Some schools require a GRE test (either the general or a subject test), though this has become less prevalent post-COVID. If a school requires a GRE, it’s best to start preparing early to give yourself time to study its material and take it more than once if necessary. Most programs also have an application fee, however, they typically have processes to waive it if it’s an undue financial burden or if you can show you applied for funding sources such as the NSF GRFP (which we discuss later).
3. Compile application materials
Using the spreadsheet created in the previous section, it is now time to start working on your applications. There is no one correct way to do this, but here are some miscellaneous tips to keep in mind throughout the process:
Recommendation Letters:
- Letter writers should be able to speak to your abilities as a student, teacher, worker, and (most importantly) a researcher. Traditionally, there is a preference for your letter writers to have a PhD – the thought being they are uniquely qualified to attest to your suitability for a PhD program having completed one themselves.
- Ask your recommendation writers for letters as early as possible (ideally as soon as you know you will be applying for a specific type of program). Writing a good letter of recommendation takes time. Your letter writers are doing you a favor, and you want them to write a quality letter – don’t spring this on them last second!
- Have a conversation with your letter writers to communicate your application goals. A conversation, a copy of your resume, draft applications essays, etc. will all help them write a more personal (i.e., better) letter. Depending on your relationship with the recommender, you might ask them to highlight specific details in the letter, or tweak their letter for specific institutions.
- Periodically reach out to your letter writers. Don’t be annoying, but make sure they don’t forget!
Essays:
- Reuse portions of your essays between applications, but don’t reuse the entire essay wholesale. Good responses will generally highlight specific people and aspects of that department – if you’re able to copy/paste entire essays between applications, it likely means you’re not being specific enough.
- Get feedback on your essays. Leverage resources like the Comm Lab, writing center, trusted peers, letter writers, etc.
- Many applications have you submit your essays in PDF format. As long as you’re not violating any stated essay guidelines, take advantage of using bold, italics, and underlining in your writing. Reviewers are looking through hundreds of essays – don’t let them overlook your most important statements.
- Consider reviewing this CommKit on graduate school personal statements.
Miscellaneous:
- Don’t wait until the last minute to submit your official transcripts. Official transcripts come directly from your undergraduate institution and may not be instantaneous (i.e., some are still sent via snail mail).
4. Funding
As a PhD student, your tuition and modest living stipend are often paid for by a funding source. Every school does this differently, but in general, funding comes from either: (1) Your PI, (2) The school/department, or (3) a Scholarship/Fellowship. Specifically:
- Your PI: When funded by your PI, your funding comes from a grant, company, or program to work on a specific project. Your PI allocates funding from this program to pay your expenses – this is sometimes referred to as RA funding (i.e., Research Assistant) . These programs vary greatly and can be very wide or narrow in scope. Additionally, the sponsor may add additional requirements to your project (i.e., quarterly status reports, field demonstrations, release review before publication, etc.).
- The School/Department: You can be funded by the school/department for various reasons. For example: (1) Guaranteeing one year of research funding for new year students, or (2) Providing funding for departmental services such as TA-ing a class (i.e., being a teaching assistant).
- Scholarship/Fellowship: When funded by a scholarship/fellowship, you apply directly for funding. This application process often looks similar to a grad school application (i.e., essays, letters of recommendation, etc.) but can vary greatly. By having your own funding, you can have additional institutional freedom (i.e., your funding follows you, not the department/advisor). Having funding can also increase your chances of acceptance to a grad program since from your advisor’s perspective, you are already paid for. Some funding sources you may consider are NSF GRFP, GEM, NDSEG, DOD SMART, DOE CSGF as applicable.
While you do not necessarily need to know your funding source before applying, it is worth understanding this process and asking questions about how funding will work at your institution/with your advisor. Understanding how your funding will work can help you differentiate between programs, especially once accepted (e.g., a professor with 5 years of RA funding will provide a different experience than one with 5 years of TA expectations.)
5. Conclusion
A lot goes into a successful graduate school application. Although a daunting task, a common theme is to start early and stay organized! This blog post has provided an overview of how to approach this process. If you have any specific questions, we strongly recommend you make an appointment with the AeroAstro Comm Lab to review your specific application needs.