A Timeline for Applying to PhD Programs
Deciding to go to graduate school is an accomplishment on its own. However, the application process can feel quite overwhelming, and I definitely felt consumed at times by the process. My goal for this blog is to provide you with a suggested timeline for applying to graduate school. This is not intended to make you feel obligated to go at a certain pace, but this is what I did when applying to my PhD programs.
Keep in mind that not all programs have the same application deadlines. Most are due in early December, but be sure that you AND your letter writers know the deadlines.
June - July before you apply:
Research different programs
Scope out where you want to live for the next 5+ years? Can you narrow it by coast? Or perhaps by state?
Do you know what field you want to go into? For example, you can’t get a PhD in biology, it’s usually more specific. Explore those more specific categories you might not have even known existed.
Do you want to join a program with or without rotations?
Start thinking about the National Science Foundation’s Graduate Research Fellowship Program (NSF’s GRFP). You could start writing statements, but just start thinking about the prompts.
August - September:
Make sure you know which (if any) of your applications require a Graduate Record Examinations (GRE) score.
You could start preparing for this as early as you want and could take the exam earlier. I personally did not have enough time set aside to study for the exam and as a consequence I did not score as highly as I wanted to. However, most of the universities I was applying to were no longer requiring a GRE score so I believe it didn’t hurt my applications.
Since the global pandemic began, more universities have cut back on requirements such as the GRE, especially since the GRE is not an accurate representation on whether or not a person will be successful in graduate school. Doing well on the GRE means you did well on another standardized test.
Reach out to the professors who could write a good letter of recommendation for you. Try to have each letter writer provide a different perspective by being able to attest to different skills you have.
For example, a professor who got to know you at office hours can talk about your dedication as a student. Your Principal Investigator (PI) can talk about you as a scientist and your work ethic. Your third letter can be any other professor who you believe knows you well enough to write a strong letter of recommendation.
Having strong letters of recommendations will help your application
If you want to apply to the NSF’s GRFP you should start writing your statements for the application. This requires letters of recommendation too so if you are going to apply, ask your letter writers for a letter for your graduate school applications and one for the GRFP.
Make sure you look up examples of past winning statements to get a sense of what the reviewers are looking for.
Have someone help you edit your statements! I could not have submitted my statements without the help of one of my mentors at the time.
October
By early October you should have an idea of which universities and programs you like. Now you should email a few professors from each program whose research you find most interesting to inquire if they will be taking on graduate students for the year you are applying to.
Take (or retake) the GRE. Your score needs enough time to get sent to the different universities, so make sure you plan accordingly.
The NSF GRFP is due! Make sure your letter writers are aware of their deadlines. Make sure you have edited and proofread your statements before submitting them.
November - December
Remind your letter writers of the deadlines because they will most likely be due at the end of November - early December.
Finalize your different statements for each school.
Submit your applications!
Focus on finals if you are still an undergrad.
January
Start to hear back from programs and more information about interviews.
Start the new semester/quarter academically focused. There is nothing for you to do but focus on classes
February - March
Attend interviews
Continue to hear back from universities
April
Hear back from the NSF GRFP. Make sure you save your comments as a .pdf because you lose access to them after a few months.
Commit to a program!
May
Finish classes or continue working depending on your current situation
The application process is pretty intense and requires a lot of time and energy to complete, but it is doable! It helps to stay organized. If you know your deadlines you can make sure you have enough time to edit your writing and that nothing is submitted late. It also really makes all the difference in the world if you have a support system during the process. I had mentors giving their time to help edit my statements and answer my application questions. I had friends who I did not get to spend much time with during that fall semester and they understood that I was incredibly busy applying. I had a boyfriend who, despite the relationship beginning at the start of the application madness, encouraged me to keep going and prioritize my applications. I was fortunate to have my family supporting my decision and I definitely called my mom frequently when things felt especially stressful.
Remember that this is not the only way to undergo the application process. This is simply the timeline I would recommend to anyone interested in applying to PhD programs. Also don’t get discouraged if you do not get asked to interview. Grad school is hard to get into - especially if you are selecting only a few universities that are the highest ranked. You should not get discouraged and should reapply next year! Everybody’s journey will look differently and that should be embraced.
