The Graduate School Application Process for Science/Math Students

• Start looking for grad schools: First, figure out what you think you might like to study in grad school: nuclear physics, statistical mathematics, molecular biology, etc.  Then start investigating to find good programs in these areas.  Start with people in the field.  Talk to your professors, ask them what schools have a good reputation for training students in these areas.  Find out who are the "experts" in the field and where they teach and/or went to grad school.  If you've presented/been to a conference before, think of who you've talked to or lectures that interested you, and find out which institutions they were affiliated with.  For example, I talked to a lot of people at the Jet Propulsion Laboratory about where I should go since I was interested in planetary science.  A lot of them said the typical schools I'd heard of (Arizona, Brown, MIT, etc), but they also let me know about some schools I hadn't considered.  One person keyed me on to the fact that the University of Colorado was starting up a program, and was looking for some good students.

• Start an Excel spreadsheet:  For those of you who have used Excel before, a database can be really helpful in the application process.  At this point, just list the schools that you are considering on the spreadsheet. 

• Email potential advisors:  Once you've found out where the  good programs are, get online and look at their departments' web sites.  Take note of faculty with whom you think you might be able to work.  If possible, try and read a recent article they've written.  Then, email  them.  I know this sounds intimidating, but faculty who know of you before they get your application will be more supportive of you during the selection process.  In your email, you want to include a brief biography about yourself, including research experience and your future research interests.  Mention that you are interested in their research project(s), and how you  feel you could contribute to this work (if you've read an article they've written, mention this as well, highlighting research problems in the article that were intriguing to you).  Ask if they would be interested in acquiring another graduate student for their research group.  Hopefully, they will respond in a timely manner, letting you know whether or not they are interested in advising another grad student in the fall and/or whether that grad student  might be you.  I emailed about fifteen people that I thought might be good potential advisors and about 75% emailed me back.  Keep track of whom you contact and who has responded on your Excel spreadsheet.

• Visit schools:  If you can afford to visit grad schools over the summer, do so.  This will be really helpful in determining whether or not you really want to apply there.  Contact the department secretary or graduate school committee chairperson to see if they can arrange a tour for you.  Over the summer, I visited Arizona State and the University of Arizona.  At Arizona State, I met with one of the people with whom I'd been emailing, and decided that he wasn't really what I was looking for in an advisor, and met another person whom I thought might be.  Again, update your spreadsheet to reflect which schools you've visited and which faculty members you met with.   Also, while on your visit, keep a journal of what you did and your  impressions.

• Narrow down the list:  You should now have a pretty good idea where you would like to go.  Narrow down your list to about 6 institutions (remember, each application fee is going to be between $35-$60, so choose carefully), with two schools being schools that you feel would be difficult to get into (i.e. Caltech, Harvard, MIT), two schools where you have about a 50/50 chance of getting into, and two schools where you feel you would be very competitive in their application process.  Make sure, however, that you would be content to attend any of these schools.  Don't apply to an ivy league just because it's well-known and don't apply to any institution just because you are almost certain of being accepted.  You should have a genuine interest in their program and their research.  If you don't, it will show on your application and when you meet with faculty.  Again, remember you will be investing not only money (>$35), but time, as well.  And not just your time, but also those teachers whom you ask for recommendations.  So be prudent about this step.

•   Ask for application materials, if you have not done so already :  Don't wait until the last minute to get these.   Departmental offices get backed up processing requests for applications starting around October, and you want to get a jump start on the application.

• Look into national fellowships.  There are three that I applied for: the National Science Foundation Graduate Fellowship for graduating seniors/1st-year graduate students (sometimes 2nd-year graduate students) majoring in all sciences, math, computer science, engineering, psychology, and history/politics of science; the National Physical Science Consortium Fellowship for graduating seniors/1st year graduate students/graduating master's students pursuing a doctorate in astronomy, chemistry, computer science, geology, materials science, mathematical sciences, physics, and engineering (chemical, computer, electrical, environmental, and mechanical); the Ford Foundation Predoctoral Fellowship for Minorities for minority graduating seniors pursuing a graduate degree in any field (except biological fields, there is a separate fellowship for those areas).  Also of note is the National Consortium for Graduate Degrees for Minorities in Engineering and Science (GEM) Fellowship

• Register for the Graduate Record Examination (GRE): Don't wait until September to register, like me.  You want to take this test by the last week in October.  That way, you will have the scores by the time you need to submit your applications for graduate school and national fellowships.  If you wait until September/October to register, you'll end up taking the test the week before Christmas like I did or in a far away location.  There are two types of GRE tests: the General GRE and the Subject GRE.  The General GRE is required by almost all schools.  The Subject GRE may or may not be required, depending on the program.  Check the application packet or call the department to find out if it is.  In most cases, it is recommended.  Here is where I'm going to give you some advice, which you should feel free to ignore.  Take the practice test (these are available in pdf format free for download on the GRE site) in whichever subject is relevant to your field (the tests are in Biology, Chemistry, Physics, Computer Science, Mathematics, Psychology, English, and Biochemistry, Cell and Molecular Biology).  If you do well on the practice test, register for it.  If you do really crummy and the test is only recommended, skip it.  It will drag the rest of your application down.  If you need the test for only one or two programs, take it and send those institutions your scores.

• Start working on your applications: First make sure you know when the deadlines are for applications.  For fellowships, most are in November.  For graduate school, some are as early as October, though most are due by January 15th.  Enter these dates in your Excel spreadsheet.  Also enter the application requirements: how many letters of recommendation are required, which GRE tests ar required and/or recommended, whether you need to fill out a separate application for financial aid, how many transcripts are needed, what GPA is required, what the application fee is, and any additional materials that they request (i.e. resume, departmental survey, etc.).  Also, take note of where things need to be sent.  You may need to send transcripts to both the graduate college and to the department.  Second, start working on your personal statement, also called proposed plan of study.  In this you should address why you want to attend graduate school, your preparation for graduate study, and the research problem or field which interests you.  If you have been communicating with faculty at the school (which you should have been), reference their research as something which you would want to participate in.  Their are many books available to help you in developing your statement.  Also, utilize faculty as a sounding board for your statement.  After all, many of them have served in graduate committees themselves and know what graduate committees like to see in a statement.  Finally, you should start to consider which faculty members might be good letter writers.

• Study for the GRE:  There are many ways to do this.  First, at the time of your online registration, you can download a  practice test.   Also, the GRE will be sending you a free CD called PowerPrep, which is software that simulates the actual computerized General GRE (I have given Carol two copies of the CD for you to use if you wish).  You should definitely take at least one of the two full-length sample tests before the actual test, in order to familiarize yourself with the testing environment and process.  Second, there is a free test-preparation website called Number2.com which is a really great aid in preparing for the test.   It has practice problems and you can chart your progress and it will focus on areas where you need help.  Third, you can take a course.  These are very helpful, but also very expensive ($300-$1000).  Fourth, you can buy one of several books to help you study.  I bought four (I have given them to Carol for you to use if you'd like), and I think that the best one for overall preparation is GRE for Dummies.  I know you're no dummy, but it's still a nice introduction.  For preparing for the quantitative section, try the book by Kaplan, which focuses solely on this portion of the test.   It's important to note here that the two critical portions to focus on in the General test are the Quantiitative, which measures mathematical ability, and Analytical, which tests your ability to deteremine relationships and extract information from texts.  I've also given Carol a copy of GRE: Practicing to take the Physics Test (which is just 3 practice tests - one of which I've scribbled all over), for those studying for the Physics GRE.

• Ask faculty members for letters of recommendation.  Typically, applications require between 3-4 letters of recommendation.  This means that you will need to get 18-24 letters for grad school applications, not to mention whatever else you need for fellowship applications.  Don't be afraid to ask faculty members for multiple letters, especially since you're following this timetable and asking early.  They will need some additional information, however.  First, get all the recommendation forms together.  On each one, make sure you've filled in the necessary information (your name, SSN, waiver of rights, etc.).  Next, put a post-it note on each application, listing the due date.  Third, give the faculty member copies of the following: your personal statement for each of the schools listed, your transcript (you can print an unofficial one off of my.csun.edu ), a resume if you have one, any articles/abstracts you've authored/presented, a list of relevant activities/affiliations (if not listed on your resume), and any other information you feel may be necessary.  Fourth, take all  these things to the faculty member.  Ask to see if they need you to provide stamped envelopes (some schools provide envelopes in which they require the recommendation to be sent, if so, give them to the recommender).  Be sure to thank the recommender.  Also, make sure you keep track of who is doing recommendations on your Excel spreadsheet.   

• Finish up your applications.  You should have finished your personal statements by now.  Fill in the applications (many applications are now available online) and double check for accuracy.  You should hold on to them if you are still waiting for information (i.e GRE scores or fall semester grades, if required), but enter these as complete into your Excel spreadsheet, and make a note that you are waiting for this info.

• Take your GRE(s).  Get a good night's sleep (which you ideally have been doing the entire week - cramming does not help)!  Show up at least a half an hour before your test time.  Have the names of your six schools where you want the scores sent.  Bring number 2 pencils for scratch work.  Have a positive attitude.  Good luck!

• Submit your applications to grad schools.  Go through the Excel spreadsheet to make sure you've completed the application.  You should receive your General GRE scores as soon as the test is over, so that you can include this information on your application.  Make sure that if you are sending mail to anyone, you get delivery confirmation (available at the Post Office).  Don't mail Priority Mail, there is no gaurantee of delivery and your contents are not insured.  Either go for the Express Mail or just send it regular w/delivery confirmation.  To send transcripts, you must go to Admissions and Records (in the lobby of the Student Services Building) and request that they be sent to a location.  Alternatively, you can ask for the official copies yourself and mail them with the rest of your application materials.  Make copies of everything you mail.
  

• Check that your application has been received and that nothing is missing.  Use delivery confirmation to make sure your application got there.  If the department notifies you that something is missing, mail them a copy (which you should have) and fax another copy so they have it ASAP.  If you still have not submitted your applications, do so this month!

• Send a reminder to recommenders.  Email the faculty members who have agreed to write a letter of recommendation for you that you have completed and submitted your application, and remind them to send in their recommendations in advance of the deadlines (which you should mention again for their benefit) so that if it is not received they will have time to submit another copy.  Thank them again.

• Study for finals.  Don't let your grades slip up, as grad schools might ask to see fall semester grades before making an admissions decision.

• Enjoy winter break.  Relax, most of the hard part is over, since you've done everything early on!  Have fun watching other people who are applying to grad school.

• Submit fall transcripts if required.  Some departments ask to see fall semester grades, in which case you should mail them an official copy of your transcript which includes this and fax them an unofficial one, as well.

• Call your faculty recommenders to be certain that they have sent out your letters.

• Last chance to submit any application materials.

Keep your eye on the mailbox.  Most departments will notify you in this month if you are a definite yes or no.  If they are trying to find funding for you, or if they aren't certain about admitting you, decisions may not come until March.

• Receive rejection/acceptance letters.  Most acceptance letters will ask you to notify them by April 15th of your decision to attend/not attend.  Some may ask you to visit (most likely they will pay for this visit - but call/email them and verify this).  If they ask you to visit, please see this page on how to prepare for the visit and what to do while there.

• Begin to make decision.  Factors to consider are (in no particular order, you must weigh them yourself): 1) Financial aid - what are they offering you (if anything) and will this enable you to fully pursue your studies without supplementary income (i.e. extra job, students loans, etc)?  Most departments offer three types of aid: Fellowships (which are like scholarships and have no requirements as far as teaching or research, though may have GPA requirements), Teaching Assistantships (which require you to teach between 1-3 classes a semester, generally freshmen/sophomore level courses or labs), and Research Asisstantships (which require you to participate in a research project directed by a faculty member in the department). 2) Your interests - is this school doing the type of research which interests you?  3) Faculty advisor - is there someone with whom you have connected/met that you feel would be a good/appropriate advisor.  4) Alumni - where have people who have graduated from this department gone to?  Have they gone on to PhD programs (if so, where?)/ do they land the type of job you are interested in?

• Finalize your decision.  Deadline for this is April 15th.  Inform all grad schools in writing of your decision and thank them for their interest in you.  In addition to a written response, call the grad school which you have decided to attend and let them know personally that you are accepting their offer of admission. 

• Inform your recommenders of your decision.  Inform all your recommenders of where you have decided to go to grad school and thank them for their support.  Let them know what their efforts have meant to you.