Guide to Graduate School Applications
I get asked a lot about applying to graduate school, and put together a practical guide on navigating the application process once you’ve committed to the idea.
You can find the PDF of v3.0 HERE
Hema’s Guide to Graduate School Applications
V3.0 2022-08-15 HK
Introductory Questions:
What do you want to get out of grad school, and why?
This is the first and most important question to ask yourself, because a PhD program is not an end-career, it is a stepping stone to multiple other careers. Remember that graduate school is a job. It's an underpaid, demanding job, but still very much a job. You will be paid for your intellectual property, but at a much lower rate than if you go outside of academia. (This is not to discourage you, but to remind you that you have worth)
Not everyone wants to become a professor, there are lots of other things you can do with a PhD: Industry research scientist, Biotech CEO/CSO (chief science officer), Medical Writer, Science Communicator/Journalist/Advisor, Venture Capital, political lobbyist, etc.
2. What is your "big question" and do you need grad school to solve it?
The Timeline:
Summer Identify letters of recommendation, start outlining a statement of purpose
Fall Applications open. The UC Programs typically open in October and close in December
Winter Applications will be reviewed, and you may get invitations to interview
Spring Final decisions are made
Summer 2 Relax!
Fall 2 Matriculate
Fall: Application Season
1. Pick your schools (5-12 schools)
Rank them by "safety" to "Why not?" Use the following considerations:
Would you like to live there for 10 years?
What is the weather like?
What are the demographics?
What's the transportation/commuting?
What's the cost of living?
2. Pick your program
Use your "big question" to tailor the programs you apply to. You can often apply to multiple programs in the same institution.
1. How is the program funded?
Is fully funded?
Is there a stipend?
Do you have TA for your pay?
How many current students are on fellowships?
What healthcare do they offer?
What retirement plans are available (if at all?)
2. Look up the program logistics
Do they offer rotations or direct admits?
Do they have a TA requirement? If so, why?
What exams/classes are there?
What is the candidacy process?
What is the retention rate?
What is the average time to graduate?
IMPORTANT: Consider how your background is a “fit” for the program.
In Biology, Biochemistry, Biomedical Sciences, Neuroscience, and Marine Biology, there is enough overlap that you may want to consider applying to one or more of these programs. This is because you’ll be able to do the research you want regardless of the end degree name (kind of like with undergrad majors). It’s what you do that matters, not the label.
3. Identify Professors you want to work with!
Who is doing research that relates to your “big question”? It’s unlikely you’ll find an exact match, but that’s okay! What’s worrying is if you can’t find anyone with enough overlap that you would be happy studying their research for 5-7 years.
Reach out to them before you apply! Try and talk to them, or to their students, to see if they are accepting graduate students next year. This is good to know because sometimes you might be a good fit but that professor has no funding.
4. What else does the university offer you?
Remember you’re going to move your whole life to this location, so be sure to set yourself up for success in this new place. Look for:
Resource Centers
Outreach Opportunities
Connections to non-academic job opportunities
Visible commitment to anti-bullying and Equity, Diversity, Inclusivity (not just racial, but gender, first-generation, and ableism too)
3. THE APPLICATION:
Find the School's Portal. Then make an account and identify what they require for their application. It’s usually the following:
1. Three Letters of Recommendation
Recommendations from people who can vouch for your research skills, integrity, and academic skills. These are typically: Research Professor, an instructor, another professional who can vouch for your work:
You’ll want to pick a back-up writer too
Example wording: ”Would you be comfortable writing
me a strong letter of recommendation. I understand if you do not have the bandwidth/time right now"Get them NOW and not later (while they still remember you!!!). Even if you don’t know the you’ll apply to graduate school, it's better to have them now.
TIP: Use a letter writing service when possible, like Interfolio or Virtual Evals. This lets you manage the letters in consequent years.
2. GRE
Not all programs require it now, but if you do, then be sure to sign up ASAP. You can take a prep course, but I’ve found that the best thing you can do is setting aside time to practice consistently and frequently. Get books from the library or sign up for Magoosh to get flashcards.
3. Statement of Purpose (SoP)
Don’t confuse this with a “personal statement”. This document is essentially your career statement:
What is your big question
Why are you an asset/good fit for the program
What are your long-term career goals
4. Personal History/Diversity & Research Statements
Good schools ask you to talk about your personal history or will have a separate research section. These allow you to 1) expand on your community service or outreach and 2) go in to more detail about your research methodology and scientific thought processes.
It’s okay to reference your SoP, but don’t duplicate information.
5. Secondary Questions
Each school will often have program-specific questions for you, usually to see if you might be eligible for a training grant or other internal funding source. I didn’t realize that until after getting in to the program, so now you know too.
“Funding” questions
List of faculty you’re interested in talking to or working with
List of your publications, presentations, honors/awards
Sometimes the program wants a full breakdown of the time you’ve worked. It’s best to keep a running spreadsheet you can continually reference.
6. Curriculum Vitae
The CV is literally every academic, research, or professional thing you’ve done. It will be 2-5 pages to begin with but will grow over your career. Include 5-8 bullets of what you did and learned in each opportunity.
I highly recommend you make a personal website and Google Scholar account now. It will help the faculty who look you up later, and lets you curate your online presence.
WINTER
THE INTERVIEWS
Interviews are a program’s indication that they would like to offer you a spot, but want to check you out first. Invitations go out in Winter, and the program manager will be in contact with you about travel arrangements, as well as interview logistics. Plan to take PTO if possible since these are typically Thursday-Sunday affairs.
You do not need to bring physical materials, but take a notebook to each of your interviews to reference later and review your observations about the place. Wear weather-appropriate attire, and ideally business casual.
1. Review the Professors
The professors are always going to ask “tell me about yourself”. Prep an elevator pitch summarizing your research and interests in a few sentences.
Skim 2-3 papers by the professor, ask them about their findings
Tell them about why you think it’s interesting
Ask if they will be taking students this year
Pro-tip: Ask if they have funding to take a student, and how many students in the program typically get external funding.
2. Check the “vibe”
Talk with current students and see if you would like to keep hanging out with them.
How many them have easy access to therapy?
What is the cost-of-living to stipend ratio
Are they able to find affordable housing
How does the program treat students with disabilities, underrepresented minorities, and LGBTQIA+ students?
How many students have families?
This is an important question, because it will tell you if the program is supportive of work-life balance. While having a family in grad school is a personal decision, the program is responsible for maintaining an environment where students are treated like adults, which means having time for personal growth
3. Large vs. Small programs
I’ve found that there is a significant difference in how smaller programs treats interviews (ie more seriously). This is in part due to the ranking, and the importance of “fit” in a smaller group.
Large programs are competing for a bigger pool of students, so they will invite more students to interview knowing that maybe 50-75% will accept. At UCSD BioSci, most invited students have also been accepted to UCLA or Cal (sister campuses) sot he interview is more a “wine and dine”, serving as a sanity check to make sure that you actually meet the description of your PoS.
4. Make Friends!
Talk with your peer interviewees about the vibes and information they’ve been getting during the weekend. These may be your eventual cohort wherever you go, and you’re likely to see them at other interviews too.
You don’t have to disclose where you’ve applied/gotten interviews for. You can simply say this is “my first” or “my last” or “my only on in X location” and that’s vague enough.
You don’t have to go to any “after parties” or other events hosted by current students unless you feel comfortable
My recommendation is to only go to voluntary events if they're being held in public spaces. You want to see the town you might be living in.
If possible, schedule brunch at a local restaurant before you have to leave.
OFFERS/REJECTIONS
Give yourself permission to cry and celebrate
I know it’s hard, but be happy for others do not compare yourself to them!
Good job!