Applying to a PhD program
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Step 1: Select a PhD degree and a school
Step 0: The timeline
For USA schools, application deadlines are typically in the fall (November, December of the year prior to starting graduate school). Some departments may have exceptions and let you apply later. Then, emails offering to interview the candidate (you) are sent out around January.
Interviews typically take place on two weekends, somewhere between January and March. If you pass the interview, they will send you an offer letter via email and probably also via regular mail, around March. The deadline to make the decision is April 15th (tax day, coincidentally).
Classes and rotations (if your school has those) will start in August with the rest of the students. That’s when you’re expected to be there, unless there is an orientation day for new students before that (which there typically is). If you are placed on a waiting list, you will not know until after April 15th, when the other students have accepted or declined their offers.
Step 1: Select a PhD degree and a school
There are different ways that you can go about applying for PhD programs. Selecting your type of degree or school are the two most common. Consider these two applicant examples:
You know the degree but not the school. Person A already knows what they want their PhD degree to be in (e.g. “Genetics” or “Microbiology”).
You have a school in mind. Person B, on the other hand, has a school in mind where they would like to get their PhD from (e.g. Yale, or UCSD).
​This decision may also depend on whether you have a family or significant others in a certain location, which constrains you to certain schools.
But what if you have none of that, and you are not picky about the school, and you like so many possible areas of science that you are also flexible in what degree to get? For all these situations, the most important piece of advice is that you make sure that you are the best candidate that you can be, which means having good grades, research experience, and people who can recommend you very well (see below).
If you are “Person A” from the above example and you already know what you want to specialize in, then you can search online for what schools offer that program, or ask around to your professors, colleagues, mentors, etc.
If you don’t know where to start, ask one of your mentors, such as a professor in college or a lab mate. Since it can be overwhelming, just take the first school that you got from your search or from asking around, and now look at their webpage for their PhD program.
For example, say that you are interested in Cancer Biology. Search online for “PhD programs in Cancer Biology” or “Cancer Biology Graduate Studies” (or something alike) and take the top hit from a reputable, big research university (“University of …” or “...State University”). They should have a website where at a minimum they list:
1. The Faculty
2. The Research programs, and
3. The coursework and requirements for the PhD program.
​Often they will also have descriptions of the graduate students and postdocs, a newsletter, and other items that tell you that this is a well-organized program and good training environment. On this last point, make sure that you also see that there are lots of publications from the different labs, as that is a sign of productivity and success.
Step 2: Prepare your PhD application
The following are useful materials when preparing a PhD spplication, and in some cases, a requirement:
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Undergraduate transcripts with GPA (grade point average). If you went to school in the US, chances are you already have these. However, if you went to school abroad, getting this document may be more challenging, so you will want to get started as soon as you can. This document is a list of all your courses, typically with a short description, and the grade you obtained for each of them, with the final GPA at the end. Many international schools don’t grade students following the US system (A, B, C, etc, where the maximum GPA is 4). For example, in Spain grades are on a 0-10 scale basis. If the school can translate your transcript to English for you, chances are that it will already have converted your grade to GPA. If not, there are ways you can calculate your GPA by using online tools or by hand for a rough estimate, while you are waiting for an official entity to translate the grades (for example, notary, the Department of Education in the Government):
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A is 90-100, B is 80-89, C is 70 to 79, D is 60 to 69, F is below 60.
https://www.scholaro.com/gpa-calculator/
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3 letters of recommendation from previous faculty and mentors. You want these to be very strong, so choose mentors like you and could write to a higher education program saying glowing things about you. They are looking to read that the candidate is a mature person, independent, someone who can think critically, someone who can solve problems, someone who can work alone and in teams (collaborative), and ideally, someone who has co-authored papers, presented research at scientific gathering or conferences, and/or applied for (and ideally obtained) fellowships. The school wants to invest in someone who will shine in their program, someone who will fit in well with the research and curriculum, and someone who will bring diversity.
A statement of purpose (SOP): This is typically 1-2 pages describing your research background, your career goals, and how the graduate program that you are applying for will help you attain such goals. Here they want to hear that you can describe your science; what you did in your various research experiences and why it is important. If the faculty recommending you also were your mentors in those labs, then you can mention their names (“in Dr. Smith’s laboratory I worked on a project aimed at characterizing…”). Explain the breadth of sciences that you have done, the various techniques that you learned, and the outcomes of that research (did you apply for fellowships? Did you present at a conference or scientific meeting? Were you an author in a publication?). Note that what you say here will have to match with what your mentor says about you, so you can’t make things up.
Additionally, they want to read that you have motivation; a plan for your future. Do you intend to get your PhD to become a professor at a university leading a research group some day? Do you intend to teach at a smaller school? Do you have a specific plan for a research idea that you want to commercialize via founding your own company? Typically, if you’re applying to a technical school that does a lot of R&D (for example, MIT), then wanting to start your own company when you have a great idea isn’t a bad thing. However, academic institutions tend to like to train the next generation of academics who will open their university labs and teach the next generation of students while doing cutting-edge science. Even if your plans change in a couple of years, or if you are unsure of what you want to do because you are open to possibilities, that’s ok, but you still have to pick something and sell it for the purpose of your application.
A personal statement: This is 1 page or less, and it’s different from the SOP in that it will have little to no mention of your research experiences. Here they want to hear about how your background and life experiences have brought you to deciding to pursue a PhD. This includes your cultural, geographical, financial, educational, and other opportunities and challenges. Are there major obstacles that you had to overcome to achieve your goals? They want a story; a story that stands out from the rest. Do you have something interesting in your life that you can tell? Like you come from a minority background, or your family was poor, or you’re the first generation in your family that goes to college and/or higher education, or you went to space. Some times you may not have any “cool” story, but that doesn’t matter, because you can frame your life into one. There is always something interesting that you can tell. For example, you were just a normal kid following the footsteps of your lawyer parents when “bam!” the most engaging professor hits you with high school Biology and you LOVE IT because it speaks to you and it’s so interesting that you can’t put the book down. You owe this transformation -which came as a radical shock to your family- to a professor who brought science to life, and you want to be similar to them and excite other students about science. Just an example.
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GRE scores: The GRE is basically a test about English and Math that is taken with a timer on a computer in a silent room. There are lots of books and online resources, including practice exams, available in stores and online for you to study. The more time that you give yourself to study before your exam date, the better because you will have a better chance to increase your grade. The grade is used by many schools to filter out students, so you want to do the best that you can, especially if you need to compensate for poorer grades from college.
Some schools will only require one of the statements; some schools now don’t require GRE scores, and some schools require additional information. Additionally, applying for grad school is now quite competitive, so you will want to have a strong application. Having worked in a lab or two for many hours, co-authored scientific publications, and obtained fellowships will set you higher than the average. Finally, schools want diversity in their programs, so if you are female, or part of another minority group (Native American, African-American, Hispanic, etc), you can use that in your application.
Step 3: Interviews
International applicants to US schools.
If you live in a different country from that of the school you’re applying to, and your application is selected for interview, most likely they will do a remote interview either by phone or videoconference (e.g. Zoom). In these long-distance interviews they want to “meet” you, see how well you can talk about yourself and science, how you compose yourself under pressure, and if you have what it takes to be in that program. But they may also offer to fly you in. Just ask.
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Domestic applicants to US schools.
If they select your application, they will want an in-person interview. You will get an email offering to fly you to the institution’s nearest airport. Typically, it is a two-day interview (maybe from Thursday to Saturday), with hotel, meals and transportation paid for by the institution. It is a paid trip for you that, if you want to get into that school, you can’t miss. Here is what to expect and how to prepare for the two-day interview.
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​Traveling and accommodation: The institution will typically fly you in on Day 1 of your stay (e.g. Thursday morning). They may do Wednesday night if the distances are great and the Thursday agenda is a full one. Then you will fly out on Saturday. The interview and social events are Thursday and Friday. Because of that, they will pay for 2 nights at a hotel nearby where they have some sort of deal with the hotel. It is usually an upper scale hotel where you will have a roommate -another candidate- to save on costs, and you will not share a bed, but you will share a bathroom. You can ask the organizer to room with a particular person, if you have a friend in the candidate pool. If you have relatives or friends in town and you’d rather stay with them, you can ask the organizer. However, I personally recommend that you partake in the entire experience of grad school interviews and stay at the hotel where the rest of the candidates are staying. This way you also get to meet the other candidates and see who may be your potential future colleague.
The grad school organizer will typically book your flights, so make sure that you work with them to find times and connections that work with you, though always remembering that you need to be polite and grateful for this service. This person will also give you instructions on what to do once you arrive to the airport. There is typically a shuttle waiting for you, but they may also ask that you get to the hotel on your own and they may reimburse you later.
How to prepare for the interview.
Dress code: If you are interviewing in person and they don’t tell you the dress code of this two-day interview, definitely ask the organizer who has been emailing you. You want to know if you can wear jeans (casual) or if you need to wear a suit and a tie (formal), or something in between (business casual).
Most places will say ‘business casual’. This means nice dress pants, no sneakers or other type of sport-looking shoes, and a nice top (shirt, blazer, sweater, etc), but no need for a tie or a suit. If you are male, it won’t hurt to have one, but it is likely that you and one or two other will be the only ones dressed that formally. Also know that you will never dress that formally as a grad student, except for your dissertation defense, and that none of the professors or staff will be dressed up for your interview. So, don’t over do it.
If you are interviewing by videoconference, be on time and look presentable. Make sure that the interview takes place in a formal room with no noise or distractions. Don’t have it in the hallway of your 5-person home where people are passing by. Don’t have it in a room where behind you is a wall full of posters or non-professional items. If you are sitting down for the interview, which is recommended so that you don’t shake yourself or the computer, don't move in your chair, or don't move around if you're standing.
The interviewer will only see your head and part of your upper body. Make sure your face and hair look formal, and that what you are wearing is also nice. Don’t be on your workout clothes or pajamas for the interview. A polo shirt or a dress shirt would be good. Even though they will probably not see your pants or shoes, still wear something like if you were doing an in-person interview, because it helps that you psychologically prepare for the serious and formal event.
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Luggage: If you are interviewing in person and you’re wondering how much stuff to take with you, the answer is not much. It’s only two nights and two and a half days. Take the minimal stuff: two different outfits for Thursday and Friday, a travel outfit for Saturday, pajamas, and toiletries and makeup if you wear any. This is like a job interview, so you want to look your best self. A small carry-on will do.
Meetings with professors: come prepared. Prior to this trip, you have to do your research. Research the faculty in the department and what areas of science and projects they are working on. Read a couple of the papers of the faculty that you’re interviewing with. The point is to be prepared to ask questions in your interviews so that they know that you are interested in research and can think about research questions. They want to see that you can think critically and talk science. So make sure that you're not quiet in the interview; make sure you ask good questions or provide good input at every opportunity you have. That can be a dinner, a lunch, or an office meeting.
Social events & parties: Thursday and Friday night are typically for socializing and networking. The department’s graduate students will take the incoming cohort (you and everyone else who is interviewing with you that weekend) out for dinner or to a party. You may also first have dinner with faculty and then proceed to the social events, it depends on the organizers. The point here is for the candidate (you) to interact with your future peers. They want to see that you will be a colleague, so don’t seclude yourself; participate with the rest.
They are testing you, because they want to see how well you behave yourself “after hours”. Once the faculty are gone and you are left with just grad students and alcohol, are you capable of continuing to be professional or are you going to lose control? The easiest way of keeping it professional is: don’t drink alcohol and don’t say anything that you will regret (don’t use foul language, swear words, and be respectful). Even if the professors are not around, the older students are, and they will be sharing their thoughts about you to the deciding committee. In general, during these two days, you are under constant evaluation. I have met candidates who were so hung over from Thursday’s party that couldn’t make it to the poster session. These people did not get offers to join that school.
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Poster session: At the poster session you have to be present and engaged. Walk through the current student’s posters, stop to talk to them about their science, ask them to tell you about it, and make sure you’re paying attention and thinking about questions that you can ask. Again, this is a time where they are testing to see if you can be a thinker, and a peer. Even if you think that you know so much more science than others, be humble and polite, as they are looking for a colleague who can collaborate well with others.
Step 4: Offers and acceptances
When should you hear back: The school will want to interview all candidates first, before sending out any offers. Depending on how big the school is, they may have two weekends of interviews. So if you were in the first weekend, then you’ll have to wait a few weeks to hear whether you got accepted or not. If you did, you will get an email, and most likely a letter in the mail, with the acceptance letter. Typically around March, because they want to give you time before the deadline.
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Deadline to accept or decline: The deadline to accept or decline an offer for all US schools is typically April 15th. If you got placed in a waiting list, after this date you will know whether or not someone with an offer dropped and gave up their seat for you.
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The offer is non-negotiable: This is not like a “real” job; you got the same offer as the rest of your cohort, and the terms are set by the Department and School. You either take it or politely decline if you prefer a different school. If you take it, show appreciation for the offer and gratitude that the school chose you by sending a “Thank you” email along with your acceptance. It can be as simple as saying “Dear X, Thank you kindly for this offer, I am pleased to say that I have decided to attend Y school for my PhD training. Best wishes, Z”.
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What to expect in the offer: Everyone knows that you don’t start grad school because of the pay. In fact, the pay is quite low. The stipend that you will get during your PhD can come from different sources:
1) the Department of the University you were accepted into,
2) a fellowship from the Government, or
3) a fellowship from a private foundation.
If you are doing your PhD in the US, most likely you will be paid by your department, at least the first year (it is encouraged that you apply for your own funding, see below). If you are in Europe, most likely you will be applying for a Government fellowship. Private foundations exist throughout the world and have different criteria for funding students, but it’s not expected that you have your own funding when you start grad school. Some of these include HHMI, Fullbright.
If you want to know how much you will get paid, this information is publicly available at any public university’s website, and you can find it by for example searching for “salaries Ohio State University”. Also, the greater scientific community has already provided this information for free and can be found online. Here are some places where to start:
Finally, in the US your grad school tuition will also be covered, which means that you will be taking classes and getting a masters for free! The downside, you will have to be a “TA” (teaching assistant) for your department in order to cover your salary.