Download a PDF copy of this guide here.
This guide is based on the experiences of several graduate students and university faculty members. However, not all advice contained in this guide may be suitable for all prospective graduate students. Please use this guide to complement advice from other resources, such as the graduate departments you hope to apply to and professors who know you personally. Good luck!
Applying to Graduate School
Preparation
Why Grad School?
The Search
Asking for Advice
Making Contact
Location
Applications
Grades
GRE
Statement of Purpose
Letters of Recommendation
Submission
Visits & Interviews
Acceptances and Wait-Lists
Funding
Rejection and Other Options
The Two-Body Problem
Preparation
You should plan for your future early in your undergraduate years by making sure you take all required undergraduate classes needed for graduate school, such as modern physics, classical mechanics, quantum mechanics, electromagnetic theory, and advanced mathematics courses. As an upperclassman, take upper-level electives that match your interests.
Getting involved in research as an undergraduate is very beneficial by helping you gain experience and skills, determine your interests, and make contacts. Consider starting research as early as your freshman year, either within your undergraduate department or through an internship program.
Start the graduate school search process early, preferably the summer before your senior year or earlier. Start a collection of favorite/bookmarked websites, create a pile or folder of print-outs and brochures, brainstorm your interests, outline your to-do list, or do whatever you need to do to start getting organized. It is never too early to start planning ahead.
Why Grad School?
The first step is an inward look: Do you want to get a graduate degree? Why? You need real reasons that will withstand the hard work and time commitment needed to obtain your goal. What field or fields are you interested in studying? Try to define your research interests as much as possible while still remaining flexible; your interests may change over time. Consider making a back-up plan if your grad school plans don't work out the way you expected.
It is also important to understand before you have begun that graduate studies are very demanding and can dominate your life for several years. Do you have a clear, honest understanding of what you would be willing to sacrifice in order to get a master's or doctorate degree? Also, formulate a list of essentials that you will keep pursuing no matter how busy your graduate student life gets (activities, relationships, etc.). Keeping the parts of your life that you love will help you stay sane and balanced during stressful times.
The Search
Once you have an idea of what you want, look for university departments that match your research interests. One of the best websites to utilize for U.S. universities is the AIP's GradSchoolShopper.com. Individual university department websites are a great source of information, but they're often out-of-date. If you're looking for a very specific research area, try browsing peer-reviewed journal articles and take note of what universities are actively publishing in that field.
The graduate university search differs from the undergraduate college search in that you're looking for a good department, research group, and adviser match rather than a "whole school" match. The overall prestige of the university is of significantly less importance than the university department's prestige in the area of research you are pursuing and your ability to work well with potential advisers. Beware of university or department rankings, as they are highly flawed.
Asking for Advice
When you've gotten an idea of what's out there, talk to your college adviser and other trusted professors or professionals. If you're involved in research you wish to continue, ask your research adviser about other universities that are also involved in that research field. Take professor advice seriously; they know a wide range of graduate departments' strengths and weaknesses better than anyone else. But also take their advice with a grain of salt; professors will favor their almae matres and collaborators' institutions. Remember that this is your decision and your life.
Making Contact
When you have your top candidates narrowed down, it may be helpful to contact faculty at those universities and visit them if possible. Being able to work well with your graduate adviser is of great importance and should be taken into consideration when applying. If you've found a professor whom you think might make a good adviser, absolutely contact him/her! At worst, you'll find that this person isn't a good match for you or isn't taking on students right now (but might be able to give you the name of a colleague who is); at best, you'll have initiated a relationship which may work out for the both of you. It has been said that initiating contact via email has become too easy and commonplace, and that students who make phone calls and follow up with hand-written notes are more memorable.
Speaking to students (especially graduate students) at the candidate universities may also be a good idea to get an "insider's" point of view. A friend's honest opinion is best if you have a friend there. If you don't, social networking websites are acceptable means of contacting strangers for many students. Departments often list their graduate students on their website, but be careful, the listing may be out-of-date. If you don't know of any students at a certain university and don't feel comfortable contacting a stranger at random, ask the department at that university for a student contact, or contact a local student academic organization such as the physics club.
Location
A largely undiscussed factor that may play a role in your decision is location. If you have personal responsibilities that require you to stay close to where you currently live, your choice may be narrowed down to one or two graduate universities. If you dislike a certain area based on a specific factor (urban, suburban, rural, distance, cost of living, climate), you may want to think twice about applying to universities in those locations. Graduate school is a several year commitment, and if you're not happy with where you're living, you may not be happy with your graduate school choice or your life in general. No matter your circumstance, try to keep an open mind and not limit yourself unnecessarily. Graduate school is temporary, and you don't have to live there forever.
Applications
The general guideline (if you remember from the undergraduate application process) is to apply to a number of "top" selective universities in which you have a lower chance of being accepted into, a number of "middle" universities in which you have a decent chance of being accepted into, and a number of "back-up" universities in which you have a very good chance of being accepted into. Don't apply to a university which you would not really want to attend, even for the sake of having a "back-up".
In practice, students may apply to one university or 20 universities, depending on their circumstances. If you're undecided about a certain university, you may want to consider applying anyway to increase your options. If you believe you will not be accepted, try anyway, you may be surprised. Additionally, if you're unsure a university is a good match for you, you may want to apply anyway to give yourself more options when the time comes to make a decision.
The cost of graduate school applications can add up quickly, but your future education is a good investment to make. If cost is a factor for you, contact the university departments you are applying to to ask about an application fee waver.
Grades
Your grade point average (GPA) is very important, but not the be-all-and-end-all of your application. Many students and even some professors wrongly discourage imperfect GPA students from applying to top universities. Generally speaking, 3.0 out of 4.0 (or B-average) appears to be the line. If your GPA is above a 3.0, you should not allow anyone to discourage you from applying to the universities you wish to apply to, especially if your application is strong in other areas. If you have a great GPA – congrats! – you will have fewer problems, but your acceptance is not guaranteed.
Outstanding or unique factors count. For example, an excellent research match will usually trump a less-than-perfect GPA. If your physics or technical GPA is higher than your overall GPA, consider listing that value as well; physics departments mainly care about your previous physics performance. A poor freshman year will almost never affect an application if the applicant's grades have significantly improved over time. A single poor grade on an otherwise good record is nothing to be concerned about.
If you have a GPA lower than 3.0, you still have a good chance of being accepted into graduate school if you have a great application in other areas and keep realistic expectations. If you know of a professor within a department who can personally vouch for you, that will significantly improve your chances. You can inquire into the possibility of a conditional or probational acceptance, which allows you a semester or a year of grad school to prove your abilities. If you can apply without requesting financial assistantship, the department may not consider you as much of a risk and accept you, after which you can apply for an assistance after you've proven yourself. If the option is available, you may want to apply to the non-degree seeking program, prove your ability by taking a few grad classes, then apply for the degree-seeking program later and transfer your credits. However, a very low GPA may be an indication that you are not academically ready to pursue a graduate education.
GRE
Most U.S. universities require the Graduate Record Exam (GRE), GRE subject test (such as the Physics GRE), and/or another standardized testing. You should be aware of these requirements and enroll for the exam(s) ahead of time. The computer-based general GRE is offered year-round at specific testing centers. The Physics GRE is offered only three times a year: April, October, and November. You may want to take standardized tests much earlier than necessary to give yourself time to take the test over again if you'd like. Be aware of the high costs of registering for these exams, and inquire about fee waivers if necessary.
Buy or (better yet) borrow a study guide, or print out old tests from the Internet. Work out the sample problems as practice, and eventually start timing yourself. Do not count on practicing with the ETS-provided GRE CD you get by registering, as the CD will arrive only a few days before or often several weeks after your scheduled exam. Instead, download the GRE material provided on the ETS website.
Take the exam(s) seriously and prepare well, but don't let it consume you. Far too much pressure is placed on these standardized tests, which are generally a minor factor in a student's application (as long as you meet the minimum university or department requirement, if there is one). If you're not a good test taker, you may want to ask a professor to mention that in a letter of recommendation along with some highlights of your strengths. The general consensus is that standardized testing is not a good indicator of a student's graduate school potential. Some grad schools do not require any such testing.
After you have taken the exam(s) and submitted your scores to your potential departments, contact those departments to confirm delivery. Departments will often not consider incomplete applications, and it would be a shame for an application to be rejected solely because the GRE scores were never received.
Statement of Purpose
The statement of purpose (also known as the statement of objectives, letter of intent, statement of interests, personal statement, autobiographical statement, or simply application essay) differs from the undergraduate application essay in that it focuses on your past research and field-related experiences, your possible future research interests, how that university matches your interests, and your career goals. Don't go into detail about how a topic fascinates you; instead, discuss how you've pursued learning and researching that topic. Show evidence of a demonstrated interest in your chosen field by discussing your research or related projects. Don't repeat your résumé/CV, but instead expand on your experiences and present interests and goals.
Some students dislike writing about themselves in a positive manner such that it makes them feel like they're bragging, but in this context, the selling of your accomplishments and strengths is needed in order to present yourself in the best possible way – you deserve it!
It's a good idea to create a generic statement of purpose and tailor it to each department. For each version, focus on the research that each department offers. If you have had prior contact with a faculty member of the department you are applying to, you may want to mention him/her in your essay in the context of a possible future collaboration. If no specific guideline is given, you should aim to complete your SOP in two typed pages.
After you have a good draft completed, consider asking someone to read it over. Professors have the best insight; they read students' application essays every year. Your undergraduate school may offer an editing service that you may want to take advantage of. At the very least, have a friend read it over for spelling and grammar mistakes that neither you nor spell-check caught.
Letters of Recommendation
Your recommenders or references should know you and have worked with you closely on a professional level. It is improper to ask family members, personal friends, or graduate students to write a letter for you. If you have previous research experience or are currently involved in research or field-related work, you should ask your adviser or supervisor for a letter of recommendation. If a faculty member of the university you are applying to has worked with you previously to the point where he/she knows you and your work well, he/she should write one of your letters (unless there is a conflict of interest). If you have a good relationship with other faculty members in your undergraduate department (or related departments), you may want to ask one of them for a letter.
Give your recommenders as much time as possible to write your letter, and provide them with any supplemental information they may request (such as your resume/CV or personal statement). Your recommenders may require several polite reminders about submitting their letters of recommendation on time. You may want to contact the potential departments to confirm delivery. Departments will often not consider incomplete applications, and if a student is rejected because one of their recommenders missed the deadline, anger and resentment will occur.
Most importantly, thank your recommenders for their time and assistance. A hand-written thank-you note is best (if your penmanship is truly awful, typed notes are okay as long as they are hand signed). Send your thank-you notes out either after you have submitted your application or after you have decided which university to attend. You may wish to include a small gift with your note, but that is not expected nor required.
Submission
You should plan to submit applications before the deadline to avoid last-minute panic or problems. Transcripts may get lost, applications may be misplaced, a natural disaster may occur – anything is possible. Submit early to give yourself peace of mind. You may want to specially mail (i.e. overnight with delivery confirmation) non-electronic submissions. Many university departments review applications as soon as they come in, and if yours is among the last, even if you meet the deadline, there may not be many slots left. On the other hand, most deadlines are secretly flexible, such that if you miss the application deadline but contact the department with your interest, you may be able to submit a late application for consideration.
Visits and Interviews
Some universities may request a phone or on-site interview. Unless you have a major scheduling conflict or have changed your mind about that university, take them up on the offer. You'll get a better feel for the candidate university and they will get to know you better. Even if you decide not to attend that university, you'll have made contacts and you'll have the experience in your mind to compare to other offers.
You may want to consider visiting perspective universities even without an invited interview, as the experience will be very helpful in your decision making. Even if they don't interview you, be sure to "interview" them by asking a lot of questions!
Acceptances and Wait-Lists
Some departments consider applications as they come in, while others have a set date that they review applications and make decisions. You may hear back from departments as early as December or as late as May (or, rarely, even later).
Many departments have a "wait-list" system. If you are wait-listed, your application was good, but the department wants to postpone the decision to accept you in case a more qualified application is submitted. Do not count on departments to inform you if you have been placed on or taken off the wait-list. Check up on your application every few weeks, and consider sending supplemental material. Accepted students are usually required to inform departments of their decisions by April, after which, spaces may open up for wait-listed applicants.
In the excitement of finally making your decision to attend a university, do not forget to inform other departments which you have been accepted or wait-listed to of your decision. The earlier you inform the non-winning departments, the earlier someone else can be accepted into their dream grad school.
Funding
Once you've been accepted into a university, expect an offer of financial assistantship, usually in the form of a teaching assistantship, research assistantship, or grant/fellowship. In the physics field, a large majority of graduate students receive free tuition and a stipend from their university or are supported by working a full-time job. If a university physics department accepts you without at least a partial assistantship, they are not truly interested in you.
Most assistantships are part-time (that is, under 40 hours a week), most commonly half-time (20 hours a week). However, it is uncommon for departments to require students to "clock in" or record their hours unless they have a set schedule. The duties, pay, and details of assistantships differ. Most commonly, the package will include full-time tuition coverage, health insurance, and a stipend.
Most first-year graduate students obtain a teaching assistantship in which they assist a professor and teach or help teach an introductory or laboratory course. Some university departments require graduate students to hold a teaching assistantship for a period of time. Teaching material to others is one of the best ways to learn the material more deeply yourself. If you plan on pursuing an education career, the experience will be very beneficial for you.
Many graduate students are supported by research assistantships in which they are paid to conduct research under professor supervision. The research is usually related to the student's thesis topic, and can often lead to the quicker production of a thesis or dissertation. Research assistants working on a thesis topic that is unrelated to their assistantship research may find it difficult to work on both projects concurrently.
Internal (university-provided) or external (government-, industry-, or organization-provided) fellowships or grants may also support graduate students. In most cases, you'll need to take the initiative to apply for grants/fellowships on your own. Student loans may also be available, but it is uncommon for physics graduate students to need them as a primary source of funding.
It is not wise to compare financial offers from departments as a factor in decided which university to attend. The cost of living at the universities' locations is the primary reason for the differences in offers. One assistantship can pay twice as much as another, yet both may effectively be even offers when the cost of living is taken into account. Take the financial offers into consideration only if a department does not offer you enough funding to cover tuition and basic living expenses.
Rejection and Other Options
If you aren't accepted into a graduate university, don't take it too personally; there are many factors that may have contributed that are outside of your control, such as a very high number of applicants. Not attending graduate school right away may turn out in your favor. Take some time to reflect on your academic and career goals. Get a job related to your intended career and gain some valuable working experience (and money), join a service organization, or travel. Spend some time determining what you really want. When/if you choose to reapply to a graduate program, your experience and/or focus may provide you with a stronger application and a more beneficial graduate education experience.
The Two-Body Problem
When a perspective graduate student is in a relationship, decisions are even tougher. This is known as the "two-body problem." This is not exclusive to grad school: couples in high school face it to a lesser degree, and couples in their post-graduate careers face it to a greater degree. Can you make a serious life change that requires a move to a location away from your significant other, and if so, how do you deal with it?
There is no easy answer, nor is there any all-encompassing advice that fits all couples' situations. It's a very serious personal decision and process that the couple needs to deal with together. Others can offer advice, but it's up to you and your other half to decide what's best for the both of you.
Some couples decide to split up before they move apart. Usually, the couple has a hard time "getting over" each other after the break-up because they both have feelings for each other and would not have broken up if not for the move. Couples who end their relationship because of distance have the option of getting back together in the future, but this doesn't usually happen.
Some couples decide to try a long-distance relationship, whether it's living in the next city over or living in another country. I don't know of any reliable statistics on the matter, but it's safe to say that some couples survive the distance and some don't. The length of the time apart can, but doesn't always, make a difference in the sustainability of the relationship. Frequent visits also can, but don't always, have an impact. There is no easy way to know beforehand if a relationship will survive if it becomes long-distance.
Some couples decide to stay physically together by both applying to schools or jobs in the same areas. This spares the couple the stress and strain of a long-distance relationship. If you and your significant other are applying to schools/jobs in the same area, you'll want to start earlier, stay organized, and submit a large number of applications. If both of you are accepted at the same institution (ideally more than one so you can have a choice), great! If one of you is accepted and one is wait-listed, it may benefit you to contact the institution to let them know of your situation.
Some couples decide to stay physically together by one half sacrificing for the other half. If one half of the couple gives up part of their education or career for the sake of the other half (such as both staying in their current location, or both moving for the sake of one person), that can have an impact on the relationship. On the one hand, it can strengthen the bond between the two, and the relationship can become better for it. On the other hand, it can lead to resentment, guilt, and/or regret, which can harm the relationship. Both people need to be honest and upfront about their feelings on the matter, both to their significant other and to themselves.
There's so much pessimism surrounding the two-body problem, so I'm going to share with you my own personal experience so that I might bring about some hope.
My boyfriend and I were together for my whole college career in a healthy, loving, committed relationship. I always knew I would go to grad school, and he had his mind set that he wasn't going to relocate at this time in his life. For months I defied advice and better judgment by insisting that I was going to stay at my undergrad university for my graduate education, which is a great option for some, but would have been a huge mistake for me (I would have endured a poor research match and no funding at all, and would only have been able to obtain a master's when my goal is a doctorate).
I finally realized the mistake I was making in December. It was then that I made the excruciatingly difficult decision to move away for grad school. In January, my boyfriend moved to a different city, which began our long-distance relationship. In June, I moved to a different state.
Shortly before I graduated in May, I received some unexpected advice from a professor I barely knew, which was surprisingly personal, reassuring, and wise. He told me that when he was in graduate school in the U.S., he was in a long-distance relationship with a woman in Germany who later became his wife. He told me that if the relationship survives the first nine months of the distance, it will last the whole way through.
That spring and summer were awful. We went through some tough times. We both questioned whether it was worth it. We both arrived at the same answer. Sure enough, after nine months (just as the professor had said), the worst had passed. Ever since (three years so far), our relationship has been fantastic. We still miss each other, but that's acceptable. We're able to deal with the distance, stay connected with each other's daily lives, and even plan for our upcoming marriage and life together after I obtain my Ph.D. We conquered the distance.
What worked in my situation may not work for you. The only people who know what's best for your relationship are you and your partner. No matter what you're facing, I wish you and the second body in the two-body problem the best of luck!
Timetable
This timetable is an example of what a traditional graduate school applicant may ideally be doing when. These are not firm dates and complete steps, and should be used as a rough guideline only. For the late-starters: don't fret! Most of these tasks can be condensed into a much shorter period of time.
Spring of Junior Year
Summer Before Senior Year
August & September
October
November
December
January
February - April
Post-Acceptance
Links
Searching for Physics Graduate Programs
Gradschoolshopper.com by AIP
GradSchools.com Physics listing
Other Physics Graduate School Guides
Unsolicited Advice: How to Get Into Graduate School & Choosing a Grad School
Planning for Graduate Studies in Physics and Related Fields by AAPT
So You Want to go to Graduate School in Astronomy?
Things You Should Know About a Graduate School
Tips on Applying to Graduate School
Attention Rising Seniors: Time to Start Grad School/Fellowship Applications
Other Great Graduate School Guides
Cynical Advice and Modest Advice (written for zoologists, general enough for all)
How to Be a Good Graduate Student
Advice for Undergraduates Considering Graduate School
A Graduate School Survival Guide (written for computer scientists, general enough for all)
PhD - First Thoughts to Finished Writing
The Princeton Review: Grad Schools & Careers
Applying to Graduate School (written for psychologists, general enough for all)
Straight Talk about Graduate School & More Straight Talk on Grad School
An All-Too-True Comedic Look at Life in Graduate School
Piled Higher and Deeper (PhD Comics)
© 2007 - 2009 Laura Seward ![laura [at] astromiror [dot] org](emailsmall.jpg){kind=small}
- Last modified December 6, 2008
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