In the United States, you apply to a PhD program, not to an individual PI as is common in many other countries. Most graduate school applications are due in late fall or early winter. Applications are reviewed by a committee of faculty who then invite a subset of applicants for an on campus interview. After interviews, the faculty meet again, discuss each applicant, and decide how many offer letters to send. Most programs have a good sense of how likely applicants are to choose their program, so normally this is the end of the process. Occasionally if not as many applicants accept on the first round a few additional offers will be made, but this is fairly unusual.

Step 1: Apply

Identify Programs

First, a potential applicant should identify graduate programs of interest, and make a list of what application documents are required for each program. The way to do this is to search the school name, the name of a department, and then the term “PhD program”. This should lead you to a website that outlines the specifics of that program’s application process, including required documents and deadlines. Some schools have separate programs for each individual department (Genetics, Physiology, etc.), other schools have broader “umbrella” programs (Biosciences) with a common core curriculum and later subdiscipline specialization. Different setups appeal to different types of learners, so it is worth thinking about which would allow you to thrive before you apply. If you are unsure, apply to both types and you will probably get a feel for what you like during the interview visit.

Application materials needed

While there is some variability, most programs require a college transcript with GPA, GRE scores, an applicant/research statement, and 3 letters of recommendation. Some programs require subject matter GRE scores as well as the general exam, but not many. Begin gathering these materials in early fall so you have your exam scores and transcripts ready. Some programs post GPA or GRE score cutoffs or average values. If you miss one of these cutoffs but are close and have strong other documents, you should apply anyway.

If your transcript is from a non-US institution it can be helpful to include an explanation of how to interpret the grading system. Many foreign universities will do this automatically, but not all do. Reach out to your undergraduate institution for assistance with this if you suspect it is needed. 

Foreign applicants are also usually required to submit standardized test results documenting sufficient fluency in English. Look into these requirements early so you can be prepared.

Some schools may also require a Diversity statement. Different countries think about diversity very differently, so you should gather samples from previous successful applicants to learn how to convey your views.

Applicant/Research Statement

While some programs have different specifications, most request a 1 paragraph or 1 page applicant statement. While the statements you send to different programs can have common components, you should spend the time personalizing each statement. While AI can be a helpful tool to use in drafting your letter, do not accept without revision an AI generated statement. They’re easy to identify and will not be seen favorably.

While some programs do have unique specifications, in general the statement should touch on a few key points. First, you should include an introductory sentence that includes what program you are applying to. Then, introduce yourself. What is your overarching goal? Why are you pursuing a PhD?  What have you accomplished so far related to this goal? You can list your major, any internships or research experiences, honors thesis, extracurriculars, and other activities that may be relevant. Do not list everything, focus on activities that you either have unusual strengths in or that are directly relevant to the PhD program. 

Next, you should spend considerable effort describing your research experience. This section is incredibly important. You need to state what the overarching problem you are studying is, what its significance is, what you are doing to address the problem, what techniques you are using, and what data you have generated. You then need to state the impact and reach of your work. What scientific question have you answered? Why was knowing this important? How does it advance the overarching research question your project is a part of? What research products do you have? These can include posters, presentations, contributions to published or to be published research manuscripts, blog posts, or code deposited to GitHub. It is essential that you get feedback on this portion of your letter from faculty at your institution. You should also reach out for feedback from people you know who are not in your field. Do they understand what you did and why it was important? It is essential that you demonstrate that you understand the context and impact of your research.

Finally, you should close your statement with a section stating why you applied to this specific PhD program. Make sure you address notable features of the program, but emphasize the research opportunities the program provides.

Requesting letters

Letters are very important. In a previous post, I describe the process of requesting letters. These letters are an opportunity to highlight additional achievements you may have, and explain anything unusual in your application. For example, if you have a semester where your grades were unusually low, a letter writer would have the opportunity to explain that this was due to an illness. These letters also allow you the chance to highlight reports or projects that you have completed but that don’t otherwise have a place to be highlighted in your application documents. You should not be shy about providing your writers with this type of information. You should also include a general research statement for your writers so they can comment upon your research activity. 

If you participated in an independent research project, honors thesis, or internship, you absolutely must include a letter from the faculty member that oversaw you. Additional letters can come from faculty in the subject area that you are applying to, usually faculty who you have some sort of relationship with or who you excelled in their class. You should not include a “character” reference. It is unnecessary. The fact that you completed University is evidence enough that you can function in academic society.

If you are a foreign applicant from a non-English speaking country, it can be very helpful to have your letter writers comment on your oral and written English proficiency. Graduate school requires a lot of reading, writing, and presenting, so strong skills are a must. Accents are not a problem- they are very common. 

Step 2: Interview

Most programs will host a 1-2 day onsite interview. Applicants are flown to the University, and then spend a day or two attending talks and interviewing with faculty and current graduate students. Many programs use these visits as an opportunity to explain specifics about how the program is structured, and highlight advantages that their program has over other similar programs. You’ll also tour research laboratories and other research facilities to get a sense of what equipment and support is available. Finally, these events normally include a faculty dinner followed by a party or other event where applicants can mingle with existing graduate students and get a better sense of things like graduate student housing, support for families, and other non-academic but important issues.

How to prepare

You must be ready and able to talk about your research. While everyone you interview with has had the opportunity to read your research statement, most either won’t remember it, or won’t remember any specifics. Be ready with a smooth delivery of the information you included in your research statement. Also be ready to answer questions about your research. You might be asked about methodology, or alternative ways to ask the same question. You might be asked what the next most important question to answer would be based on your project. Try to think very broadly about your work, and be sure to be up to date on any new findings in your field, especially if they are widely publicized.

You also need to ask questions that show your interest in the person who is interviewing you. You should ask them about their research, and what types of projects they think they might be starting in the near future. Have a follow-up question about their research once they finish explaining it. You can also ask about mentoring style, what previous PhD students are doing, and expectations for PhD students in their group. Do people teach? How are PhD students funded? Is it expected that you apply for or receive fellowships? Ask similar questions of the graduate students already in the program, and note if what you hear from both sources matches.

Tips and tricks

First and foremost, be polite and respectful in all interactions. Do not vent frustrations on staff, complain about minor problems with accommodations, or other issues. You are excited to be there, meet everyone, and learn more about the program. Also, many of these programs include events that serve alcohol. Be mindful of your drinking.

It can be very helpful to send a few thank you notes after the event to faculty or graduate students you spent a long time talking with, or staff who were especially helpful during your visit. Jot notes while you are interviewing so that you can personalize your notes. Send them a day or two after you finish your visit via individual email. These notes should be brief, and conclude with an offer to answer any additional questions, and a statement about how you look forward to interacting in the future. Send these even if you have no intention of picking that graduate program. Since it is a small and interconnected world, and while a program may not be a fit for you, there is a decent chance that you may work with the people you meet again at some point in the future.