Applying to Graduate School: Timeline for the Application Process
You’ve decided you want to apply to graduate school which means you’ve taken the first step in the application process. But what comes next and when? It can be difficult to understand the graduate school application process and to know when to start. Below I have outlined a general timeline for what the application process can look like and I’ve also gone into detail about what my personal timeline was when I applied. This timeline is intended to illustrate the steps and milestones throughout the application process. Each person’s process will be unique so this is a guide and not a strict schedule to follow. I hope that this will make your application journey less stressful and easier to handle.
Please Read: The series “Applying to Graduate School” is intended to be useful for anyone applying to graduate school but may not be appropriate in certain contexts. Please read the following note: This applies to the graduate school application process in the United States and may not be applicable in other contexts. The application process outlined in this series may include steps that are not necessary for your field of study or miss steps that are required. This series is based on my personal application process in the Earth and Environmental Science field of study. Confirm the requirements of the application process with trusted sources in your field as it may vary across disciplines.
General Timeline For Applying to Graduate School
Graphic of a year-long timeline flowing from left to right (September - September) highlighting steps in the graduate school application process
General Timeline Summary:
This timeline is a general description of how the application cycle works. It begins with identifying the schools, specific programs, and advisors you would like to work with. If appropriate, you should begin reaching out to these potential advisors before your application is due. Most applications are due in December and January but some programs may have earlier dates. It will be important to put the application deadlines on your calendar as soon as you know them. If you are required to take any standardized testing, you will need to take that before applications are due and leave yourself enough time to retake the exam if you’d like. Application decisions are typically received in February and March via email and/or the school’s application portal. In April (around the 15th) is when you have to officially decide to accept or deny any offers. The start of the first academic year will vary but likely be around August or September. As you can see, this process can be long and requires a lot of work but is manageable, especially if you give yourself enough time to complete the process.
My Personal Timeline for Applying to Graduate School
Personal Timeline Summary:
In this timeline I go into more detail about the steps I took each month to complete my application process. I applied to PhD programs at 8 schools and received acceptances to 6. My process lasted from September 2018 when I first began reaching out to potential advisors till September 2019 when I began graduate school at Stanford University. After graduating from Cornell with my B.S. in May, I took the entire summer off until I began school in September.
Unfortunately, applying to graduate school, taking standardized tests, and visiting schools is not free. The cost can be prohibitive for many applicants. I was able to fund my application process solely because of the McNair Scholars Program, which covered the cost of my applications, GRE exam, and school visits. If you aren’t in a program like this, you can apply for application fee waivers to cover the cost of applications. If you don’t see the waiver information online, reach out to a program/department coordinator or someone involved in the admissions process and ask about their availability. When schools invite you for an official visit they tend to pay for your travel and lodging, but you are responsible for the cost of any unofficial visits you may make. Visits are completely optional but can give you a better sense of the people you’ll be working with and the place you’ll be living.
September 2018:
Begin reaching out to potential advisors via email (Note: Confirm with trusted leaders in your field that this is an expected and appropriate part of the application process. See my blog post for tips on contacting advisors).
Set up follow-up conversations or visits
Reach out to new contacts based on recommendations
Send follow-up emails if you received no response to initial email
Also ask to speak with current and/or former students of the advisor
Initial Phone or Video Calls with potential advisors
[Graduate Application Due] Stanford University (Knight Hennessy Program, regular deadline in November]
October 2018:
Continue reaching out to potential advisors via email
Continue having initial and follow-up phone/video calls with potential advisors
[School Visit] Attended Brown University’s “Graduate School Diversity Preview Day” -Official visit (pre-decision)
[Exam] Took the GRE Exam
November 2018:
Continue reaching out to potential advisors via email
Continue having initial and follow-up phone/video calls with potential advisors
[Fellowship Application] NSF GFRP Application Due
December 2018:
[Conference] Met with a potential advisor at the AGU Fall Meeting (I visited their poster presentation and invited people to mine)
[School Visit] Yale University- Unofficial visit (pre-decision)
[Graduate Applications Due] UC Berkeley and University of Michigan
January 2019:
[School Visit] UC Berkeley Visit Day- Official visit (pre-decision)
[Graduate Applications Due] Yale University, Columbia University, Vanderbilt University, Brown University, UMass Amherst
February 2019:
[School Visit] Stanford School Visit- Unofficial (pre-decision)
[Graduate Admissions Decision] Yale Acceptance
[Graduate Admissions Decision] UC Berkeley Acceptance
[Fellowship Application] UC Berkeley InFEWS Program
[Graduate Admissions Decision] University of Michigan Acceptance (Master’s program- Master of Science in Environment and Sustainability)
[Graduate Admissions Decision] Stanford University Acceptance
[Graduate Admissions Decision]- UMass Amherst Acceptance
[Graduate Admissions Decision ] Vanderbilt University Acceptance
[School Visit] Vanderbilt University Prospective Student’s Day- Official Visit (post acceptance)- Attended virtually*
March 2019:
[School Visit] Stanford University Graduate Recruitment and Diversity Day (GRAD) Diversity Day- Official visit (post-acceptance)
[School Visit] Berkeley School Visit - Unofficial visit (post-acceptance)
[Graduate Admissions Decision] Columbia University Rejection
[Made Final Decision]- Chose to attend Stanford University and formally accepted offer
Sent out emails regarding my final decision to advisors and formally rejected offers (after confirming my admission to Stanford was finalized)
Announced my final decision to family and friends in a fun way
April 2019:
[Admissions Decision] Brown University Rejection (heard back from potential advisor in early March about not taking on a new student and to expect a formal rejection)
May 2019: Graduated from Cornell University (B.S. in Environmental and Sustainability Sciences
Summer 2019: Break!
September 2019: Moved to California and began Graduate School
Final Thoughts:
This process can be long, stressful, and at times seem impossible to complete. Since the process spans over several months, it will be important to keep track of deadlines and give yourself ample time to complete tasks. Remember that this is just a guide and everyone’s application process looks different but this was a very successful timeline for me. Though it may seem daunting, it can be done if you take things step by step.
-Alexis
Stay tuned for additional posts in this series: Applying to Graduate School.
