SMART pointers on applying to graduate programs in the

sciences

Gayle R.Slaughter, PhDAssociate Dean of Graduate Education

Molecular and Cellular BiologyBaylor College of Medicine

Houston, 2008

Applying to the right graduate schools for you

• Do your research on programs• What they offer, what they want in students• Advice from mentors, other graduate students• Contact at conferences, visits to your campus• Web sites (http://www.aamc.org/members/great)• Summer research programs• Contact faculty, program directors and

administrators

Factors to consider in applying

• Research interests and environment• Requirements for admission• Environment for students (inside information)• Own impressions of dealing with program• Support network (skills workshop, tutoring,

caring people, counseling, organizations, English training)

• Quality of life issues; family and relationship issues – job for partner, cost of living, connection to family

• Select 4-124-12 schools to which to apply (sure bets, stretches)

Completing applications

• Acquire applications; web sites very useful; download and apply

• Request application fee waivers if needed; many waive for on-line application

• Create a file for each application (spread sheet with deadlines and requirements, check-off list, aim to file before deadline)

• FOLLOW ALL DIRECTIONS AND MEET ALL DEADLINES!

Describing accomplishments

• Prepare an outline of your accomplishments and first draft of personal statement and research experience (skills, work experience, obstacles overcome)

• Get a copy of your transcript(s) for your use

• Meet with a trusted faculty member who can help you evaluate your situation

Gaining a realistic assessment of acceptance

• Contact program administrators or directors express an interest in their program

• Be prepared to discuss your GPA, advanced courses, GRE scores, research background

• Are you willing to take the course? Retake GRE?...

Letters of Recommendation

• Select recommenders: past mentors, research advisors, professors

• People who are familial with your potential, abilities, accomplishments

• Prepare a letter, list of accomplishments you can send each recommender

• Send in writing the list of schools and their deadlines

• Provide addressed, stamped envelops• Three days before the recommenders should

send the letter, remind them, nicely

Starting Personal Statement

• Prepare an outline of your accomplishments and research experience (skills, research experience, obstacles overcome)

• Get a copy of Your transcript for your own use (can be unofficial)

• Draft your personal statement (states why you want to be a scientist and why the schools should accept you)

Starting Personal Statement

• Draft your personal statement (states why you want to be a scientist and why the schools should accept you)

• Include the motivation for doing science; explain change in goals, how you changed preparation

• Long term goals, general, not too specific• Areas of interest, mention faculty by name• Preparation for graduate school

Describing preparation for grad school

• Research experience, accomplishments• Use “I, me, my” (not scientific abstract, reviewers

need to know your contribution• May send abstract or publications (if any)• Advanced coursework (explain any science

grades below a B or GRE score below a 60%)• Other activities that show independence,

responsibility, obstacle overcome (optional)• Don’t include a lot of community service, clubs

Describing personal situations

• You cannot be asked about marital status, parenthood, health, religion unless you initiate a discussion, in any way

• If these issues will have a significant impact on how your function, I recommend you discuss them and how you handle them

• Unusual situations: program will accommodate reasonable efforts to help you succeed

• Obstacles you have overcome (optional)• Don’t raise issues you don’t want to discuss

Effective writing

• Watch your adjectives:

• One word can change the whole impact:

extensive, intensive, passion

Make sure your description of yourself and your performance match the facts

Find positive ways to discuss weaknesses and overcoming them

Effective writing

• Check grammar and spelling (computer to start, but check further)

• Use active voice sentences (I studied, I conducted, I completed…)

• Do not include complex or very short sentences

• Be cautious about using unfamiliar words incorrectly

Finishing your personal statement

• Have others critique your personal statement

• Ask about whether people understand your points

• Have you adequately explained any unusual circumstances

• Revise and re-revise, but don’t obsess over the writing, you have other things to do

Describing research experience

• The description of your past research experience is a very important part of graduate school application and can help you on almost any application

• Take time to write a good description. Refer to notes or abstracts to refresh your memory, contact lab to get updates, clarify issues

• Have others to see your description to see if they understand it.

Global view of research description

• Concise, precise description

• Usually no more than one page, but more than a few sentences

• Evidence that You understand the project

• Clear picture of YOUR role on the project, what did YOU do (OK to say I…)

Specific points – Research description

• Evidence that you understand the project• What was the significance of the work? What

was the goal? How did your work relate to the goal?

• Clear picture of your role in the project• Examples of techniques you used and your

familiarity with them (familiar vs proficient)• Results: positive, negative, inconclusive all OK• (publications or acknowledgements if any)

Specific points – Research description

• What did You learn? Don’t philosophize – explain:

• For example: “As a consequences of my studies of gene expression during spermatogenesis, I have a better understanding of how to extract RNA from cells and conduct hybridization experiments, including in situ hybridization. I developed microscopy skills and improved my knowledge of basic statistical analysis”

Scientific writing

• Check your general introductory statements for accuracy – add appropriate qualifiers

• Include an appropriate level of sophistication. Avoid elementary explanations; people know what a DNA double helix is…

• Define abbreviations except extremely common ones, pay attention to your audience

• The right details will earn you bonus points

Scientific writing

• Avoid negative words (failure: couldn’t make it work) or overstating the case (proved; radical; revolutionized the field)

• Avoid empty phrases that convey little or no information. Get to the point.

• Emphasize the positives of your work even if you showed that a hypothesis was wrong or that a specific approach wouldn’t work.

Finalizing application

• Complete application and send it• Have official transcripts, GRE scores sent• You can self-report Your GRE-scores and

then a school can call and verify• Can send before the application, usually

the file will be started

• Be sure recommendation letters have been sent

Finalizing application

• Follow-up to be sure all materials arrive

• E-mail and call administrator or clerk

• Send any updates of significant changes

(grades, publications, awards)

Ask if there is any additional information that program would find helpful

Explanation of a situation, another letter