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GRAD Guide to Applying to Ph.D. Programs

WHAT IS A PH.D.?

A Ph.D. is a research degree that involves the production of original knowledge and scholarship.

Doctoral degrees have traditionally been regarded as training programs for academics. As such,

a Ph.D. program differs from undergraduate or Master’s studies. Most Ph.D. programs involve

some initial coursework (specific requirements for coursework differ widely depending on fields

and disciplines), comprehensive examinations that test general knowledge of fields of study,

and multiple years of research and the writing of a dissertation. In some fields and at some

universities, doctoral students also teach courses and/or work in laboratories. They may be

involved in multiple research projects, apply for grants and fellowships, conduct research either

at or away from the university, present their scholarship at research colloquia and conferences,

and publish their work, typically in peer-reviewed publications.

MAKING THE DECISION TO APPLY

Applying to a Ph.D. program should be your decision, based on academic interest, your

professional objectives, and/or a desire for personal fulfillment. A critical and fundamental step

in considering doctoral studies is to understand why you want to pursue a Ph.D. To ensure that

a Ph.D. is right for you at the current point in time, it is important to clarify your reasons for

pursuing a doctoral degree, your goals for graduate training, and the realities of both the Ph.D.

programs you are considering and your intended career path.

Questions to Consider

▪ Are you ready to make a commitment of four or more years?

Completing a Ph.D. will take multiple years. As the figure on page two shows, in the Physical

Sciences, completing a Ph.D. on average takes some six years, whereas in the Humanities,

time to completion on average is more than nine years. In recent years, many universities

have made programmatic changes to decrease the length of Ph.D. programs. Visit university

and program websites to get a better idea of time to completion and of program

requirements that impact the time to completion.

TABLE OF CONTENTS

What is a Ph.D.? P 1

Making the Decision to Apply P2

Elements of the Ph.D. Application P6

Selecting Target Ph.D. Programs P8

Ph.D. Application Timeline P10

Interviewing for Ph.D. Program

Admission P11

Resources P12

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▪ Have you considered the financial implications of pursuing a Ph.D.?

Depending on the institution, field and program, the funding offered will differ greatly. Some

common funding options include:

▪ Fellowships (provided by the University that offers you admission or by an external

source; typically cover tuition and living expenses and may require limited teaching or

research service to your department or school; sometimes referred to as “stipend”)

▪ Teaching Assistantships (appointments in which graduate students are provided with a

tuition and stipend contribution for teaching; typically involve multiple terms of

teaching)

▪ Research Assistantships (appointments in which graduate students are provided with a

tuition and stipend contribution for research; typically involve multiple terms of

research)

Research the funding norms in your field to get a better idea of what to expect. In STEM

disciplines, funding often covers the entire length of your Ph.D. In the Humanities and Social

Sciences it is not unusual for funding to be limited to five or fewer years. Also pay attention to

costs such as health insurance and student fees, and to whether these are covered by the

institution. Most universities will provide relevant information online (search for the website of

a university’s Graduate School (or its equivalent)).

Investigate the cost of living in the geographical areas in which you’d like to live. Cost of Living

Calculators will help you get a better idea of monthly expenses such as rent and utilities, food

and groceries, transportation, and personal expenses. Refer to, e.g., Bankrate

(https://www.bankrate.com/calculators/savings/moving-cost-of-living-calculator.aspx) or

CNN (https://money.cnn.com/calculator/pf/cost-of-living/index.html.

It is also important to think about the opportunity cost of pursuing a doctoral degree. Your

funding will not increase for the duration of your program, and it might be challenging to start

saving for future expenses such as a house, family, and retirement. If there is another career

path you are considering that would not require a Ph.D. at this moment in time, calculate likely

wages for the average time it takes to earn a Ph.D. in your field. Also think about possible

opportunity costs in terms of your personal life (e.g. family).

Source: National Science Foundation. 2015 Doctorate Recipients From U.S. Universities. 2017

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▪ Do you have a sense of the professional opportunities that exist for Ph.D. graduates in your

field?

A Ph.D. can lead to a variety of fulfilling careers in academia, industry, nonprofits, and

government. Increasingly, universities, schools, and departments support Ph.D. students in

exploring career opportunities beyond academe. Nevertheless, it is important to think about

what career goals you are pursuing in applying to Ph.D. programs. Does your target job

require a Ph.D.? Do you need a Ph.D. at this particular stage of your professional career? Talk

to professionals in your target industry to find out more, or make an appointment with your

career advisor to discuss what opportunities exist.

If your goal is to become a faculty member, keep in mind the changing academic career

landscape. The share of post-secondary faculty in tenure-track positions in the United States

has declined dramatically, while the percentage of faculty in adjunct and other non-tenure

track positions has increased. Many tenure-track positions are filled with candidates from top-

ranking programs only. Refer to the outcomes pages of the departments you are considering

to get a better idea.

Source: National Science Foundation. 2015 Doctorate Recipients From U.S. Universities. 2017

Self-funding portions of your Ph.D. and/or accruing some debt during a Ph.D. program is not

uncommon (refer to the diagrams below). In deciding whether self-funding a portion of your

Ph.D. makes sense to you, consider the salary you may be able to earn upon graduation.

Resources such as Glassdoor (https://www.glassdoor.com/index.htm) or the U.S. Bureau of

Labor Statistics (https://www.bls.gov/bls/blswage.htm) can help with this. Self-funding your

entire Ph.D. is not advisable.

1969

Non Tenure-Track

Tenure Track

78.3%

21.7%

2009

33.5%

66.5%

Source: Kezar & Maxey, “The Changing Academic Workforce,” Association of Governing Boards of Universities and Colleges, 2013.

Non Tenure Track

Tenure Track

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▪ Do you have a specific project or research topic that you care deeply about? Do you want

to study this project or topic from a theoretical angle?

Because a Ph.D. program will take at least four years, it matters that you care deeply about a

project or research topic. It can be helpful to think about times that you worked on one project

for a longer period of time, perhaps an undergraduate or Master’s thesis. Did you enjoy the

process? Did you feel invested in your topic, and can you imagine working on one project for

an even longer period of time? Many of the activities that are part of the Ph.D. program are

drawn out over time, and do not offer immediate rewards. For example, the process of

publishing a peer-reviewed article can take more than two years. Depending on your field,

conducting research and writing your dissertation may take several years as well.

It is also important that you are interested in studying the project or topic from a theoretical

angle. Ph.D. studies involve the rigorous and theoretical study of projects and topics. Some

fields and programs offer opportunities for practical and policy-oriented studies. Investigate

different programs and talk to your professors about the kind of research you are interested

in, and whether a Ph.D. in general, and specific Ph.D. programs in particular, would be a good

fit for you and your interests.

▪ Do you enjoy deeply investigating questions and topics, and sharing your ideas with

others?

The intellectual exercise central to Ph.D. studies involves investigating questions and topics,

and sharing your insights and findings with colleagues, advisors, and other members of

academe (and beyond). One aspect of this is that your ideas will be put under a microscope,

and frequently questioned by others. You will have to defend the questions and ideas central

to your research and scholarship, as well as your approach to studying them. This process

improves ideas and increases our shared understandings of them, but it can also be

challenging at times. Criticism is common and can feel deeply personal.

Think about current or past situations in which you have participated in processes of deep

thought, investigation, questioning, and defending your ideas. Did you enjoy these processes?

Can you imagine spending several years, or your professional career, engaging with others in

this way?

▪ Can you advocate for yourself and are you self-directed?

A component of success in graduate school is being able to

advocate for your interests and work. This ensures that you get

the feedback you need for your work to progress, that others

understand why your scholarship or research matters, and that

you gain opportunities both during and after your Ph.D.

A quality that many successful Ph.D. students share is that they

are self-directed. In the Humanities and Social Sciences, it is

common to have long periods of time without direct instruction

and supervision. In order to ensure that your scholarship or

research stays on track, it is important that you can motivate

yourself, work with little direction and feedback, and are

organized. Sometimes there may be extended periods of solitary

work.

Source: The Chronicle of Higher

Education, 2019

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▪ Have you investigated academic culture at the universities you are considering?

Academic culture can vary across institutions. Similar to thinking about whether you enjoy

deeply investigating questions and topics, it can be helpful to consider what kind of work

cultures you enjoy. For example, universities have in common that they consider research

most important, but some will offer more opportunities for teaching than others. In addition,

the make-up of the student body and the faculty will differ. Consider, as is appropriate for you,

the resources that the university offers for diversity, equity, and inclusion.

Academic culture can be all encompassing. At some institutions and in certain fields, it is

common that you spend significant amounts of time at the university or in a lab. In these

settings, academia becomes your professional as well as social world. Reach out to friends

and acquaintances, or alumni of your undergraduate institution who have joined Ph.D.

programs to get a better sense of the respective environments. Contacting Ph.D. students in

programs you are interested in can also be helpful. Since you will be part of an institution for

several years, it matters that you have a sense of what life as a Ph.D. student will be like at the

schools you are considering.

▪ Is this the right time to pursue a Ph.D.?

There are factors pertaining to academic, professional, and personal readiness in considering

whether it’s the right time to apply for Ph.D. programs. Most Ph.D. programs are highly

competitive and require multiple references from faculty as well as a strong statement of

purpose that provides evidence of the candidate’s preparation for Ph.D. level work. Discuss

with your advisor or a trusted professor whether you are ready. If you applied to Ph.D.

programs in the past and did not gain admission to your target programs, is your application

profile stronger than it was when you applied for the first time?

Also think about how a Ph.D. fits into your professional trajectory. If you are currently

employed or considering employment in industry, nonprofit or government, are you at a stage

of your career that calls for a Ph.D., either for professional or personal reasons?

Consider personal factors, too. For example, will joining a Ph.D. program impact your partner,

children, or family? In what geographic region do you want to live for multiple years?

Beyond American Academe

The questions presented above are intended to guide your decision-making process with regard

to US academe. Time to completion, funding, professional opportunities and culture differ in

each country, as do application standards and expectations.

If you are interested in pursuing a Ph.D. in a country other than the United States, reach out to

friends and acquaintances, or alumni of your undergraduate or graduate institution who have

joined Ph.D. programs in that country. Also consult the websites of prominent universities in your

country of choice to get a sense of application requirements. Many departments list graduate

students on their websites and provide short biographies and CVs. Refer to these biographies

and CVs to better understand the kind of qualifications Ph.D. students at these departments and

universities have. A helpful resource is Times Higher Education, which provides insights into

universities worldwide (https://www.timeshighereducation.com/).

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ELEMENTS OF THE PH.D. APPLICATION

Letters of Recommendation

Most U.S. universities require three letters of recommendation in support of an application. These

letters should be written by scholars or researchers in your field who know you well and can

speak to your intellectual capabilities and your potential as a scholar or researcher in depth.

Letters of recommendation are a vital part of your Ph.D. application. Because writing a strong

letter of recommendation takes time and effort, it is important to ask for a letter of

recommendation several weeks, if not months, in advance of an application deadline. If you will

not be a student at the time you apply for Ph.D. programs, speak with professors before you

graduate. Some professors may prefer writing their letter before you leave UChicago. In this

case, it can be helpful to use Interfolio, which professors can use to upload their letters of

recommendation in advance of you submitting applications (https://www.interfolio.com).

If you have graduated, reach out to your professors as soon as possible (and well in advance of

the application deadline), remind them of who you are, and discuss with them what your best

strategy is.

Statement of Purpose

A statement of purpose (sometimes referred to as a personal statement) provides the

admissions committee with detailed information about your past, present, and future research.

This document is not about your personal trajectory or experiences; rather, it makes an argument

about who you want to be as a researcher or scholar, how you are qualified to pursue your

proposed work, why your proposed research or scholarship matters, and why the institution is a

good fit. Selection committees will use the statement of purpose to assess whether you

understand and can contribute to the work academics in your field do.

Standards for statements of purposes vary across disciplines. As such, it is important that you

speak with a professor about the statement of purpose or use other resources that your

UChicago program may offer. The statement of purpose is one of the most crucial parts of a

Ph.D. application. Do not be fooled by its short length; producing an effective statement of

purpose takes extensive research, feedback from others (ideally professors), and numerous

rounds of revision. A strong statement of purpose cannot be written in a couple of days.

In addition to differences across disciplines, pay close attention to the requirements each

department specifies. Your statement needs to follow these requirements, and should be tailored

to the specific program and institution you are applying to. Be mindful that some programs may

require more than one statement. When in doubt, ask your advisor, preceptor, or UChicago

program staff.

Curriculum Vitae (CV)

The CV provides a snapshot of your academic identity to date by documenting research,

teaching, mentoring, and service activities. CV formatting and content vary by discipline, so

read the CVs of Ph.D. students in your field to identify norms and best practices. Keep in mind

that the goal is to present information in a way that is clear and easy to digest; you should not

overwhelm your readers with information or confuse them with non-standard formats. For

further CV advice, including tips on tailoring, see the UChicagoGRAD CV Guide

(grad.uchicago.edu/career-development/job-resources/).

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Writing Sample

A common component of a Ph.D. application is an argumentative writing sample that

demonstrates your research and scholarship potential. This can be a Master’s thesis or a well

developed course paper. Some Ph.D. applications may limit the length of submissions, in which

case you can use an excerpt. Consult with a professor to discuss the appropriate sample for your

application. In some STEM programs, a writing sample may not be required.

Graduate Records Examination (GRE)

The GRE is required by most graduate schools in the U.S. It is often possible to use the same

GRE results for your Ph.D. application that you used to apply for Master’s programs. Be sure to

check each program and university’s requirements in that regard. Many departments and

institutions publish typical GRE scores of their Ph.D. applicants. If your GRE scores are lower than

those listed by universities, you may consider retaking the GRE.

Academic Transcripts

You will need academic transcripts from all higher education institutions you attended. Refer to

application guidelines to see whether unofficial transcripts are accepted, and whether those

should be posted to universities directly or if you can submit them as part of your application.

Your academic transcripts will be evaluated with an eye toward your overall Grade Point

Average (GPA) and grades in courses that are directly relevant to the field of study you are

applying to. A high GPA does not guarantee program admission.

Test of English as a Foreign Language (TOEFL)

If you are not a native English speaker, you may need to provide TOEFL results. Some

universities will waive TOEFL requirements if you received a degree from a U.S. university. Refer

to specific program and university requirements.

Application Fee

Universities charge fees for Ph.D. applications (in the range of $80-120). These are typically paid

online at the time of application submission. These fees can sometimes be waived. Contact

Admissions for further information.

Financial Documents

If you are an international student, you may be required to provide evidence that you have the

financial means to support yourself while you are pursuing a graduate degree in the United

States. This is due to U.S. visa regulations. Refer to the international student guidelines on the

Graduate School website of the university you are considering.

How many Ph.D. programs should I apply to?

Ph.D. admissions are highly competitive. Top ranked Ph.D. programs receive several hundred

applications for about ten or fewer spots. Moreover, there are variables of the Ph.D. application

process that you cannot influence (such as the number of Ph.D. students that a department or

institution plans to admit in a specific year, the availability of professors to supervise Ph.D.

students, how many other students apply to the same program as you, or the number of

students with interests similar to yours). Because of this, it is generally recommended that you

apply to about ten programs, and spread your applications based on the strength of your

application and profile relative to those of the departments you want to join. This process of

selection can be tricky, and benefits from the input of advisors and professors.

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SELECTING TARGET PH.D. PROGRAMS

Applying to Ph.D. programs should be your decision, based on academic interest, your

professional objectives, and/or a desire for personal fulfillment. One practical step in choosing

programs is understanding the admission standards of various programs and institutions. Such

information can be gleaned from departmental websites, which typically provide some

information such as average GPAs and GRE scores. Keep in mind that having a similar GPA and

GRE score does not guarantee admission. Admissions committees consider other factors,

including your fit with the program, your preparation to pursue doctoral studies, and availability

of professors to work with you. For this, committees will look to your statement of purpose,

letters of recommendation, and grades in courses relevant to your proposed Ph.D. studies.

In considering options, think about whether the program and the institution are a good

research and training fit, the career outcomes of former Ph.D. students and your career goals,

funding, and whether the community of the program and institution feels right for you.

▪ Do faculty members whose scholarship you admire work at this institution?

▪ Are there at least two faculty members whose interests intersect with yours? Are

these full-time faculty members (not lecturers, visiting assistant professors, adjuncts,

or emeriti)? Do these faculty work with graduate students?

▪ What is the department known for? For example, is there a specific school of

thought, theory, or project the department is famous for, or does the department

present itself as having strengths in particular research areas or methodologies? And,

if so, do the department’s strengths coincide with yours?

▪ Are there research colloquia, workshop or speaker series, centers for research, or

opportunities for interdisciplinary collaboration that appeal to you?

▪ What are the program’s course requirements? Are the course requirements aligned

with your research interests and training needs? Do the course requirements suggest

that you will be able to finish your Ph.D. in a timeframe that works for you?

Research and Training Fit

Do I need to decide on one discipline/field of study, or can I apply to multiple fields?

In general, it is important to know which discipline/field of study you want to pursue, because it

is typically seen as an indicator that you are serious about your proposed research and know

what you want. Having said that, some research questions can be approached from multiple

angles. In this case, it can be appropriate to apply to more than one discipline/field of study.

Beware though that admissions committees may be able to see that you applied to more than

one program (especially if both programs are housed within the same institution). As such, it is

crucial that you do not propose two separate research programs; rather the proposed research

should be the same, but each statement of purpose should be tailored to the specific discipline

you are applying for.

There are some joint or dual Ph.D. programs. If you are interested in such a program, be sure

that you explain why a joint or dual program is the right fit for your research interests. In other

words, it needs to be clear to the admissions committee that the joint or dual program is

necessary for you to pursue your research interests.

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▪ How large is the graduate program you are considering? Would you be a part of a

small cohort (e.g. three or four students admitted each academic year) or a larger

one (e.g. ten or more students admitted each year)?

▪ Do you get a sense of what kind of community Ph.D. students have, and if you would

like to be a part of it? For example, are there community events organized by the

Graduate School? What is makeup of the graduate student body, and are there

resources for diversity, equity, and inclusion?

▪ Is the institution in a location where you would like to live for four or more years?

What is the cost of living?

▪ What is the reputation of the department? Do you have a sense of how the

department or program is ranked? Refer to US News

(https://www.usnews.com/best-graduate-schools), but also ask your advisor or

other professors for insights. Many disciplines have specific rankings that experts in

the field will know about. Be sure to differentiate between the institutional and the

program reputation. For Ph.D. studies, program reputation generally trumps

institutional rankings.

▪ What are the program’s admission standards? Are your GPA and GRE results similar

to those specified by the program? If the program does not provide information

about GPA and GRE results, are there closely ranked programs that do and that can

serve as proxies?

▪ Do you have a sense of how successful the program’s Ph.D. students have been on

the job market? Have Ph.D. students secured the types of positions you are

interested in? If the program does not disclose this information, does your advisor or

professors have a sense of what is typical for the programs you are interested in?

▪ What professional opportunities exist at the department, school, or institutional level?

How does the department support Ph.D. students in securing positions? Does the

institution offer resources and workshops to gain relevant skills, in particular research

and teaching? Are there career development resources?

Program Reputation and Career Outcomes

▪ Does the program provide funding packages that are competitive? Does the funding

package meet your needs?

▪ Is the funding package linked to specific teaching (or research) requirements? If so,

are those requirements in line with what you want to get out of the program?

Conversely, if teaching is not part of the funding package, are there opportunities to

teach?

▪ What additional funding (e.g. for attending conferences or conducting research away

from the university) is available for graduate students?

Funding

Community and Location

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PH.D. APPLICATION TIMELINE

ONE YEAR BEFORE APPLYING

▪ Decide on a field of study or discipline.

▪ Research institutions and programs.

▪ Speak with your advisor and professors about your interest in a Ph.D. program. Ask for

advice and suggestions.

▪ Visit admission websites and collect information about application requirements,

timelines, funding, and graduate life.

▪ If applicable, start preparing for the GRE.

THE SUMMER BEFORE APPLYING

▪ If you are graduating with your Master’s degree in the summer, talk to professors from

whom you’d like to get a letter of recommendation. If you haven’t already, explain that

you are applying to Ph.D. programs in the Fall, and ask if they are able to support you

with a strong letter of recommendation.

▪ Take the GRE (if you need or want to).

▪ Work on your writing sample.

▪ Based on your previous research, come up with a list of programs you are applying to.

Write down application deadlines and note required materials.

▪ Start working on your statement of purpose.

THE QUARTER YOU’RE APPLYING (AUTUMN/WINTER)

▪ Reach out to professors to remind them of your plans to apply for Ph.D. programs.

Politely ask them if they may be able to provide feedback on your statement of purpose.

▪ If you haven’t already, request letters of recommendation four to eight weeks before

deadlines. Follow up with professors to make sure letters are submitted on time.

▪ Request academic transcripts from all higher education institutions you attended.

▪ Inquire about fee waivers.

▪ Submit your applications.

AFTER YOU’VE APPLIED

▪ Start hearing back from programs, typically in March (though it could be later).

▪ Prepare for admissions interviews in case they are required.

▪ If admitted to programs, carefully read offer letters and compare them to each other.

Think about what you will need to be happy for the duration of your Ph.D. program.

▪ Attend interview or admitted student days to get a sense of the environment at each

institution, and the opportunities offered. Speak with faculty and current Ph.D. students.

▪ If you were waitlisted at an institution that is a top choice, share offers of admissions

with that institution and let them know that they are your top choice.

▪ If you were not admitted, make an appointment with your career advisor to discuss next

steps.

▪ Reach out to everyone who helped you during the process, let them know of outcomes,

and thank them for their help.

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INTERVIEWING FOR PH.D. PROGRAM ADMISSION

Some Ph.D. programs incorporate an interview in the program admission process:

Once your application is submitted, an admissions committee of about 3 or more people

will review complete applications and create a “long short list” of applicants whom they

may consider for admission.

The “long short list” is then evaluated in more detail, with close attention given to your

statement of purpose and letters of recommendation. In some disciplines, the faculty

member with whom you would be working closely may be asked for their evaluation, or

may be solely responsible for reviewing your application.

You may then be invited for an interview, which, depending on your field and the

institution, can take place on the phone, over Skype, or on campus. This interview is used

to gauge your preparation, motivation, and fit for graduate school.

Typical Interview Questions

Applicants should anticipate questions about their motivation, preparation, and fit with a Ph.D.

program and institution. If you are invited for an interview, reach out to your advisor, professor,

or alumni who are enrolled in Ph.D. programs in your field to get a better sense of the questions

to anticipate. Make sure that you read your application materials before interviews. There may

be questions that relate directly to things you wrote about.

1. Why do you want to pursue a Ph.D.?

Similar questions: Tell us about your research interests.

What are your research interests? What problem would you study, and how? Why does your

proposed research matter?

2. Tell us about your methods training

. Similar questions: Which methods did you use in your

graduate research? Do you know Stata/R/SPSS/etc.? In what ways are you prepared to

contribute to this project?

3. Tell us about a time when you conducted a large research project

. Similar questions: Tell us

about the process of writing your M.A. thesis. Tells us about your lab experience. How did you

organize your thesis research? How did you work with your thesis advisor?

4. What do you see as the trends in your field of study?