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• Applying to graduate school

When to Apply for Graduate School | Month-by-Month Timeline

Published on February 17, 2021 by Lauren Thomas . Revised on June 1, 2023.

Once you’ve decided to apply for graduate school , you need to carefully plan out the application process, leaving yourself enough time to:

• Choose which schools you’ll apply to
• Gather transcripts and recommendation letters
• Write your personal statement or statement of purpose
• Take any standardized exams you might need

In general, you’ll need to start preparing your application at least 6 months in advance of the deadline. Most application deadlines are about 7–9 months before the program’s start date.

Table of contents

When is the right time to apply for graduate school, month-by-month timeline for grad school applications, other interesting articles, frequently asked questions about applying to grad school.

Some students apply to grad school straight from undergraduate degrees, but it’s also common to return to school later in life. If you’re not sure yet whether you’re ready to apply for graduate school, ask yourself these questions.

Career and field

• Do you want to change your career? Many individuals attend graduate school to enter fields like nursing, physical therapy, medicine, business, marketing, communications, etc.
• Do you need a graduate degree to progress in your field? In some fields (like law, research, most of health care, and business), a graduate degree is usually necessary to progress. In others (like software engineering or data analytics), degrees are less important.
• How much work experience do you need before applying to graduate school? For instance, MBA programs usually expect you to have several years of work under your belt, whereas many people start medical school right out of undergrad or soon after.

Personal considerations

• Are you at a place in your life where you can focus most of your attention on school?
• Are you prepared to move across the country or even to another country if needed? If not, you should only apply to graduate schools near you.
• Does your family situation permit you to go back to school?

Money matters

• Do you have enough money saved up or a realistic plan to finance graduate school? If you plan to take out government loans, carefully consider how much you will have to pay back after graduation with your expected earnings.
• Can you leave or cut back on your job without drastically harming your financial health?
• Do the graduate programs you’re interested in allow you to work part-time? For instance, medicine rarely allows you to attend part-time. This may also be subject to visa restrictions if you’re planning to study outside your own country.

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You should generally start thinking about graduate school around 18 months before you plan to start. Most program deadlines are 7–9 months before the start date, so you’ll have 6–9 months to get all your materials together, ask for recommendation letters, and take any necessary exams.

Note that some graduate schools—notably medicine—follow a different timeline. Also, some fields, particularly law, use rolling deadlines, meaning the earlier you get in your applications, the better!

The timeline below represents the most typical one, with a December submission deadline. If your deadline is earlier or later, you should adjust your timeline to match.

Decide which type of graduate program you’d like to apply for and start researching schools that fit your criteria. Discuss which programs you should be aiming for with your former professors or current supervisors.

Most programs provide statistics about the test scores, undergraduate grades, or work or research experience of the students they accept. Aim high, but be realistic about your chances. Make sure to choose some programs that are likely to accept you.

Sign up and begin studying for whichever standardized test you need. Different programs require different exams, so you should make sure to check the website of the program you intend to apply to.

Continue studying for standardized tests. Study books can often be checked out for free from your local library. Aim to do at least a little bit of studying every day—that way, it becomes a habit.

Begin the process of asking for recommendation letters.

Take the necessary standardized test for the first time. You aren’t penalized for taking the test multiple times and can send your best score, so don’t panic if you don’t meet your target score on the first try. However, note that each attempt costs (a significant amount of) money, so don’t completely slack off!

Make a list of the specific programs you’re going to apply to. One tip: organize your information in a spreadsheet with required materials, application fees, links to the online application sign-in, recommenders for each program, and deadlines. This will aid you later in the process!

Follow up on rec letters. Now is a good time to begin face-to-face meetings with potential recommenders. Update your resume so that you can send it to recommenders and they can write you a strong letter.

Decide if you need extra funding. To plan your finances, make a monthly budget with expected rent, food, transportation, prorated monthly tuition/fees, and any other potential costs. If the cost is more than what you have in savings or expected financial support (including loans), then you’ll need extra support.

If you need funding, look into potential options—many, such as the National Science Foundation’s Graduate Research Fellowship Program , require extra essays and have earlier deadlines.

Now is a good time to begin requesting transcripts, if you haven’t already. For most graduate applications, you must ensure you’ve requested transcripts from every university you’ve attended, even if you only studied there for a semester or it is located in another country.

Retake any standardized exams if you weren’t happy with the scores the first time around.

Begin writing your statement of purpose . A statement of purpose is a short essay that discusses your professional and academic interests and background.

You may also be required to write a personal statement , which should talk about your personal story and personal motivations for applying to graduate school. It may include your potential to bring an underrepresented perspective or add to the diversity of the program you’re applying to.

Send off your statement of purpose and personal statement to recommenders to aid their recommendation letters and to receive feedback.

It’s also a good idea to have your statements checked by a friend, family member or professional editor , who can help make sure your writing flows clearly and catch any grammatical mistakes.

A statement of purpose should be understandable to any professional in your field, even if they don’t specialize in your sub-discipline. Most graduate programs rely on a committee of professors throughout the field to evaluate applications, so there’s no guarantee yours will be read by an expert in your particular interest.

October is generally your last chance to retake any standardized exam whose scores you’re not happy with.

Perfect your statement of purpose and personal statement. It’s a good idea to take a week-long break from your applications so that you can approach them again with a fresh eye.

Many graduate applications are due this month. Remind your recommenders of the final deadlines, and finish up your application.

Ensure you have your perfected resume, transcripts, and final personal statement ready. Upload them—and don’t forget to pay the application fee if that’s required!

If you’re American and think you might want to take out any amount of loans to fund your degree, you should fill out the Free Application for Federal Student Aid (FAFSA) . Once completed, you’ll be eligible for a loan to fund up to 100% of the total cost of your degree, including both tuition and living costs.

February to April

Most graduate school results will come back in this time period. Many graduate schools offer in-person visit days in March and April. Some will even pay for your transportation and hotel costs. These visits will allow you to ask questions to faculty members and current students.

When choosing a graduate program, make sure to pay attention to how well the program fits your interests as well as its prestige. You should also pay attention to placement or job outcomes after graduation.

If you’re in a research degree, your supervisor is vitally important to your potential success—carefully evaluate your potential options (but remember that some advisors could leave, so you shouldn’t choose a program for just one potential supervisor!)

Try to hang out with current students in an informal setting to ask them questions you might not otherwise be comfortable asking. Ask what the work expectations are like—do they get time off? Do they feel like they’re being treated fairly? This is especially important for doctoral programs, which are several years long.

Make sure to read the fine print of any funding that you might receive. Will you have to teach or work in a certain position for a certain number of years afterwards? Choose carefully!

If you want to know more about college essays , academic writing , and AI tools , make sure to check out some of our other language articles with explanations, examples, and quizzes.

College essays

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• College essay length
• Diversity essays
• Scholarship essays

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• Avoiding repetition
• Literature review
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• Burned or burnt
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• Theater vs theatre

A good starting point to aim for is about 18 months before you would start the program, or 6–9 months before the applications are due.

In the first few months of the process, research programs and study for any standardized exams you might need.

You can then begin writing your personal statements and statements of purpose , as well as contacting people to write your letters of recommendation . Ensure that you give recommenders plenty of time to complete their letters (ideally around 2–4 months).

Most graduate school applications for American graduate programs are due in December or January for a September start.

Some types of programs, especially law school, are rolling applications, meaning that the earlier you apply, the earlier you’ll hear back. In this case, you should aim to apply as early as possible to maximize your chances.

Medical school follows a completely separate timeline with much earlier deadlines. If you’re applying for medical school, you should speak to advisors at your university for more information.

Some students apply to graduate school straight from undergrad, but it’s also common to go back to school later in life. The ideal time to do so depends on various financial, personal, and career considerations . Graduate school is a big commitment, so you should apply at a time when you can devote your full attention to it.

Your career path may also determine when you should apply. In some career fields, you can easily progress without a graduate degree, while in others—such as medicine, business, and law—it’s virtually impossible to move up the career ladder without a specific graduate degree.

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Graduate school application timeline.

If you're planning to apply to graduate school, it's best to start early—it will increase your odds of being admitted. Many graduate programs have rolling admissions, which means applications are evaluated as they arrive (rather than all at once after the final deadline).

Here's a sample schedule for a student hoping to enter grad school in the fall. This is a best-case scenario which leaves time to craft a great application, resolve unforeseen problems (a lost transcript, a delinquent recommender) and submit with time to spare.

Your GRE Application Timeline

Begin researching grad schools . Take a GRE practice test . Your GRE score will help you determine how much preparation you'll need for the real deal.

Sign up for a GRE test prep course (we recommend the in-person or online options). Register for the GRE general test if necessary.

Request information from schools that interest you. Consider paying a visit to your alma mater to meet up with a few former professors. They can recommend good programs and may even help you make some connections.

Register to take a GRE Subject test (if necessary) during one of their Fall windows. In the 2023-24 application cycle, ETS offered three date ranges to take a subject test: late September/early October, late October/early November, or mid to late April. Take the GRE general test. If you're not happy with your scores, sign up to take it again. Begin drafting your statement of purpose .

Finalize your list of prospective schools , and familiarize yourself with the professors who share your research interests at each school. Contact your recommenders. Keep polishing your statement of purpose.

Request official transcripts from your undergraduate institution. Send your recommenders supplemental materials (like your resume, personal statement, etc.) that they can use as a reference. Make contact with students and professors at your prospective schools. Arrange a campus visit if you can.

Have someone in the field and a few smart (and honest) friends read over your personal statement. Take the GRE subject test; make sure that your scores will be sent directly to schools.

Complete and submit all grad applications , keeping copies of every section for your records. Verify that your recommendations have been sent.

Read More: What's a Good GRE Score?

How will you score?

Take a GRE practice test with us under the same conditions as the real thing. You'll get a personalized score report highlighting your strengths and areas of improvement.

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PhD Application Timeline: Timeline For Applying For Grad School

If you are looking to apply to start your Ph.D program, the journey can be daunting. However, with the right roadmap, it becomes manageable.

In this post, we guide you through each crucial step of the application process. From drafting your statement of purpose to securing letters of recommendation, we offer insights and tips to help you stay on track and maximise your chances of success.

PhD Application Timeline

March To June

In March, it’s crucial to start preparing your application components. This includes finalizing your list of target programs and universities, ensuring they align with your research interests and career goals.

Begin drafting your statement of purpose and personal statement, emphasizing how your experiences and aspirations fit with each program’s offerings.

Simultaneously, focus on getting your GRE test done if your chosen programs require it. If you’re not satisfied with your GRE score, consider retaking the exam.

April is all about refining and finalizing your documents. Review these documents, and ensure they do not have any grammatical mistakes of typos: 

• Statement of purpose
• Personal statement, and
• Curriculum Vitae (CV)

This is also the time to finalize your letters of recommendation. Choose recommenders who are aware of your academic potential and can vouch for your suitability for graduate research.

By May, you should be ready to submit your application. Ensure all components, including your transcript and writing sample, are tailored to each program’s requirements.

This is also a good month to start exploring financial aid options, such as the FAFSA and any available fellowships or scholarships.

June is often when you’ll hear back from programs with rolling admissions. This can give you an early indication of where you stand and may require you to adjust your strategy for other applications.

Throughout these months, it’s important to stay organized, keep track of application deadlines, and allow ample time for each step of the application process. 

July To August

July and August are typically quieter months in the PhD application timeline, but they are by no means less critical.

This period provides an invaluable opportunity to enhance your application and position yourself as a strong candidate for fall admissions. Let’s delve into some key activities you should engage in during these months.

In July, if you haven’t already submitted your application, now is the time to do a final review. Check for any grammatical mistakes or typos in your

• Writing samples.

It’s also crucial to ensure your CV is up-to-date and reflects your most recent achievements and experiences. For those who have already submitted their applications, use this time to research potential fellowship opportunities and prepare for any upcoming interviews.

August is an excellent time to reach out to the graduate programs you’ve applied to and confirm that your application is complete. This shows your continued interest and ensures that nothing is missing from your application file.

If you’re waiting to hear back from programs with rolling admissions, you might start receiving admissions decisions.

During this period, it’s also wise to start preparing for your next steps. Research the graduate schools and the areas where you might live for the next few years. Look into:

• Housing options
• Support systems available at the university, and
• Job placement statistics for graduates. 

This will not only help you make an informed decision if you receive multiple offers but also allow you to plan accordingly for your move and transition to graduate school life.

September marks a critical juncture in your PhD application timeline. This month, you’re not just a prospective student; you’re a strategist, networking to enhance your application. Here’s what you should be focusing on:

First, reach out to potential recommenders. These should be faculty members who can attest to your unique skills and academic prowess. A strong letter of recommendation from someone who knows you well can significantly bolster your application.

Ensure they are aware of your grad school application deadlines and provide them with key insights about the programs you are applying to.

Networking with current students and alumni from your target programs is also crucial. They can offer invaluable insights into the graduate program’s:

• Teaching styles, and
• Research opportunities.

If possible, plan informal visits or attend virtual sessions to get a sense of the community you’re hoping to join.

Don’t forget to make contact with the admissions team. Attending information sessions and engaging with them can provide a deeper understanding of the program’s requirements and research opportunities.

This interaction is often noted by graduate admissions teams and can influence admissions decisions.

Finally, seek input on your Statement of Purpose (SOP). Have mentors or peers review it for grammatical accuracy, clarity, and effectiveness.

Remember, a well-crafted SOP can make a significant difference in showcasing your suitability for the program.

First, finalize your list of prospective schools. It’s a strategic decision – weighing program strengths against your research interests. This is more than just ticking boxes; it’s about envisioning where you’ll live and thrive for the next few years.

By now, you should have a solid sense of the universities and programs that align with your aspirations.

Creating accounts on each graduate program’s application portal is your next step. This isn’t just a formality; it’s where you’ll:

• Submit your application
• Track documents, and sometimes
• Find out about those pesky additional requirements – like that surprise essay due in early December.

Start preparing now to avoid a last-minute scramble.

Tailoring your statement of purpose for each application can make the difference between getting noticed or overlooked. It’s not just a personal statement; it’s your narrative, tying your past achievements to future potential.

Admission committees seek candidates who not only fit their program’s ethos but also bring a fresh perspective.

Finally, transcripts are more than a formality; they’re a testament to your academic journey. Request them early to ensure accuracy and timeliness.

November To December

As November and December roll in, the timeline for applying to PhD programs becomes critical. Whether you’re eyeing the upcoming fall admission or strategizing for later, focus on these steps:

Finalize Your GRE Prep and Test Dates: Many programs still consider GRE scores pivotal. If you’re retaking the GRE to improve your score, now’s the time. Remember, it’s not just about the score but how it complements your overall application.

Secure Letters of Recommendation: Ensure your recommenders are aware of your timeline. A well-thought-out letter from a faculty member who knows your capabilities and research interests can make a significant difference.

Submit Applications: Graduate school applications are often due in early December. This includes your personal statement, CV, transcripts, GRE scores, and sometimes a writing sample. Remember, a typo or grammatical mistake can be costly—proofread meticulously.

Financial Aid and Fellowship Applications Don’t overlook financial aid and fellowship opportunities, like the Graduate Research Fellowship or school-specific scholarships. The FAFSA and other financial documents are crucial and often have different deadlines.

Make contact with graduate students in these programs to provide a different perspective and understand the support systems available. You can also reach out to the professors directly.

Preparation Is Key When Applying To Graduate School 

Embarking on your PhD journey is an exciting yet intricate process that requires meticulous planning and dedication. This comprehensive timeline serves as your beacon, guiding you through the labyrinth of grad school applications.

By adhering to these timelines and embracing each step with thorough preparation and strategic thinking, you position yourself as a strong candidate.

The journey to a PhD is not just about academic rigor but also about personal growth and aligning your aspirations with the right opportunities. Stay focused, stay inspired, and your path to graduate school will lead to rewarding destinations.

Dr Andrew Stapleton has a Masters and PhD in Chemistry from the UK and Australia. He has many years of research experience and has worked as a Postdoctoral Fellow and Associate at a number of Universities. Although having secured funding for his own research, he left academia to help others with his YouTube channel all about the inner workings of academia and how to make it work for you.

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Application Timeline & Process

The timetable outlined below is a guide to assist students who plan to apply for academic Master’s degree and Ph.D programs. Because of the range of programs and requirements, the information below is a general framework. The process typically begins in the first semester of junior year, or two years prior to application. Students should plan on submitting application materials by the end of first semester senior year, or approximately eight months prior to matriculation.

The graduate school application process, also outlined below, is similar to the process you used when applying to undergraduate colleges; there are materials to gather and deadlines to meet. Many students find it helpful to compile a spreadsheet to help them stay organized and avoid missing important deadlines. Early decisions and rolling admissions policies are common, even if not explicitly stated. There are additional featured articles at the bottom of this page that can help you with some of these components.

Application Timeline

Junior year or one year prior to matriculating, september – december.

• Schedule an appointment with a Office of Career Strategy advisor.
• Meet with faculty and your Director of Undergraduate Studies to discuss potential programs and letters of recommendation.
• Begin to prepare for the GRE.
• Research and develop list of target programs.

January – May

• Refine list of target programs.
• Register and sit for the GRE .
• Ask for letters of recommendation.

June – August

• Draft personal statements.
• Finalize list of target programs, noting application deadlines (most will begin in November).

Senior Year or One Year Prior to Matriculating

• Request letters of recommendation from faculty.
• Finalize your personal statements and have them edited by a writing tutor and other readers.
• Contact the Office of the Registrar to request transcripts be sent to target programs.
• Begin submitting applications. Confirm with programs that your application file is complete, including letters of recommendation.
• Begin exploring sources of financial aid (federal, institutional and private) and obtain and file applications as soon as possible.
• Obtain a Free Application for Federal Student Aid (FAFSA) and file well before the deadline.
• Have your fall semester transcripts sent to target programs.

February – April

• Evaluate Letters of acceptance and offers of financial aid.

Application Process

Standardized tests.

Standardized tests are used in combination with your other application materials to gauge your preparation for graduate-level work. Tests may be general or subject specific depending on the subject and program requirements. Determine which, if any, standardized tests you need to take and gather information on how often the test is offered, testing locations, and cost. For GRE details and registration information, please visit the Educational Testing Service (ETS) website .

Additional considerations for Students with Disabilities who are thinking about applying to graduate or professional schools include identifying which exams are needed, how far in advance exam accommodations must be requested, and which documentations regarding your disability will likely be needed for exam accommodations.

Personal Statements

Preparing a well-written and effective personal statement (sometimes referred to as statements of purpose or personal essays) that clearly articulates your preparation, goals, and motivation for pursuing that specific graduate degree is critically important. You will need to spend a considerable amount of time and effort crafting these statements. For individual assistance with writing your personal statement, consult with the writing tutor in your residential college  or the Writing Center within the Yale Center for Teaching and Learning .

Letters of Recommendation

Graduate programs will commonly require 2-3 letters of recommendation. Letters of recommendation allow an admissions committee to understand your strengths, weaknesses, and potential from another person’s perspective. You can find more information in our Soliciting Letters of Recommendation Blog .

Application Forms

Program application forms are typically available on the program web site; you can also call the program to request application materials. Pay special attention to any directions given and complete application forms exactly as instructed. Do not simply refer the recipient to your resume; answer all questions completely and thoroughly.

Transcripts:  Graduate schools usually require that you submit official transcripts from all institutions of higher education as part of your application. You can request your Yale College transcript online through the Student Information System (SIS) or by contacting the Office of the Registrar . If you completed courses at another college or university or studied abroad, you will need to contact those schools directly to request official transcripts. For courses taken abroad, you may be required to get a translation of your transcripts if it is in another language.  

Resumes and CVs:  Graduate programs often require applicants to provide a resume or CV (curriculum vitae). The OCS website provides resume samples and a CV worksheet  that you can use as a guide when developing your document. Before submitting your resume or CV, you should have it reviewed by a OCS Career Advisor or Graduate Peer Advisor to assure it is free of errors and is effectively conveying your skills, background, and experiences.

Writing Samples and Creative Portfolios:  Depending on your discipline, you may also need to submit writing samples appropriate to your intended area of specialization, such as poetry, fiction, or journalism. For those pursuing advanced degrees in performing or visual arts, you may also need to submit a portfolio of your work or audition tapes. Review the specific requirements for the programs you’re considering and speak with your faculty advisor or OCS Career Advisor, Derek Webster , to discuss your needs.

Interviewing:  A graduate school interview should be approached in the same manner as a job interview. Preparation and practice are essential. Be ready to discuss your academic preparation and motivations for seeking a graduate degree, your specific areas of interest within the field of study, and your goals following your degree completion. Also, be prepared to discuss any internships, fieldwork, research, or clinical experiences and the impact they had on you. After the interview, don’t forget to send thank you notes.

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How Do You Get a PhD? A Guide to the PhD Timeline

Everyone who considers a doctoral degree knows a PhD is a big commitment. 

Not only will it require all your mental energy, focus, and persistence, but it will also require a significant investment of your time. Your particular area of research, your institution’s policies and procedures, and the standard expectations within your field affect how long it takes to earn a PhD. The average PhD length is five or six years, while some students may take eight or nine years.

Regardless of how long a PhD program takes,  there are some common stages of a PhD that all doctoral students share. These significant and essential milestones shape the timeline for earning your doctorate . Read on as we take you through each step and explore the typical steps to a doctorate degree.

How Long Do PhD Programs Take?

The number of credit hours that you need to complete your doctoral coursework might depend on several factors: do you already have a master’s degree? Will you earn one en route to the doctorate? Or do you even need one? 

Different disciplines and research interests have their own PhD process, but even within your field of study, institutions may have diverse pathways for obtaining that terminal degree. For most, coursework will take anywhere from two to three years to complete.

During this time, students can serve as graduate research or teaching assistants or could even lead their own courses as instructors. In many degree programs, students develop their potential dissertation topics through their coursework and define their research plans in the next few years.

Steps to Getting a PhD: PhD Qualifying Exam and Comprehensive Exam

Many programs set up academic checkpoints to help keep students on track during their PhD journeys. The timing varies by program, but one of the most common – and possibly most stressful – forms of benchmarking is the PhD comprehensive exam or qualifying exam. Often administered around the end of the student’s coursework, these exams are your chance to demonstrate what you learned in your classes.

A faculty committee from your department oversees testing. Usually comprised of at least three members, your professors ask questions or assign writing prompts based on your experience in the program thus far. The format is generally a combination of written and oral exams designed to test your expertise in your discipline’s methodologies and significant content areas.

To better prepare yourself, research the number and kind of qualifying benchmarks the program will require in the university catalog before you begin your program. This will allow you and your advisor to effectively plan out the first few years of your degree and give you an idea of how you’ll be evaluated throughout your program.

Doctoral Dissertation Prospectus and Defense

You may be required to complete and defend a dissertation prospectus before officially becoming a PhD candidate. A prospectus is a document outlining your dissertation plan, which includes an explanation of your research topic, a potential outline of your dissertation, the methodologies you intend to employ, the significance of your research question, and a bibliography including sources that form the foundation of your research.

Your prospectus allows your dissertation advisor to understand the scope of your project. It should be thorough enough that they can provide useful feedback to help shape your research plan. After some revisions, an approved prospectus is the green light to move into the next stage of your PhD.

Advancement to Doctoral Candidacy

If you have heard the term ABD – “All But Dissertation” – then that means you are in the home stretch of your doctoral program!

Well, sort of…only your dissertation remains!

Doctoral Dissertation Research and Writing

While you’ve made it through the coursework and qualifying exams, the dissertation is the culminating component of the doctoral degree. At this point, your approved research plan is ready to be set into motion. Depending on your discipline, this could be the stage where you travel extensively to conduct fieldwork, explore archives, or visit labs to collaborate on projects that relate to your dissertation work. For many students, the research phase can take a couple of years, but some may be able to complete it in one.

Writing your dissertation can be one of the most challenging parts of the whole PhD process. Not only are you condensing years of research into a single cohesive document, but you are also formulating graphs, charts, and other textual references to help clarify your argument. Often, formatting can be a major challenge for many students. 

In this stage, it’s most helpful to seek out resources to help you with the writing process. Many universities have dissertation writing workshops where you can learn best practices, as well as support groups where students meet regularly and help keep each other accountable. Most universities also offer competitive dissertation completion grants, supporting students with additional funding so they focus more of their time and effort on completing this undertaking.

Dissertation Defense

Everyone gets nervous about this major rite of passage. It can be difficult to take criticism over something you have poured your heart and soul into for years. Remember, though, that a good advisor will not let you defend if you’re not ready, and you literally wrote the book on your topic!

The dissertation defense is not intended to tear your work apart but rather is your opportunity to prove your expertise to your dissertation committee. Many defenses are open to observers, so you should attend a few in advance of your own, especially within your department, to get a sense of what it’s like. 

First, you’ll present the main points of your thesis. Then the committee will ask questions so they can clearly understand your arguments. Finally, they’ll send you out of the room while they deliberate and decide if you pass or not. If all goes well, you’ll be addressed as “Doctor” the next time you walk into the room!

Get Started on Your PhD Journey Today

No matter what your particular timeline looks like as you work toward your doctorate, know that the faculty and other students within your program are frequently a huge source of support — which means you won't do this alone! Additionally, every school has resources to assist PhD students, from libraries to writing centers to dedicated student support services. 

If you are excited about beginning your PhD journey, we invite you to request more information or reach out to one of our admissions professionals today. Best of luck as you begin this transformational experience!

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what it takes to apply to and succeed in a PhD program. Explore our resource — A Guide to Choosing, Applying for, and Thriving in a PhD Program!

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Dates and Deadlines

Main navigation, application open date.

The online application is now open for 2025 entry.

Application Deadlines

Application deadlines vary by program and range from November to March for full-time programs. Before you apply, check the application deadline for your program on the Explore Graduate Programs page .

The application closes at 11:59 p.m. Pacific Time on your program’s deadline.

Decision Notification

Decision timelines vary by program, and the graduate program to which you applied will communicate the admission decision to you in accordance with the program’s notification timeline.

• Dates & Deadlines
• PhD/Master's Application Process

Deadlines below are for degree-seeking (PhD or Master's) applicants. Please note that all deadlines are subject to change at any time.

Summer-Fall 2024

Applicants should schedule any necessary standardized tests no later than November, in order to allow time for official scores to reach the Graduate School before the program application deadline.

December 1, 2024

Application deadline for:

• Biological and Biomedical Sciences (BBS)
• Computational Biology and Biomedical Informatics (MS)
• Ecology and Evolutionary Biology
• English Language and Literature*
• History of Art*
• History of Science and Medicine
• Linguistics
• Psychology*
• Statistics and Data Science (MS)

December 15, 2024

• African American Studies*
• American Studies*
• Anthropology*
• Applied Physics
• Biomedical Engineering
• Chemical and Environmental Engineering
• Comparative Literature*
• Computer Science (PhD)
• Electrical & Computer Engineering
• Film and Media Studies*
• Germanic Languages and Literatures*
• Mathematics
• Mechanical Engineering and Materials Science
• Personalized Medicine and Applied Engineering
• Political Science*
• Public Health
• Religious Studies*
• Slavic and Eurasian Literatures and Cultures*
• Statistics and Data Science* (PhD)
• Women’s, Gender, and Sexuality Studies*

January 2, 2025

Deadline for fee waiver requests .

• African Studies
• Applied Mathematics
• Archaeological Studies
• Architecture
• Computer Science (MS)
• Earth and Planetary Sciences
• East Asian Languages and Literatures*
• East Asian Studies
• Environment*
• European and Russian Studies
• International Development and Economics
• Investigative Medicine
• Italian Studies*
• Medieval Studies
• Near Eastern Languages and Civilizations
• Philosophy*
• Spanish and Portuguese*

*Note regarding combined programs: The deadline to submit an application to a combined program is always the earlier deadline of the two individual programs, or December 15, whichever comes first.

Letters of recommendation do not need to be received before you will be able to submit your application, and there is no specific deadline for letters of recommendation. However, since programs begin reviewing applications shortly after the respective application deadline, please be sure that your letters of recommendation are submitted promptly.

All application deadlines are as of 11:59 pm Eastern time.

December 2024-March 2025

Applications are reviewed by departments and programs after the respective application deadline passes.

February-March 2025

Applicants are notified as admissions decisions become available.

April 15, 2025

The reply deadline for most offers of admission for fall 2025.

• Majors & Careers
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• When to Apply for Grad School: Easy Monthly Timeline [2025-2026]

Embarking on a master’s degree program is a major life decision, especially when it comes to time and financial commitments. If you’re wondering when to apply for grad school and master’s programs, there’s a lot to figure out!

You’ll need to determine which schools and programs to apply for. Next, discover all the institution’s requirements, fill out applications, create your resume, write a personal statement, collect recommendation letters, and secure funding (including financial aid).

We know that preparing for grad school is a lot of work! Only after you do all that is it time to submit your application.

Table of Contents

When Is the Right Time to Apply for Graduate School?

When trying to get into a specific school or program, submitting everything on time is crucial. Many programs are quite competitive, and an early submission can mean the difference between getting accepted or not. 

But what exactly is early? What’s the timeline for a grad school application?

When Should You Start Thinking of Applying? 

Start your planning process as early as 18 months before your intended start date. If you were thinking of starting in the fall term of 2025, you ideally would have started preparing as early as March or April of 2024.

Starting during those months would have given you a healthy 6-9 months to meet the graduate school application deadline for fall 2025 (which would fall on December 2024 or January 2025). This should be more than enough time to put together all your grad school requirements , request recommendation letters, take any standardized tests, and so on.

Do All Grad Schools Follow the Same Timeline?

It’s worth noting that not all programs or graduate schools follow the typical timelines. Some schools follow rolling admissions while medical schools may follow different start dates and deadlines. 

For example, to meet the med school application deadline for Fall 2026, you’ll have to start preparing in 2024! 

If you’re wondering when to apply for grad school for Fall 2026, it’s possible that you’ve missed the deadlines. (Depending on when you’re reading this!) If you’d prefer a fall start, you may need to wait until Fall 2027. But don’t worry: You’ll have more than enough time to put together the perfect application package! 

Related: How to Apply to Grad School

When to Apply for Grad School – A Suggested Timeline

If you’re wondering when to start applying for grad school, this suggested timeline might help you. The month-by-month example in the table below is a typical timeline for a December application submission or the graduate school application deadline for fall 2025.

Again, the timeline above is for the grad school deadlines for fall 2025. You’ll need to adjust your timeline, depending on your intended start.

Month-by-Month Timeline: In Detail

Here is a breakdown of when to apply to grad school — essentially, the table above in greater detail. Following this rough timeline can help you start earning your graduate degree in no time.

At this time, start deciding which programs you’d like to apply to. 

Reach out to Mentors

Reach out to your mentors to see whether they have any recommendations for programs that might suit you best. You can also seek advice and opinions from internet forums. 

Check Due Dates

When are grad school applications due? Ensure you research the programs well to avoid missing anything during the application timeline. Figure out when you need to pay your application fees.

Prep for Standardized Tests

Begin preparing for required standardized exams. Many colleges require the Graduate Record Examination (GRE) for admission. A GRE prep class might help you get better test scores that will affect your admission and financial assistance chances.

Different graduate programs may require other tests. For example, if you’re going into law school, you’ll need the LSAT. If you’re going into med school, you’ll need the MCAT.

Start planning your study and preparation strategy for these exams and start signing up for the exams you intend to take.

Related: How Many Grad Schools Should I Apply To?

Keep Studying

Ensure that you spend some time studying each day – but don’t forget to take a break once in a while! Once you’ve prepared for your exams, taking practice tests this early in the process can help you adjust your studying and prep, especially if you score poorly.

Recommendation letters matter. After all, admissions teams can gauge your work ethic from people who know you best. It’s a great way to see what you’ll bring to the program! If you’re currently enrolled in an undergraduate program, your college professors might be the best people to ask for recommendation letters. If it’s been a long time since you’ve been in school, consider asking your co-workers, employers, or volunteer contacts.

After considering the best candidates, it’s time to reach out for recommendation letters! Ask early so people have ample time to write – and you’ll be able to find new writers if anyone happens to refuse. You may need to give your writers as much relevant information as possible to help them (e.g., first draft of your personal statement, notes on what to include).

You can usually take standardized tests more than once without penalty – so long as you do it early enough for retakes. You’ll be able to submit your best score later. That said, each attempt will cost you money.

Not all schools follow the same policy regarding standardized tests and retakes. Be sure to do the necessary research into your intended programs to determine how many retakes are allowed (if at all).

If you’ve already requested your letters of recommendation, it’s a good time to do gentle follow-ups. It might be good to meet with your recommenders face-to-face.

Figure out what kind of financial aid is available to you, whether from the institution, grants, or student loans. Research the scholarships, assistantships, and fellowships for programs you’re interested in. You can also look into FAFSA (Free Application for Federal Student Aid).

July is a good time to request transcripts from your previous school s – especially if you haven’t done so yet. When applying to grad school, transcript submission is one of the major requirements. All graduate schools require them! 

This is another time to consider retaking your standardized tests like your GRE if you are unhappy with your initial score.

Now that you know more about the schools and programs you want to get into, you can write the first draft of your personal statement . At this point, you can write a general statement that can be revised later. Think about writing your statement of purpose, which is a short essay discussing your academic and professional background and interests.

During this month, reach out to family, friends, and mentors for feedback about your personal statement and statement of purpose. It’s likely that they’ll have valuable input to make improvements. 

Remember: These statements should be concise while getting your point across. Any professional in your intended field of study should be able to understand what you are trying to say – even if they aren’t interested or specializing in your sub-discipline.

As you get closer to applying for grad school in Fall 2026, pay attention to your testing. If you’re unsatisfied with your results, October is likely your last chance to retake any standardized tests.

As you’re only a month away from your December deadline, now’s the time to perfect your statement of purpose and personal statement . Finalize your drafts!

Gather all your materials and requirements and start completing all your application forms for your desired graduate schools.

Send final reminders for your recommendation letters . Start collecting them as soon as they’re available.

This month is when most application forms are due . Finalize yours before submitting them!

If you thought the process of applying to grad school ended in December, you’d be wrong! January is the time to c omplete FAFSA (assuming you’re an American citizen) in order to secure a federal loan for your studies.

February Through April

February to April is essentially a waiting game to hear back from the graduate schools. Campus visits will help see your potential study environments and ask other graduate students about their experiences. You’ve already filled out FAFSA, so start applying for grants , scholarships, fellowships, and other loans. If you receive multiple offers, it’s time to choose where to earn your graduate degree !

And that’s it — that’s the graduate school application timeline in a nutshell!

A Note About Our Timeline

While you can always condense our process into a shorter period of time, we wouldn’t recommend cutting the timeline to fewer than 12 months. You’d be pressed for time, won’t have as many opportunities for test retakes, and your recommenders will have less time to write strong letters of recommendation for you.

Frequently Asked Questions

When should i begin my grad school applications .

To know your application timeline, you should first determine your intended start. Once you have decided, tack on twelve to eighteen months (ideally eighteen) to give yourself enough time to prepare your application properly.

When Are Graduate School Deadlines?

The best way to know when grad school application deadlines are is to check with your desired schools and programs. Not all schools have the same deadlines, so note important dates so as not to miss them! There are some typical deadlines, though — for example, many universities will set December to January deadlines for fall term starts.

When Do I Apply for Graduate School for Fall 2025? 

The deadlines may vary from program to program, but in most cases, the deadline for the fall 2025 term is around December of the previous year to January of the current year. That means if you wanted to apply for grad school for fall 2025, you needed to apply in December 2024 or January 2025. However, you might still be able to apply for certain programs if they have rolling admission.

Do You Apply for Grad School Junior or Senior Year?

You’ll want to start preparing at least one year, but ideally eighteen months, before your start date. Thus, if you want to go to grad school right after graduating college, you’ll want to start the application process as early as junior year.

Wrapping up

So, when do you apply for grad school? When applying to your dream grad school programs, start as early as possible – about 18 months in advance. This will help you iron out all the kinks and make sure you submit the best possible application! If you’re still unsure, the month-by-month timeline (above) can help you figure things out. 

Related : 4 Ways to Boost Your Grad School Admissions Odds

Chriselle Sy

Chriselle has been a passionate professional content writer for over 10 years. She writes educational content for The Grad Cafe, Productivity Spot, The College Monk, and other digital publications.  When she isn't busy writing, she spends her time streaming video games and learning new skills.

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This is why you don’t do a simple “search-replace” with years. “Start your planning process as early as 18 months before your intended start date. If you were thinking of starting in the fall term of 2024, you ideally would have started preparing as early as March or April of 2024.” Please fix all the errors! (There are a lot)

Thanks Luke! It looks like our database updated “2023” to “2024” but didn’t update “2024” to “2025”. We’ve taken another look at this article and made the corrections.

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A Graduate School Application Timeline: What to Do and When to Do It

January 17, 2019 | Written By Heather Nelson

Of course, all schools have their own application requirements, so there’s not really a one-size-fits-all tool. Still, this general graduate school application timeline will help get you started, highlight important milestones along the way, and ensure you feel confident when submitting all of your materials (well before the deadline).

Graduate School Application Timeline

12 Months Out: Start Researching Schools and Programs Twelve months before applications are due, start the process of finding programs and schools that align with your career goals and personal preferences. Make a list of the schools you’re interested in and write down what sets each of them apart. Carefully consider the location, cost, program availability, and even the general feel of each campus. These schools should make you feel excited and hopeful, and align with your goals.

10-11 Months: Get Familiar with the Application Requirements Each school and program is different, so it’s a good idea to determine what you’ll need to check off before your application is due. For example, if you need to take a standardized test, you’ll want to find a test administration that works for your timeline. There may be other time-sensitive items that are part of your admission requirements, so call the admissions office (or visit the website) to receive complete information about specific application requirements .

6-9 Months: Prepare for and Complete any Standardized Testing Not every graduate school or program requires standardized testing for admission, but some do. By this point, you should know which test/s, if any, you need to take, be it the GRE, GMAT, LSAT, or MCAT. Sign up for a test date several months before your applications are due , allowing plenty of time for studying. You can sign up for online resources, head to your local bookstore for a study guide, or join a study group. If you don’t get the score you were hoping for the first time, don’t be afraid to try again. It’s completely normal to take a graduate school standardized test more than once.

4-5 Months: Visit Campuses to Experience the Culture Visiting the campuses on your list of schools will tell you a lot about the environment you could find yourself in for the next few years. It’s a good idea to sit in on a class, meet with a professor, and walk through common areas to see how they make you feel. This ensures you’ll feel comfortable at the school if your application is accepted and you choose to enroll. If you’re planning to enroll in an online program, connect with professors via email and video chat. They may also be able to connect you with current students who can tell you more about their unfiltered experience.

2-3 Months: Begin Applications and Request Transcripts When you finally start filling out your applications, you’ll notice they’re not exactly short—each application takes time and requires a good deal of thought. So, two months before the applications are due, set aside time to work on them (aim to tackle one or two sections at a time). You’ll want to start outlining and preparing your essay/letter of intent, so you’re focused when the time comes to sit down and start writing. Also, request transcripts from your undergraduate institution and ensure they are sent (electronically or via snail mail) to the correct contact at each school.

2 Months: Request Letters of Recommendations and Update Your Résumé Around the two-month mark, reach out to the professors and mentors you’d like to write you a letter of recommendation. You’ll want the recommendations to arrive around the same time as your application. It’s also a good idea to prepare a current résumé, so admissions officials can see the full picture of your work and volunteer experience.

1 Month (or as Soon as Possible): Finalize and Submit Your Applications Around one month out, or sooner, your application requirements should be very nearly finished. Have a friend or family member carefully read through each section for accuracy, and then enlist two to three people to proofread your essay. Incorrect spelling and grammatical errors can be a turn-off, so make sure your application and essay get a thorough review from people you trust. You’ll also need to prepare your application payments and check in with your references to ensure they finished and submitted your letters of recommendation.

You don’t need to wait for the application deadline to submit your materials. In fact, you may want to submit your application and any supporting documents as soon as possible, in case applicants are accepted on a first-come, first-served basis. If you’re not sure about the admissions process at a school you’re applying to, don’t hesitate to ask your admissions professional for guidance.

Congratulations! After a year of planning, prepping, and studying, you’re now ready to submit those applications.

Pursuing a Graduate Degree at APU

At Azusa Pacific University’s Graduate and Professional Center, there are admissions representatives equipped and ready to help you through the entire admissions process. This passionate team of professionals can help you find the right program, give insight into what makes a strong application, and connect you to resources that will help you feel adequately prepared.

“We will journey with you from your first inquiry, through admission, and up to registering for your very first classes,” said Liz VanSkike, associate director of recruitment for the Office of Graduate and Professional Admissions at APU. “We find it a great joy to be a small part of the catalyst that will help you achieve your educational goal and ultimately your career aspirations.”

Hoping to learn more about graduate degrees at Azusa Pacific University? Explore the school’s Graduate and Professional Center to start charting a course toward your educational and career goals.

Your Winning PhD Application Timeline

The road to a successful PhD application can seem simply overwhelming, but with the right PhD application timeline in place, you have a much higher chance of having your hard work rewarded.

Whether you’re an undergraduate student looking for postgraduate advice or just starting out on the journey to graduate school success, this blog post will walk you through the steps needed to create and stick to an effective timeline that increases your chances of being admitted into the program of your dreams. With detailed instructions and time-tested advice, let’s embark on this exciting journey!

It Is Never Early Enough To Start

If you want to boost your chances of getting admitted into a graduate school program , the best course is to get started early . Based on our experience, the earlier your start working on your PhD application, the better chances you get of getting admitted. Period.

Before you start considering any PhD application timeline, it is important to make sure you have all the relevant deadlines in hand. In the US and Europe, PhD application deadlines can vary substantially from one institution to another, so it’s necessary to do your research beforehand. It is also important to note that some PhD programs may have rolling admissions processes while others may require applications to be submitted by a specific date.

Keep in mind that if you are planning to study abroad, you may need additional time to obtain a visa or provide proof of sufficient funds, so it is important to factor these additional considerations into your timeline. And finally, there can also be additional fees and deadlines associated with the application process such as payment of fees or submission of additional materials. For this reason, it is vital to confirm all pertinent deadlines and criteria ahead of time so that you can plan your time over the next few months accordingly.

Based on our experience working with multiple PhD applicants, we’ve crafted the perfect PhD application timeline to help you apply for programs without having a nervous breakdown. This tried-and-true action plan gives you enough time to create an outstanding application, take care of any surprise problems (such as lost transcripts or missing letters of recommendation), and even adds extra cushioning for unforeseen issues before sending everything off.

March- June

We believe four important steps need to be taken around springtime.

Soul-Searching:

Before beginning to research doctoral programs, it is important to ask yourself some key questions. What are your career goals? What type of program do you need to get there? How much time and money can you commit to pursuing a PhD? Do you have any special circumstances such as health conditions or family responsibilities that will affect your ability to pursue a degree? It is also important to consider the location of potential programs, as well as what kind of support systems you may need to make the program successful. Taking time to consider these questions will help ensure that the doctoral programs you research are a good fit for you, your goals, and your life.

Views on the GRE and its aptitude to accurately judge one’s research skills for a PhD program differ greatly. However, following the recent global pandemic, many universities have begun waiving this requirement . To ensure you don’t miss out or fall short in the application process, make sure you double-check which (if any) of your prospective programs require Graduate Record Examinations (GRE) scores.

If you are required to provide GRE scores, we encourage you to take a practice GRE test immediately. Your results will help you determine the time you need to prepare for the official exam. You can begin prepping as soon as possible, allowing yourself ample time to achieve your desired score.

Research topic/research interests

Whether you have a clear idea of the research you would like to do during your PhD program or not, it is important to prepare for the writing of the research portion of your statement of purpose . Spring is the time for you to identify your research interests, objectives, and goals. Now that you’ve taken the first step, dive deeper into your chosen field of study or topic through comprehensive background research. To stay up-to-date on your research topic, make sure to consult literature reviews to understand current trends and theories. Don’t be afraid to dig into the material if need be. Taking this step will give you a leg up when beginning your investigation of programs and when crafting your statement of purpose. Additionally, consider reaching out to faculty members in the field who can provide you with more insight and valuable feedback.

School Research

Start researching potential programs thoroughly and investigate various programs to determine which is the right fit for you. You should aim to have a list of roughly 10 programs by the end of June.

July – August

Having gained a better understanding of your research interests, the next step is to develop an outline for your statement of purpose and come up with a first draft/template.

If a writing sample is necessary, now is the time to review your past work and arrange an appropriate copy for submission. Presenting this piece of writing in its best light will demonstrate your skills to prospective schools.

Finally, the end of the summer is a good time for you to start working on your CV or resume.

As soon as Labor Day Weekend comes to a close, the PhD application process is in full swing. Now it’s time to take your PhD application timeline up a notch and give it an extra push! September is here and that means faculty members and students are transitioning back into school mode– what better time for you to begin the networking journey so essential to your PhD application? Beginning to build relationships in September will give you a leg up on the competition and put you ahead of the game.

Contact Your Recommenders

To ensure the best possible letters of recommendation, contact professors who can talk about your unique skills. Get in touch with professors who can confirm the qualities that you possess. Doing so will help to build your credibility, allowing more opportunities for success.

Reach out to students/alumni at your target programs

Connect with current students to find out more about the programs, and plan an informal visit if possible. Getting in touch with current students and alumni of a PhD program can be extremely beneficial when considering an application. Current students are often the best source of information about a program and can provide honest insight into their experiences. As they are already in the program, they can answer specific questions related to course offerings and learning opportunities, as well as the professors and teaching styles. Alumni of the program can provide information about job placement prospects or other post-graduation options. Additionally, both current students and alumni can offer advice on what it takes to excel in the program.

Reach out to the admissions team

Attending information sessions and interacting with the admissions team before applying to PhD programs can be incredibly beneficial and should definitely included in your PhD application timeline. Not only will you have the chance to get a better understanding of the program and its requirements, but you’ll also have the opportunity to ask questions and learn more about the research opportunities available at the institution. Additionally, it can offer valuable insights into what admissions committees look for in a strong applicant and how to improve your application.

The graduate admissions team often keeps track of the interactions a student has

had with their school, from attending events to writing emails and more. This is often taken into account when considering a student’s application and can play a major role in admissions decisions, especially at competitive schools. So, make your presence known.

Seek out input on your SOP

Having an extra set of eyes to take a look at your statement of purpose for the PhD program is extremely important as it can help you find any mistakes you may have overlooked and ensure your statement is of the highest quality. By having someone else review your work, you can get feedback on areas you may have missed, such as grammar and/or clarity of your writing. This can help you make sure that the statement is well-written and organized and that it effectively conveys the message you are trying to send. Additionally, having someone else look at your statement can provide a different perspective on the content and help you ensure that your statement is concise, well-crafted, and tailored to the specific program.

Polish your final school list

By this time, you should have a great understanding of the universities and programs that best suit your needs. It’s time to finalize everything and cross some of the schools that have not passed the sniff test or add others that may have come up through your research. Make sure that your list is final.

Create an account in the application portal

Now that you have a final list. Let’s make things official by creating an account in the application portal of each school. This allows you to save and keep track of important documents and receive updates about the application process. But most importantly, it is a great way for you to find out if there are any additional documents needed that are not mentioned on the school’s website. Unfortunately, this happens quite often and many applicants find themselves in the situation of having to write an extra essay at the last minute. Start your online application ahead of time and begin inputting the required information to avoid a flurry of last-minute tasks. This can be a boring and time-consuming process, so give yourself plenty of time!

Start tailoring your statement of purpose

The importance of tailoring your statement of purpose for each PhD program you apply to cannot be overstated. A well-crafted statement of purpose conveys your knowledge, understanding, and enthusiasm for your target programs. It is an opportunity to showcase who you are as a scholar and to demonstrate that your research interests align with the program’s mission and goals. It also allows you to present yourself in the best light and make a strong case for why your skills and experience make you an ideal candidate. It is important to keep in mind that admissions committees review hundreds of applications and will be looking for evidence that you have not only researched the program but also taken the time to write a statement of purpose that is tailored to the particular program. Investing the time necessary in your PhD application timeline to customize your statement of purpose for each PhD program can guarantee that your application is recognized among a sea of competition.

Reconnect with your recommenders

Mid-October is the best time to reconnect with your recommenders and provide them with a copy of your CV and any additional information you deem worthy of consideration for them to write you an outstanding letter.

If you haven’t taken the GRE yet, or need to retake it for a higher score, then plan accordingly and make sure the universities receive your score on time.

Transcripts

Requesting transcripts early will allow you, the opportunity to ensure all courses are properly accounted for and that the most recent information is being presented. Make sure to read the instructions of each school carefully to ensure that all required documents are included and that transcripts are requested early enough for them to be received in time. It is also important to keep track of when the transcripts have been requested and when they are due so that there is sufficient time for any adjustments that may be needed.

November-December

This is the final sprint before the finish line. By this time you should have all the materials ready. It is time for one last review.

Ensure that your letter writers are aware of the impending deadlines, as they will likely be due sometime in late November to early December.

Review your statement of purpose. Make sure that the content is free from errors, grammatical mistakes, and typos. Also, provide sufficient evidence to support your claims in the essay. It is recommended to get another person to read and review your statement before submitting it. This will help you spot mistakes that you may have missed and get an objective opinion on the overall essay. Moreover, be sure to highlight your strengths and experiences that make you a great candidate for the program in an honest yet confident manner. Taking the time to make sure your statement of purpose is perfect can be the difference between getting admitted or rejected!

Submit your applications

Send your recommenders a thank you note.

Congratulate yourself: you made it!

So, now you have the tools to craft an effective PhD application timeline that will maximize your chances of getting admitted into your dream program. The to-do list can be intimidating but it doesn’t have to be! By breaking down the application process into manageable tasks and using all of these tips, getting the life-changing experience of enrolling in your desired doctoral program is within reach.

If you’re still feeling overwhelmed by this process, don’t hesitate to contact us and check out our PhD application services . We offer comprehensive support throughout the entire school admission process and we’ve helped hundreds of students successfully complete their applications and get admitted into the programs of their dreams! Got questions? Sign up for a consultation . It’s FREE!

With a Master’s from McGill University and a Ph.D. from New York University, Dr. Philippe Barr is the founder of The Admit Lab . As a tenure-track professor, Dr. Barr spent a decade teaching and serving on several graduate admission committees at UNC-Chapel Hill before turning to full-time consulting. With more than seven years of experience as a graduate school admissions consultant, Dr. Barr has stewarded the candidate journey across multiple master’s and Ph.D. programs and helped hundreds of students get admitted to top-tier graduate programs all over the world .

Subscribe to my YouTube Channel for weekly tutorials on navigating the PhD application process and live Q&A sessions!

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Suggested Graduate School Prep Timeline

This suggested timeline is for students planning to attend graduate school immediately after earning a bachelor’s degree, and can be easily adjusted for students planning a post-baccalaureate or gap-year experience or for master’s students applying for doctoral programs.

Freshman and Sophomore Years

• Do well in your coursework
• Meet with academic advisors to plan your coursework and help you consider graduate programs
• Develop relationships with faculty
• Actively seek and participate in research and internship opportunities at your home institution during the academic year and during the summers

Summer between sophomore and junior years

• Apply for and participate in research and internship opportunities at your home institution or elsewhere (many application deadlines are in the winter or spring before the summer)

Junior Year (or one year before application season)

• Participate in research at your home institution
• Identify graduate programs and fellowships that are relevant for your plans
• If possible, attend conferences in your discipline, especially if they include sessions for prospective graduate students or grad school fairs
• If possible, start visiting institutions with graduate programs that interest you
• If needed, prepare for taking the GRE general and subject exams
• Take the GRE exams if needed
• Look into extramural fellowships in your relevant fields

Summer between junior and senior years

Senior year (or in final year during application season).

August/September

• Actively seek and apply for application fee waivers
• Contact faculty members to seek their advice and ask if they are willing to write you a strong recommendation letter
• Gather information about required application materials and deadlines
• Work on personal and research statements
• If your discipline requires you to reach out to prospective faculty for your graduate program, start reaching out to them

October/November/December (depending on the application deadlines)

• Complete and submit application materials
• Ask your letter writers to submit their recommendation letters, providing all the forms, information, and deadlines
• Order transcripts (if official transcripts are required)
• If needed, confirm that all of your application materials were received

January/February/March

• If appropriate, look into visiting institutions on your own
• Some programs typically include interviews (e.g., in bioscience fields) or recruitment trips for admitted students
• Admissions offers with financial aid packages are often provided around this time
• If you have been admitted into multiple programs, reach out to others to help you make your decision, and review the other section of this document with further suggestions on making your decision
• Most universities participate in the CGS (Council of Graduate Schools) resolution which allows admitted students to have time to make a decision and respond by April 15
• After you have made your final decision, thank all of your friends and colleagues for their assistance and inform them of your final decision
• If you declined admission from some institutions, remember to still thank them for their offers, because you’ll likely encounter the faculty and scholars again

© Stanford University.   Stanford, California 94305.

Timeline for Applying to Graduate School

Preparing for graduate school is a process filled with many steps and rarely a straight line. The timeline below should serve as a starting point when preparing for this process, but it will need to be adapted to your unique circumstances and goals. It should help provide transparency on what the entirety of the graduate school application process looks like and what is conventionally done at each stage.

Keep in mind this timeline also assumes your graduate applications are due in December of your senior year for a start date in the following August. If your application timeline is different, then you will need to adapt this timeline to fit.

One or Two Years Before Program Starts

Take a close look at the steps that you can take early on during undergrad to help you jump-start this new chapter in your life. 

• Survey  graduate programs of interest.
• Research  any required admissions exams for the schools you are interested in.
• Think about options for who could write your letters of recommendation.

Summer Before Applications Open

This is a crucial time for starting to prepare application materials and finalizing your decision to apply. You should: 

• Finalize the schools you plan on applying to and make a spreadsheet of application materials and deadlines for each program
• Prepare for and take any required admissions exams (if not already completed)
• Contact professors of interest (if program requires securing research position prior to applying)
• Determine what application components you will need for the programs you are interested in
• Speak with your recommenders about writing Letters of Recommendation for you
• Begin compiling your application components: Personal Statement, Resume/CV, Transcript and any additional materials
• Research financial aid information

Fall of the Application Year

This is the time of the year when you will be close to wrapping up most of your applications. Let’s look at it through the different months :

Most applications open

• Finalize list of programs to apply to
• Draft admissions essay(s) and get feedback from CNS Career Coaches, professors and  University Writing Center
• Draft Resume/CV and get feedback from CNS Career Coaches
• Request letters of recommendation from professors or supervisors 
• Tailor admissions essay(s) to each program
• Request official transcript(s) to be sent to the programs you’re applying to
• Complete and submit all applications before individual deadlines
• Contact professors of interest
• Confirm transcripts, test scores and recommendation letters were received
• Keep a copy of all application materials for yourself

Spring of Application Year

This is usually the time of the year when you have completed most of the applications and are busy submitting all those applications:

• Receive interview requests (not all programs will require an interview, but it’s common for STEM Ph.D. programs)
• Receive admission and rejection decisions
• Visit schools that accept you to help you make your decision
• Make final decisions on graduate school offers and notify the colleges and universities of your decision
• Complete any required paperwork or pre-graduate school tasks
• Send thank-you notes to people who wrote your recommendation letters and helped you with the process, telling them of your success and future plans

Want a Customized Timeline?

Make an Appointment with a CNS Career Coach

When Do PhD Applications Open? Timeline For Applying To Grad School

If you are keen to apply for PhD, you may wonder about the process, and when do PhD applications open.

In the US, PhD applications usually opens during the August to December, for fall semester intake the year after. PhD application process can be lengthy, which means you want to plan ahead and have a proper timeline. 

In this post, we explore when do PhD applications open, and how you can plan your PhD application journey ahead of time. We also look at some tips to help your application process.

When Do PhD Applications Open?

PhD intake in the US typically aligns with the start of the academic year, which is usually in the fall semester. This means that most PhD programs begin in late August or early September.

However, it’s important to note that some programs may also offer spring or even summer intakes, though these are less common.

PhD applications can be lengthy, which means you’ll want to mark your calendar as early as August or September of the previous year to start preparing your application.

This is when many graduate programs begin to welcome applications, and it’s also an excellent time to start:

• drafting your statement of purpose,
• drafting your personal statement, and
• update your CV.

Starting early also gives you plenty of time to iron out wrinkles on your graduate school application.

Apply For Graduate School – Month-By-Month Timeline

Applying for a PhD at graduate school is an endeavor that requires meticulous planning and organization.

Now that you know when do PhD applications open, you can plan ahead. A month-by-month application timeline can help guide you through the labyrinth of tasks and deadlines that lie ahead.

Let’s break down the application process, focusing on the key milestones you’ll encounter in the year leading up to your anticipated start date in the fall.

January to March

In the early months of the year, it’s time to start laying the groundwork for your grad school applications. Begin by researching graduate programs that align with your academic interests and career aspirations.

Don’t hesitate to reach out to professors whose research areas resonate with your own. These initial conversations can provide invaluable insights and may even lead to a mentorship once you’re enrolled.

This is also the ideal period to start contemplating your statement of purpose and personal statement, two critical components of your application.

April to June

By spring, your focus should shift towards the GRE, if your desired programs require it. Start preparing for the exam to ensure you achieve a competitive score.

Remember, a strong GRE score can significantly enhance your application. This period is also opportune for gathering your transcripts and ensuring your academic records are in order.

July to August

As summer peaks, it’s crucial to finalize the list of programs you plan to apply to.

Begin drafting your statement of purpose and personal statement, tailoring each to the specific programs and faculties you’re targeting.

These documents are your chance to articulate your research interests, academic achievements, and why you’re a fitting candidate for each program.

If you have research experience, make sure to mention about it too – it helps a lot when admission committees consider your suitability as a graduate student.

September to October

With fall approaching, request letters of recommendation from your chosen recommenders. Opt for individuals who know you well and can attest to your academic prowess and research potential.

A strong letter of recommendation from a respected academic can be a pivotal element of your application. This is also the time to ensure all standardized test scores, like the GRE, are ready to be submitted.

Additionally, delve into the requirements for the Free Application for Federal Student Aid (FAFSA) and any relevant fellowship applications, such as the National Science Foundation’s Graduate Research Fellowship Program. These steps are essential for securing financial support for your studies.

November to December

As application deadlines draw near, often due in early December, meticulously review and finalize each component of your application.

Check that that your transcripts and test scores are ready to be submitted. Also ensure that your statements are: 

• compelling,
• and free of errors

This is the moment to submit your applications, ideally before the holiday season, to avoid any last-minute technical glitches or delays.

January to February

With your applications submitted, you might find yourself in a waiting phase, but there are still proactive steps to take.

Continue to engage with potential mentors and departments, expressing your keen interest in their programs.

Some programs might invite you for interviews or campus visits during this period, offering a golden opportunity to make a positive impression and learn more about the community you might soon join.

March to April

Admissions decisions typically start rolling in around this time. You may hear back from programs through various channels, so keep a close eye on your email and mail.

As you receive responses, consider your options carefully. Think about the:

• research opportunities,
• campus culture, and
• financial packages being offered.

May to June

By late spring, you should be ready to make your final decision. Notify the programs of your choice and complete any necessary paperwork to secure your spot.

If you haven’t already, start making arrangements for relocation, housing, and other logistical aspects of starting graduate school.

The final months before your program begins should be dedicated to preparation and transition. Reach out to your future department for:

• orientation details,
• coursework requirements, and
• any other preparatory steps you need to take.

This is also a time for personal preparation, ensuring you’re mentally and logistically ready for the journey ahead in grad school.

Remember, while this timeline provides a general framework, the specific dates and requirements can vary widely between programs and universities. Always verify the details with the graduate programs you’re applying to and adjust your timeline accordingly.

The process of applying for a PhD is rigorous and demanding, but with careful planning and a proactive approach, you can navigate it successfully and lay the foundation for a fruitful academic career.

How Hard Is It To Apply For A PhD In The USA?

Applying for a masters and PhD position in the USA can be quite challenging due to several factors:

• Competitiveness : Many PhD programs in the US, especially those at top universities, are highly competitive. They attract a large number of applicants from around the world, each with impressive academic records, research experience, and professional accomplishments.
• Preparation : The application process requires thorough preparation, including a strong academic record , high scores on standardized tests like the GRE (if required), significant research experience, and compelling personal and research statements.
• transcripts,
• letters of recommendation,
• a statement of purpose,
• a research proposal (for some programs), and
• standardized test scores.
• Finding a Fit : Identifying the right program and potential advisors whose research interests align with yours is crucial. This often involves extensive research and sometimes reaching out to faculty members ahead of the application.
• living expenses,
• income opportunities, and
• funding opportunities (such as fellowships, assistantships, and grants).
• Timeline and Deadlines : Keeping track of various deadlines for different programs and ensuring all components of the application are prepared and submitted on time requires meticulous organization and planning.

Overall, while the process is demanding, it is manageable with proper preparation and research. Many candidates find success each year by carefully crafting their applications to showcase their strengths and align with their chosen programs’ goals and values.

Tips When Applying To Graduate School

When you decide to take the leap into graduate studies, whether for a Master’s or PhD, the application process can seem daunting. Yet, with the right approach and insider know-how, you can navigate this journey smoothly. Here are five invaluable tips to consider:

Start Early and Have An Application Timeline

Now that you know when do PhD applications open, have a well-planned timeline. It will be your best ally. Begin by researching graduate programs and universities at least a year before your intended start date.

This gives you ample time to prepare for standardized tests like the GRE, if required, and to meet application deadlines, which can vary significantly between programs.

Tailor Your Application

Each program you apply to has its unique ethos and focus. Customize your statement of purpose and personal statement to reflect how your academic interests and career goals align with each program.

 Demonstrating a clear understanding of the program’s strengths and how they pertain to your research interests can set your application apart.

Secure Strong Letters of Recommendation

Letters from recommenders who know you well and can speak to your potential as a graduate student are crucial.

Choose mentors or professors who are familiar with your academic performance and research capabilities. A strong letter of recommendation can significantly bolster your application.

Highlight Your Research Experience + GRE

Graduate programs, especially PhDs, value applicants with solid research experience. Detail your:

• research projects,
• any publications, or
• conference presentations in your application.

This experience not only demonstrates your capability to conduct graduate-level research but also shows your commitment to your field of study.

Plan How To Finance Your Graduate Program

Applying to grad school involves more than just application fees. It’s about funding your future studies too.

Look into options like the Free Application for Federal Student Aid (FAFSA) for domestic students or research fellowships like the National Science Foundation’s program. 

Knowing your financial options and applying for relevant scholarships or fellowships early can ease the financial burden of graduate school.

Grad School Application – Not Rocket Science

PhD applications demands careful planning and attention to detail. Key milestones include researching programs, preparing for necessary standardized tests, and tailoring each application to the specific grad school’s requirements. 

Starting well in advance of the fall semester start date ensures you meet all deadlines and submit a compelling application.

By understanding this timeline and preparing accordingly, you can position yourself for success in the competitive arena of graduate admissions.

Dr. JW Ong holds academic degrees, including a Ph.D. in Applied Linguistics from universities in New Zealand, Malaysia, and the UK. He started PhDPursuits.com as a way to share the experience he wish he would have had known before embarking on his PhD.

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Applying to Graduate Programs

• Timelines for the Graduate Application Process

Timelines for Applying to Graduate Programs

Applying to graduate programs takes time.  In fact, a guide to graduate applications prepared for the American Psychological Association (APA) emphasizes that the application process involves a substantial workload that is equivalent to a 3-credit course or more. 1   Thus, spreading out the work over an extended period – at least several months or more – can make the task more manageable and successful. 

When should you start the first steps?  When should you expect to be completed with your applications?  Here we discuss two types of timelines for applying to graduate programs such as psychology doctoral programs.  Note: for resources on the process of searching for and choosing graduate programs of interest, please visit this page . 

Tailoring Timelines to Your Situation

It is important to note that the two types of timelines presented on this page represent typical plans for applying.  However, depending on the particulars of your situation, you may need to adjust your application timeline for better results.  For example, if you are going to be studying abroad during a substantial portion of the academic year, you may need to begin working on your applications much earlier.  Alternatively, if you plan to take a ‘gap year’ after graduating and apply then, you may be able to shift the suggested timeline to that additional year.

When to Contact Faculty of Interest

It is strongly recommended that you reach out to potential faculty mentors before applying.  Not all faculty members in a given program are able to accept new graduate students each year.   In some cases exceptions are made, but it is better to find out beforehand (via email or by meeting in person).  As for timing, it is best to avoid waiting until the applications are due to make contact.  If it is too close to the deadline, faculty may be inundated with requests and unable to respond in a timely fashion.  By contacting faculty early – politely and briefly – you can give them time to respond.  Note: for further advice on contacting faculty, please visit this page .

Starting Early: An Extended Timeline

If you plan to begin graduate school immediately after graduation, then there is no time to lose.  Preparatory work begins well before your final year of undergraduate education.  Here is a suggested timeline for applying that begins well in advance of the completion of the baccalaureate degree (based on guides to graduate applications prepared for the APA). 1,2

Freshman and Sophomore (Years 1 and 2)

Assuming that graduate school is your intended goal, it is important to make progress on your academic and research pursuits early in your undergraduate career.  In addition:

• Complete core psychology courses (such as statistics, research methods, cognitive, etc.)
• Complete general educational courses (such as math, writing)
• Extracurricular involvement (such as getting involved in research or departmental activities)
• Attend departmental seminars and events where you can learn about ongoing research
• Be sure to focus in all your courses so that your GPA is high
• Begin recording your activities in a file that will eventually be incorporated into a CV, resume, or application materials.

Junior (Year 3)

You are one year away from applying; thus, by the end of this year, your GPA, coursework, GRE preparation, and potential faculty recommenders should be ready for a competitive application.  In addition:

• Complete advanced psychology courses (upper division), create an academic CV , meet with faculty mentors on a regular basis
• Start research graduate programs of interest
• Start preparing for GRE and take practice tests
• Get involved in a research project
• Research graduate research fellowships, if you intend to apply for them
• Plan for a reduced course schedule next year, if you wish, to give you more time for research and graduate applications

Senior (Year 4)

This is the “application year”, during which you will have to put together all your application materials, actually apply, and still continue your regular undergraduate academic and research activities.  Note: for more in-depth details, see the Modal Timeline in the next section.

• Take GRE general exam no later than October
• Take GRE subject exam as well if required
• Finalize list of programs that you intend to apply to
• Download application materials
• Identify faculty of interest and contact them
• Draft statement of purpose and any other required application essays or materials; get feedback
• Request letters of recommendation
• Order and send transcripts and GRE scores
• Research financial aid for graduate studies, if you intend to seek such aid
• Send applications by November-December of that year

Applying in the Senior Year: The Modal Timeline

The above timeline represents an ideal situation the student had graduate school in mind early on.  However, for most students, the decision to attend graduate school is not made until partway through one’s undergraduate career.  That is absolutely normal and by no means reduces one’s chances of being accepted.  However, if one begins the process of applying in one’s senior year – and expects to send applications out by the end of the year – there is little room for error.  Here is a timeline for applying during the senior year only. 1,3

Note: this timeline assumes that the applicant is otherwise qualified for the programs of interest (for example, having gotten research experience, completed the necessary coursework, and so on).

Summer (June-August)

At this point, you are about 6 months away from most application deadlines.  You may be tempted to spend summer relaxing or doing other things.  However, in order for your applications to have a chance of success, it is important to focus and get them off to a good start.  Tasks to achieve include:

• Narrow list of programs that you intend to apply to (investigate potential faculty mentors, requirements, etc.)
• Record and be aware of application requirements and deadlines
• Prepare for the GRE
• Draft statement of purpose and any other required application essays or materials

Early Fall (September-October)

By early fall, the process of applying should be ramping up. 

• Solicit feedback on your statement of purpose and any other essays from professors you know, campus writing centers, and any other sources
• Revise your statement of purpose and any other essays based on feedback
• Register to take the GRE no later than October
• Take the GRE
• Order and send transcripts and GRE scores  

Late Fall (October-November)

By late fall, you should be nearing completion of your application materials.

• Request letters of recommendation if you have not done so already
• Complete application forms
• Finalize statement of purpose
• Gather information for financial aid, if you are seeking such aid

Submitting Applications (November-December)

As year’s end approaches, submit your applications either before or on the due date.

• Send all applications
• Verify that letters of recommendation, transcripts, and any other supporting documents were received by the graduate programs you are applying to

Important: throughout this process, you will need to balance your work on graduate applications with your present academic and extracurricular activities.  Further, to avoid burnout, try taking time to de-stress and rest throughout the year.  It is not an easy process, but with careful planning and effort, you can do so successfully.

Applying After Finishing Your Baccalaureate  

Some successful applicants chose to apply after finishing their bachelor’s degree.  This strategy has several advantages.  First, the applicant does not have to divide up time between applying and taking classes; it is easier to study for the GRE, craft an excellent statement of purpose, and research programs as a result.  Second, the applicant can improve his or her qualifications by gaining further research experience.  However, it might be challenging for the applicant to obtain references or pursue some preparatory avenues without being enrolled in a university.  It also delays the start of graduate school, and involves the financial cost of living and other expenses during that interim period.  Thus, it is up to the applicant to decide whether the option of applying after graduating is worth attempting.  If so, a modified version of the timelines above could be used.

Applying for Financial Aid, Fellowships, and Scholarships

In tandem with your applications for graduate school, you might consider applying for financial aid or graduate research fellowships such as the Ford Foundation Fellowship or the National Science Foundation Graduate Research Fellowship .  The due dates for such fellowships typically coincide with that of graduate applications (such as November or December).

After Your Applications Have Been Submitted

Now the waiting begins!  You may find yourself nervously anticipating emails and other messages.  Such nervousness is normal; after all, you have been working for the better part of the year towards a goal that is uncertain.  However, once the applications are submitted, your work for the moment is complete.  Ideally, you’ve done your best, and it is now out of your hands.  If things go well, here is a timeline of what to expect: 1,2

Application Interviews (January-March)

• Invitations for interviews in person (“Open House” or “Recruitment Weekend” type events)
• Phone or videoconference (such as Skype) interviews (these are sometimes unexpected!)
• If invited, you will be traveling to the programs of interest for interviews. For tips on how to succeed at those interviews, please visit our graduate admissions interviews   section.

Application Decisions (March-April)

• Admissions decisions typically occur within a few weeks or a month after your interview. In some cases you may be waitlisted and a decision might take longer.
• If you are applying for financial aid, you should submit a Free Application for Federal Student Aid (FAFSA) in March.
• April 1 is the APA’s deadline for notifying student applicants of admissions decisions for doctoral programs. You should expect a decision by that point.
• April 15 is the typical deadline for accepting an admission offer.
• If you have received multiple acceptances, you will need to choose which program you wish to attend (for tips, please visit the starting graduate school section of this website), and inform other schools of your decision to decline .

If You Were Not Accepted into Graduate School  

There are many reasons why one’s attempt at applying to graduate programs did not yield desired results.  In fact, given the challenging acceptance rates for many programs (for more information, please visit the application qualifications and admissions criteria page), it is common for most applicants to not get invited to interview or be offered admission.  

The critical factor here is to remain positive.  In many cases, the decision to not admit was an impersonal one (that is, there was not something glaringly wrong with your application; rather, other applicants were more competitive on one dimension or another).  For example, depending on the year, different faculty may be recruiting students, and those faculty may have interests that align more closely with others.  Circumstances may be different next year.

If attending graduate school remains your goal, it is worth trying again.  However, before you do, please solicit advice from mentors, recommenders, and career advisors as to how your application can be strengthened in the next round. 

Workshops and Downloadable Resources

• For in-person discussion of the process of applying to graduate programs in psychology, neuroscience, and related fields, please consider attending this department’s “Paths to PhDs” workshop and other related events (for dates and times, please check the undergraduate workshops calendar). 
• Tips for Applying to Graduate Programs in Psychology (a brief summary) [ PDF ]

Further Resources

How-To Videos     

• Applying to Grad School Videos

Recommended Reading

• American Psychological Association (2007). Getting in: a step-by-step plan for gaining admission to graduate school in psychology .  Washington, DC: American Psychological Association.
• Keith-Spiegel, P., & Wiederman, M. W. (2000). The complete guide to graduate school admission: psychology, counseling, and related professions . Mahwah, NJ: Erlbaum.

APA Videos on Graduate Applications

• Preparing and applying for graduate school in psychology [12-part video series]
• Preparing and applying for graduate school in psychology [video slides in PDF format]
• Graduate program application timeline from the American Psychological Association
• Choosing a graduate program from the Association for Psychological Science
• Smart shopping for psychology doctoral programs [PDF]
• Applying to graduate school: tips, timeline, and tools of the trade [PDF]

1  Norcross, J. C., & Hogan, T. P. (2016).  Preparing and applying for graduate school in psychology: 12 modules. American Psychological Association [video workshop].

2  keith-spiegel, p., & wiederman, m. w. (2000). the complete guide to graduate school admission: psychology, counseling, and related professions . psychology press., 3  committee on institutional cooperation (cic).  applying to graduate school: tips, timeline, and tools of the grade. , prepared by s. c. pan for ucsd psychology, graphic adapted with permission under the expat license..

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• Applying to Clinical Psychology Programs
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• Accepting Graduate Admissions Offers

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Applications to degree programs for the 2025-2026 academic year are now open.

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We’re delighted that you are interested in pursuing academic studies at the Harvard Kenneth C. Griffin Graduate School of Arts and Sciences (Harvard Griffin GSAS). Whether you intend to study toward a master’s or PhD degree, join a visiting students program, or participate in one of our outreach programs, we are looking forward to reviewing your application. For information about tuition and fees, see the Cost of Attendance section.

Harvard does not discriminate on the basis of race, color, sex, sexual orientation, gender identity, religion, age, national origin, ancestry, political beliefs, veteran status, disability or any other protected classification, and we actively seek applicants from historically underrepresented communities. We hope you’ll consider applying. 

Immigration status does not factor into decisions about admissions and financial aid. For more information, see Undocumented at Harvard . 

Get Started 

Step 1: choose a program. .

You have several options for study at Harvard Griffin GSAS. 

Degree Programs 

The school offers master’s and PhD degrees in programs based in the arts and humanities, social sciences, natural sciences, and engineering and applied sciences. Many programs also allow a student to conduct more focused research by choosing an area of study. Review the programs on offer to decide which program best meets your academic goals. 

Are you a Harvard College student looking for information on the AB/AM and AB/SM programs? Visit the Harvard AB/AM and AB/SM programs page.

Non-Degree Programs 

The Visiting Students Program offers you the opportunity to take classes and conduct research with faculty. 

Outreach Programs 

If you are looking for a short-term research experience, consider a paid summer internship  organized by Harvard Griffin GSAS, Harvard departments, and Harvard-affiliated teaching hospitals. The School also offers  Research Scholar Initiative , a post-baccalaureate program that enables college graduates to take part in a long-term research experience. 

Information for Exchange Scholars:

Exchange Scholars  

Step 2: Make a note of the application deadline and review admissions policies.

Application deadlines vary by program and are noted on the relevant program page . You should also review our admissions policies and Applying to Degree Programs .

Step 3: Determine whether you need to take standardized tests and register early. 

Degree programs may require Graduate Record Examination (GRE) general test or subject test scores. Applicants who are non-native English speakers may be required to demonstrate English proficiency by submitting scores from an English Language test (TOEFL or IELTS). Review the admissions policy on English proficiency for more information.  

Step 4: Complete your application by the deadline. 

The degree program application becomes available in September. You should review Applying to Degree Programs before starting your application. All components of the application to a degree program are due by 5:00 p.m., Eastern Time, on the deadline date.

Applications for the Visiting Students Program are accepted twice a year.

For application information about our Outreach Programs , visit your program page of interest.  

Who should I contact if I have a question about a specific program? 

If you still have questions after carefully reviewing your degree program of interest, reach out to the contact noted on the program’s page. 

Can I enroll in courses instead of applying to a degree program? 

If you are interested in taking courses for academic credit outside of a formal degree program, you may apply for Visiting Student status by the appropriate deadline. Please visit the Visiting Students website or contact [email protected] to learn more. 

Harvard Integrated Life Sciences (HILS) Applicants 

While prospective degree program applicants are encouraged to carefully choose the HILS program that best fits their academic goals, interested applicants may apply to up to three programs and pay only one application fee. If you elect to apply to three programs, only two may be programs in the Department of Medical Sciences (these programs are biomedical informatics, biological and biomedical sciences, immunology, neuroscience, speech and hearing bioscience and technology, and virology). The fee waiver for additional applications is ONLY available for those applying to multiple programs in the HILS federation. For more information, please consult the HILS page . 

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• Applying for a PhD in the USA

Written by Taru Medha

Applying to a PhD degree in the USA can be quite an extensive and competitive process. Universities want to make sure students end up on the right graduate programmes and therefore put a lot of time and effort into their admissions process. They expect you to do the same with your application.

This doesn't mean that it's harder to get a place on a US PhD degree. But you will need to provide more material and more detail about your existing qualifications than you might be asked for elsewhere.

On this page

When should i apply for a phd in the usa.

US graduate programmes will have specific application deadlines. It’s common for application windows to open between August and December for admission to a PhD in the autumn (or ‘fall’) of the following year.

How should I apply for a PhD in the USA?

Applications for US PhD programmes are made directly to graduate schools. But bear in mind that US graduate schools will often ask for a lot of supplementary material with your application. Most will also charge an admission fee (usually between $50 and $100 ).

Do I need a Masters to apply for a PhD in the USA?

You won’t necessarily need a Masters to apply for a PhD in the USA. American graduate programmes effectively combine Masters and PhD study. Some students actually receive a Masters at the end of their coursework stage.

If you do already have a Masters , you may be able to receive credit for it and spend less time on the coursework stage of your programme. This decision is made by your graduate school, who will decide how relevant your existing degree is.

To apply for a PhD at an American university, you’ll need to submit a list of documents which include:

• academic transcripts;
• personal statement ;
• letters of recommendation;
• research statements – A research statement is different from a research proposal (required if you’re applying for a PhD in most other countries). You’ll only need to give a general sense of your research interests and possible directions you might like to pursue. The specific details for your project will be developed later in your programme and put forward as part of your research prospectus;
• graduate admission tests – They are a more common requirement in the US education system than they are in other countries. They allow your university to assess general skills such as abstract reasoning, problem solving and critical thinking. A number of tests are in use, but the two most common are the Graduate Record Examination (GRE) and the Graduate Management Admissions Test (GMAT) . Some PhD subjects may use other graduate entry tests in place of (or in addition to) the GRE such as the LSAT for Law programmes . You must check with your university to know which test it requires;
• English academic language test - If English is not your first language you may need to submit a score from a recognised body such as TOEFL or IELTS. Your prospective university will be able to tell you which test it prefers (many will accept more than one), and the minimum score, or scores, it requires.

Decision on your PhD application

There are three potential outcomes for a US PhD application. You may be successful , waitlisted or unsuccessful . If you’re successful or unsuccessful, your university will let you know straight away. However, you may also be waitlisted as a second-choice candidate. If the first-choice candidate declines their offer or isn’t able to enrol on the programme, you’ll be offered their place.

Once you’ve heard back from your university and you have a confirmed place, you’re all set to start applying for your student visa! Read our comprehensive guides to know more how a PhD looks like in the US and the funding options at your disposal.

Search for a PhD in the USA

Ready to start looking for your ideal study abroad opportunity? Browse and compare PhD programmes in the USA on FindAPhD.com.

Our postgrad newsletter shares courses, funding news, stories and advice

Taru joined FindAPhD as a Content Writer in 2022. She creates well-researched, thorough content for our guides and blogs, as well as short video content for our social profiles. She has a Bachelors degree in Journalism and Mass Communication from Bennett University in India and completed a Masters degree in Global Journalism from the University of Sheffield in 2021, giving her personal experience with postgraduate study as an international student.

You may also like...

Everything you need to know about part-time and full-time work as a student or recent graduate in the USA.

Why you'll need health insurance as an international student in the USA and how to find the right plan for you.

Our guide to PhD funding in the USA has information on fully-funded PhD scholarships, as well as other funding options for international and domestic students.

Our guide tells you exactly what kind of visa you need to study a study in the USA and what you need to apply for it.

What's it like to live in the USA during a PhD? Our guide covers accommodation, student living costs, working and other key information.

We cover everything you need to know about studying in New York, including top universities, living costs, accommodation and more.

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• PhD Overview and Timeline

Given here are School-wide graduate degree policies and guidance.  Program-specific degree options, requirements, and model programs can be found on the "Graduate Programs" pages under each of the subject areas listed in  Academics .

General Ph.D. Requirements

• 10 semester-long graduate courses, including at least 8 disciplinary.   At least 5 of the 10 should be graduate-level SEAS "technical" courses (or FAS graduate-level technical courses taught by SEAS faculty), not including seminar/reading/project courses.  Undergraduate-level courses cannot be used.  For details on course requirements, see the school's overall PhD course requirements  and the individual program pages linked therein.
• Program Plan (i.e., the set of courses to be used towards the degree) approval by the  Committee on Higher Degrees  (CHD).
• Minimum full-time academic residency of two years .
• Serve as a Teaching Fellow (TF) in one semester of the second year.
• Oral Qualifying Examination Preparation in the major field is evaluated in an oral examination by a qualifying committee. The examination has the dual purpose of verifying the adequacy of the student's preparation for undertaking research in a chosen field and of assessing the student's ability to synthesize knowledge already acquired. For details on arranging your Qualifying Exam, see the exam policies and the individual program pages linked therein.
• Committee Meetings : PhD students' research committees meet according to the guidelines in each area's "Committee Meetings" listing.  For details see the "G3+ Committee Meetings" section of the Policies of the CHD  and the individual program pages linked therein.
• Final Oral Examination (Defense) This public examination devoted to the field of the dissertation is conducted by the student's research committee. It includes, but is not restricted to, a defense of the dissertation itself.  For details of arranging your final oral exam see the  Ph.D. Timeline  page.
• Dissertation Upon successful completion of the qualifying examination, a committee chaired by the research supervisor is constituted to oversee the dissertation research. The dissertation must, in the judgment of the research committee, meet the standards of significant and original research.

Optional additions to the Ph.D. program

Harvard PhD students may choose to pursue these additional aspects:

• a Secondary Field (which is similar to a "minor" subject area).  SEAS offers PhD Secondary Field programs in  Data Science and in  Computational Science and Engineering .   GSAS  lists  secondary fields offered by other programs.
• a Master of Science (S.M.) degree conferred  en route to the Ph.D in one of several of SEAS's subject areas.  For details see here .
• a Teaching Certificate awarded by the Derek Bok Center for Teaching and Learning .

SEAS PhD students may apply to participate in the  Health Sciences and Technology graduate program  with Harvard Medical School and MIT.  Please check with the HST program for details on eligibility (e.g., only students in their G1 year may apply) and the application process.

PhD Timeline

--> Also see the separate pages with on-boarding information for new PhD students <--   Information and Resources for New Graduate Students Wiki site for incoming PhD students (behind Harvard Key)

First Year (G1)

• Notify your financial aid officers of any external funding. Contact:  Erin Bishop  in SEAS Finance and  Emily Fingerle  in GSAS Financial Aid.
• Make note of the course registration deadline. (previously known as "Study Card Day"). See the GSAS Policies  Academic Calendar.
• Register for courses before the deadline  (previously known as "Study Card Day")
• Mid-January: Deadline for submitting materials to be reviewed at the January CHD meetings .
• Late-January: Course registration deadline (previously known as "Study Card Day").
• G1s: Your  Prospective Program Plan  due to the Office of Academic Programs on this day.
• Transfer of up to 3 classes of coursework may be allowed. Include the  Application for Credit for Work Done Elsewhere  with your Prospective Program Plan. 
• April 1:   Research Advisor Selection Form /Research Assistant appointment form due to Office of Academic Programs.
• Note: The April CHD meeting is the last CHD meeting in all academic year. CHD does not meet over the summer. Remember to plan ahead.

Second year (G2)

Throughout year.

• G2’s are required to serve as a Teaching Fellow in either the Fall or Spring semester.
• Make sure you complete the  TF form once you line up a TF position! 
• G2’s are required to take their qualifying exam in either the Fall or Spring terms.
• Email quals_defenses@seas  to book a room. If you book your own room (e.g., external to SEAS) you must still email  quals_defenses@seas  well in advance in order for your required documentation to be ready, else your exam cannot take place.
• Upon completion of the exam, students are required to submit the  Designation of Research Committee  form to OAP.
• If you plan to request a delay of the qualifying exam, complete a  Request to Delay Qual Exam  form. Note that delays until September (i.e. start of G3 year) are typically approved as a matter of course
• Mid-September: Course Registration Deadline (previously known as "Study Card Day"). See the GSAS Policies  Academic Calendar.
• Mid-October :  Final Program Plan  due to OAP; see the  CHD page  for dates.
• Late-January : Course Registration Deadline (previously known as "Study Card Day"). See the GSAS Policies  Academic Calendar.
• May 1 : Advising Agreement form due to OAP.
• May:   Commencement and diploma options for Masters en Route / Continuing Master’s students - You can apply to receive your S.M. degree en route to your PhD after you have completed eight of your core courses (this requirement may depend on area). You will receive your S.M. diploma, and participate in the Commencement if you choose to. However since you will be considered a non-terminal degree recipient, you will not be able to join the ceremony in Sander's Theater. 

Third year (G3+) and beyond

• Meet with your Research Committee at least annually, as indicated by your area's expectations.
• Send any changes to your Final Program Plan to the CHD for review. See the  CHD page  for submission dates.   Note that   the Committee on Higher Degrees expects students not to petition for a revised Program Plan less than a year prior to the final defense  in case additional coursework is required, so it's important to keep your plan up to date with your courses as actually taken.
• Inform OAP of any  changes to your research committee . 
• PhD candidates can review their eligibility to receive an SM en route . 
• Early-September:  Course Registration Deadline (previously known as "Study Card Day"). See the GSAS Policies  Academic Calendar.
• Late-January: Course Registration Deadline (previously known as "Study Card Day"). See the GSAS Policies  Academic Calendar
• May 1 :  RA reappointment  form due to OAP.

Completing your degree

Degree application.

• Check out FAS degree-completion information  here  (Registrar) and deadlines  here  (GSAS calendar)
• Complete the  degree application  via my.harvard by the Registrar's deadline.
• If you schedule your own room (e.g., external to SEAS) you must still email quals_defenses@seas   well in advance in order for your required documentation to be ready,  else your defense cannot take place.   You must also get agreement from your full committee to hold your defense in a non-SEAS room.

Dissertation Submission and Commencement

• The best way to share your dissertation with others is by linking to the DASH copy. DASH uses persistent URLs and provides you with download statistics, and the DASH copy of your PDF will not include the signed Dissertation Acceptance Certificate (DAC). If you choose to post or share your PDF in some other way, you should remove the DAC page so that readers do not have access to the scanned signatures.
• Get ready for commencement by updating your email and other contact information via  my.harvard.edu .

In Academic Programs

• Non-Resident and Part-Time Study
• CHD Meeting Schedule
• PhD Course Requirements
• PhD Program Plans
• Teaching: G2 year
• Qualifying Exam: by end of G2 year
• Research Advisors, Committees, and Meetings
• Dissertation and Final Oral Exam
• SM and ME Course Requirements
• SM and ME Program Plans
• Masters Thesis and Supervisor
• SM degree en route to the PhD
• Graduate Student Forms
• Teaching Fellows
• External Fellowships List
• COVID-19 Graduate Program Changes (archived)

Planning your PhD research: A 3-year PhD timeline example

Planning out a PhD trajectory can be overwhelming. Example PhD timelines can make the task easier and inspire. The following PhD timeline example describes the process and milestones of completing a PhD within 3 years.

Elements to include in a 3-year PhD timeline

What to include in a 3-year PhD timeline depends on the unique characteristics of a PhD project, specific university requirements, agreements with the supervisor/s and the PhD student’s career ambitions.

For instance, some PhD students write a monograph while others complete a PhD based on several journal publications. Both monographs and cumulative dissertations have advantages and disadvantages , and not all universities allow both formats. The thesis type influences the PhD timeline.

The most common elements included in a 3-year PhD timeline are the following:

The example scenario: Completing a PhD in 3 years

Many (starting) PhD students look for examples of how to plan a PhD in 3 years. Therefore, let’s look at an example scenario of a fictional PhD student. Let’s call her Maria.

In order to complete her PhD programme, Maria also needs to complete coursework and earn 15 credits, or ECTS in her case.

Example: planning year 1 of a 3-year PhD

Most PhD students start their first year with a rough idea, but not a well-worked out plan and timeline. Therefore, they usually begin with working on a more elaborate research proposal in the first months of their PhD. This is also the case for our example PhD student Maria.

Example: Planning year 2 of a 3-year PhD

Example: planning year 3 of a 3-year phd, example of a 3 year phd gantt chart timeline.

Combining the 3-year planning for our example PhD student Maria, it results in the following PhD timeline:

Final reflection

In fact, in real life, many PhD students spend four years full-time to complete a PhD based on four papers, instead of three. Some extend their studies even longer.

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Assessing your application

How your application is assessed, after you submit, shortlisting and interviews, selection process, tracking your departmental decision, potential outcomes of your application.

Your application will be assessed purely on your proven and potential academic excellence and other entry requirements described under that heading on the course page.

References and supporting documents submitted as part of your application, and your performance at interview (if interviews are held) will be considered as part of the assessment process. Whether or not you have secured funding will not be taken into consideration when your application is assessed.

An overview of the shortlisting and selection process is provided below. You can also find a timeline overview of the assessment process in our  Decision Timeline.  

When you submit your application, it is checked by a member of staff in Graduate Admissions to make sure that it is complete and meets the application requirements for your chosen course. If your application is complete, the Graduate Admissions team will let the academic department know that they can start assessing your application.

The academic department that offers the course you have applied to will assess the academic quality and suitability of your application. After this is complete, the department will send you formal notification of their decision by email.

The average waiting time for a decision is around 8 to 10 weeks after the deadline you apply to.

For the January deadlines, for example, you would usually hear around late March to early April. Unfortunately it is not possible to give more specific dates in advance. 

If the course you have applied to has remained open to applications after the last standard University deadline in March, there is no formal timetable for the assessment process, but you can usually expect to be notified of the outcome around 6 to 8 weeks after completing your application.

After you apply, and before the department makes a final decision on your application, you may be called for interview and/or asked to send further documents. This could include a third reference if there are only two in your application.

Some courses will interview applicants during the selection process, but many do not conduct interviews. You can check whether shortlisted applicants will be interviewed, and the usual length and structure of interviews, in the 'Entry requirements' section of the  course page . 

Your academic department may want to hold interviews by video call, by phone or in person. They will contact you directly to arrange this, if necessary.

Applications are academically assessed against the entry requirements for the course and relatively in terms of the quality of previous academic excellence and future potential, in comparison with the applications received from other candidates for the course.

The University seeks to admit the very best candidates who apply for the courses it offers. The entry requirements for each course and the number of applications and places available are provided on our course pages .

Meeting the entry requirements may not be sufficient to guarantee a place and competition for places is very strong.

Departments receive many more excellent applications than they have places available, so it is important that you take care over your application to best illustrate your academic achievement and future potential.

Admissions panels and assessors

All recommendations to admit a student involve the judgement of at least two members of the academic staff with relevant experience and expertise, and must also be approved by the Director of Graduate Studies or Admissions Committee (or equivalent within the department).

Admissions panels or committees will always include at least one member of academic staff who has undertaken appropriate training.

Equal opportunities at Oxford

The University of Oxford and its colleges seek to admit students of high academic ability and potential. Students are considered for shortlisting and selected for admission without regard to age, disability, gender reassignment, marital or civil partnership status, pregnancy and maternity, race (including colour, nationality and ethnic or national origins), religion or belief (including lack of belief), sex, sexual orientation, as well as other relevant circumstances including parental or caring responsibilities or social background. However, please note the following:

• socio-economic information may be taken into account in the selection of applicants and award of scholarships for courses that are part of  the University’s pilot on selection procedures  and for  scholarships aimed at under-represented groups ;
• country of ordinary residence may be taken into account in the awarding of certain scholarships; and
• protected characteristics may be taken into account during shortlisting for interview or the award of scholarships where the University has approved a positive action case under the Equality Act 2010.

Information about  processing special category data for the purposes of positive action  and  using your data to assess your eligibility for funding , can be found in our Postgraduate Applicant Privacy Policy.

Decisions on admission are based solely on the individual academic merits of each candidate and the application of selection criteria appropriate to the course. Admissions procedures will be kept under review to ensure compliance with this policy.

Both successful and unsuccessful applicants will be notified by email and the outcome will also be displayed in your Graduate Applicant Self-Service. If your application was incomplete at the deadline, you will only be contacted if the academic department chooses to assess your application.

It is not usually possible to know the outcome any earlier since applications are assessed comparatively, against all other applicants. However, if you need to know the outcome earlier so you can make a decision ahead of a deadline set by another institution, you can contact the academic department to ask if this is possible. 

If more than ten weeks have passed since your application deadline date and you have not received a decision, or if you have any questions about the progress of the academic assessment, please contact the academic department directly via the contact details on the course page.

Graduate Admissions is not authorised to disclose decisions from academic departments, colleges or funding bodies.

If you have a complaint about the admissions process, please see our page on  Complaints and appeals .

If your application was complete and eligible for academic assessment at the application deadline date, you will be notified by email of one of the following outcomes. The outcome will also be shown in your Self-Service:

Successful outcome

An offer of a place from your department constitutes an overall offer of a place at Oxford. You are then guaranteed a college place, unless you have been accepted to a non-matriculated course for which a college place is not offered.

Your certificate of offer will be available to download via Self-Service together with your Course Information Sheet, University Terms and Conditions and Student Handbook.

The certificate of offer will give full details of your offer and any academic conditions, such as achieving a specific final grade in your current degree course. The department will ask you to confirm, also via Self-Service, whether you wish to accept the offer and give you both a deadline for responding to the offer and a deadline to fulfil any conditions.

Offer holders will also be asked to complete the Criminal Convictions Declaration in Self-Service.

Please note that Self-Service will not show college outcomes or any funding you have been awarded. This will be received by email to your registered email address.

Unsuccessful outcome

If your application is unsuccessful, you will also be notified of this. Due to the high volume of applications the University receives, it is a University policy that we do not provide feedback on unsuccessful applications.

If you are unsuccessful, you will no longer be considered for college places or funding.

Re-evaluation in a later deadline

In some cases, the academic department may feel that you have performed well against the entry requirements for the course but they wish to consider your application against the applications received in the next deadline. In this case, you will receive an email to inform you that your application will be re-evaluated and you can expect a final decision around 8 to 10 weeks after the date of the deadline into which you are being re-evaluated.

If your application is re-evaluated from the January deadline into the March deadline, you will no longer be considered for funding opportunities where a departmental offer is required as part of the December of January deadline.

Waiting list

If the academic department feels that you have performed well against the entry requirements for the course but there are no more places available, you may be notified that you have been added to a waiting list in case any additional places do become available.

If your application is put on a waiting list, you will no longer be considered for funding opportunities where a departmental offer is required as part of the January deadline.

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Admission timeline.

Below are the key dates in the KAUST admissions timeline for entry in 2025. These dates are indicative, and may vary depending on the volumes of applications received. To receive the earliest possible decision from the University, please ensure that you have provided all required documentation in full and are responsive to any invitation to attend interviews and tests. If the decision date stated here that is relevant to your application has passed, please check your email (including your junk mail) and application portal before contacting the Admissions Office for advice.

Spring 2025 Admission

Spring 2025 admission is only open to MS/PhD and PhD applicants.

1 Any application received after this deadline will be automatically rolled into Round 2

Fall 2025 Admission

Fall 2025 admission is open to Postgraduate Diploma, M.S. and Ph.D. applicants.

2 Any application received after this deadline will be automatically rolled into Round 3.

3 Round 3 applications are processed on a rolling-basis and will remain open for as long as we have space left in our incoming class.

Frequently Asked Questions

What does it cost to apply, can i apply more than once, can i restart my application, how do i apply for the fellowship, how much does it cost to study at kaust.

KAUST provides a Fellowship to all admitted students. This Fellowship includes a scholarship that covers your entire cost of tuition in addition to providing accommodation, health insurance, and relocation assistance, and more.

How much will it cost to live at KAUST?

What activities will i be able to afford at kaust, what status is my application.

You can check the status of your application by logging into the admissions portal .

When can I expect to get an outcome for my application?

When do applications open/close, i haven’t finished my current degree yet, can i submit a partial transcript.

Yes, we are aware many institutes issue official transcripts after our application deadlines. If you are unable to submit an official transcript before the application deadline, please submit a partial transcript, a screenshot from your university’s academic record system, or other similar evidence of your current academic history. However, before you are admitted into KAUST, you will be required to submit your final, official academic transcripts.

What is the minimum GPA required to get entry into KAUST?

Do i need to submit the 3 letters into the portal, do i need to contact these referees in advance, i received a degree in an english-speaking country that is outside this list. do i still need to provide an official test score, i won’t get the results back from my english language proficiency test until after the application deadline. how can i submit my score, are the costs of taking an english language proficiency test included in the kaust fellowship.

No, these costs are not covered by the Fellowship.

Do students get to use the labs?

Absolutely. Our students have access to our Core Labs during operation hours. 

Do students get training in the labs?

Yes. Our Core Labs are staffed by experts who can show our students how to use equipment and conduct their research independently. 

What does it cost to get training in the labs?

What types of housing does kaust have, what is it like living in kaust, can i have a visitor at kaust, can i keep a pet, visit us virtually.

Explore our campus with our 360 degree virtual tour of the University.