Sample Step-by-Step Application Checklist

Author: Jan Koplow Villavicencio

The application process in itself can be overwhelming. Trust yourself throughout, and ask for help as needed. Begin the application process 6-8 months before the deadlines to make sure you have time to complete all of the steps. 

  • Define the type of graduate program—MA, PhD, MPhil, etc.

  • Define general research interests, such as:

    • Region

    • Theme

    • Theoretical concepts

    • Related academic disciplines

    • Time period

  • Look through and define graduate programs of interest.

    • Read through the programs or focus on those in the country you want to study in. As the Guide provides basic information about each school, refer to each university program website for more details. Focus on:

      • Program description

      • Faculty research interests

      • Resources available

      • Graduate students’ interests/research projects

      • Degree requirements 

      • Type of financial aid

      • Location

      • Application deadline

    • Try to find at least 10-15 programs to begin, and narrow down as you continue through the application process. Ideally, choose programs that have two or more faculty that could relate with your research interests. Keep in mind that application fees can cost as much as 80-150 USD. 

  • Create a spreadsheet with the following information and order the programs according to your own personal preferences. As you move forward, add any other information that may help you to decide between programs.

    • University

    • Name and Type of program

    • Application Deadline 

    • Duration

    • Financial Aid

    • Potential Advisors

  • Work on the Application Requirements. Universities frequently ask for the following:

    • Personal Background

      • Degree Certificates 

      • Transcripts

      • Resumé 

    • Personal Statement

    • Statement of Purpose 

    • Writing Sample

    • Letters of recommendation 

    • Language proficiency test scores (if the language in which the program is taught is not your first language)

      • You may be able to waive this requirement if you earned a degree from a university that speaks the same language as the one you are applying to.

      • Universities usually accept TOEFL and IELTS.

    • Supplemental materials 

  • Look for funding opportunities outside the program, if available, such as government funding or Fulbright programs.

  • Familiarize yourself with each program. Some ideas include:

    • Read article(s) by each potential advisor. 

    • Contact current graduate students.

    • Look for more information on the university’s web page.

      • Research centers

      • Funding/scholarship options

      • Academic calendar

    • If needed, send an email to the Director of Graduate Studies and/or to the Assistant to the Director of Graduate Studies with different questions about matters that are not clear about the program.

      • Funding for conferences

      • Number of students typically admitted

      • If there are current graduate students that relate with your interests

      • TA or RA assignments

      • Other types of funding opportunities

  • As you keep moving forward, try to narrow the number of programs. To be strategic, it is good to apply to diverse universities—for example, a mix of private and public institutions—to increase your chances of acceptance. 

  • Email your potential advisors introducing yourself.

  • Start your application. Here the idea is to: 

    • Complete all the general information

    • Identify the specific guidelines and requirements, especially as they vary across institutions. For example, some programs ask for a 500-word Statement of Purpose and others ask for a 3-page document; some programs ask for a writing sample of 30 pages, or of two smaller samples.

    • Identify the deadlines.

  • As soon as you have written the first Statement of Purpose and/or Personal Statement, send it to your colleagues and former professors for feedback. Do this as many times as necessary until you feel confident with the statement.

  • Make sure that your recommenders upload the recommendation letter on time. If they still haven’t uploaded it three weeks before the deadline, remind them to do so every 3 or 4 days until they do it. Don’t feel bad about pressuring them.

  • Try to have your application ready, ideally, one week before the deadline.

    • This won’t always be the case, but it gives you time to calmly review everything and fix any potential issues.