Graduate School can be a mysterious path, especially for marginalized students. There are SO MANY unspoken rules. So, here is everything I wish I knew at the end of my undergraduate and how I went about applying for my PhD program. Need more resources? Check out FutureRockDoc!
Post-bacc research positions or internships are a great way to discover more about what your interested in and/or gain experience for graduate school.
Many entry level jobs in academia are for field or laboratory technicians. Field techs are often seasonal and are focused almost exclusively on field work and sample collection. Lab tech positions tend to be year round and can include field work, data analysis, and literature reviews. Salaries vary between ~$10-$16/hr depending on the location and position. Some field tech positions include housing.
Many entry level jobs in academia are for field or laboratory technicians. Field techs are often seasonal and are focused almost exclusively on field work and sample collection. Lab tech positions tend to be year round and can include field work, data analysis, and literature reviews. Salaries vary between ~$10-$16/hr depending on the location and position. Some field tech positions include housing.
Where to Find Job Listings in the Biological and Geological Sciences
Site & Link |
Description |
Website to apply to all govt jobs |
|
Popular job board for all staff/tech positions in many different fields |
|
listserv that posts TONS of different jobs (especially field tech positions closer to field season). Ecology focused but wide variety of fields. Have to make (free) ESA account |
|
listserv for a variety of different postions |
|
Community based work that offers a variety of education positions |
|
job board for staff/tech positions and grad student opportunties |
|
listserv for all things frozen |
|
Conservation Corp |
Found in most western states. Mainly trail maintenance/conservation projects |
Geological Society of America job board |
|
listserv run by Earth Science Women's Network for a variety of positions in different fields |
Academic jobs are not the only options following graduation. This PROGRESS graphic provides examples of jobs and the degree requirements.
Below, I cover some of the basics of graduate school including stipends, tips for applying, and deciding on a good fit. If you don't find what you're looking or have any questions please feel free to email me!
Note: These tips apply to most STEM based graduate programs.
Note: These tips apply to most STEM based graduate programs.
Undergraduate Research Experiences
Research experiences can enhance your chances of getting accepted to graduate school. Some of the best ways to find research as an undergraduate is 1) asking a professor directly if you can work with them (really! send them an email!) 2) participating in a Research Experience for Undergraduates Program (REU) or 3) working in as a lab tech (see above for job listings). Even if a professor doesn't have a research opportunity for you now, they may know of other labs that are hiring so be sure to discuss with your advisor and other professors.
Stipends and Funding
If your graduate education involves research or teaching engagements, YOU SHOULD BE PAID. If you're a US citizen doing research in the US, tuition should also be covered. Assistantships are some of the most common ways students are paid. There are three main types of assistantships (each require ~20hrs/wk of work): teaching assistantships (TA), graduate assistantships (GA), and research assistantships (RA). Teaching assistantships usually entail helping in a classroom (e.g., grading, review sessions, ect). Graduate assistantships can have some overlap with teaching assistantships but may include doing work for the college or graduate school. Research assistantships are typically the most coveted kind of assistantships as they usually entail doing research for your advisor which can also enhance your own research activities. Most graduate students will be paid on different types of assistantships throughout their education so be sure to check out what each assistantship pays. For example, some TAs pay less than RAs. Be sure to ask if insurance is included and inquire about required fees. Asking current graduate students if you can live on the stipend is also important. For more information, check out this site.
Applying to your own fellowships and grants are another way to fund graduate school. Often, fellowships allow you to focus solely on your research as your advisor is not responsible for your stipend. There are many different fellowships out there that will pay you for varying amounts of time (ask your advisor for tips). One of the most comprehensive fellowships is the National Science Foundation Graduate Research Fellowship Program (see below for more information). The Fulbright program also offers fellowships, especially for programs outside of the US.
Applying to your own fellowships and grants are another way to fund graduate school. Often, fellowships allow you to focus solely on your research as your advisor is not responsible for your stipend. There are many different fellowships out there that will pay you for varying amounts of time (ask your advisor for tips). One of the most comprehensive fellowships is the National Science Foundation Graduate Research Fellowship Program (see below for more information). The Fulbright program also offers fellowships, especially for programs outside of the US.
Masters vs PhD?
*Note- I did not get a master's before starting my PhD. This is more common for US programs while many European and Canadian programs require a master's degree.
The best advice I received when picking my degree track was to get the degree for the job you want. If your dream job doesn't require a PhD, then master's might be a better route, especially given that it's less of a time commitment. If you don't have a dream job in mind or much research experience, a master's degree can be a great way to explore your options.
YOU ARE NOT LOCKED INTO THE DEGREE PATH YOU CHOOSE! Started your master's but decided that you love it and want to continue to a PhD? Cool! Many advisors have a path to transition you into a PhD if you want to stay with the same lab. Started your PhD and realized that your plans have changed? Cool! Most programs have routes to "master out" (i.e., graduate with your master's even though you started the program as a PhD student). This is one of the many reasons a supportive advisor is important as they can help you make these transitions easy and stress-free.
The best advice I received when picking my degree track was to get the degree for the job you want. If your dream job doesn't require a PhD, then master's might be a better route, especially given that it's less of a time commitment. If you don't have a dream job in mind or much research experience, a master's degree can be a great way to explore your options.
YOU ARE NOT LOCKED INTO THE DEGREE PATH YOU CHOOSE! Started your master's but decided that you love it and want to continue to a PhD? Cool! Many advisors have a path to transition you into a PhD if you want to stay with the same lab. Started your PhD and realized that your plans have changed? Cool! Most programs have routes to "master out" (i.e., graduate with your master's even though you started the program as a PhD student). This is one of the many reasons a supportive advisor is important as they can help you make these transitions easy and stress-free.
GRE
Some programs require the Graduate Record Exam (GRE) for admission. Currently, many programs are participating in a "GRExit" and are not requiring the GRE so it's important to check departmental requirements.
If you need to take the GRE, there are plenty of free and paid resources that can help you study. Many colleges also offer GRE prep classes which are helpful in learning how to take the test in addition to the content. I started studying two months in advance of my exam date and primarily used the Kaplan online prep and book and the Magoosh vocabulary flashcards. Keep in mind that the test can only be taken once every 20 days and is good for 5 years.
Online Resources
Some programs require the Graduate Record Exam (GRE) for admission. Currently, many programs are participating in a "GRExit" and are not requiring the GRE so it's important to check departmental requirements.
If you need to take the GRE, there are plenty of free and paid resources that can help you study. Many colleges also offer GRE prep classes which are helpful in learning how to take the test in addition to the content. I started studying two months in advance of my exam date and primarily used the Kaplan online prep and book and the Magoosh vocabulary flashcards. Keep in mind that the test can only be taken once every 20 days and is good for 5 years.
Online Resources
- Kaplan - provides a free trial for their online service which includes flashcards, practice exams, practice problems and video tutorials. Kaplan also has a book of practice problems and test taking tips that is very helpful. There is also several different paid versions available with greater access to instructional videos and more practice tests.
- Magoosh - free test taking tips and practice problems. Their vocabulary flashcards are easy to use and available in a phone app. A paid version is also available although I never utilized it.
- Manhattan Review - free practice tests.
- ETS - this is the creator of the GRE so their test questions are most reflective of what is on the exam (and are from old GREs). They offer two free practice exams (Powerprep) and three paid practice exams (Powerprep Plus; $40 each). The third Powerprep Plus exam is the most recent practice test ETS has released.
Applying
*Note- This is based on programs in the US. US programs generally require more classes and thus take 2-3 years for a master's and 4-6 years for a PhD compared to many European and Canadian programs that take 1-2 years for a master's and 3-4 years for a PhD.
1) Find Potential Advisors- mid-summer to early fall the year before
For research MS/PhDs, the advisor is the most important and finding the right advisor can be a daunting task.
Some ways to find potential Principle Investigators (PIs)
*Note- This is based on programs in the US. US programs generally require more classes and thus take 2-3 years for a master's and 4-6 years for a PhD compared to many European and Canadian programs that take 1-2 years for a master's and 3-4 years for a PhD.
1) Find Potential Advisors- mid-summer to early fall the year before
For research MS/PhDs, the advisor is the most important and finding the right advisor can be a daunting task.
Some ways to find potential Principle Investigators (PIs)
- Ask current professors - professors know a lot of people in their field and are great resources to steer you toward (or away from) people who share your interests.
- Google Scholar - this can help you find who is working on what you're interested in but be weary that the professors that publish the most may not necessarily be the best advisor for you
- Listservs and job boards - many research positions are advertised on job boards and email lists. Texas A&M and Eco-log share a lot of grad positions.
- Department Websites - if location is important to you or if you already have a program in mind, going through the faculty of different departments can help find
- Twitter - yes, this seems like a ridiculous way to find a place to complete your advanced degree, but Science Twitter is a great place for networking. Many professors advertise their research positions on twitter and you can start to learn more about them as people.
If you think you've found the right person, be sure to check out their profile on the department website, their personal website, and some of their recent publications (within the last ~3 years) so you are familiar with their current research.
2) Contact Potential Advisors - Generally mid-August-mid-November the year before
For ecology and geoscience programs, students should email advisors before they apply. Advisors may be able to take on students at any time of year (especially if their school has rolling admissions), but many schools' application deadlines are in late fall-mid winter which makes mid-August to early-November an ideal time to begin emailing advisors.
Your introduction email should be brief and include your interests, why you want to work with the advisor, research experience, and your long-term goals. Professors receive lots of emails so sometimes yours can get loss in the abyss. If you haven't gotten a response within 2-3 weeks, you should send a follow-up email.
Cold Email Resources
For ecology and geoscience programs, students should email advisors before they apply. Advisors may be able to take on students at any time of year (especially if their school has rolling admissions), but many schools' application deadlines are in late fall-mid winter which makes mid-August to early-November an ideal time to begin emailing advisors.
Your introduction email should be brief and include your interests, why you want to work with the advisor, research experience, and your long-term goals. Professors receive lots of emails so sometimes yours can get loss in the abyss. If you haven't gotten a response within 2-3 weeks, you should send a follow-up email.
Cold Email Resources
- Science Magazine Article - this article was written by a professor and is filled with great tips as well as an example email
- Cold Email Template - this is the template I used for my emails. Note the subject line includes intended starting semester and my interests.
You should also attach your CV at the end of your email. CVs are academic resumes that include your research experience, publications, presentations, relevant job experience, certifications, and community service. There isn't a standard length for CVs, but early career CVs tend to be 2-3 pages.
CV Resources
CV Resources
- Illinois State University CV Tips - general overview and tips as well as several examples
- University of Michigan Undergraduate CV Tips - tips specifically for undergrads and examples
3) Informal Interviews - late summer/fall the year before start date
If a PI is interested in having you join their lab, they may request to speak with you via Zoom/Skype or over the phone. This is a great way for the PI to learn more about you and for you to learn more about the PI and their research.
Before the interview, do your homework. You should know what the program is known for as well as what the PI is currently researching. PIs rarely quiz you on your knowledge of a topic, but be prepared to answer what your research interests are, why you want to get your degree, and a brief description of your past research experiences.
It's important to remember that the conversation is a two-way street and while the PI wants to get to know you, you can also get to know the PI and their lab. See above for more information on what I was looking for in an advisor.
Good Questions to Ask
If a PI is interested in having you join their lab, they may request to speak with you via Zoom/Skype or over the phone. This is a great way for the PI to learn more about you and for you to learn more about the PI and their research.
Before the interview, do your homework. You should know what the program is known for as well as what the PI is currently researching. PIs rarely quiz you on your knowledge of a topic, but be prepared to answer what your research interests are, why you want to get your degree, and a brief description of your past research experiences.
It's important to remember that the conversation is a two-way street and while the PI wants to get to know you, you can also get to know the PI and their lab. See above for more information on what I was looking for in an advisor.
Good Questions to Ask
- What makes someone successful and happy in your lab?
- What's your advising style?
- How is the position funded (teaching assistant and/or research assistant) and does it include summer funding? Is health insurance included?
- What have your students gone on to do?
- How big is your lab group?
- More great questions and interview tips here
Be sure to immediately follow-up with an email thanking them for their time. If you liked them, it's also a good idea to ask for some of their graduate students contact information. I have found speaking with a PIs grad students is the best way to truly get to know their advising style and see if they would be a good fit for you. Most grad students are very honest about their experiences and are happy to share what went into their decision to joining the lab. I usually speak with at least two different students and make sure to ask similar questions to what I asked the PI.
More Considerations When Choosing an Advisor
More Considerations When Choosing an Advisor
- Do they do any outreach and/or scientific communication?
- Do they value work-life balance?
- Are they going to be a mentor and care about you as a whole person or are they only there to advise your research?
- Are they pre-tenure or tenured? This could affect their expectations and the pressure to publish.
- Will you be working on a multi-institutional project with many different PIs or a smaller project? Bigger projects have better networking opportunities.
- It's easy for someone to be there on your best day, so who do you want to support you on your worst day?
Some Thoughts on Joining a Project
A lot of funding for a research assistantship (RA) comes from a grant for a project the PI designed. As an RA, you will be expected to complete some deliverables for your PI that is a part of that grant. However, most PIs will let you design your own project after you have completed the deliverables.
Love the PI but not as excited about the project? I think you should still go with the PI! It's important that you have at least some interest in the project, but if the deliverables aren't the most exciting to you keep in mind that you will have a chance to add your own research. A pre-planned project is also a great way to "get your feet wet" and gain some experience before diving in on your own. Keep in mind that you're going to be trained by your PI, not just complete a project for them.
A lot of funding for a research assistantship (RA) comes from a grant for a project the PI designed. As an RA, you will be expected to complete some deliverables for your PI that is a part of that grant. However, most PIs will let you design your own project after you have completed the deliverables.
Love the PI but not as excited about the project? I think you should still go with the PI! It's important that you have at least some interest in the project, but if the deliverables aren't the most exciting to you keep in mind that you will have a chance to add your own research. A pre-planned project is also a great way to "get your feet wet" and gain some experience before diving in on your own. Keep in mind that you're going to be trained by your PI, not just complete a project for them.
4) Apply! - for U.S. biology and ecology programs deadlines are usually early December-mid January
If you clicked with an advisor during an interview and are excited about their work then it's time to consider applying! First, you should reach back out to the advisor and ask them if they want you to apply to the their program. I decided to apply to five programs for my PhD. Then, it's time to start gathering your materials.
Application Materials
If you clicked with an advisor during an interview and are excited about their work then it's time to consider applying! First, you should reach back out to the advisor and ask them if they want you to apply to the their program. I decided to apply to five programs for my PhD. Then, it's time to start gathering your materials.
Application Materials
- Unofficial Transcripts - usually official transcripts are only required after admission
- 3 Letters of Recommendations - these should be from professors and/or internship/job supervisors that know you well. Be sure to ask your recommenders at least a month in advance so they have plenty of time to write a good letter. Sending out a reminder near the deadline is also a good idea.
- CV - an academic resume that includes research experience, presentations, publications, relevant work experience, and community service. See above for CV examples
- Statement of Purpose and/or Personal Statement - some schools may require both a Statement of Purpose and a Personal Statement while others only require one encompassing statement. The prompt varies by school, but generally asks you to state your research interests, the advisor you want to work with, why you're interested in their program, and briefly describe your past research experience. They tend to be 1-3 pages in length. The best essays are more than a statement of your CV but instead use a narrative to weave together all of your life experiences to. Be sure to mention if you applied to any outside fellowships (e.g. the NSF GRFP).
- GRE Scores - some schools no longer require the GRE so it's important to check the departmental website. See above for studying tips.
- Application Fee - this can range anywhere from ~$60-$120. Some schools do offer fee waivers so be sure to check the department website and/or email the department. If you cannot receive a waiver and the fee is a barrier to your application, the PI may be willing to pay it for you.
5) Interviews & Offers- January-April
If you are a top candidate, the department will fly you out for an official visit and open house (typically in February). They should cover all of your expenses. During the visit, some programs require an official interview with other members of the department before they accept you while others may have already extended an official offer. The visit is a great time to speak with more graduate students in the program and get to know the department. Keep in mind that you will be working with many professors in the department and you want to be able to have a team of mentors during your studies.
Some Program Considerations
If you are a top candidate, the department will fly you out for an official visit and open house (typically in February). They should cover all of your expenses. During the visit, some programs require an official interview with other members of the department before they accept you while others may have already extended an official offer. The visit is a great time to speak with more graduate students in the program and get to know the department. Keep in mind that you will be working with many professors in the department and you want to be able to have a team of mentors during your studies.
Some Program Considerations
- How are committees formed? Are there other good professors in the department that will make a strong committee?
- Opportunities for outreach and participating in clubs?
- Is the cost of living in that city reasonable? Would you like to live there for 4-6 years?
- Is it a tight-knit department?
- Are the required classes relevant to your research?
- Is the department welcoming? Do you like other faculty members?
- How is the department supporting diversity, equity, and inclusion?
- How strong is the program?
Choosing
If you receive multiple offers, choosing can be one of the most difficult parts! The national deadline for accepting offers is April 15th. Be weary if the PI and/or the program is pressuring you to make a decision before then! There are a lot of factors to weigh such as location, strength of program, PI, project, funding, etc. Don't be afraid to take your time and meet with the potential PI more than once. A lot of the programs I was accepted into were similar in terms of how well I got along with the PI and the funding. I was excited about them all so I knew I couldn't make a bad decision. In the end, I choose where I thought I would be happiest both location wise, with the project, and the advisor that I felt could support me the best.
If you receive multiple offers, choosing can be one of the most difficult parts! The national deadline for accepting offers is April 15th. Be weary if the PI and/or the program is pressuring you to make a decision before then! There are a lot of factors to weigh such as location, strength of program, PI, project, funding, etc. Don't be afraid to take your time and meet with the potential PI more than once. A lot of the programs I was accepted into were similar in terms of how well I got along with the PI and the funding. I was excited about them all so I knew I couldn't make a bad decision. In the end, I choose where I thought I would be happiest both location wise, with the project, and the advisor that I felt could support me the best.
The National Science Foundation's (NSF) Graduate Research Fellowship Program (GRFP) is open to all recent graduates with a bachelor's degree and to first and second year graduate students (note: you can only apply your first or second year as a graduate student, not both; you can reapply as a graduate student if you applied after receiving your graduate degree). You must be a US citizen to apply and it can only be used for US grad schools. The NSF GRFP offers $34,000 for three years and is highly competitive. The deadline is mid-late October. Even if you don't receive the fellowship, potential PIs like to see that you applied as it shows initiative and an ability to design your own research project. In addition, writing the application will help you write your personal statements for graduate school applications.
It's important to note that the NSF doesn't force you to complete the project you design, they just want to see that you can write a proposal. If you are considering going into the same general field as what you are currently researching, it will be more compelling to reviewers if you write a strong proposal that is an expansion of your current work even if you don't necessarily see yourself studying it in grad school. My background is primarily in biogeochemistry, a field I wanted to continue on in for graduate school, so I wrote a proposal that aligned well with my past work. Also, this is your chance to design your dream project, so you can have some fun with it!
It's important to note that the NSF doesn't force you to complete the project you design, they just want to see that you can write a proposal. If you are considering going into the same general field as what you are currently researching, it will be more compelling to reviewers if you write a strong proposal that is an expansion of your current work even if you don't necessarily see yourself studying it in grad school. My background is primarily in biogeochemistry, a field I wanted to continue on in for graduate school, so I wrote a proposal that aligned well with my past work. Also, this is your chance to design your dream project, so you can have some fun with it!
Potential PIs and the GRFP
It's important to remember that the GRFP is awarded to YOU, not to a school or a PI. That means that you can take it to any institution in the US if you find a PI willing to advise you and you are accepted into their program. PIs are often willing to take you if you have the GFRP as they will not be providing funding for you. Many PIs are also willing to help you write your proposal and writing a proposal with a PI is a good way to learn more about how they collaborate and provide feedback. In general, a good potential PI should at least be able read through a draft for you.
General Approaches to Crafting your GRFP
It's important to remember that the GRFP is awarded to YOU, not to a school or a PI. That means that you can take it to any institution in the US if you find a PI willing to advise you and you are accepted into their program. PIs are often willing to take you if you have the GFRP as they will not be providing funding for you. Many PIs are also willing to help you write your proposal and writing a proposal with a PI is a good way to learn more about how they collaborate and provide feedback. In general, a good potential PI should at least be able read through a draft for you.
General Approaches to Crafting your GRFP
- Completely on your own- you do not collaborate with a specific potential PI. This allows for a lot flexibility in both your project and your timeline but may lead to an unspecific proposal which could make it hard for reviewers to assess the feasibility of the project. You may choose to ask a potential PI to look over a draft but this proposal may not be written specifically for their program.
- Written with a PI in mind - you create a project that fits with a potential PI's interests and ask for their feedback on a draft(s). This allows you to add concrete resources and future plans which will help to strengthen your proposal. In addition, you will get to see how the PI provides feedback. Make sure to speak the PI first before sending them a draft or including their program in your proposal and give them plenty of time to read it before the deadline. I utilized this option.
- Collaborating with a PI - you find a PI and write a project with them, usually based off of one of their current projects. This requires a lot of planning as you need to find a PI that you're VERY interested in working with for graduate school and willing to collaborate with you very early on. The proposal is often very specific.
Be sure to ask about a potential PI's expectations if you work with them. Although the GRFP is awarded to you to go wherever you wish, a PI may expect you to join their lab if they provide assistance (even if you do not get the GRFP). Many PIs are happy to read a draft or two with "no strings attached" (the "completely on your own" and "written with a PI in mind" approaches), but if a PI spends a lot of time collaborating with you on a project they may assume you will be joining their group with or without the award (assuming they have funding and you worked well together).
Application
The application is evaluated on Intellectual Merit (the potential to advance knowledge) and Broader Impacts (the potential to benefit society and contribute to the achievement of specific, desirable social outcomes). The GRFP funds people not projects so it's important that you highlight your ability to succeed in graduate school and to contribute to the greater scientific community and beyond. Be sure to read through the entire NSF GRFP solicitation (most up-to-date version can be found with a quick google) so you can follow all of the exact guidelines (the NSF is very picky).
Designing a project on your own can be a daunting task and it can be challenging to know where to start. I found it easiest to read recent review and state of the field articles to learn more about the knowledge gaps in my field. I would also recommend having your advisor or another professor read over your application before submitting.
Application Materials
The application is evaluated on Intellectual Merit (the potential to advance knowledge) and Broader Impacts (the potential to benefit society and contribute to the achievement of specific, desirable social outcomes). The GRFP funds people not projects so it's important that you highlight your ability to succeed in graduate school and to contribute to the greater scientific community and beyond. Be sure to read through the entire NSF GRFP solicitation (most up-to-date version can be found with a quick google) so you can follow all of the exact guidelines (the NSF is very picky).
Designing a project on your own can be a daunting task and it can be challenging to know where to start. I found it easiest to read recent review and state of the field articles to learn more about the knowledge gaps in my field. I would also recommend having your advisor or another professor read over your application before submitting.
Application Materials
- Personal Statement (3 pages) - this should highlight your background, past research experience, and future (career) goals. If there is a gap on your transcript or resume you should address it here. You should also include your background with volunteering or participation in any clubs/extracurricular activities. If you intend to work with a specific PI, this section should also include a short description on why working with that PI in their program will help you achieve your goals as well as the resources that PI will provide (note: you will need to ask the PI before doing this; see above section). I opted to use three sections, one where I addressed my research experience, one where I addressed my experience contributing to broader impacts, and one where I addressed my future goals and the PI I intended to work with. The statement should show that you have the skills and drive to succeed in graduate school.
- Research Statement (2 pages) - this should include an introduction/background to the project and why it's important/needs to be studied (intellectual merit; ~1 page - 1.5 pages), methods (you don't need much detail here but it should be as specific as possible and well thought through; ~1/2 page), and broader impacts (~1/4-1/2 page). Broader impacts can be completed through the research itself or through activities related to research projects. The NSF values activities that increase diversity and participation in STEM and activities that advances STEM education at all levels. I choose to create an educational module for elementary students as part of my proposal as well as include undergraduates in my research.
- 3 Letters of Recommendation - these should be from people who can speak to BOTH your intellectual merit and broader impacts (be sure so mention this to letter writers). Ask them at least a month in advance to be sure they have plenty of time to write a good letter.
- Transcripts - from all degree granting institutions. They need to be official, but can be photocopies.
Useful Resources
- Alex Lang - Alex is a past winner and their page has very detailed advice on writing your proposal. They also have a table with MANY past winners proposals that are incredibly helpful as you begin to write your own.
- Mallory Ladd - Mallory is a past winner and their page has detailed advice on preparing your proposal. They also provide a rough timeline to help keep you on track.
- Logan Pearce - Logan is a past winner who provides clear, concise advice as well as their proposal.