If you haven’t already experienced it, mentoring is a powerful teaching strategy in which a student learner selects and meets one or more times with one or several respected experts who listen and provide advice, counsel, and encouragement. You are strongly encouraged to reach out and identify one or more mentors as there is no substitute for the benefits that this kind of relationship can provide. That said, we would like to provide you with some mentoring advice relevant to your future as a science, technology, engineering, or mathematics professional specifically in regard to networking and graduate school.
Topics on Mentoring Issues
Careers In Industry
Knowing the right people can be invaluable in starting and advancing your career no matter your field of study. The process of meeting people in your field and using your professional contacts to advance your career is often referred to as networking.
Networking can bring tremendous personal and professional benefits. Through networking you can for example, learn about career related opportunities that you might otherwise never hear about, move to the top of the list of candidates in a job or fellowship search, establish new and useful collaborative research relationships, and meet some really exciting and very nice people who just happen to share some of the same interests that you do.
For some individuals networking provokes negative images of saying and doing things that one wouldn’t ordinarily do. Nothing could be further from the truth if you are genuine in your approach to networking. In this section we’ll discuss some simple techniques you can use to begin to build and use your own professional network.
Articles on Networking
How Do I Network?
You are actually networking anytime you meet, write, or otherwise interact with anyone who can potentially assist you or whom you can assist in some career-related way. That said, there are some settings that naturally lend themselves better than others to informally “growing” your professional network. These include attendance at technical meetings, social events at conferences, participation in professional organizations, etc.
If you attend a technical conference and hear a talk by someone that you believe you could a useful contact such as a potential graduate research mentor or a future collaborator, don’t be afraid to seek them out at the end of their talk and introduce yourself. Attend social events at professional conferences such as luncheons and social hours. Don’t be afraid to walk up to someone you don’t know and introduce yourself. If you are unsure what to say and/or do, remember that people always enjoy talking about themselves and their interests professional and non-professional. A good way to begin a conversation might be to ask what kind of research your new friend does and then really listen to what they have to say. You are likely to find that their reply prompts you to ask another question or to share some information about yourself. Don’t forget that scientists are people, too. Personal connections are an important
If you are considering attending graduate school, it can be extremely beneficial to attend technical sessions in areas that interest you and look for academicians who might be good research mentors. If you like what you see and hear from them in their formal meeting presentations, seek them out and speak with them personally afterward one-on-one. If you area concerned that you might become afraid or nervous, write out what you want to say to them in advance and then really listen to what they have to say in response. If you think you might be interested in their research, proffer them one of your handy business cards. When you return home, be sure to follow up with a brief letter (relative link to letter writing section) thanking them for their time and inquiring about the availability of research opportunities (and financial support, if you are interested in this) in their laboratory.
Consider joining a local student chapter of a professional organization in your discipline such as the American Chemical Society, the American Institute of Chemical Engineers, or the Materials Research Society and actively participate in their monthly meetings. Professional organizations are a useful mechanism of forging new professionally mutually beneficial relationships as well as developing new non-technical skills (leadership, teamwork, etc.). Professional associations often significantly discount membership prices as a means of encouraging student participation. Monthly meetings often begin with a brief technical presentation by an invited speaker and are usually followed by informal dinners. The relaxed environment is ideal in facilitating interactions among participating members.
Three simple and invaluable tools you need to have in order to effectively network include
The first time you meet someone whom you feel might be a useful resource to you professionally in some way in the future (career, research area, education, etc.) it is a good idea to exchange business cards with them. Offer them one of yours and be sure to accept one of theirs. When you accept the card, make a notation on the back of the card indicating when (date) and where you met this individual and what they do or could do for you. To be effective, it is important that you carry your business cards with you at all times. So, keep a few in your wallet or pocket book.
Making Your Own Business Cards
Anyone can make and print good quality business cards today on either a laser or inkjet printer using perforated sheets of special card stock (e.g., Avery) commercially available at any office supply store. Microsoft Word has the capability of printing business cards so you need not purchase any special software. Reasonably thick, white card stock is best. When designing your card be sure to keep it simple.
Making a business card is really easy. Basically a business card contains your contact information, specifically:
- Your full name;
- Your title (e.g., Research Assistant or Research Associate);
- Name of the academic institution or company where you hold the position above; and
- Full mailing address at your workplace including telephone number (including area code), fax (including area code), and e-mail address. If you have a local home address where you may be contacted, you can include this information as well.
Be sure that the contact information on your card is:
- Accurate and current (proofread, proofread, proofread!);
- Professional (Note: e-mail addresses like “firstname.lastname@example.org” or “email@example.com” may give a potential employer the wrong message about you); and
- Readable to all (use a minimum 10-pt font size printed using a readable font such as Times New Roman, Helvetica, or Arial)
Guidelines for Purchasing Business Cards
Business cards can be purchased from stationery, office supply, or photocopy stores. The most important advice when dealing with these stores is to be sure to ask to proofread a copy of your business card before your cards are actually printed. This will give you a chance to make sure that all of your information is printed correctly and that the desired card stock, fonts and font sizes have been used. Prices for commercially produced business cards vary widely but average about $50 for 250 cards. The turnaround time on business cards is approximately one-to-two weeks.
The goal of a resume is to get noticed by a potential employer so you can obtain an interview (next step in being hired). A resume should provide a quick overview of your skills and qualifications. It is often said that an employer spends only 30-45 seconds reviewing your resume before deciding whether or not he/she is interested in you as a job candidate. So, the content and format of your resume is critically important.
There is a standard format used in the preparation of resumes. If you really want ‘the’ job then it is not a wise idea to attempt to standout by using a non-standard format. This is increasingly important today as many employers scan resumes and analyze them electronically. You should strive to standout based on the content of your resume not its format. Be sure use at least a 10-point font size in preparing your resume and a standard font such as arial, helvetica, or times roman. Your resume should be printed on good quality (20 lb.) white paper. The printed copy of your resume should be clean, i.e., free of stray ink marks, spots, or other blemishes. Make sure your toner or ink cartridge is fresh so that the print is sharp, dark, and easy to read. All of this is important as the visual appearance of your resume will be interpreted as providing clues concerning your personality and work attributes. The standard format and headings for each section on a resume are as follows:
- Contact Information
- Job Objective
- Work Experience
- Presentation and Publication
Your name and current mailing address should appear at the top in the center of the page. If you have multiple addresses, for example, a current work address, school address (dormitory or apartment), and/or permanent home address at which you are comfortable being contacted then these addresses should be listed on your resume. Two addresses at most should be listed. Be sure to list your full mailing address including zip code, telephone and fax numbers (including area code), and e-mail address.
A job objective may be listed underneath the contact information. Job objectives should be clearly written, succinct, and targeted to meet the specific needs of the employer to whom your resume is directed. Inclusion of a job objective is optional. If you don’t have a clear job objective or your objective doesn’t meet your potential employer’s needs, don’t include one. An example of a good job objective targeted for a B.S. in chemistry entry-level position at a major pharmaceutical company might be: “Opportunity to learn and apply organic synthesis, problem-solving, and analytic skills in the development of new pharmaceutical drugs in a team-oriented organization.”
Next you should list your educational achievement chronologically from present to past. In general, this section should contain information only for educational achievements from the bachelor’s degree through the Ph.D. Information on high school graduation, a standard pre-requisite for college admission, is not normally included on your resume. The dates of study, the name of the academic institution you attended, your major areas of concentration/study, your GPA, if above 3.0, and any academic honors/awards received should be listed here. If you attend an academic institution with a common name be sure to include the name of the campus where you study or the state in which your institution is located. An example of an educational entry on a resume might be:
2004 – B.S. in chemical engineering cum laude with honors – Notre Dame University (IN)
Academic coursework is not normally listed on a resume. Academic course work completed should only be listed if the coursework is not something that someone with your academic background would ordinarily be expected to have completed and if it provides evidence of expertise and/or technical knowledge relevant to the specific position for which you are applying.
This section should provide information on any/all salaried work and/or volunteer positions you have had during your college education that showcase your technical, teaching, and/or leadership skills. This information should be listed chronologically from present to past.
Do not include high school work experiences unless they are truly unique, relevant, and outstanding. Otherwise you are likely to be viewed as “padding” your resume and the assumption will be that you perceive yourself to be a weak candidate for the position for which you are applying. It is understood that college students and recent college graduates’ resumes will present limited work experience.
For each activity, you should provide the dates you held the position, a title for the position, the name of your employer, and a succinct list of your accomplishments. The accomplishments should be selected to highlight any unique abilities, skills, and/or accomplishments that uniquely qualify you for the position for which you are applying. To increase the impact of your work experience, be sure stress actions and to quantify results if at all possible. Examples of good action words include: created, designed, selected, developed, invented, approved, etc.
An example of a Work Experience section on a resume might look like:
Research Assistant, Biotech Company (MA), January – August 2007
- Developed novel fluorescence enzyme assay for thermophilic peroxidase
- Authored quality assurance (QA) standard operating protocol (SOP) for novel enzyme activity assay for thermophilic peroxidase
Be careful in using acronyms such as QA and SOP which appear in the example above. Acronyms can only be used without definition if the acronyms are considered to be universally understood in your discipline. It can be very tricky to decide what is universal and what is not so you are strongly advised to define any acronyms you wish to use.
It makes good sense to introduce acronyms if you intend to use the term several times in your resume. The acronym is properly defined by writing out the term the first time you use it in your resume and then immediately following it with the acronym rendered in parentheses. This procedure was illustrated in the resume section shown above for the acronyms QA and SOP. At any point following an acronym’s introduction in your resume, you may use the acronym safely.
Presentations and Publications
If you have made any technical meeting presentations, published any technical articles, or filed any patent applications, this information should be listed next on your resume under the heading “Presentations and Publications.” A full reference citation including paper titles using the format standard in your discipline should be provided for each paper and/or presentation. Whatever format you select, be sure to be consistent from entry to entry in applying it. Do not list technical papers on your resume unless they have at a minimum been submitted to (and preferably accepted by) the journal for publication. If there are multiple authors on the presentation or publication, you should highlight your name in the list using either boldface or by underlining it.
An optional section you may see on some resumes is entitled “Technical Skills.” If you choose to include a technical skills section, this should be a list of the software, research grade instrumentation and /or laboratory techniques with which you have hands-on experience and which are relevant to the specific position for which you are applying. Do not list rudimentary skills that everyone in your discipline is expected to possess at your academic level, teaching-lab quality instrumentation, and/or general software such as Word, PowerPoint, or Excel, as the perception will be that you are “padding” an otherwise weak resume. You should only include information if you are comfortable using the technique, instrumentation, and/or software independently, i.e., unassisted.
Most resumes close by indicating that the interested employer can contact the job candidate for names of references that he/she can contact to obtain additional information concerning the past work performance of the job candidate. This is typically done by simply writing “References – available upon request.” In general, most employers will require references from three individuals. It is a wise idea to at least identify in your mind who those references will be before you prepare and distribute your resume. Always contact your references in advance and let them know where you are applying and ask whether or not you can use them as a reference. Never list the name of your reference on your resume without contacting them beforehand.
Tips For Preparing An Effective Resume
- There is no need to purchase any special software. Most modern wordprocessing programs such as MS Word and WordPerfect have built in templates for resumes.
- Use plain white paper (20 lb. weight) that doesn’t contain any background graphics or shading. This is particularly important as employers increasingly turn to electronic means (scanning, electronic character recognition software (OCR), etc.) to screen resumes.
- An effective resume is clear, concise, well organized, factual, and accurate in the information it provides. Don’t exaggerate your credentials.
- Make sure that your resume is tailored to the specific position for which you are applying. This means you will need to prepare a resume for each position for which you seek consideration of employment. Be sure to keep a copy of each resume you submit for your records.
- Pruf yor wurk. At a minimum use the grammar/spell checker feature built into most word processors. It only takes a minute to do this. Ask a friend to review your resume. Finally, take the time now while you are a student to learn how to proof read your own work: finish your draft well in advance of any time deadline and set the document aside for a day or two. Then read your resume through as if it were written by a student or a friend. Proof reading is invaluable skill. Cultivate your proof-reading skills now while you can!
- A good final check for your resume is to prepare a checklist summarizing those skills, techniques, and other expertise the job advertisement lists for the position of interest and then all of those skills, techniques, and other expertise you believe the position likely calls for and then review your resume with that checklist in hand.
The Electronic Resume
An increasing number of companies are using the World Wide Web in hiring. These employers use automated search and retrieval systems to scan the myriad of resumes they receive. These systems use optical character recognition programs (OCR) and search for keywords that the employer has identified as compatible with the job requirements for the available position. To maximize your likelihood that the OCR software will select your resume, it is important to prepare your resume using a standard font and font size such as 10-12 pt Times New Roman, Helvetica, or Courier. Don’t italicize or use underlining. Finally, be sure to follow the standard resume format in structuring your resume.
Letters and Letter Writing
When should you write a letter to someone? Whenever you:
- Meet someone who may be helpful to you now or in the future (contact);
- Receive help/assistance from someone (thanks); or
- Need something from someone (e.g., job, materials, other assistance).
As soon as is practically possible after you make a new acquaintance, be sure to send them a follow-up postal letter or e-mail note thanking them for their time, conversation, advice (whatever is relevant) and remind them when/how you met.
Business letters follow a standard format. Your address (contact information) should be listed at the upper right of the letter and should be right justified. Below this should be the full mailing address for the recipient of the letter. This information should be left justified. The letter should open with a standard salutation such as: “Dear Dr. X”. The body of the standard business letter usually consists of three paragraphs identified as the introduction, body, and close of the letter. The introduction should state the purpose of your letter (to apply for a job, to thank someone, etc.). The body should amplify the introduction – providing any needed supporting information. For example, if the purpose of the letter were to obtain a job with the recipient, then this paragraph should contain specific information emphasizing the relevant accomplishments of the applicant. The purpose of the final section (the close) of the letter is to close the letter and provide any information needed to continue any discussion relevant to the letter. For example, if the purpose of the letter is to solicit a job, this paragraph might thank the employer for his/her time and request a meeting at a specific time using a specified mode of contact (such as telephone).
To be meaningful and most effective it is really important that your communications are personal, timely and readable. E-mail thank you notes are useful if it isn’t possible for you to deliver your missive in a timely manner otherwise. However, remember that most people feel that e-mail is less personal and that it doesn’t require the same effort to send as does a postal card or letter. At the same time however an illegible handwritten note on vellum paper that is delivered three weeks after the fact will also likely carry very little networking power.
Useful Guidelines for Electronic Correspondence
- Be sure to spell check and grammar check your work before sending it. Poor grammar and incorrect spelling are likely to be viewed as evidence of a sloppy, poorly educated individual.
- Avoid the temptation to “mass mail.” If you want your e-mail to carry weight, send a personalized note to each person.
The good news is that if you look for a job with a B.A. or B.S. degree you will likely find one. However, it is important to understand that your salary, immediate responsibilities, and your opportunities for career advancement may be limited. If you choose to pursue an advanced degree, you will likely in the long term receive a higher paying job with greater freedom and increased responsibility, and enjoy a greater level of professional pride and job satisfaction. However, you need to determine whether or not you are willing and able to spend another two to six years in school and an uncertain future job market in order to obtain these benefits.
Articles on Graduate School
How to Apply to Graduate School
Graduate school admission is based on submission and positive review by a faculty committee of an application package. Most graduate programs do not interview applicants due to the cost and number of applicants. However, if you are applying to schools that are close to you, it can be advantageous to arrange a visit to the department to meet with a representative of the admissions committee and any faculty whose research interests you. If you do visit, request a tour of the department and its research facilities and ask to meet and speak with graduate students who share similar research interests.
Applications normally include payment of an application fee and submission of Graduate Record Examination (GRE) scores, official transcripts from all academic institutions of higher learning you may have attended, an application form including an essay, and submission of three letters of recommendation. More information regarding each element follows below:
- Application fee
Most programs assess applicants an application fee of $50 or more. Paying the fee is important. Applications are normally not considered complete and therefore are not reviewed by the admissions committee until the applicant has paid the application fee.
- Graduate Record Exam Scores
Most programs require applicants to submit recent scores from the GRE examination. Some programs will also require applicants to submit recent scores from the relevant subject test as well. For international applicants recent TOEFL scores may also be required. In addition to being used to determine whether an applicant is qualified for admission to the graduate program test scores may also be used in evaluating the applicant for fellowships and/or teaching assistantships.
- Official academic transcript(s)
Programs usually require applicants to submit official transcripts from each of the academic institutions where they have studied – whether or not you have obtained a degree from that program. You should be able to purchase official transcripts from the Registrar’s Office at your college or university. Be sure to provide them with the correct address information for each department to which you are applying and be sure to allow sufficient time for your transcripts to be mailed.
Application forms typically request the following information:
- Contact information
Current mailing address, e-mail address, telephone number, etc. Be sure to provide contact information that will be accurate throughout the upcoming academic year. If you move or change any of your contact information be sure to call or e-mail the department and update them.
- Educational history
Names of all academic institutions where you have studied whether or not you received an academic degree, GPA and major area of study, and year(s) you studied there. It is very important that you provide complete and accurate information in this section. If the application is on-line, be sure to obtain and verify this information from your current and any prior academic institutions in advance of completing the form. Inaccurate information may be construed as an effort on your part to obfuscate your academic record. So, be sure to think before you write.
Applications frequently require the submission of an essay. Although the specific statement may vary, the purpose of these essays is fairly uniform – to determine why you specifically wish to pursue advanced study and why do you wish to do so at this particular academic institution, i.e., what is your motivation? Although it may be tempting to write one essay and submit it to all of the academic institutions at which you are applying, this is not the wisest strategy. Research each institution and department and then compose an essay that targets each institution.
- Three letters of recommendation
This may be the single most important component of your application so your selection of recommenders who can provide candid and positive assessment concerning the recommendation form criteria is critical. The graduate admission committee is attempting to learn whether or not you have the maturity, independence, drive, intellect, creativity and imagination, self-confidence, analytical skills and communication skills needed to be successful in graduate school. Consequently, it is a good idea to identify recommenders who have known you for a reasonable period of time, who know something about your academic record and your work record as it relates to the area in which you wish to study and who are likely to write in positive terms about you. All your recommenders don’t have to be faculty, nor do they have to teach courses in your major area of study. However, it is important that their expertise and knowledge of you be relevant to your intended program of study. It isn’t necessarily a wise idea to simply select a faculty member as a recommender simply based on the fact that you received a good academic grade in their course. You might have received the only “A” in a class of two hundred students but if you studied with that person three years ago and never actually spoke to them then they are unlikely to be able to say much regarding your qualifications. Consequently, their letter will likely be less enthusiastic and therefore carry less weight than it might have otherwise.
- Apply only to those institutions where you really can see yourself studying – five or six at most. Don’t attempt to use a mass mailing strategy in an effort to get into graduate school. This will cost you an excessive amount of time, money (application fees, postage), and effort in the short term and is not likely to yield the results you would like in the long term (admission to the program of your choice).
- Compose your answers in advance and then transfer them onto the application form.
- Seek feedback on your essay from interested mentors and/or your faculty advisor.
- If at all possible complete your application on-line or type your answers onto the application form. Do not handwrite your answers unless you have very good penmanship.
- Identify your recommenders in advance and “court” them. Provide each recommender with a copy of your resume and offer to sit with them and update them if needed concerning your career goals, recent activities, etc. Give them all of the materials (forms, envelopes, etc.) and information (deadlines – establish deadlines even if the programs do not specify formal deadlines, etc.) they will need in order to do their job. Follow up with your recommenders to make sure that they have everything they need to write their letters and later to make sure that they have submitted their letters.
- Keep copies of all of your applications and application materials. Keep a record of the dates you mailed your applications, requested transcripts, GRE scores, letters of recommendation, etc. Call and follow up to make sure that your application is complete.
How to Finance Your Graduate Education
There are several forms of financial support available to students pursuing doctoral study or a thesis masters degree in the sciences, technology, engineering, and mathematics. The three most common forms of graduate student support in the sciences, technology, engineering, and mathematics are teaching assistantships (TA’s), research assistantships (RA’s), and fellowships.
TA and RA positions are normally available for doctoral students but may also be offered to thesis master’s students at some academic institutions. Teaching assistantships are teaching positions usually available during the academic year that cover tuition and provide a stipend in exchange for the graduate student’s leading one or more discussion/recitation sections for a course and/or one or more laboratory sections of a course. Generally, beginning graduate students provide recitation and/or laboratory coverage for introductory courses in their discipline. Advanced graduate students may teach and/or assist in more advanced undergraduate classes and/or laboratories.
Research assistantships are research positions usually available for the full calendar year that cover tuition and provide a stipend in exchange for the graduate student’s full-time efforts on a grant-funded research project. RA’s are usually tied to a specific faculty member and research project. Their availability is dependent on a faculty member’s funding level, your research background and interests. Continued support on an RA is normally dependent on a student’s making satisfactory progress on the research project as determined by the faculty advisor and/or funding agency. Most first year Ph.D. students are supported on teaching assistantships. Once students have identified a research advisor, many students become research assistants in their advisor’s research groups.
A third method of support for graduate education is through scholarships and/or fellowships. Generally, these are highly competitive and often provide support for one year or more of advanced study. Examples of fellowship programs in the sciences, technology, engineering, and mathematical disciplines include the Integrative Graduate Education and Research Traineeship (IGERT) program, the National Science Foundation Graduate Research Fellowship program, the National Defense Science and Engineering Graduate Fellowship (NDSEG) program, and the Environmental Protection Agency’s Science To Achieve Results (STAR) and Graduate Research Opportunity (GRO) programs. You can find links to more fellowship opportunities under the Programs Section on this website. The advantage of obtaining fellowship support is that as a graduate student this will provide you with greater flexibility and freedom in selecting both a faculty research advisor and a research project.
National Science Foundation Graduate Research Fellowship
STEM undergraduate seniors and first and second year graduate students who meet the NSF citizenship requirements and are pursuing doctoral study in a STEM discipline are eligible to apply for receipt of a prestigious National Science Foundation Graduate Research Fellowship (NSF GRF). Note that these fellowships cannot be used for medical school or law school and this includes combined degree programs such as the MD/PhD and JD/PhD programs.
NSF GRF awards provide the successful applicant with $34k annual stipend and tuition waiver for up to three years. This level of funding may be slightly higher than the stipend for a teaching or research assistantship at your chosen university. Bringing your own funding to the graduate school of your choice may give you added leverage when selecting your research group and research advisor. These awards are prestigious and come with some unique opportunities that you might not enjoy otherwise. For example, after successfully completing one year of NSF Graduate research Fellowship support, fellowship recipients become eligible to apply for international research support through the Graduate Research Opportunities Worldwide (GROW) Program. GROW Fellows receive an additional travel allowance of $5,000 per year through their home U.S. institution to cover travel and research costs associated with international research collaboration and they can reapply the following year as long as they are NSF Graduate Research Fellows.
The core components of the NSF GRF application include:
- the Personal, Relevant Background and Future Goals Statement (3 pages long)
- the Graduate Research Plan Statement (2 pages long)
- three reference letters
- academic transcripts for every institution attended
The Personal, Relevant Background and Future Goals Statement
The goal of the NSF Graduate Research Fellowship program is to identify future STEM leaders. So your personal, relevant background and future goals statement needs to convince the reviewers that you have the potential “to advance knowledge” (intellectual merit) and to “benefit society and contribute to the achievement of specific, desired societal outcomes” (broader impacts). Your statement should tell the reviewers where you want to go and how you have prepared yourself at this point in order to successfully undertake this next step in your education.
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Graduate Research Statement
The purpose of the Graduate Research statement is to determine whether you can identify an original research problem which you would like to carry out in graduate school. Since the statement can be at most 2-pages in length, you will be wise to first flesh out your idea and then worry about shortening your description to meet the two-page limit.
The statement should read like a mini-proposal. It needs to outline the proposed project, identify the related peer-reviewed literature, provide a methodologically sound experimental plan including analysis and next steps including dissemination of your research findings. Your plan needs to convey that you have the technical background and resources to carry out this work (is this work within the technical scope of the mentor’s expertise?) and that you understand the potential pitfalls and will be able to successfully deal with any challenges you may meet along the way. Lastly, since your Graduate Research Statement will be evaluated according to the intellectual merit and broader impacts criteria, your statement should explicitly address both criteria.
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You may request up to five but a minimum of three reference letters are required. While you can select anyone outside of your immediate family to write a reference letter on your behalf, it is important that your letter writers can write persuasively about your potential “to advance knowledge” (intellectual merit) and to “benefit society and contribute to the achievement of specific, desired societal outcomes” (broader impacts), the NSF review criteria. Faculty who know you well and who can speak strongly concerning your academic abilities and potential for a successful STEM career are your best bet. If you have conducted research as an undergraduate, you should ask your research advisor to write one of the three letters. If you ask your research advisor to write a letter, you should ask him/her to explicitly comment on your past research accomplishments and your potential for success in graduate school and beyond in STEM.
You will help yourself by providing your reviewers with all the information they need to write a strong letter on your behalf. Call or email prospective faculty and set up a meeting to discuss your application. Come to the meeting prepared to provide them with:
- a draft of your Personal, Relevant Background and Future Goals Statement (3 pages long)
- a draft of your Graduate Research Plan Statement (2 pages long)
- academic transcripts for every institution attended
- a copy of the NSF review criteria, in case they are unfamiliar with them
- a sheet outlining requirements for the reference letter and deadline
Reference letters must be 2-standard (8.5″ x 11″) pages or less in length, should be prepared on letterhead, and be signed. The writer should use 12-point Times Roman or Arial font and standard 1”-margins. All letters must be submitted electronically by the published deadline (November 5, 2015) and no late letters will be accepted for any reason so follow up with your reference writers to make sure that they meet the deadline.
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- Start your application early. This application is not something that you can start at the last minute and expect to complete and complete well.
- Revise, revise, revise. Solicit from your references and your university or college’s grants office critical feedback on drafts of your statements. Take to heart any critical feedback you receive on your two statements. Take with a grain of salt any advice proffered by students who have applied for and received an NSF GRF as they may not have the full picture.
- Follow up with your references and make sure that they submit their letters on line to meet the published deadline. Incomplete applications will not be reviewed. It is your responsibility as the applicant to make sure that your application is complete.
Fellowship Application Evaluation
Reviewers will evaluate your statements according to the Intellectual Merit and Broader Impacts criteria. These criteria are used to evaluate all NSF grants and awards so it is worth your time and energy to familiarize yourself with these criteria. I especially encourage you to think long and hard about the broader impacts criterion. All STEM applicants tend to have the intellectual merit criterion nailed but where many fall down is in addressing the broader impacts criterion. Have you considered how you and your work might integrate teaching and research in a new and meaningful way? Will your participation impact diversity in STEM? How will funding your graduate study impact and benefit society?
Reviewers evaluate applications using the standard “language” of the National Science Foundation. Proposals are rated by each panelist as poor, fair, good, very good or excellent. At NSF, no effort is made to reach a consensus regarding proposal rating. Each panelist provides his/her own evaluation. One panelist will capture the panel’s discussion of the proposal and the panel’s overall recommendation in the proposal summary.
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Who are the Reviewers?
Proposals may be reviewed by ad hoc reviewers, panelists, and/or NSF Program Officers. Ad hoc reviewers are generally selected because of their technical expertise in the academic discipline you have identified as your area of study. Likely they have themselves received NSF funding. Small groups of 3-5 reviewers referred to as panelists meet together online to discuss sets of applications that they have been assigned to review.
If you are not Successful…
Remember that this is a very selective and prestigious fellowship. Only 2,000 or so STEM students will receive an award and over 14,000 apply. This is a VERY small number if you consider the number of students applying to graduate school or in their first or second year of graduate study in all STEM disciplines.
If you have not yet completed 12-months of graduate study and you were not selected, consider applying again especially if you received honorable mention. While it may sting, you are experiencing something every scientist experiences every day when they submit papers for consideration of publication or when they submit grant applications to NSF or other agencies for consideration of funding. Analyze the feedback you have received and then determine whether it makes sense to try again this time addressing all of the issues raised by the reviewers.
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Applying for the NSF GRFP 2016: Workshops, Resources, and More! This Drexel University webpage (July 29, 2015) contains useful information and links to videos and tutorials. http://www.drexel.edu/fellowships/about/news/2015/July/NSF%20GRFP%20Workshops/
National Science Foundation Graduate Fellowship Program. http://www.nsfgrfp.org/
National Science Foundation Grant Proposal Guide. This document outlines the general guidelines and requirements for all National Science Program applications. http://www.nsf.gov/publications/pub_summ.jsp?ods_key=gpg
Jennifer Wang, PhD. NSF Graduate Fellowship Advice (Last Updated 9/26/14). This page includes links to many resources offering advice on the NSF GRF application and process. http://www.jenniferwang.org/nsf.html
University of Cincinnati. The Graduate School. This webpage includes recent (2011-2012) applications. https://grad.uc.edu/student-life/awards/grfp.html
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How to Select a Graduate Program
It is very important to visit the university and the department to make sure that the environment fits you – your lifestyle and personality. If you are admitted, many departments will invite you for an expenses-paid visit so that you can determine firsthand if there is a good fit between your interests, etc. and their program. Important considerations in selecting a graduate school include:
- The quality of the university and the graduate program;
- The atmosphere in the department and at the university;
- Housing – availability and cost; and
- The local area – does it fit you and your lifestyle?
At the graduate level, the quality of the graduate program and your faculty advisor are more important than the reputation of the university as a whole. Consequently, in researching academic programs, key considerations in your decision should be the quality of the graduate program, its faculty and students, i.e., of the people with whom you will work and study in the immediate future. Several organizations rank graduate research programs. Two of the most useful include the National Research Council and the US News & World Report.
Good questions to ask that will help you assess the overall quality of the graduate program to which you are seeking admission include:
- Where did the faculty receive their advanced degrees? Have they won any national awards or received other forms of recognition for their scholarship and/or research?
- How productive are the faculty? Check the primary literature for references by those faculty with whom you might like to study. In the field of chemistry, the American Chemical Society’s Directory of Graduate Research is a useful resource. How many papers have they written in the last year? Two years? In what journals do they publish their research – what is the quality of those journals?
- What are the requirements for the Ph.D.?
- What is the size of the program? How many research active (and research inactive) faculty are there? How many full-time Ph.D. students?
- What is the range of research activities represented? Very specialized? Broad coverage of your field?
- Where do the graduate students in the program come from? What were their past undergraduate academic records and exam scores? i.e., what is the overall quality of your peers in the program?
- How many graduate students receive financial support? In what form (RA, TA, fellowship)?
- What is the average time-to-degree (You should anticipate 2 years for the M.S. degree and about 5 years for the Ph.D. degree – this varies though from discipline to discipline)? How many graduate students complete the graduate program? How many leave? Why do they leave?
- Where do the graduate students go after graduation? If you are interested in an academic career: how many students ultimately obtain an academic post? At what types of colleges and/or universities?
Some important considerations in this regard include:
- Is the department intensely competitive? Laid back?
- Is there a graduate student professional organization?
- Do the graduate students seem generally happy? Serious about their studies? Do they seem like they enjoy working with their advisors? Would you like to work with these people? Does it seem like a friendly, social environment conducive to student learning?
- How many faculty are there in the department with whom you might like to study – never know when a potential mentor might choose to move to another academic institution, not be able to take new students (change in funding situation, impending retirement, etc.), etc.
Good questions to ask include:
- Does the university offer any on campus housing? If not, is there any low cost housing available close to the university or within a reasonable distance (commuting)?
- What is the cost of housing? Will you be able to afford it on a graduate student stipend? If you must commute, is transportation available to/from the university?
- What forms of transportation are there available – train, subway, bus? What are the normal hours of operation for these forms of transportation?
- If you must commute by car, is parking available on or near campus? What is the cost of parking? Will you be able to afford it on a graduate student stipend?
The Local Area
Is this a region of the country in which you can see yourself living for the next six years? Important consideration might include:
- Weather (temperature, humidity, etc.),
- Economic considerations (cost of living for the area, employment opportunities for partner or spouse, etc.),
- Recreational activities (shopping, restaurants, night life, sports, theater, music, etc.)
- safety (crime rate for city and campus), and
- Family obligations.
When You Should Go to Graduate School
There is no “standard” time-table for pursuing an advanced degree. Some students pursue advanced degrees immediately following graduation from college while other students choose to work for a year or more before pursuing an advanced degree. There is no “right” answer in terms of when you should go to graduate school. Important considerations include your financial situation (family, outstanding debts, etc.), career goals, and your energy and enthusiasm for advanced study at this point in time. Depending on your situation, it may make more sense to wait a year or two and acquire on-the-job experience in the workplace in the interim. If you do plan to take time off, it is important to not to stay out too long and to make an effort to stay current in your field as you will not be as fresh and up-to-date on course material as those students who went directly to graduate school. Also, it is wise to contact potential references and ask them to write a letter of recommendation on your behalf which can be placed on file in your college or university’s Career Services Office.
Why You Should Go to Graduate School
It is helpful to understand the purpose of graduate education in order to decide whether it makes sense for you to pursue an advanced degree. The next higher degree after the bachelor’s degree is the masters degree. In engineering the Masters of Science is the normal terminal advanced degree. In other fields like chemistry and biology, the Doctor of Philosophy or Ph.D., the highest degree awarded in the academic degree granting system, is viewed by industry and academe as the standard terminal degree. The Ph.D. is generally required if you wish to pursue a career in academics at a college or university. The Ph.D.is not necessarily required if you wish to pursue a career in the private sector. If you ultimate aspirations are to pursue a career in technical management, then a Ph.D. may be overkill. If you don’t like research but wish to increase your career options, a M.S.degree might be a good alternative. It is possible to pursue a M.S.degree while working full-time. There are a number of universities that offer evening graduate courses to accommodate the work schedules of those from nearby industry who wish to take advanced coursework in their discipline. Today many private companies are encouraging their scientific staff to continue their education by providing tuition-reimbursement upon successful completion of graduate coursework (usually a course grade of “B” or better) at nearby universities. So, it is even possible to obtain financial support. Obviously, however, it will take a bit longer to complete an M.S. degree on a part-time basis as versus full-time.
The Ph.D. Degree
The degree requirements for the Ph.D. degree vary between academic disciplines, departments, and institutions, the Ph.D. is a research degree awarded for demonstration of the ability to synthesize and communicate new knowledge in a specific field of study. Unlike the bachelor’s degree, the Ph.D. is not awarded in recognition of the completion of a specific program of coursework or study and/or completion of a period of residence in study at an academic institution though coursework and examinations are frequently required elements of the doctoral program. In fact, doctoral students typically spend the first year or two of their degree program taking courses, the purpose of which is to ensure that students have the requisite understanding of the theory and experiment that they will need in order to successfully perform independent research in their chosen field. Most institutions usually require candidates to demonstrate proficiency in these skills by completing a series of written and/or oral examinations that often include the identification of a significant research problem and an outline of a research proposal addressing that problem. Upon successful completion of these so-called “cumulative examinations” doctoral students spend three or more years exploring their research questions in the laboratory. When the degree candidate has synthesized a sizeable body of significant, new knowledge, they communicate this information in writing in the form of a dissertation and defend their work orally before a committee constituted from faculty from their department and/or university who share similar research interests and/or technical expertise.
The M.S. Degree
The masters degree is intermediate between a bachelor’s and the Ph.D. Completion of a masters degree usually takes two years. Some masters programs are entirely course-work based and others require completion of a masters thesis in addition to completion of advanced coursework. No matter the program, the first year usually involves completion of a wide range of advanced coursework intended to develop breadth and depth of knowledge in your field. Students studying for a masters degree usually take the same courses that doctoral students take. If a thesis is required, masters students usually begin work on their research during the spring or summer of their first year and continue this through the second year of the program.
You should apply for graduate study if you have:
- a strong undergraduate record in your major,
- a strong interest in and aptitude for independent research,
- a strong internal drive and motivation to succeed
- a temperament to work on complex, challenging problems, and
- high personal expectations for career opportunities and professional success