The phd Application Process       While each PhD programme has slightly varying PhD application requirements, the core of every application is comprised of only a handful of elements. In Europe, New Zealand and Australia, for example, it is generally required to locate a potential supervisor and submit a research proposal along with the application to a PhD programmes, whereas in the United States is it commonplace to submit test scores, recommendations and a writing sample for the PhD application in stead.

Whichever the exact application stipulations may be, applying to a PhD programme requires all the paperwork that demonstrates that you meet the academic prerequisites and possess the necessary qualifications to meet the rigorous demands of the degree. Variations in the US application model are primarily due to the difference in the course structure for PhD programmes. A PhD student in the United States will likely have a greater commitment of structured and preparatory coursework in the first two years before fully engaging in the research project that will lead to the PhD degree award. Students in Europe and the UK, in contrast, often have less time to complete the degree and are expected to depart their course of study from a well-formulated research proposal.

PhD deadlines for admissions in the Fall term are usually in January or February. A minority of programmes have admissions for PhD programmes starting in January, which means an application deadline in April or May. This means that all required documents, references, transcripts and the research proposal should be submitted to the Admissions Office by the specified deadline day. However, most universities will offer some flexibility with their absolute deadlines. To benefit from extended deadlines, it is crucial that you are have made contact and ideally established a relationship with a potential supervisor beforehand. Nonetheless, make sure you start the application process early to meet the deadline. For highly competitive programmes, meeting the application deadline can make a difference between whether a PhD application is successful or not.

Note that third party funding deadlines are typically earlier than the programme deadline. Please see our funding section for more information on funding and scholarship deadlines.

The respective application processes therefore vary accordingly. However, the core of every application process is typically made up of the following components:

1. Contact with the department or potential supervisor (this does not apply for most PhD programmes in the US where the supervisory contact takes place only after application to the programme).

This initial contact with the relevant department at the university or universities of your choice enable you to identify whether your research proposal fits with the department’s research interests and allows you to locate a potential supervisor for your project. This exploratory and initial contact is often required by universities so that they can more easily assess whether they have the expertise to guide the student appropriately in his or her project, and it gives the student an opportunity to get feedback on whether the intended research project is viable. For more information on how to contact a department and/or locate a suitable supervisor please see our section ˜Finding a Supervisor” (LINK).

2. Research Proposal (this does not universally apply to all programmes and is less relevant for institutions in the United States, where the proposal is often developed within the framework of the programme itself)

The research proposal is a crucial part of PhD applications at most universities in the UK, New Zealand, Australia, Canada and many European programmes. It enables the university to get a clear picture of how viable and how well thought-out your proposed research project is and allows the department to establish whether they have the facility and expertise to support the student in his or her research. Some universities require initially only a preliminary proposal, which is then fully framed in tandem with a prospective supervisor. A research proposal is typically between 1,000 and 3,000 words in length and contains a preliminary title or research question, an overview of existing literature in the field and the gaps that exist in the literature to date, an outline of the proposed methodology and a synopsis of why the proposed research presents a significant contribution in the field. For more detailed information on writing a research proposal please see our section ˜Writing a Research Proposal”.

3. Application form

Most universities will have online application systems that enable the student to complete and submit the application form online. The scope of questions asked on the application form varies, but most include sections on biographical information, plans or reasons for postgraduate study, academic history and additional relevant information. For student without access to the Internet or to a computer, applications are normally available as a hard copy version as well.

4. Academic / professional references

References, or letters of recommendations, are an essential element of the PhD application. Many programmes prefer academic references, as the student’s academic ability is paramount in the PhD process. Professionally oriented doctoral programmes may be inclined to request professional references as well as academic ones. As long as the referee is relevant to the research topic and can justifiably attest to the student’s capacities and abilities in light of the PhD application, most universities will accept either, academic or professional references.

5. Transcripts

Submitting evidence of prior academic achievements is essential in applying for any degree programme and the same is true for the PhD programme. Transcripts are often sent directly from the student’s previous institution to the prospective university. In some cases, transcripts are sent to the student directly in a sealed enveloped.

6. English Language Test Scores (TOEFL / IELTS)

International applicants wishing to complete their PhD research at an English-speaking university are almost always asked to complete an English Language test if their first language is not English. Standard tests required are TOEFL and IELTS, although some universities may accept other types of tests scores as well. It is, however, important to check the exact specifications given by the university. TOEFL and IELTS scores are submitted directly to the institution.

7. GRE / GMAT Test Scores (this primarily applies to students applying to programmes in the United States. PhD programmes in the UK, Europe, New Zealand and Australia are less likely to request GRE or GMAT test scores)

As it is the case with most postgraduate study in the United States, test scores make up a significant component of the evaluation process. Many US PhD programmes have a GRE (Graduate Records Examinations) or GMAT (Graduate Management Admissions Test) score requirement for entry. In the field of business and management GMAT scores are more likely to apply, whereas for most other fields a GRE score is required. While test scores are more typical for US PhD programme, some programmes in Europe, New Zealand, Canada and Australia may have test score requirements. It is advisable to check with the university first.

8. Additional and supporting documentation

The necessity for supporting documentations varies widely by country, institution and programme. For many programmes in the United States, applying PhD students are asked to submit a relevant writing sample and/or a statement of purpose. Professionally oriented PhD or doctoral degrees may request a full Curriculum Vitae or evidence of professional qualifications. Some programmes in the Unites States also request that international applicants submit a financial statement in support of their application. The demands differ greatly. Again, it is best to contact the university directly to clarify the exact documents required for an application.

9. The PhD interview (this is not a universal requirement for PhD programmes but for those institutions that request an interview, it plays a crucial part in the decision making process)

Once the applying PhD student has submitted the required documents at the various stages of the application process, the postgraduate committee and the department will make a decision. Before the final decision is made, some PhD programmes invite prospective candidates to an interview. The questions asked in the PhD interview may be broad or specific and there is of course no standard set of questions applicable for all programmes at all institutions, but the questions posed will likely concern the reasons why the student wishes to study a PhD, why he or she has chosen this particular field of research and what his or her background is that qualifies the student for this course of study. If the interview follows upon the submission of a research proposal, it is helpful to know the details of the proposal inside out before coming to the interview. It is likely to be the centrepiece around which the interview revolves. It is important to keep in mind that the PhD interview is not only helpful to the interviewing department in getting to know the prospective student, but provides an ideal opportunity for the applying PhD student to get to know the department and the programme as well.