Navigating the STEM graduate school application process: a step-by-step guide

If you’re planning on applying to graduate school, you’ve made a great decision. Those with graduate degrees often have a competitive edge in the job market, higher earning potential, and gain advanced knowledge in their field of study. However, applying to graduate school, especially in the science, technology, engineering, and mathematics (STEM) fields, can be a little intimidating to get started. Unlike undergraduate applications, which are usually streamlined, graduate school applications are somewhat more complicated.

According to the Education Data Initiative, of the almost 20 million students enrolled for the Fall 2025 semester in the United States, only 17% are graduate students. Because the graduate student population is smaller, the application process takes longer and can vary depending on the institution, the program, and the field of study. This exclusivity underscores the importance of a thoughtful and strategic approach to your application.

This guide will walk you through the essential steps to navigate the STEM graduate school application process, from understanding program requirements to connecting with potential mentors.

Step 1: Understand application requirements

Before starting the application process, research the requirements for the programs you’re interested in. One key consideration is whether the Graduate Record Examination (GRE) is required. Similar to the SAT or ACT, the GRE is a general knowledge exam, and some institutions specify minimum GRE score requirements for admission. However, many programs are beginning to waive the GRE requirement, so confirm whether it’s necessary for your chosen schools.

If the GRE is required, plan ahead to prepare for the exam. Consider using study guides, practice tests, or enrolling in GRE prep courses. If it’s not required, you can focus your energy on other aspects of your application, such as your personal statement and research proposal.

Step 2: Research program availability

Unlike undergraduate applications, STEM graduate programs often have limited availability due to funding and research opportunities. Many programs are research-based, meaning acceptance may depend on whether there are open positions in specific labs or projects. Some programs may not accept students every year, so it’s essential to confirm availability before applying.

Step 3: Build connections

Because of these unique factors, the next step in applying to STEM graduate programs is to personally reach out to potential mentors or advisors at the school you’re applying to. To do that, you first need to identify those connections by networking.

Networking is a critical part of the graduate school application process. In STEM fields, forming connections with potential mentors or advisors can significantly strengthen your application. It may feel uncomfortable to send an email to a person you’ve never met before, but rest assured, this is such a typical part of academic life that the person you’re contacting won’t think anything of it.

How to build connections:

• Leverage your existing network: Professors from your undergraduate program, colleagues, and peers may have connections in your field of interest. Don’t hesitate to ask for introductions.
• Attend conferences and events: Academic conferences, professional workshops, and STEM networking events are excellent opportunities to meet researchers and faculty members.
• Utilize online platforms: LinkedIn, ResearchGate, and academic journals can help you identify potential mentors and collaborators.

If you already know someone who conducts research in the program you are interested in, that connection can be incredibly valuable. That potential mentor already has an idea of your research interests, background, and work style, and will know from the get-go if you’re someone they would like to work with. This is just one reason why networking is so important, so if you’re able to do so, try and make these connections as often as you can. Professors from your undergraduate career are a good start but attending academic or professional conferences are also great networking settings.

If you don’t know anyone from that department, that’s alright too. Grad school isn’t a completely insular community, and a lack of personal connections won’t stop you from being accepted into a program. You can find contacts to reach out to by reading recently-published research papers or asking people within your network if they know anyone connected to a graduate program in the field you’re pursuing. Ask friends, family, colleagues and professors if they’ve got contacts. And don’t forget to check with your mentors and contacts you make during internships and fellowship programs.

Step 4: Reach out to potential advisors

Once you’ve identified potential mentors or advisors, the next step is to contact them directly. Sending a well-crafted email is key to making a positive impression. Here’s what to include in your email:

Email checklist:

• Professional tone: Keep your language polite, concise, and formal.
• Introduction: Briefly introduce yourself, including your academic background and research interests.
• Personalized message: Explain why you’re interested in working with this advisor specifically. Reference their research papers or projects to show you’ve done your homework.
• Attachment: Include your resume/CV for reference.
• Clear purpose: State your intention to apply to their program and inquire about available opportunities.

After sending out an initial email, don’t be afraid to follow up if you don’t hear anything after a week or so. Professors and researchers sometimes receive hundreds of emails daily, so yours may have been lost among the fray. You may also want to call that person at the number listed on the university’s website. That being said, don’t be too pushy—remain professional throughout the process.

Hopefully, you’ll hear back from the professor, who may want to set up a call or meeting to discuss working with you through the university. This is a good chance to ask questions about the program you’re interested in, and to talk further about your goals and research interests. If your interests align, and there is room and funding available, you may be encouraged to apply.

Sources:

• Applying to Graduate Programs in Technology, Data & Physical Sciences: A Step-by-Step Timeline | Emory University
• 10 Reasons a Graduate Degree Pays | Michigan Tech
• College Enrollment & Student Demographic Statistics | Education Data Initiative
• Part 1: How do I get in? Applying to STEM graduate programs | Sweet Tea Science Blog