I have several applications and deadlines to keep track of
Work back from your earliest deadline, keep one tracker for every program and batch the work that applications share.
In short
Start here, today. Open the Application Tracker and add a row for every program you're applying to. Fill in the application deadline, any funding deadline and the documents each one still needs, then find the earliest date in the table. That's the date you plan backwards from. This takes about 30 minutes.
After that, work through these steps. Choose one to jump to it.
Step by step
Tick each step as you finish it. Open a step for the how.
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Find the date that really comes first
For every program, check three kinds of date: the application deadline, any funding or scholarship deadline, and any earlier date for contacting a supervisor or sending a separate form. Note the time and time zone as well, since portals often close at a set hour in the university's local time. The earliest of all these is your real deadline.
Work backwards from it
Count back from your earliest deadline and give each piece of work its own date: referees asked at least a month before, tests booked early enough for scores to arrive, transcripts requested a few weeks ahead and a full statement draft ready two to three weeks before. Purdue University's College of Science suggests completing applications at least two months before the deadline and sending documents at least a month ahead, which leaves room for things to go wrong.
Keep one tracker for everything
Give each program a row in the Application Tracker with both deadlines, what's still needed, which referees you've asked and the single next action. Keep portal passwords in a password manager rather than a notes app. Look at the tracker at the start of each week, and update it whenever something changes.
Batch the work that applications share
Most applications ask for the same core pieces: a CV, transcripts, test scores, references and a statement. Prepare these once, in order of your earliest deadline, and then tailor them. Write one strong core statement to adapt for each program, order transcripts in one go and send each referee a single list of every program and deadline instead of a new email each time.
Fit applications around work and life
If you're applying while working or caring for someone, plan in small, regular blocks rather than waiting for a free weekend. Two or three focused sessions a week, each with one clear task such as drafting a paragraph or completing one portal, add up quickly. Use the Weekly Plan to pick the three application tasks that matter most each week.
Confirm that everything arrived
A submitted form doesn't always mean a complete application. Log in to each portal a week or so after submitting to check that test scores, transcripts and references show as received, and add anything outstanding to the Waiting-For List with a date to follow up. It's much easier to fix a missing document before the deadline than after it.
Make a plan when a deadline is very close
Check whether the deadline applies to the whole application or only the online form, since some programs accept references a little later while others need everything by the deadline. Submit the parts you control, tell your referees the exact date and email the admissions office if something outside your control, such as a delayed transcript, might arrive late. If you can't put together a strong application in time, ask whether the program has a later round or intake and aim for that instead.
Words you can use
Is this you? Signs to look for
- Each program has its own portal, password, fee and document list, and they're starting to blur together.
- You've just found out that a scholarship closed before the program's own deadline.
- You're not sure which referees have submitted their letters, or for which programs.
- You're applying around a job or caring responsibilities and keep losing evenings to working out what to do next.
Why this happens
Applying to graduate school is a small project with a lot of moving parts. Each program sets its own deadline, portal and requirements, and much of the work depends on other people, such as referees, registrars and test providers. When it all lives in your head and your inbox, it's easy to miss a step, and keeping track can take as much energy as the applications themselves.
The dates that catch people out are usually funding dates. The University of Cambridge, for example, says that applicants usually need to submit their course application by December or January to be considered for funding, with the complete application, including references, in by that deadline. The London School of Economics says that while most of its programs make decisions on a rolling basis, many scholarships, especially for research programs, have early deadlines.
Some programs also fill places as applications arrive. Imperial College London warns that some of its courses close earlier due to high demand, and LSE says early applications have a better chance of meeting funding and visa deadlines. The deadline printed on a program page isn't always the date that matters most, so it pays to know your real dates early.
Worth a look (7)
- Postgraduate funding, University of CambridgeAn example of funding deadlines that come well before course deadlines, with the complete application and references due by the same date.
- When to apply, London School of EconomicsExplains rolling admissions, early scholarship deadlines and why applying early helps with funding and visas.
- Dates and deadlines, Imperial College LondonShows how application rounds work for taught master's programs, and why popular courses can close early.
- Application timeline, Purdue University College of ScienceA month-by-month checklist written for US undergraduates, and useful for anyone working back from a deadline.
- FindAPhDA large searchable database of PhD projects, programs and funded studentships, strongest for the UK and Europe but with places worldwide. You can filter by subject, country and funding.
- FindAMastersA directory of master's degrees and other postgraduate courses at universities around the world, with guides to funding and applying. Handy for comparing taught and research master's options.
- MastersportalSearch and compare master's programs worldwide by subject, country, fees and scholarships. Browsing is free, and a free account lets you save programs.
When to bring someone in
Each program's admissions office or graduate coordinator is the right person for questions about deadlines, requirements and missing documents, and it's far better to ask early than to guess. If you're a current student or a recent graduate, your career centre may help you plan your applications and review your materials. If you're applying from another country, check whether the university has staff, information sessions or webinars for international applicants.
Find the right person, or talk to Ify