offer letter for phd

Graduate Admission Offer Letters

The Admissions and Enrollment Committee of the Graduate Assembly has developed guidelines and a sample financial support offer letter for admitted applicants to promote and support consistent implementation of offer letters across graduate programs, colleges and schools. Graduate programs should follow these guidelines when developing financial support offer letters for admitted applicants.

In addition to providing a financial support offer letter, programs are encouraged to send a separate letter of admission to all admitted applicants. The offer of admission letter should be independent of an offer of financial support and should outline the specifics of the applicant’s admission to the program (semester of entry, degree level sought, deadline to accept offer of admission, etc.).

Guidelines for Graduate Admission Offer Letters

Sample graduate admission letter, guidelines for graduate financial support offer letters, sample graduate financial support offer letter for admitted applicants.

If you have questions, email    Shannon Neuse .

These resources may be updated over time, guided by feedback from students and changes in student support/benefit opportunities. The guidelines were created in response to recommendations by the Graduate Education Task Force and implemented beginning in 2021. 

The recommendations include the following:

1. All graduate students should receive an accurate estimate of what they will receive.

Graduate students should receive an accurate estimate of the stipend levels, tuition benefits, and additional fees (including health insurance, summer coverage, tuition if applicable and international student fees) they will receive in their formal offer letters from their graduate programs before they enter the university. Programs that do not already use the Office of Graduate Studies (OGS) offer template should be encouraged to do so.

2. Offer letters should outline the funding plan for each year.

Offer letters should outline the funding plan for each year of the student’s package with clarity about fees and other expenses so that students understand their financial situation before and during their time at UT Austin. All graduate students should receive clear information about academic and non-academic employment they are eligible for during their degree programs and what the levels of compensation will be for these jobs.

Funding opportunities

Graduate appointments and assistantships.

Select Section

The anatomy of your offer letter

Terms of appointment.

Communications such as e-mails and verbal conversations between faculty and students do not constitute official offers of appointment. A student cannot begin any duties associated with an appointment until the business manager, or another designee, of the appointing unit issues and receives back a signed offer letter.

Incoming students should receive a recruitment financial support offer letter and upon acceptance of the offer, they should receive an appointment letter.  Please review the information below detailing what should be included in each. If offers of appointment are missing any of the items listed, please contact the appointing unit directly for written clarification.

Continuing students should receive an appointment letter each academic year or semester depending on the terms of their recruitment offer. Please review the information below detailing what should be included. If offers of appointment are missing any of the items listed, please contact the appointing unit directly for written clarification.

Recruitment Financial Support Offer Letter

Appointment term(s) (i.e., fall, spring, academic year)

Appointment level (assistant or associate) 

Compensatory stipend amount and pay period information

Tuition award benefits

Health Insurance information as applicable

Additional funding as applicable and disbursement information

Financial Support Estimate Summary

Instructions and deadline for acceptance of offer  

 Appointment Letter

Specific duties (course information for TA appointments)

Name of the faculty supervisor and form of supervision

Appointment term(s) (i.e., fall, spring, academic year)

Appointment start and end date 

Financial Aid Impacts

Information about taxes

Fees and Program Tuition

Information about required orientations or trainings including the Graduate Assistant Training (TA/RA) program English proficiency requirements as applicable

Work Limits including i nternal policies for holding appointments outside of academic unit, or holding teaching or consulting positions while enrolled

Unit, Departmental or Program-Specific Terms including a link to academic program handbook

Link to the  TA/RA Handbook

Credit Hour, Academic and GPA requirements

Voluntary Resignation and Involuntary Termination of appointment

Financial Impacts of Early Termination

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Graduate Offer Letter Process

VIEW THE MOST CURRENT INFORMATION ON THE WEINBERG COMMONS (NETID REQUIRED).

Weinberg graduate programs should complete the following steps when preparing and sending offer letters to accepted graduate students.

Getting Started

• Review instructions for drafting your offer letter
• Start with the TGS offer letter template

Drafting Your Letter

• The TGS Offer Letter Checklist provides a helpful review of all required components. As noted in the document, be sure to refer to Regulations Governing Assistance and the Council of Graduate School's Resolution.  
• The text of all offer letters must be reviewed in advance by both The Graduate School and the Dean's Office.   Forward draft template to both offices for approval.

Sending Offer Letters

1. Once reviewed and approved by TGS, letters are ready to send.   They must be sent to applicants via email as PDF attachments (not Word documents).

• When emailing the PDF version of the offer letter, please be sure to copy TGS and Weinberg .
• The subject line of the email must include the applicant's first and last name so records can be easily tracked.
• When preparing the PDF versions of the letters, convert the PDF directly from Word using Acrobat (with electronic signatures) or use a software tool like doPDF. Scanning hard copies can result in confusing, illegible, or otherwise unhappy-looking documents.

2. After sending the email version of the letter, your department must also send a hard copy of the letter to the applicant via mail.

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• HH. Sample Research Scientist/Scholar Offer Letter
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• W. Sample Preceptor Offer Letter: Multi-Year Appointment, Following a Successful Review
• X. Sample College Fellow Offer Letter
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What You Should Do After Receiving a PhD Offer Letter ?

Here’s the scenario. You wake up one morning at the sound of your email notification and to your surprise, you jumped out of bed. Hurray! Your Ph.D. application has just been accepted.

Or your mom has probably left a letter in the kitchen saying “Hey, sweety you just got a letter from the mailman.” When you opened it, the letterhead revealed the name of your dream university. You’ve just been offered a scholarship to study Ph.D. abroad.

Well, the first thing that I can say to you is Congratulations! Your Ph.D. journey is just about to unfold. So what now?  In truth, I have received more questions regarding offer letters than how to apply for a Ph.D. degree.

It’s normal to feel a mixture of emotions. You can be excited and happy but also lonely because you’ll be leaving your family soon. Some students even complain about being confused and intimidated. Others don’t have an idea what to do because it is their first time to receive something big.

Tip 1: Celebrate your milestone!

There are many ways to celebrate. You can do a crazy dance in your own room or sing your lungs out. You can also take this opportunity to spend a decent dinner with your family and share the good news. If you’re living abroad, you can invite your friends over and drink some wine.

Tip 2: Contact your supervisor

Receiving an offer letter is just your first step for a positive start. Don’t wait for a week before cracking the good news to your supervisor. After receiving your offer letter, draft a letter for your supervisor which you can send today or the next day.

The longest time frame to contact your supervisor is three days. Before you get busy with other things, inform your supervisor that your application has been accepted by the university. Ask about the most convenient time for you to meet and set up a schedule.

Remember that students are expected to make the initiative to connect with their supervisors. If you ignore any opportunity to call them, you might not be able to catch up with each other.

Tip 3: Accept your Ph.D. offer  

To accept your Ph.D. offer, reply within the school-given timeframe. Inform the university that you have received the offer and you are going to proceed with the enrollment process.

Take note of the deadline for your approval. Most offer letters usually come with a timeframe within which you have to reply. If you can’t reply promptly, there is a high possibility that your offer will be withdrawn.

Tip 4: Confirm your start date

There is no specific date to start studying your Ph.D. degree. Normally, when you study Ph.D., you are given the option to start either on the 1st of March or 1st of April. But if you’re studying abroad, most universities will give you a specific date to start.

If the details of your Ph.D. class schedule is not given, try to connect to the school registrar or department head to confirm your start date. Knowing your schedule ahead of time helps you prepare other requirements that will be needed as you begin with your Ph.D. journey.

Tip 5: Get the ball rolling

Attend orientations at school. Don’t take for granted every orientation. Just because it seemed unimportant to you doesn’t mean that you will ignore it. Orientation is a chance to gather ideas on what you will do, meet new colleagues, and share ideas with students who are taking similar Ph.D. programs.

Make sure that you learn how things go around in the university. Most universities have websites and student email accounts, which you can check on for updates. If so, then check your email regularly, communicate with your supervisor, and do your research.

Check out the library for available resources and look for a place where you can be comfortable in writing your thesis. Basically, just get into it and enjoy your journey in getting a Ph.D.

Being accepted is definitely a major success, with or without funding. In case you have been accepted without funding, try to look for fellowship and scholarship programs that will help pay for your Ph.D. You can also check out BioTecNika’s scholarship programs for students who want to take up Ph.D. in Biology or Life Sciences. There’s never a thing too late if you just grab every opportunity.

What if you received a conditional offer letter?

I’ve been asked quite a lot of about conditional offer letters for Ph.D. Unfortunately, not all students get 100% accepted after receiving an offer letter to study Ph.D. Receiving a conditional offer means that you’ve been accepted by the university subject to the completion of other requirements such as your references, follow-up documents, and results verification.

Yes, a lot of students are caught in this situation. But don’t worry because there is a solution to every problem. If this is your case, the following are the important things that you should do.

Tip 1: Gather your references

The best thing you can do is to gather at least two references. Make sure that one must come from your previous school. It could be a colleague or your old professor from your Master’s Degree Program who can share information about your academic performance and character as a student.

Tip 2: Submit follow-up documents

Applicants for Ph.D. are basically required to submit supporting documents to complete their applications. You must provide all these documents with your application or after you have received an approval before the deadline so the university will not withdraw the offer.

These documents can include your transcript of records, proof of meeting the academic entry requirements, proof of English proficiency, and a copy of your student Visa or passport if you are studying abroad.

Your chosen university can require you to submit any other documents. Just make sure that you complete them as soon as possible. Otherwise, your offer can be withdrawn.

Tip 3: Verify your results

However, if you were not able to submit it together with your application for some acceptable reason, you need to submit it within the allotted time after you receive an offer letter.

So there you go. Receiving an offer letter from your dream university is really exciting. I hope that these suggestions will be helpful to you.

At any rate, for students who have been placed on the waiting list or have been rejected, please don’t hesitate to ask me for some insights. Good luck!

Do you have any questions regarding your offer letter to study Ph.D.? Feel free to drop some comments and I’m more than happy to personally reply to you.

Read Also :

• 10 Common Mistakes to Avoid When Getting a PhD
• How to Apply for a PhD in India / Abroad Successfully ?

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• Requirements for our PhD Program
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The online application is usually available starting in early September. But there's no strategic advantage to applying early; we review all our applications at the same time. Just make sure all your materials get to us by January 7 if you are applying for the PhD program.

The application is accessible online. The deadline for PhD admissions is January 7 (or the first business day after that), and the application must be submitted online . There is an application fee . (Some students in special circumstances are eligible for a fee waiver .)

One part of your application is the online form. In addition to the form, you will also submit several kinds of supporting material. 

You will be asked to provide:

A 1-2 page statement of academic purpose, describing past and present work as it relates to your intended field of study, and anything unusual we should know when evaluating your application.

The application will also prompt you to submit an optional personal history statement. The personal history statement is truly optional. If you do feel that there is information relevant to your application, a brief paragraph will normally suffice. It will not be held against you if you choose not to include a personal history statement.

A CV or resume

A writing sample

This should be an example of polished, substantive philosophical writing. It should display your philosophical abilities at their strongest, and will need to manifest analytical skills on a par with students already in our program. It may be the most important part of your application. A reasonable length for this is 20-25 double-spaced pages. Some applicants submit more than one writing sample; this is alright if, for example, they display very different aspects of your philosophical capacities (for example, a paper in philosophical logic and one in ancient philosophy). If they don't, we'll most likely only look at one of the papers submitted. Short 10-page papers of the sort written for a class or a tutorial rarely show us enough of a candidate's ability to be successful, and sending several of these is no better. Applications to our PhD program are intensely competitive. You're best off taking extra time to select your best philosophical work and develop it into a mature, interesting piece of writing.

Sometimes students send us sections of longer pieces of writing; this is ok in principle but what you submit should be self-contained and should be enough on its own for us to reliably evaluate you.

To enable anonymous review, author's name and other identifying information should not be included in the writing sample.

Transcripts

You are strongly encouraged to scan and submit these electronically when you submit your application (with English translations, if needed). Unofficial transcripts are acceptable but if you are admitted, you will have to submit final and official paper copies of your transcripts later.

If your school is in the US, and your GPA is not shown on the transcript, you'll need to calculate it and supply it in the application.

Here are further instructions and FAQs about transcripts.

We ask that you include all of these documents as part of your online application. 

The GRE general test is optional for the upcoming 2023-2024 cycle only. We will consider GRE test scores if they are submitted.

Either the TOEFL or the IELTS is required of all applicants who are not native English speakers or who do not have a bachelor's or master's degree from an institution where the language of instruction is English.

Finally, you'll need to ask several faculty who know you well to submit letters of recommendation to us. We ask for three letters; you can provide up to five if there are special reasons for doing so. Here are further details about letters.

In accordance with GSAS policy, we do not accept letters of recommendation from credentials services, such as Interfolio. Please have your references upload their letters directly to the online application. Additionally, we do not accept any other documents through Interfolio and other services. The statement of academic purpose should be included in your online application and not sent through them. Transcripts and translations should be uploaded to your online application, as well.

Weaker GREs or grades do not decisively exclude a candidate. Coming from a lesser-known school is not much of a handicap, if other parts of the application are strong. Letters from philosophers (or faculty in affiliated departments) are much more useful to us than any other sort of letter. Finally, the writing sample is what you have most control over.

As a matter of policy, we cannot go into further details about what makes an application successful, or how to improve your application.

In order to enroll in the Graduate School of Arts & Science (GSAS), you must have received a bachelor's degree or its equivalent from a college or university of acceptable standing. (In some countries, the equivalent degree is there called a "masters" degree.) It is not formally required that your bachelor's degree have been in philosophy. However, your application won't be successful unless we can see you have a comparable level of preparation.

There is no requirement to have done (what in the US we call) a master's degree—in some places, these are called "MPhil" or "BPhil" or "MLitt" degrees—before applying to our PhD program. You can apply directly to the PhD, and many of our applicants do. However many others, especially those with thinner undergraduate backgrounds in philosophy, have done some master's work.

If you think your background and preparation in philosophy aren't strong enough yet to get you into a competitive PhD program, doing a masters degree can help strengthen your application for the PhD. Not because we're impressed you've done the extra degree, but because it puts you in a position to give us a stronger writing sample, and gives more faculty the opportunity to see you doing advanced work, and write more useful letters of recommendation.

Some students without much formal training in philosophy have been extraordinarily talented at it and have been able to demonstrate this to admissions committees: for example, by writing papers of publishable quality. However, the overwhelming majority of untrained students aren't yet ready to enter competitive PhD programs.

Not at all. We often encourage our own students to do just this. It often gives people better lives, and makes them more ready for grad school when they get to it. At the same time, though, when you do apply we'll want to see that you've actively and recently been doing work of the sort our grad students do. If you've been outside of academia for a while, you'll need to find other ways to do that.

No, I'm sorry, we can't make specific such judgments until we formally review your application. And even if we could, we can't give feedback on the strengths and weaknesses of individual applications.

For these and other international student questions, view the FAQs for international student applicants .

The TOEFL or IELTS test is required of all applicants who are not native English speakers. The TOEFL/IELTS requirement is waived if you will have completed a bachelor or master's degree at an institution where the language of instruction is English. You don't need to do anything to inform the grad school that you're eligible for this waiver; they can determine that from your regular application materials.

For further details, review the GSAS Application Instructions  and the GSAS Testing Requirements FAQs .

The graduate school requires official test scores, sent to them directly from the GRE, TOEFL, or IELTS programs. Have them sent to New York University—GSAS, code 2596. The TOEFL requires you to list a department code; you should select the code that is most appropriate for your field of study. You may also use code 99. However, do not use code 00—we will not receive your test scores if you report 00 as the TOEFL department code. Also, do not leave the field blank. If you do, it will become code 00 and we will not receive your test scores. For IELTS scores, they must be sent directly to New York University, Graduate School of Arts and Science, New York ,NY. No code is needed for IELTS.

Often there are constraints on when you'll be able to take the GRE and TOEFL tests. You should schedule them early in the fall. Every year, some students end up scheduling them too late and then email us frantically asking what exceptions we can make for them. There's little we can do. If your test scores won't reach us until (shortly) after the application deadline, then self-report the scores on your application, or email them to us as soon as they are available. However, we may have already set your application aside as incomplete; and we make no promises to go back and reconsider it. Also, the grad school must receive your official test scores by the time we make our final decisions, or we won't be permitted to make you an offer.

We see all of your scores.

Please don't do this. It turns out to be a huge amount of work for us and for the grad school. These are things that DON'T justify sending us any update or new material:

• you accidentally sent us the statement of academic purpose that was addressed to Columbia
• your paper which was under consideration for ... has now been accepted, and you want to update your CV
• you have a newer draft of your writing sample, or you accidentally sent one that left out a few changes

If you have some more compelling reason to update your application, then you can email [email protected] .

GES gets applications to us, and we begin reviewing them, in mid-January. We make no promises whatsoever to include materials submitted late in our review.

Please review your Application Status Page which has a checklist of the various parts of the application and whether we have received them or not.

Philosophy gets over 300 PhD applications each year, and are typically permitted to make fewer than 10 first-round offers, plus a small number of second-round offers, aiming to get an entering class of 4-8 students. This means we accept around 3% or fewer of our applicants. For comparison, Yale Law School's acceptance rate is around 7%, and Harvard Law School's acceptance rate is around 11%.

We aim to make all our admissions decisions by the end of the second full week of March.  Our admissions decision must be finalized with the Graduate School before applicants are informed whether their application was successful, a process which may take up to another week after the decisions have been made.  Graduate School policy does not permit us to answer individual queries about decisions.

If you're worried that an announcement hasn't reached you, the best thing you can do is make sure you update us with changes to your email address. Do so by writing  [email protected] .

There are websites where applicants say what schools they've heard decisions from. Sometimes there are phony reports of NYU decisions on these sites. I don't know why. We will attempt to get our real decisions to you as soon as we can. Decisions are not available by phone.

As stated above, we get many excellent applications and can only extend offers to a small handful of them. Many strong applications are unsuccessful. As a matter of policy, we are not permitted to discuss details regarding individual decisions.

No. The application and all materials submitted to the Graduate School become the property of NYU and will not be returned under any circumstances.

Only your GRE scores (retained for five years) and TOEFL/IELTS scores (retained for two years). Review the FAQ for Re-applying for Admission .

If you are applying for the dual-degree JD/PhD program, you need to apply separately to both NYU Philosophy and NYU Law School. Each program's decisions are made independently, on the basis of their usual standards, and they do not share application materials. The cooperative nature of the program consists in your being able to use certain coursework to satisfy some requirements simultaneously. (Here are more details .) If you're accepted to both programs, we'll gladly discuss this all further, and put you in touch with some other students who have pursued this dual-degree program. As stated above, LSAT scores cannot be substituted for the graduate school's GRE requirement.

Admission to a dual-degree program is contingent on acceptance by both programs. If one does not accept you, the other may at its discretion consider you for admission to that individual program.

Apart from dual-degree programs, GSAS policy permits students to apply for only a single program and degree in a given year. Review the policy around multiple applications .

Exceptions: Students who apply to the Philosophy PhD program and are unsuccessful can ask to be considered for the MA programs in  Bioethics , or the interdisciplinary Center for Experimental Humanities . To arrange this, let Graduate Enrollment Services (GES, they are GSAS's admissions office) know as soon as possible after getting the PhD decision. They will instruct you how to proceed.

You are allowed to apply simultaneously to multiple programs at NYU if they are in different schools, such as GSAS and Steinhardt.

Students tend to take from 5 to 7 years.

All our PhD offers come with the same standard financial aid package. No separate application is required. We will discuss the details with you when we extend an offer.

If you've won an external fellowship, be sure to let us know; this will affect the details of your financial aid.

Typically our students are able to support themselves in modest shared housing on the fellowships we offer. They don't need to take out educational loans. Opportunities for teaching are available and compensation is in addition to the fellowship offer. The terms of the fellowship (as well as student visas for international students) severely constrain your eligibility for other employment.

The university has a subsidized student housing program for first-year PhD students. Details about this will be supplied in your offer letter.

Most US graduate programs, including NYU, have signed the Council of Graduate Schools Resolution.

This promises that admitted students with financial aid offers aren't required to accept the offer before April 15 (or a later date if specified in your offer letter). However, if you're able to make a decision earlier, you are encouraged to do so. This helps students on our waiting list, and helps us better create the incoming class. But it is your privilege to take until the deadline, if you need to.

If you do accept an offer before April 15, you are allowed to cancel the acceptance at any time until April 15.

After April 15, you cannot accept an offer from another school (school #2), without first obtaining a written release from the school you originally accepted (school #1). And school #2 cannot offer you financial aid except conditional on your supplying that written release from school #1.

You can notify us by email of your decision to accept or decline our offer, but you must also follow the instructions in your offer letter, and (if you're accepting) submit a tuition deposit. The details will be spelled out in your offer letter.

In some circumstances this is possible. You have to petition for it, and your reasons for deferring should be academic.

Here are the departmental rules .

We are willing to consider applications from students seeking to transfer from other PhD programs. However, we make offers only to the most exceptional of these; our expectations are much higher than for beginning students.

Our PhD students can get some course credit for graduate-level work done previously (whether in a degree program or not). Generally this will be for up to two courses, and will be subject to approval by the Director of Graduate Studies. Please wait until we've made our admissions offers before asking us to pronounce about your individual circumstances.

Even if you don't get course credit for work done previously, you are welcome to use that work as a seed for work you'd submit here, either for a seminar or for an independent study you arrange with a member of our faculty.

Other local philosophy departments: sure! Sometimes, someone at NYU will have to nominally oversee your participation in the outside course, and approve the grade. But in practice, this doesn't make much difference.

Other departments at NYU: sure, if it's relevant to your philosophical studies. (Otherwise, your fellowship doesn't pay the tuition, and we wouldn't count it towards your degree.) In recent years, our students have attended courses in the Law School, and the linguistics, psychology, math, and physics departments. There are also some programs for language study, in NY or abroad; though this also has to be relevant to your studies, and in practice our students don't have to satisfy a separate language requirement.

One of the requirements of our PhD program is that 9 out of the 11 required courses be taken in the NYU Philosophy department (courses cross-listed in other departments count for these purposes). It's common to audit courses at other departments, even when one doesn't take them for credit.

Our PhD students do coursework for two years and only decide on their dissertation topic during their third year. A dissertation committee is formed at that time. We assign supervisors during your first years in the program, but this is just someone who talks to you about program requirements, problems you're having, and so on. There's no reason for it to be someone who's directly related to your research interests.

There is no general language requirement for the Ph.D. Language proficiency may be required for specialized research in particular areas (e.g., ancient philosophy) or topics (e.g., Kant).

See our placement record .

See our course listings .

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• Writing an Academic Cover Letter for a PhD Application
• Applying to a PhD
• The aim of an  academic cover letter  is to convince the supervisor that you are a strong candidate for the PhD position on offer.
• Your cover letter should be  half a page to a full page  in length; it should be concise and to the point.
• Your PhD cover letter should include your  personal details , the position you’re applying for, your  motivation  for applying, what you know about the project, what  relevant experience  you have and what makes you suited for the position.

The two documents crucial to get right when  applying to a PhD  are your CV and covering letter.

In this article, we’ll set out the core guidelines you should follow to create an effective academic cover letter.

What Is An Academic Cover Letter?

An academic cover letter is a written document that accompanies your CV and application form when applying for a PhD.

It’s different from a CV as instead of being a structured summary of your skills and experience, it is a summary of why you believe you are suited for a particular PhD programme. As a result, all academic covering letters should be tailored for the specific position you are applying for and addressed to the supervisor who is overseeing the project. They also shouldn’t repeat what is already stated in your CV, but rather expand on the details most related to the position you are applying to.

Note:  An academic cover letter is sometimes referred to as a PhD application letter, but never a motivation letter. The latter is different in that it concerns the reasons as to why you want to undertake research, while a cover letter focuses on demonstrating your suitability for a programme. This is an important distinction to note.

What Is the Purpose of An Academic Cover Letter?

The aim of an academic cover letter is to convince the PhD supervisor that you are the perfect candidate for the PhD project.

Academic cover letters should complement your CV and sell you as a person – will your potential supervisor be excited to work with you after having read your cover letter?

What Should I Include in My Academic Cover Letter?

You should demonstrate that you have the skills which make you suited for research. It is essential that you recognise these skills in you and that you use them to promote yourself.

1. Your Personal Details

Include your name, address, email address and phone number in the top right corner of the letter. This is so the supervisor can reach you should they have questions or require any further information.

2. The Position You’re Applying For

Help the supervisor establish exactly which PhD position you are applying for as there may be several positions being advertised at one time. If they provide a reference number as part of the project description, it would be a good idea to include it in brackets.

3. Why You’re Interested in The Position

Use this section to explain your motivations for applying to the specific PhD and where your research interests stem from. Is it related to the dissertation you produced as part of your final year undergraduate dissertation, etc?

Whatever your motivation for applying to the PhD, make sure that your enthusiasm comes across clearly. The supervisor will appreciate how great a role self-drive plays in completing PhD projects and you will want to convince them you have the level of drive required to be successful.

4. What You Understand About the Project

Besides explaining your motivations for undertaking the project, show that you possess a basic understanding of it. In doing so, make sure you reinforce each point with some level of evidence; avoid making general statements or talking loosely around the research subject. This will show the PhD supervisor that you’ve taken the time to research the background to the project.

5. What Relevant Experience You Have

In this section, briefly discuss your academic background and any relevant experience you have within the field of research. Don’t worry if you have little experience in this area as this will be the case for most applicants. If this the case, then use this section to explain how you will be committed to the PhD research project. If you have experience in conducting research, explain what your role was, the analytical methods you used and any other aspects of your work which may be relevant. Similarly, discuss any teaching experience if you happen to have it.

6. Closing Statement

Keep this short and concise. Thank the supervisor for taking the time to read your application and let them know that you’re looking forward to hearing from them.

How Long Should My Academic Cover Letter Be?

Your academic cover letter should be between half a page to one full page .

To keep it effective, make it as concise as possible and only discuss points which are either relevant to the project or the aspect of being a doctoral research student. This may feel difficult to do, especially if you have much you want to include, but keep in mind that your cover letter can also be used as evidence of your communication skills, more specifically, whether you can convey important information in a clear and logical manner. As this will be a key skill of any research candidate, the prospective supervisor will take it into account when evaluating your capabilities.

How to Format an Academic Cover Letter for A PhD Application

Your cover letter should be written in paragraph format, with bullet points only reserved for situations where a list would improve clarity. This is because a cover letter is one of the few places where you are expected to show your personality, so using too many bullet points will diminish your ability to do this. The best way to approach writing your application letter is to see it as a very short personal essay.

Use a common font like Times New Roman or Calibri, and if possible, avoid the use of highlighting, underlining and tables as they become too distracting. Keep your font size between 10 to 12 points and your margins to at least 0.5 inches around all edges. Try to match the font size, type, line spacing and margin size to your academic CV for neat and consistent presentation.

Your cover letter should be addressed to the PhD supervisor, starting with a “Dear [academic title] [surname]”, for example, “Dear Professor Williams”.

Hopefully, you now know what it takes to write a successful cover letter for a PhD application. While a strong cover letter will go a long way to helping you stand out, you will need to learn how to create an equally strong CV if you really want your application form to excel. To this effect, we recommend you next read our step-by-step guide for creating effective academic CVs .

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Respond to an offer.

On or before your decision date, you should verbally inform the employer of your decision. Follow up with a well-written confirmation letter.

Accepting an Offer

Express your enthusiasm to be joining the organization, and reiterate salary, start date, and position title. Specify when you will meet any conditions of employment, such as completing a medical exam or providing required documents.

Sample Acceptance Letter

634 Oak Avenue Ithaca, New York 14850 April 30, 2010

Peggy Hayward, Director of Marketing Associated Shops 312 Fifth Avenue New York, New York 10122

Dear Ms. Hayward:

I am pleased to confirm my acceptance of your offer to join Associated Shops as Assistant Product Manager. As we discussed in our telephone conversation yesterday, I will begin work on June 15 at an annual salary of $58,750 and will complete a medical examination before the start date. I look forward to receiving a written confirmation of the offer and benefits package.

In the event that you need to contact me before June 15, please note that I can be reached at 914-555-3210 from May 30 through June 14.

Thank you again for your consideration and help during the interview process. I greatly appreciated your informative and personal approach.

Sincerely yours,

(SIGNATURE) Marla Linsky

Declining an Offer

Thank the employer for extending you an offer. Explain that you are accepting an offer that better matches your needs or desires at this time. Keep the door open for future associations with the firm.

Sample Declining Letter

321 Buffalo Street Ithaca, New York 14850

March 28, 2010

Barry Boscone Research and Development Director Triton Industries 1234 Eastman Avenue Rochester, New York 13688

Dear Mr. Boscone:

Thank you very much for offering me the position of Researcher at Triton Industries. After considering this opportunity carefully, I have made a difficult decision not to accept your offer. I believe that at this point in my career another position I have been offered fits more closely with my career interests and goals.

It was a pleasure meeting you and members of your staff. I appreciate the time you spent with me and the consideration you extended to me.

(SIGNATURE) David Squires

Templates for research scientist offer letters

In order to improve the clarity and consistency of the information contained in offer letters, the Office of Research requires use of standard templates for offer letters to research professors and research scientists. Recognizing that there is often additional employment-related information that must be conveyed to new appointees, Memorada of Understanding (MOU) — separate documents from offer letters — can be used to address these issues.

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Academic Cover Letter for Doctoral Students

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The academic cover letter communicates your scholarly fit with the position, organization and department. The cover letter should be no longer than 2 pages and should expand on your most relevant accomplishments and situate your work in the context outlined by the position. It should also outline your research agenda and future trajectory. All academic positions will require a cover letter and because the academic job market is so competitive, it has become common for search committees to ask just for a cover letter and CV. If this is the case you need to include paragraphs that provide information similar to teaching and research statements, highlighting what is not articulated on your CV. Some disciplines have a very specific format, so be sure to work with your department to align your cover letter with disciplinary standards. Avoid overly verbose or overly humble language.

Tips for condensing research and teaching statements into the academic cover letter:

• Your materials should create an overall picture of you as a scholar. This means that you should consider each document within the context of the other materials required.
• Begin by drafting longer statements about teaching (the teaching statement) and research (dissertation abstract, research statement).
• Pare down these statements for different lengths: one page, one paragraph.
• For the cover letter, take your one-paragraph versions of your teaching and research statements and edit them to market yourself as a scholar and teacher – how do you want the committee to perceive you? What’s the main take-away you want them to know about you?
• Because the materials required vary widely, keep in mind that the cover letter should be able to act as a standalone document – any other materials should expand and reinforce the cover letter.

Accepting Your Offer of Admission

Let us know you're coming.

If you receive an offer of graduate admission to UC Berkeley, you must complete these steps before you can enroll.

Let Us Know You’re Coming

Congratulations on your admission, and welcome to Cal! The next step is to login to your application status page and complete the “Reply to Offer of Admission” form to let us know if you’re coming.

• To accept your offer of admission: please complete the “Reply to Offer of Admission” form to formally accept admission.
• Read next steps on preparing to enroll below.

To decline your offer of admission, we still kindly ask you to complete the form and follow-up questions so that we may learn about your decision.

Ready for Berkeley?

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Prepare to Enroll

After you accept our offer of admission, you will receive an email within 48-72 hours with your Student ID number and a temporary password to create a CalNet ID to access UC Berkeley’s student portal CalCentral to start the onboarding process.

Onboarding is a communication tool in CalCentral that provides important information for newly admitted graduate and professional students to orient them to campus and take the necessary steps to prepare for their arrival. Please review the onboarding messages and checklist items under “Tasks” on My Dashboard that you will need to complete in order to register.

For all Fall students, enrollment will begin in July. Please check your CalCentral “Academic” tab for your enrollment time slot. For Summer students, please see below.

Final Official Transcripts

While we accepted unofficial copies of your academic records as part of your application, you are now required to to submit your official academic records (ie, transcripts, degree certificates/diplomas, and/or applicable translations). Your official academic records must show that your undergraduate degree conferral date. The deadline to submit official documents is October 1.

All records submitted to our office become the property of the University, and we cannot return them to you. If you want to retain your original documents, please bring the original academic records and a copy for the admissions staff to certify.

Note : Students with a UC Berkeley undergraduate degree do not have to submit official transcripts.

How to submit your records:

• Recommended: Send official e-transcripts from United States institutions via a secure transcript provider (ie, Parchment or National Student Clearinghouse) directly to “ University of California, Berkeley – Graduate Admissions ,” by the issuing school.  If we are not listed as an option in the service provider’s drop-down menu, enter our information manually: University of California, Berkeley – Graduate Admissions, [email protected]
• If you do not need your academic records returned to you, please submit them via the drop box or tray in front of 318 Sproul Hall. Please attach the form provided to your academic records. 
• If you need your academic records returned to you, please visit us during open office hours on Tuesday, Wednesday, and Thursday from 9am-12pm and 1-4pm. Please bring your original academic records and a copy for the admissions staff to certify. This may take 15-20 minutes depending on availability.
• Mail your academic records in a sealed envelope bearing the institution’s stamp or seal to:

University of California, Berkeley Graduate Admissions Office 318 Sproul Hall #5900 Berkeley, CA 94720-5900

If we have not received official documents by October 1, you will not be able to register for courses in your second term. 

Enrolling in Summer Term

If your program begins in the Summer term, you will be able to enroll in Summer courses via CalCentral. Eligible Summer start programs are listed below:

• Education (MA/Cred program)
• Education (EdD)
• Master of Advanced Study in Engineering (MAS-E)
• Master of Biotechnology (MBT)
• Master of Information Data Science (MIDS)
• Master of Information and Cyber Security (MICS)
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• Urban Design

All other new Graduate students who wish to enroll in the summer prior to their first Fall term must enroll as a Non-degree Visiting Student through the Summer Session Application process. Information can be found at summer.berkeley.edu

Important Actions to Take

Submit the statement of legal residence form (slr).

This form is required of all new students and enables the Office of the Registrar to determine the fees you will be assessed; it must be submitted by June 1 to ensure the correct assessment of your fees. Use your CalNet ID and passphrase to access CalCentral . The link to the Statement of Legal Residence Form can be found under “Tasks” on My Dashboard. Questions regarding the completion of the SLR form should be addressed to the Residency Office .

Complete the Free Application for Federal Student Aid (FAFSA)

The FAFSA and California Dream Act Application are used to determine aid eligibility for the specific academic year (fall, spring, and summer term) for which the application is completed. The FAFSA application needs to be completed for each academic year that you wish to apply for aid.)

U.S. citizens and permanent residents are required to complete the Free Application for Federal Student Aid (FAFSA).

Submit the Non-Immigrant Information Form (NIF) for International Students

The Berkeley International Office (BIO) is responsible for issuing visa documents for international students who will study at UC Berkeley with F-1 or J-1 student visas.

If you are coming to UC Berkeley as a F-1 or J-1 student, use the online NIF , which you can find under “Tasks” on My Dashboard, to request the I-20 (F-1) or DS-2019 (J-1) documents you will need to apply for a visa.

If you are currently NOT a U.S. citizen or permanent resident (“green card” holder), complete the first page of the online NIF to notify Berkeley International Office of your status.

Due to processing and embassy wait times, submit your NIF as soon as possible. If you are unable to access the online NIF, contact the Berkeley International Office . Their website also contains useful information about obtaining the visa, orientations, and life at UC Berkeley as an international student.

Oral English Proficiency Requirement for Graduate Student Instructor (GSI) Appointments

Once admitted, graduate students who do not speak English as a native language must satisfy the oral English proficiency requirement before they can be appointed to teach. Please note that the oral English proficiency level required for GSI positions is higher than for admissions. Consult the Language Proficiency Program for information regarding this requirement.

How to Write a Great Graduate School Acceptance Letter

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You've  applied to graduate schools , and lo and behold, you've been accepted to the program of your dreams. You may think you're all set and you need only pack your bags, book a flight or load your car, and head out to grad school. But, you need to take one more step to ensure your position at the school will be open and ready for you when you arrive: You'll need to write an acceptance letter. Admissions officers have to be sure that you are ready to attend; otherwise, they will likely give your spot to another candidate.

Before Writing Your Letter or Email

Your graduate school applications were just the first step. Maybe you received several  offers of admission , maybe not. Either way, remember to share the good news with friends and family first. Don't forget to thank your mentors and people who wrote recommendation letters on your behalf. You want to maintain your educational and professional contacts as your academic career progresses.

Writing Your Reply

Most grad programs notify applicants of their acceptance—or rejection—by email or phone, although a few still send formal letters by mail. Regardless of how you're notified, don't immediately say yes. This is especially important if the good news comes in a phone call.

Thank the caller, likely a professor, and explain that you will reply soon. Don't worry: You won't suddenly have your acceptance revoked if you briefly delay. Most programs give accepted students a window of a few days—or even up to a week or two—to decide.

Once you've had a chance to digest the good news and consider your options, it's time to write your graduate school acceptance letter. You can respond via a letter that you send through the mail or you can reply by email. In either case, your response should be short, respectful, and clearly indicate your decision.

Sample Acceptance Letter or Email

Feel free to use the sample letter or email below. Simply replace the name of the professor, admissions officer, or admissions committee of the school as appropriate:

Dear Dr. Smith (or Admissions Committee ):

I am writing to accept your offer to enroll in the X program at [graduate university]. Thank you, and I appreciate your time and consideration during the admissions process. I look forward to attending your program this fall and am excited by the opportunities that await.

Rebecca R. Student

Though your correspondence seemingly states the obvious, it is very important that you make it clear that you intend to enroll in the graduate program. And, being polite—such as saying "thank you"—is always important in any official correspondence.

Before You Send the Letter or Email

As you would with any important correspondence, take the time to reread your letter or email before you send it. Ensure that it doesn't have any misspellings or grammatical errors. Once you're satisfied with your acceptance letter, send it.

If you've been accepted into more than one grad program, you've still got some homework to do. You'll need to write a letter declining an offer of admissions  to each of the programs you rejected. As with your acceptance letter, make it short, direct, and respectful.

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• Don'ts for Getting Letters of Recommendation for Grad School
• How to Get a Recommendation Letter for Graduate School
• Dos and Don'ts for Requesting a Grad School Recommendation Letter
• Thanking a Professor for Writing a Recommendation Letter
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• How to Write Your Graduate School Admissions Essay

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The Graduate School

Creating the offer letter.

Below, please find guidance around creating and extending a GA offer letter and adding the GA to grad payroll.

Appointment Dates

Appointments ordinarily are made for the nine-month period, August 23 through May 22, but may be of shorter duration for a variety of reasons. Specific dates can be found on the Stipend Listing posted by Payroll for each academic year.

Graduate assistantship appointments with either a retroactive date of hire or a retroactive increase in percentage of employment are prohibited. Appointment start dates should accurately reflect the employee's work. A non-standard start date may have implications for the GA tuition waiver, insurance eligibility, and result in a less than one semester appointment, so should the need for an appointment with a retroactive or non-standard start date arise, the department should contact The Graduate School prior   to   making an offer. While the contract allows less than one semester appointments, all appointments of less than one semester duration require advance approval from the GEU and departments must contact Employee Relations for assistance before issuing an offer letter.

The appointment start date for GAs is typically prior to the start of the semester. GAs may be expected to begin work as of the start date of their appointment and should plan to arrive by their start date. All graduate students enrolled in on-campus programs are required to arrive on campus on or before the first day of each new term, as stated in The Graduate Catalog (" Deadlines "). This policy is to ensure graduate students' academic success, as well as to prevent any financial hardships that may result for student with a graduate assistantship appointment. Late arrival for the semester requires advance approval from The Graduate School and may impact the GA's employment start date, which may cause the GA to be responsible for paying partial tuition and affect their eligibility for subsidized health insurance. If a newly admitted student is not able to arrive on campus on or before the first day of the semester, they should plan to defer their admission to a later semester.

GA Offer Letters and Supplemental Description of Duties Forms

Graduate Assistant offer letters define the terms and conditions of employment for graduate students who are invited to accept a new position or a continuation appointment as a Graduate Assistant at the University of Connecticut. Effective January 2023, the original six GA offer letter templates have been combined into one template that can be used to appoint or reappoint a GA for the fall/spring semester or the academic year. An additional template has been created that can be used specifically for mid-appointment (fall/spring or academic year) FTE or stipend level changes.

GA Offer Letters:

• The GA offer letter templates contain boilerplate language that   must be included , and the templates should be accessed from the Human Resources website as each new letter is created as content is subject to change. These template letters are not intended to be form letters, but the language has been vetted for compliance with relevant contractual and legal provisions. The hiring department is responsible for the personalization of names, titles, salary and other specific data. Should you need to substantially revise the standard letters, it is imperative that you contact The Graduate School before doing so.
• Please remember that the GEU contract requires the university to make offers by April 1 for incoming GAs and by June 1 for continuing GAs except in exceptional situations as outlined in by the contract. If you have any questions about this deadline and whether a scenario would qualify as exceptional, please reach out to The Graduate School.

Supplemental Description of Duties Forms:

• Hiring departments must also provide the GA with a Supplemental Description of Duties form. The provided templates of the Supplemental Description of Duties form for Teaching GAs and Research GAs can be modified by departments to more accurately reflect the GA’s duties but must include all items listed in Article 5, section 6 of the GEU-UAW contract and the language regarding international students holding a F-1 or J-1 visa not working more than 20 hours per week when classes are in session.
• The Graduate School maintains an online workflow for the Supplemental Description of Duties (SDD) form that is available for use by all departments. Either the faculty member supervising the GA or the department admin can initiate the SDD form. If initiated by the admin, it will route to the GA supervisor for approval before being sent to the GA. Departments may preview the form to see if it will meet their needs and reach out to Jack Corcoran ( [email protected] ) to request administrator access. GA supervisors do not need administrator access in order to initiate, review, or approve SDDs.

Optional GA Recruitment/Cover Letter: 

• The Graduate School has developed an " Optional GA Recruitment/Cover Letter Template " to accompany GA offer letters for incoming and continuing graduate students. This optional template highlights some of the benefits of joining UConn for incoming students and provides space for departments to list additional opportunities or support, such as a departmental fellowship.

Additional Information for Incoming GAs' Offer Letters - The April 15 Resolution

• GA offer letters for incoming graduate students must include language regarding the Council of Graduate Schools' (CGS) "Resolution Regarding Graduate Scholars, Fellows, Trainees, and Assistantships," also known as the "April 15 Resolution." Because UConn is a party to the April 15 Resolution, we are obliged to allow admitted graduate students to consider all offers of financial support through April 15 .  In turn, the resolution binds students to their decisions made or held in place after April 15.  Over 325 U.S. institutions offering graduate degrees have agreed to abide by this resolution.
• The April 15 deadline applies only to acceptance of an offer of financial support such as a graduate scholarship, fellowship, traineeship, or assistantship. Departments are free to ask or require potential students to respond before April 15 if the student did not receive an offer of financial support.
• It applies only to offers of financial support for the following academic year.
• Although departments are encouraged to make offers well before the deadline, prospective students are under no obligation to respond to offers including financial support prior to April 15.
• All offers of financial support should include a copy of or link to the “ April 15 Resolution ”.
• The GA offer letter templates for "New" appointments include explanatory language regarding the April 15 Resolution and a link to the full text of the resolution. Please remember that the GEU contract requires the university to make offers to incoming GAs no later than April 1. If you have any questions about this deadline or about implementing the April 15 Resolution, please reach out to The Graduate School.

International GAs Admitted for a Spring Term 

• International students who are admitted for a spring semester may need to be show one year's proof of funding to receive their I-20. In collaboration with ISSS and Labor Relations, The Graduate School developed a letter template departments can use to confirm a calendar year of GA support and which the student may show when applying for their I-20. The department would also need to provide a spring GA offer letter using one of the standard templates for GA offers available on HR's website along with this letter, and then, closer to the fall semester, departments would issue a fall GA offer letter using the standard templates. Please reach out to [email protected] with any questions about this template or GA offer letters.

Stipend Rates

Stipend rates for graduate assistants are graduated in terms of progress toward the advanced degree and experience. Stipend rates and payroll processing deadlines can be found on the   Payroll website .

• Level B/I: for graduate assistants with at least the baccalaureate. Students active solely in a master's program as paid at Level B/I.
• Level M/II: for experienced graduate assistants in a doctoral program with at least the master's degree or its equivalent in the field of graduate study. Equivalency consists of thirty graduate level credits beyond the baccalaureate degree, together with admission to a doctoral program.
• Level P/III: for students who have passed the doctoral general examination.

The most straightforward way to determine a student's level eligibility is to refer to the Report on GA Hire Eligibility and Stipend Level. This report is sent out weekly by The Graduate School to the Graduate Admins listserv. If you would like to be added to this listserv or if you have questions about this report or a student's level eligibility, please contact Megan Petsa .

Adding the GA to Grad Payroll

Core-CT Job Aids for SmartHR and payroll processing deadlines are provided by Payroll. Detailed information about adding grads to payroll for the academic year is sent to the Grad Payroll Processors listserv directly by Payroll.

"Contact The Graduate School" Error Messages in SmartHR/Core-CT If you receive an error message telling you to contact The Graduate School when you try to save and submit a payroll transaction, please contact [email protected] with the GA's name, student ID, and the reason for the error (if known) for assistance. Please note, when that error message appears, the SmartHR transaction has been automatically saved in "DRAFT" status.

This error message may appear for one of two reasons:

• Provisional Status . A student on provisional status cannot be a GA. To be removed from provisional status, the student must have a GPA above 3.0 and have completed 12+ graduate level credits here at UConn. This error will not be overridden, as the student is not eligible to be hired as a GA.
• Speech Test Not Satisfied. If the GA has not provided proof of English proficiency to be a TA (as described in UConn's English Proficiency Policy for TA's and Testing Procedures ) and been cleared to teach by UCEALI/International Teaching Assistant Services, the department must verify in writing that the GA will have no instructional contact with students (e.g., they will be doing grading work or lab set up only). If the intent is for the GA to be assigned instructional contact duties, the GA will need to work with UCAELI/International Teaching Assistant Services to provide proof of English proficiency to be a TA. If not cleared to teach by UCAELI/ITA, the GA must be reassigned to non-instructional contact duties only.

Contact Information

860-486-3617

[email protected]

The Whetten Graduate Center, Second Floor University of Connecticut 438 Whitney Road Extension, Unit-1152 Storrs, CT 06269-1152

8:30am to 4:30pm Monday through Friday

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Upcoming Defenses

Doctoral dissertation oral defense of jaseph soto.

Wednesday, April 24th, 2024

12:00 PM - 01:00 PM

Torrey Life Sciences Building

Title: Roles of Kcnq2 Channels in Respiratory Homeostasis

Department: Physiology and Neurobiology

Daniel Mulkey; [email protected]

Doctoral Dissertation Oral Defense of Mitchell Bredice

Friday, April 26th, 2024

Gant South Building

Kinetics, Nucleation, and Relaxation Dynamics of Ion-Seeded Nanoparticles Doctoral Field of Study: Physics

A review of the research I have completed in studying the growth of nanoparticles using molecular dynamics simulations.

Mitchell Bredice, [email protected]

Doctor Dissertation Oral Defense of Veronica Hanna

Monday, April 29th, 2024

Family Studies Building

Human Development and Family Sciences - “The Role of Religion in Sexual and Gender Diverse Youth and Young Adults’ Lives”

Veronica Hanna: [email protected]

Doctoral Dissertation Oral Defense of Weizi Wu

12:45 PM - 02:45 PM

Storrs Hall

Nursing PhD “RNA Differential Expression Pre- and Post-Chemotherapy and Its Association with Pain/Fatigue in Colorectal Cancer Patients”

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Doctoral Dissertation Oral Defense of Eilyn Lombard

365 Fairfield Way, Storrs, CT 06269

Power, Performance and Poetry in Latin America (1970-2022)

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Sample Offer Letter of Selected Candidates for admission to Ph.D.

• gandhinagar
• confirmation
• www.iitgn.ac.in

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IITGN/Acad/<strong>Ph</strong>.D/Admission/2013-14-1/<br />

Date: 7 June 2013<br />

To,<br />

Dear ,<br />

Sub: <strong>Offer</strong> <strong>of</strong> Admission <strong>to</strong> <strong>Ph</strong>.D. Programme 2013-14 (Semester-I)<br />

We are pleased <strong>to</strong> in<strong>for</strong>m you that you have been selected <strong>for</strong> <strong>admission</strong> <strong>to</strong><br />

the <strong>Ph</strong>.D. Programme <strong>of</strong> IIT Gandhinagar under Regular (RR) category in the<br />

…………………… discipline. This <strong>admission</strong> <strong>of</strong>fer is provisional subject <strong>to</strong><br />

verification <strong>of</strong> original documents and satisfying the eligibility requirements as<br />

applicable. The terms and conditions <strong>of</strong> your <strong>admission</strong> are enclosed herewith <strong>for</strong><br />

your in<strong>for</strong>mation.<br />

You are requested <strong>to</strong> send your confirmation through payment <strong>of</strong> the relevant<br />

fees by 23 rd June 2013. Please refer <strong>to</strong> the enclosed note <strong>for</strong> the details related <strong>to</strong> the fee<br />

submission.<br />

The registration <strong>of</strong> the new <strong>Ph</strong>.D entrants is scheduled on 22 nd July 2013 at<br />

10.00 am. This will be followed by an orientation programme on the same day. In<br />

case a candidate does not report by 04.00 PM on that day, his/her <strong>admission</strong> will<br />

stand cancelled.<br />

Please send a confirmation email indicating your acceptance <strong>of</strong> this <strong>of</strong>fer <strong>to</strong><br />

[email protected].<br />

With best wishes,<br />

Yours sincerely,<br />

Encl.: a/a<br />

Dean (Academic Affairs)

INDIAN INSTITUTE OF TECHNOLOGY GANDHINAGAR<br />

Terms and Conditions <strong>for</strong> Admission <strong>to</strong> the <strong>Ph</strong>.D. Programme<br />

‣ All <strong>admission</strong>s are PROVISIONAL subject <strong>to</strong> fulfillment <strong>of</strong> all Academic and Non- academic<br />

requirements. The Institute reserves the right <strong>to</strong> withdraw the <strong>admission</strong> at any stage in case a<br />

candidate does not possess the minimum qualifications or does not fulfill any <strong>of</strong> the<br />

requirements given in brochure/<strong>admission</strong> <strong>of</strong>fer or gives any false in<strong>for</strong>mation.<br />

‣ The <strong>admission</strong> <strong>of</strong>fers under CSIR/UGC/NBMH/DBT categories are subject <strong>to</strong> producing<br />

valid JRF <strong>of</strong>fer issued by them.<br />

‣ <strong>Candidates</strong> with GATE/CSIR/UGC-JRF/etc. scorecard selected under Regular Category (RR)<br />

programme will be eligible <strong>for</strong> monthly fellowship as per MHRD guidelines. The <strong>Ph</strong>.D<br />

student generally stay in nearby apartments rented in groups, and the Institute provides HRA<br />

@ 20% <strong>of</strong> basic fellowship <strong>to</strong> the students.<br />

‣ The <strong>Ph</strong>.D students cannot accept or hold any appointment paid or otherwise during their<br />

tenure <strong>of</strong> doc<strong>to</strong>ral studies at the Institute.<br />

‣ <strong>Candidates</strong> who have not yet completed their qualifying degree (result awaited) should bring<br />

a certificate from the Head/Principal <strong>of</strong> the Institute/College last attended about the status <strong>of</strong><br />

their final examination results. However, the passing certificates along with mark sheets<br />

must be submitted by 30th September 2013, failing which, their <strong>admission</strong> will be<br />

cancelled.<br />

‣ You are required <strong>to</strong> bring the originals <strong>of</strong> certificates <strong>for</strong> your educational qualifications,<br />

experience, date <strong>of</strong> birth, migration, caste / tribe certificate, etc. <strong>for</strong> verification on the day <strong>of</strong><br />

registration.<br />

***<br />

Details Related <strong>to</strong> Submission <strong>of</strong> Fee <strong>for</strong> Confirmation<br />

The <strong>to</strong>tal amount <strong>of</strong> fee which is <strong>to</strong> be submitted <strong>for</strong> confirmation <strong>of</strong> <strong>admission</strong> be<strong>for</strong>e the prescribed<br />

deadline:<br />

Fees :-<br />

General Category : Rs.16,600/-<br />

SC/ST Category : Rs.11,600/-<br />

Fees can be paid by DD/On-line transfer/Direct<br />

deposit in favour <strong>of</strong> “IIT Gandhinagar Main<br />

Account”. Accounts details are:<br />

i) Name <strong>of</strong> Bank: State Bank <strong>of</strong> India<br />

ii) Name <strong>of</strong> Branch: IIT Gandhinagar Branch<br />

iii)Account No.: 30826093766<br />

iv) Branch Code: 11770<br />

v) IFS/ RTGS Code: SBIN0011770<br />

vi) MCIR Code: 380002106<br />

Note: This is required <strong>to</strong> be submitted by<br />

23 rd June 2013 <strong>to</strong> confirm <strong>admission</strong>.<br />

Note: The students joining the Institute mess will have <strong>to</strong> pay an advance mess fees <strong>of</strong> Rs.13,000/-<br />

at the time <strong>of</strong> registration.<br />

Please write your name, discipline and phone number on the back side <strong>of</strong> the Demand Draft and<br />

submit the same in person or send it by registered post in an envelope superscripting on the <strong>to</strong>p<br />

“<strong>Ph</strong>.D Admission” <strong>to</strong>:<br />

The Assistant Registrar (Academics)<br />

Indian Institute <strong>of</strong> Technology Gandhinagar<br />

Vishwakarma Government Engineering College Campus<br />

Visat-Gandhinagar Highway<br />

Chandkheda, Ahmedabad–382424, Gujarat<br />

The candidates, who opt <strong>to</strong> make the payment online or by direct deposit, need <strong>to</strong> submit payment<br />

receipt by email at [email protected]<br />

A Note Regarding Accommodation <strong>of</strong> <strong>Ph</strong>D Students<br />

Please note the following in<strong>for</strong>mation regarding accommodation.<br />

1. The Institute does not provide accommodation in campus <strong>to</strong> <strong>Ph</strong>D students. A number<br />

<strong>of</strong> rental apartments are readily available around the campus and the postgraduate<br />

students live <strong>to</strong>gether in group <strong>of</strong> 4-6 in those apartments with Rs 6000-9000 <strong>of</strong> monthly<br />

rent. This provides the students freedom <strong>to</strong> live according <strong>to</strong> their wish and their own<br />

com<strong>for</strong>t. It also helps them learn <strong>to</strong> be independent. You may also note that Ahmedabad<br />

is one <strong>of</strong> the safest city in India.<br />

2. The students <strong>of</strong>ten join the Institute mess <strong>for</strong> all their meals due <strong>to</strong> close proximity <strong>of</strong><br />

their apartment <strong>to</strong> the campus.<br />

3. The Institute provides some help in finding an accommodation near the campus. The<br />

Senior students will be contacting the confirmed candidates shortly <strong>for</strong> accommodation.<br />

4. The <strong>Ph</strong>D students receive an extra amount as HRA @ 20% <strong>of</strong> their base fellowship per<br />

month. They can also get some essential furniture and internet from the Institute <strong>for</strong><br />

their period <strong>of</strong> stay. Considering that hostel related fee is also waived, a student is<br />

usually in a position <strong>to</strong> save some amount out <strong>of</strong> that HRA.

• More documents
• Recommendations

IITGN/Acad/<strong>Ph</strong>.D/Admission/2013-14-1/ Date: 7 June 2013 To, Dear , Sub: <strong>Offer</strong> <strong>of</strong> Admission <strong>to</strong> <strong>Ph</strong>.D. Programme 2013-14 (Semester-I) We are pleased <strong>to</strong> in<strong>for</strong>m you that you have been selected <strong>for</strong> <strong>admission</strong> <strong>to</strong> the <strong>Ph</strong>.D. Programme <strong>of</strong> IIT Gandhinagar under Regular (RR) category in the …………………… discipline. This <strong>admission</strong> <strong>of</strong>fer is provisional subject <strong>to</strong> verification <strong>of</strong> original documents and satisfying the eligibility requirements as applicable. The terms and conditions <strong>of</strong> your <strong>admission</strong> are enclosed herewith <strong>for</strong> your in<strong>for</strong>mation. You are requested <strong>to</strong> send your confirmation through payment <strong>of</strong> the relevant fees by 23 rd June 2013. Please refer <strong>to</strong> the enclosed note <strong>for</strong> the details related <strong>to</strong> the fee submission. The registration <strong>of</strong> the new <strong>Ph</strong>.D entrants is scheduled on 22 nd July 2013 at 10.00 am. This will be followed by an orientation programme on the same day. In case a candidate does not report by 04.00 PM on that day, his/her <strong>admission</strong> will stand cancelled. Please send a confirmation email indicating your acceptance <strong>of</strong> this <strong>of</strong>fer <strong>to</strong> [email protected]. With best wishes, Yours sincerely, Encl.: a/a Dean (Academic Affairs)

• Page 2 and 3: INDIAN INSTITUTE OF TECHNOLOGY GAND

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Respond to the Offer of Admission

Main navigation.

Ready to accept the offer? Follow the instructions on this page to secure your spot.

Step 1: Log in to Your Status Page 

Application Status Page

Step 2: Submit Your Reply to the Offer of Admission

Under Forms, you will see a link to the  Reply to the Offer of Admission form. Click on this link to submit your response to accept or decline the offer.

If you are declining the offer, you will have the opportunity to provide a reason. This is completely optional and will not impact any future application to Stanford. 

Deferral of Admission

The offer of admission you received was for a specific graduate degree program and entry term. If you wish to request a deferral to a later term, please submit your request in writing to the graduate program , who has final authority to approve or deny the request. If your request is denied and you are unable to enroll for the original entry term, you will need to reapply in a future cycle. Please note that some departments and/or programs do not accept deferral requests.

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Personal Finance for PhDs

Live a financially balanced life - no Real Job required

Negotiating PhD Funding Offers: This Grad Student Did It Successfully

January 28, 2019 by Jewel Lipps

In this episode, Emily interviews John Vsetecka, a second-year PhD student in History at Michigan State University. When John was a prospective PhD student, he attempted to negotiate the stipend and benefits of the three admissions offers he was seriously considering. John shares exactly how he initiated the negotiation process and the outcomes at each of the universities. His negotiation method is well-researched and well-considered and is applicable to many if not most other prospective graduate students. John and Emily also discuss how prospective PhD students should combat imposter syndrome during the admissions process.

Links mentioned in episode

• Tax Center for PhDs-in-Training
• Volunteer as a Guest for the Podcast
• PhDStipends.com

0:00 Introduction

1:05 please introduce yourself.

John Vsetecka is a second-year PhD student in the Department of History at Michigan State University. He studies modern Ukrainian history, with a focus on the 1932-1933 famine. Before beginning his PhD program, he worked as a GEAR UP advisor. This is a federal grant agency that works with low income students, called Gaining Early Awareness and Readiness for Undergraduate Programs. He worked in Colorado to help middle school and high school, low income students prepare for college. Before this job, he got a Master of Arts in History in 2014 at the University of Northern Colorado.

2:55 What PhD offers and interview requests did you receive from universities?

When John applied to PhD programs, he applied to eight schools and faced some rejections. He considered four offers, then narrowed his list to three. The first offer he eliminated would have required that he start with MA and work into PhD. Since he already had an MA, he felt he was ready to move on. He seriously considered three offers. He accepted the offer from Michigan State University, where he is now. He visited “University 2” in person for an interview. He had a virtual interview with “University 3.”

4:21 What did you think about the offers from these three universities?

John wasn’t sure what a fair offer was for a PhD position in History. Generally, PhD students are shy about sharing their financial experiences. So he did research and his mentor from the University of Northern Colorado guided him in this process. He talked to other PhD students, who would say they had enough to live on or that they were struggling. He used the websites GradCafe and PhD Stipends . He got a sense of what people were being paid, including their health insurance and fees. From all of this information, he decided two offers were fair and worth considering.

Emily shares an important piece of advice for prospective PhD students is to do your research. Anonymous databases, like PhD Stipends , provide more transparency around these offers. But you should talk to current graduate students, because it’s one thing to look at the numbers, and another thing to get a feel for how it is to live on that amount.

Further Reading: How to Read Your PhD Program Offer Letter

7:54 How did you initiate the negotiation process for your PhD stipend offers?

John negotiated his stipend offers during his interviews. He went to visit two universities in person for interviews, and had a virtual interview a University 3. His first interview was at University 2. During the visit, they have an itinerary and fully scheduled day. The experience is like a whirlwind. He prepared a set of questions for faculty members and set of questions for Graduate Director. With the Graduate Director, he talked about the PhD program as a whole to get their insight. Then he directly asked the Graduate Director if there is any other money available, such as other fellowships, and explained that he has other offers with higher financial value. The Graduate Director is the one that can control the money. The faculty can only put in good word on a student’s behalf. So as a prospective PhD student, you should know who you can talk to and know who you can negotiate with. You don’t need to be afraid to ask tough questions about financial aid.

The PhD program interview was a good time to negotiate PhD stipend offers. John waited until he received all offers to see where he stood across the field, and this gave him some leverage. Negotiating like this is is what people do with any other job. John told the Graduate Director that he had other offers, but he didn’t show them the letters themselves. Negotiating before receiving all other offers and before the interview can seem desperate. But if he negotiated after the visit, it might seem like that offer wasn’t his first choice and he was only negotiating after losing another offer. John also believes that talking in person is the best type of communication. Negotiating in person puts them on the spot.

During his interview visit for University 2, John asked the Graduate Director about the potential for a better financial package. The Graduate Director told John that they would get back to him a couple hours. Later that day, John received an email with a offer for a fellowship package. This showed John that they were willing to work on his behalf. He was surprised by this because he had expected them to negotiate and push back. During the interview visit, the department is most focused on recruitment, so they quickly considered his request and acted on it.

John went into the meeting with a set plan for negotiation. He had a notebook and visibly took notes during the conversation, which indicates that he took the negotiation seriously. Treating graduate school interviews like a professional scenario sets you up for success.

14:35 What new offer did you receive after negotiating?

Because he negotiated with the Graduate Director, John received an offer of a university fellowship instead of a teaching assistantship. The new offer was university-based funding, not department-based funding like his original offer. The university fellowship had different teaching requirements than the department teaching assistantship. It was more money in total, as well as better health care coverage. This showed what kind of control the department and university has over financial awards for PhD students. Even if the university can’t raise stipends, they can cover more fees or provide better benefits.

16:22 What outcomes did you get from negotiating with the other two universities?

John learned that not everyone would negotiate. At Michigan State, he had a generous offer that he was already happy with. Even so, he asked the Director of Graduate Studies at Michigan State about his financial award. The director kindly told him that his original financial award was what the department was willing to offer. John later learned that his department offers different financial packages based on a tiered system, and he was happy with the offer he received.

At University 3, John had a virtual meeting with the department. John brought up that he had offers with much more value than what they had offered him. John says that honestly, he was displeased with University 3’s financial offer. He learned that due to financial constraints at University 3, the department couldn’t offer more money. The department suggested term-to-term options. John didn’t want to be on his toes every semester wondering if he’d get paid. Though University 3 offered paid tuition, the money offered for teaching/research was not enough to even consider.

It’s important for prospective PhD students to recognize that some offers only tell you about the first year, while others present a five-year plan for funding.

19:35 Based on what you experienced, what would you do to negotiate differently?

John says he wouldn’t change much. While he knew negotiation was possible, he personally didn’t know anyone in his cohort group that negotiated their stipend offer. John heard from his advisors and mentors that it’s ok to ask, but you have to know to ask. John says this is one of those hidden things in academia. If prospective graduate students receive multiple offers, this is a chance to use offers against each other. even if you get one offer, be happy, but if you get more offers you can use them

Emily brings up that often, applicants don’t feel a lot of confidence. They often think, “Who am I to be receiving these offers?” This imposter syndrome deters prospective PhD students from negotiating their stipends and ensuring that they receive the best offer.

22:27 How did you know negotiating your PhD offer would be possible and welcome?

John’s MA program advisor told him how to negotiate PhD stipend offers. First, you have to apply to multiple universities and know their programs well. Second, you need to know who you want to work with. Third, you need to talk with current graduate students. This is the most important advice. If you find their email on department websites, you can email them directly. Fourth, online communities like GradCafe help you connect with people who can help you.

John says that graduate school applicants should treat a PhD position like any other job. John says this profession should not be excluded from the process of negotiation. John’s experience at GEAR UP, where he helped low income students fight for undergraduate school money, showed him that there is a lot of money out there. He says it’s unfortunate so many undergraduates go into a lot of debt, when there are all types of money out there for different skills and talents. John wonders why graduate students can’t have that money too? There are different organizations, based in different fields, but money is out there. He suggests prospective students apply to everything they’re qualified for, but they also ask universities and departments what they can give.

Emily adds that prospective PhD students need to consider cost of living. If you have school A versus school B with higher stipend and in lower cost of living, you can ask the school A’s department what they can do to make the offer comparable.

26:44 Has your negotiation had any lasting impact on your graduate career?

John says the negotiation process doesn’t stop when you receive your final offer. Negotiation is a longer standing issue to think about in the future. At Michigan State, John and his peers negotiate for conference money, travel money, research money for the summer. Some graduate students can’t find money beyond teaching assistantships. Because he considered these benefits in his financial offer, he accepted a position that allows him the time and money to not worry. He has summer funding and he can teach online. For instance, he taught a seven week class online while being in Ukraine for research. He chose a school with an institutional investment. The department is doing well and it is investing in its students. He saw that the department was willing to invest continually in their students. He thinks the investment will continue after he graduates.

29:33 Final Comments

John says prospective graduate students should feel free to reach out to him. He likes to help in any way he can. When you get your offers, the first thing you should do is celebrate, and get a round of applause. After celebrating, look over your financial offer, and look beyond stipend to health insurance and benefits. If you get multiple offers, compare them. Be confident about your acceptance into a program and don’t be afraid to negotiate. Know that you have power in these situations. Even though graduate students often don’t have much power, this is the situation where you do. You have all the power and you should use it while you can.John treated PhD offers like job offers because it’s also a job, in literal and figurative sense.

31:27 Conclusion

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Reader Interactions

February 12, 2020 at 11:04 pm

Hello! I would like to get in touch with John as I am in the process of hearing back from graduate schools.

March 2, 2020 at 12:22 pm

I also would like to get in touch with him!

March 31, 2020 at 2:05 pm

Here is his student profile page: https://history.msu.edu/people/graduate-students/john-vsetecka/

[…] Negotiating PhD Funding Offers: This Grad Student Did It Successfully […]

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• Graduate Fellow Offer and Renewal Letters

Instructions for Model Letters of Offer for Graduate Fellows

Note to Academic Department, Graduate Programs, and Training Grant/Fellowship Principal Investigators

A letter of offer constitutes a notice of fellowship for eligible graduate fellows. This letter is specifically developed for graduate fellows and should not be used for other appointments. This letter does not offer admission to the University.  Conditions for renewal of this fellowship should not be stated in this letter of offer. All fellowship appointments must meet the definition of a graduate fellow , or under the requirements of the Alternatively-Funded Fellowship Program .

Please clearly articulate the total stipend to be received and the schedule and method under which the stipend will be disbursed. Stipends must be issued quarterly for OSU Foundation + college-funded fellowships. External fellowships and training grants have stipends issued on a monthly schedule.

This letter must be signed by the individual who has signature authority over the graduate fellowship, such as a dean, academic department head/chair, graduate program director (for graduate programs not administered by academic departments), or principal investigators responsible for federally sponsored fellowship programs and training grants.

Once the letter is signed/offer accepted by the student, the appointing program must the respective Graduate Fellow appointment form:

• OSU Foundation + Internal Fellow appointment form
• Training Grant + External Fellow appointment form

Route the letter and form to the required offices as noted in these instructions.

Please commit no more than a one year fellowship in this fellowship notice, which may overlap fiscal years .

Appointment Dates for Fellowships

• Fall: September 16 – December 15
• Winter: December 16 – March 15
• Spring: March 16 – June 15
• Summer: June 16 – September 15*

*If you are appointing a graduate fellow for summer session, the fellowship dates must be between June 16 and September 15.  Appointment dates outside of this timeframe will negatively affect the health insurance options made available to the graduate fellow.

• If the fellowship is for the full fiscal year, please use the following dates: September 16 – September 15.
• All fellowship letters must be provided at least 30 days before the start of the fellowship.
• Please note that fellowships may have dates that overlap with a student’s ability to accept a GTA or GRA appointment, early termination may be required.
• Do not deviate from these dates in the letter unless the external fellowship/training grant has specific award date requirements.
• If you have questions regarding this model letter or the Graduate Fellow process, including eligibility, contact the Graduate School via email: [email protected] .

Graduate Fellowship Template Letters

Graduate Fellow Offer Letters

The following documents include instructions and template language to provide a Graduate Fellowship offer to a selected student.

Graduate fellow letter of offer - OSU + Foundation - 2024-2025

Graduate fellow letter of offer - External + Training - 2024-2025

Graduate fellow letter of offer - Alternatively Funded- 2024-2025

Supplementary Funding for Stipend and/or Tuition Support Letters

The following documents should be used to provide top-up funding from OSU funding sources to meet the Graduate Fellowship Policies of the Alternatively-Funded Fellowship Program .

Stipend support letter of offer 2024-2025

Tuition scholarship letter of offer 2022-2023

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• Sello’s PhD from bogus college, Nzimande says

Skeem Saam actor Serunye also given ‘doc torate’

Minister of higher education Blade Nzimande says Trinity International Bible University which conferred an honorary doctorate to actor Sello Maake kaNcube is not registered and therefore has no authority to offer any qualifications.

On Saturday, Maake kaNcube posted a number of pictures quoting a Bible verse as he celebrated the honorary doctrate.

" Look at God! It’s now Dr Sello Maake kaNcube Someone please tell my co-pilot Pearl Mbewe Maake KaNcube @Solopearl [wife] that she is no longer travelling this life journey with a national treasure only but with an honourable DR!" Maake kaNcube wrote on social media platform X.

Some social media users questioned the honorary doctorate.

“When you pass through the waters, I will be with you; and through the rivers, they shall not overwhelm you; when you walk through fire you shall not be burned, and the flame shall not consume you.” Isaiah 43:2 Look at God! It’s now Dr Sello Maake kaNcube 🤩🥰😍 Someone please… pic.twitter.com/PqqyFtfAke — Sello Maake kaNcube -Archie Moroka ☺️ (@sellomkn) April 20, 2024

Another recipient is Skeem Saam actor Elizabeth Serunye. Singer Winnie Mashaba was conferred with one in November 2019.

View this post on Instagram A post shared by Elizabeth Serunye (@serunyeelizabeth)

Nzimande on Sunday said he had become aware of honorary doctorates awarded to some of the country's top celebrities by Trinity.

"According to our records as the department of higher education and training, Trinity International Bible University is not a registered private higher education institution. Trinity International Bible University is therefore not authorised to offer any qualifications, including honorary degrees.

"We also wish to state that, as the Department, we have written to Trinity International University before and warned them about continuing to operate illegally and for them to regularise their operations. We have also asked the Council on Higher Education (CHE) for guidance on how honorary qualifications should be offered and by who. As the Department, we have nothing against Trinity International Bible University or the celebrities they have chosen to honour," said the department's spokesperson Veli Mbele.

He said the department was "deeply disturbed by the persistent disregard for the department's regulations by the management of Trinity International Bible University".

"The department is considering more comprehensive and decisive action against Trinity International Bible University and all other individuals or institutions, who continue to undermine the department's regulations. As the department of higher education and training, we are willing to engage with Trinity International Bible University and the celebrities they have honored, to better explain our position.

"Most importantly, as the department of higher education and training, we have a legal responsibility to protect the integrity of our qualifications and that of our post school education and training system," Mbele said.

[email protected]

• Umalusi warns about bogus online schools and websites selling fake certificates

READER LETTER | Things can’t get worse than this at our schools and institutions of higher learning

• Beware of fake schools and colleges

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