How to contact PhD faculty of interest?

[androm31]

I am planning on pursuing a PhD in astronomy (extragalactic/cosmology). I hear conflicting advice on contacting potential PhD advisors, but I figured I'd try to be a little proactive even if it might not be too helpful in my application process. What's the best way in contacting professors - especially in the sciences? To those who have had successful correspondence, how did you go about this? What kind of questions did you ask? Did you find it helpful? 

Forgive me for asking the dumb questions...I'd rather sound dumb here than in the email or the application! haha
I'd appreciate any insights!

Thanks:)

[BabyScientist]

Not a dumb question at all! 

I contacted faculty before applying, if only to establish a connection in case I did get an interview. I chose the top people I was interested in and sent them an email explaining that I was applying and was interested in their work. I described some of my past experiences in the field, then I explained exactly what they did that was of interest to me and how it relates to my interests or past experiences (not in great detail or anything). The only questions I really asked were "Do you know if you'll be taking students next year?" and "Would you be able to speak over the phone sometime to further discuss my interests?" Bonus points if you have actual questions about their research, but they better be well-informed questions. I did have a few phone calls with faculty - I told them about my interests and why that program is exciting to me. They told me about their research, and even gave me some tips about the program that helped me bolster my SOP for that program.

This was all for neuroscience PhD programs.

Feel free to PM me and I can send you examples of my emails or answer more questions.

[androm31]

Thank you for the response! Those were definitely the kinds of questions I was thinking of asking. I'll give 'em a shot! Cold emailing is something I'm freaked out about but I'll see how it goes!

 

 

[BabyScientist]

1 hour ago, androm31 said:

Thank you for the response! Those were definitely the kinds of questions I was thinking of asking. I'll give 'em a shot! Cold emailing is something I'm freaked out about but I'll see how it goes!

Don't be freaked out! I had a great experience doing it. Some people responded just saying something like "we can meet during the interviews" (as in IF you get an interview), and some never responded, but those who did were extremely kind and helpful. Don't be disappointed by those who don't respond - remember that they're super busy people, and you might want to follow up (once) about a week later if they haven't responded. But it's also important to know if they people you most want to work with aren't taking students (which some did tell me), then there's no point applying to that school. Good luck!

[androm31]

Awesome! I guess that's the fun in this application process. Thanks a bunch!

[historygeek]

I'm not in your field, but here's a message that I sent a POI. I've redacted some info:

I am a rising senior at Saint Louis University interested in pursuing a graduate degree at ABC. I am contacting you because of your work in [xyz].

My research interests lie in the presence of ethnically othered, second-generation immigrant women in public space in urban settings during the twentieth century. I am particularly interested in exploring this vis-a-vis sexual identity and activity, beauty and fashion, food desire, and participation in social movements. I would suggest that a multiplicity of identity- including ethnicity, religion, sexual identity, and gender identity -were key to how women participated in recreation, as well as how the broader American society reacted to them.

While I realize that your area of expertise is in [xyz], I am nevertheless hopeful that you could ascertain if my interests match yours and those expressed by the faculty at ABC. I look forward to speaking with you further.

 

I hope this was somewhat helpful!

[Sigaba]

13 minutes ago, historygeek said:

I'm not in your field, but here's a message that I sent a POI. I've redacted some info:

I am a rising senior at Saint Louis University interested in pursuing a graduate degree at ABC. I am contacting you because of your work in [xyz].

My research interests lie in the presence of ethnically othered, second-generation immigrant women in public space in urban settings during the twentieth century. I am particularly interested in exploring this vis-a-vis sexual identity and activity, beauty and fashion, food desire, and participation in social movements. I would suggest that a multiplicity of identity- including ethnicity, religion, sexual identity, and gender identity -were key to how women participated in recreation, as well as how the broader American society reacted to them.

While I realize that your area of expertise is in [xyz], I am nevertheless hopeful that you could ascertain if my interests match yours and those expressed by the faculty at ABC. I look forward to speaking with you further.

 

I hope this was somewhat helpful!

I very strongly recommend that you find ways to rephrase this note of self introduction. The description of research interests gets vaguer as the second paragraph unfolds. I recommend the elimination of jargon. I recommend adding at least one sentence that indicates an awareness of ongoing historiographical debates.

[androm31]

On 8/15/2018 at 8:49 AM, historygeek said:

I'm not in your field, but here's a message that I sent a POI. I've redacted some info:

I am a rising senior at Saint Louis University interested in pursuing a graduate degree at ABC. I am contacting you because of your work in [xyz].

My research interests lie in the presence of ethnically othered, second-generation immigrant women in public space in urban settings during the twentieth century. I am particularly interested in exploring this vis-a-vis sexual identity and activity, beauty and fashion, food desire, and participation in social movements. I would suggest that a multiplicity of identity- including ethnicity, religion, sexual identity, and gender identity -were key to how women participated in recreation, as well as how the broader American society reacted to them.

While I realize that your area of expertise is in [xyz], I am nevertheless hopeful that you could ascertain if my interests match yours and those expressed by the faculty at ABC. I look forward to speaking with you further.

 

I hope this was somewhat helpful!

Thanks historygeek! 

How did the contacting go?

[historygeek]

4 hours ago, androm31 said:

Thanks historygeek! 

How did the contacting go?

No problem!

Overall, it's gone really well! I've used that template, more or less, for my faculty emails and have gotten enthusiastic responses from my top choices!

[northie]

On 8/2/2018 at 5:55 AM, BabyScientist said:

Don't be freaked out! I had a great experience doing it. Some people responded just saying something like "we can meet during the interviews" (as in IF you get an interview), and some never responded, but those who did were extremely kind and helpful. Don't be disappointed by those who don't respond - remember that they're super busy people, and you might want to follow up (once) about a week later if they haven't responded. But it's also important to know if they people you most want to work with aren't taking students (which some did tell me), then there's no point applying to that school. Good luck!

Do you mind if me asking how to follow up? I sent emails to 2 professors a week ago and they haven't responded. 

[p287]

One week is not long to wait at all -- I would give it at least 2-3 weeks. I have contacted nine faculty of interest and have received replies back from seven (have not sent follow-ups for the other two yet). In some cases, I received replies back within a few days; but in some, it took several weeks. Remember that the term is just starting for professors as well as students, and professors also have their own research, families, etc. They are very busy and sometimes away from the office. If you haven't heard back in 2-3 weeks, I would recommend sending a brief follow-up that includes the date of your original correspondence and summarizes its main points. From what I've heard, you should not send more than one follow-up to a faculty member.

Edited September 25, 2018 by p287

[loffire]

20 hours ago, northie said:

Do you mind if me asking how to follow up? I sent emails to 2 professors a week ago and they haven't responded. 

I had the same problem, I emailed the program coordinator/grad advisor and they gave me information or emailed the faculty members themselves probing them to respond!

[Bopie5]

I've heard various things on this for English programs--some sites recommend contacting faculty, and others say it's better to contact current grad students rather than the faculty. Anyone have any thoughts or info on this?

[BabyScientist]

On 9/25/2018 at 3:16 PM, northie said:

Do you mind if me asking how to follow up? I sent emails to 2 professors a week ago and they haven't responded. 

I would wait another week.

For the actual follow up:

You should reply to the original email you sent so it's right there for them to see if they missed it the first time.

I'd say something like "I just wanted to follow up on my previous email. I'm very interested in your research and hope we can discuss our mutual interests sometime. I'm sure you're very busy, but I appreciate any opportunity to learn more about your work."

Remember that they get hundreds of emails every day (probably more this time of year) and your email could have just gotten lost in the mix. Also consider your subject line. A boring/generic/too much work subject line is unlikely to draw them in. Go for something general and short that still describes your email but might make them wonder what it's about. 

[PokePsych]

On 9/26/2018 at 2:57 PM, Bopie5 said:

I've heard various things on this for English programs--some sites recommend contacting faculty, and others say it's better to contact current grad students rather than the faculty. Anyone have any thoughts or info on this?

Depends on what you want to know. Ask students if you want to learn more about the advisor's mentoring style, what they think about the program, etc. If the faculty is taking students and their current interests etc are better directed at the faculty itself. 

[northie]

On 9/26/2018 at 6:58 PM, BabyScientist said:

I would wait another week.

For the actual follow up:

You should reply to the original email you sent so it's right there for them to see if they missed it the first time.

I'd say something like "I just wanted to follow up on my previous email. I'm very interested in your research and hope we can discuss our mutual interests sometime. I'm sure you're very busy, but I appreciate any opportunity to learn more about your work."

Remember that they get hundreds of emails every day (probably more this time of year) and your email could have just gotten lost in the mix. Also consider your subject line. A boring/generic/too much work subject line is unlikely to draw them in. Go for something general and short that still describes your email but might make them wonder what it's about. 

Thank you for the suggestions! Really helps! 

[northie]

On 9/26/2018 at 8:53 AM, loffire said:

I had the same problem, I emailed the program coordinator/grad advisor and they gave me information or emailed the faculty members themselves probing them to respond!

I got a few actual replies (not like "thank you for your interest" or "please apply" that kind of replies), for the professors who haven't replied, I'm still waiting on them and ready to move on ... 

[loffire]

On 9/30/2018 at 9:02 AM, northie said:

I got a few actual replies (not like "thank you for your interest" or "please apply" that kind of replies), for the professors who haven't replied, I'm still waiting on them and ready to move on ... 

Most of my replies were also "thank you", "please apply", and occasionally "i encourage you to apply"!

[androm31]

I thought I'd update. Thanks for the input! 

I've sent around some emails. Most haven't responded or have replied along the lines of "thanks for reaching out, let's chat if you're accepted..." 

But some were a little more enthusiastic, and asked for more details about my CV and pubs! And stated that they were looking to accept students next year. Soo I'm hoping to keep these channels. Hopefully, they'll help in my apps? 

Lesson: Once you get through the first one, the rest is a breeze! Good luck the rest of you~

 

[Warelin]

On 9/26/2018 at 1:57 PM, Bopie5 said:

I've heard various things on this for English programs--some sites recommend contacting faculty, and others say it's better to contact current grad students rather than the faculty. Anyone have any thoughts or info on this?

Unless the program specifically says to contact them, I'd advise against this for English programs. Unlike the sciences, English is a field which you aren't assigned to a POI. Your funding comes from the department rather than the POI or a grant. As such, departments aim to remain neutral and decisions are often made as a whole or through smaller committees. If you're going to ask a question, I'd ensure it isn't something that couldn't be answered by the website or through the department coordinator. POI don't accept students directly because it is usually a committee choice so acceptances usually depend on who the committee feels is strongest within each literary period or interest.