This is a guest post by Hebron Girma Belete, written with Mahelet G. Fikru.
Last updated: October 23, 2026 · This is a living Q&A. We add new questions as students ask them.
A quick note before you read: these answers are a guide, not the final word. They come from our own experience as students, applicants, and mentors. Programs, deadlines, and scholarship rules change every year, so always check the official website of each university and scholarship before you apply.
This is Part 2 of Grad School Application 101, our three-part Q&A guide for first-time master’s and PhD applicants. The questions come from students in our monthly mentorship group. The answers are ours.
Part 1, Grad School Application 101, Part 1: How to Plan and Build Your Profile Before You Apply, covers what to do months in advance. This part covers the application itself: how to apply intentionally instead of randomly. Part 3, Grad School Application 101, Part 3: What to Do After You Apply to Grad School, covers what comes after you submit.
Have a question that is not on this list? Ask us in the comments. We respond to every comment and add new questions to this directory.
The short answer
Apply strategically, not randomly. Research each program, confirm that you meet its eligibility requirements, tailor your Statement of Purpose and CV to it, and submit a complete application, including optional materials, before the deadline.
Contents
Researching programs and checking eligibility
Deadlines: US vs. Europe and rolling admissions
Scholarships and admission: which do you apply for first?
Your Statement of Purpose and CV
Submitting a complete application
1. Researching programs and checking eligibility
How do I know which schools are realistic for me?
Filter programs by whether they offer your field and, if you need funding, whether they offer scholarships. Make a shortlist of strong matches, then apply strategically within that list. If you are applying in the US, Grad School Finder can help you start: it suggests a shortlist of 10 programs based on your degree, field, and profile, including those more likely to offer funding.
Once you have a potential program, reach out to students who are currently enrolled in it or have graduated recently. You can often find them on the program’s website or on LinkedIn. Ask a few short questions about funding, coursework, and what helped their application. They can tell you things the official website does not.
How do I check whether I am eligible?
Read each program’s and scholarship’s eligibility requirements before you start an application: the academic background required, minimum grades, language scores, work experience, and supporting documents. Requirements differ from one program to the next.
Work experience is a good example: Chevening asks for at least 2,800 hours, about two years of full-time work, while the Swedish government’s scholarship for global professionals asks applicants from many countries for at least 3,000 hours plus leadership experience. Other programs set no minimum work requirement at all. If you do not meet a firm requirement, you may not be able to submit the application.
What if my transcript shows courses that are unrelated to the program?
First, check the program’s specific entry requirements. If you meet them, address the change directly in your Statement of Purpose: give clear reasons for the change in direction, and show how your past experience still adds value to the field you want to study. If you do not meet the requirements but are very interested in the program, contact the admissions office and ask whether your background could qualify.
2. Deadlines: US vs. Europe and rolling admissions
What is the difference between applying to graduate programs in the US and in Europe?
US programs are more standardized. Many have fixed deadlines around the end of the year. European programs, including Erasmus programs and other international scholarship programs, have more varied timelines, and some universities admit students on a rolling basis. Scholarship and document requirements also differ, including which language tests and scores are accepted (see Part 1). Both are highly competitive, so plan well in advance.
What does “rolling admissions” mean?
The program reviews applications as they arrive, rather than waiting for a single deadline. Spots and funding can fill up before the final date, so applying early improves your chances. Programs that admit on a rolling basis usually state this on their admissions pages, so check each program and apply early.
3. Scholarships and admission: which do you apply for first?
Do I apply for the scholarship and university admission at the same time?
It depends on the program and the scholarship. This is one of the questions we are asked most often, because the order varies, and following the wrong order can cost you the scholarship. Most programs and scholarships follow one of three setups:
One application for both. For Erasmus Mundus master’s programs, you generally apply for admission and the scholarship through the same application, submitted to the program by its deadline.
Admission first, then the scholarship. In Sweden, you typically apply for university admission first and then submit a separate scholarship application, such as the Swedish Institute Scholarship for Global Professionals. If you miss the admission deadline, you usually cannot apply for the scholarship.
Scholarship first, then the university. Some scholarships, often government-funded, select scholars first, and the university application comes afterward. In some cases, the scholarship program helps place you at a university.
Before you start, find out which setup applies to each program on your list. Read the scholarship’s official page and write down both deadlines, since admission and scholarship deadlines are often weeks apart. If the page is unclear, email the program or scholarship office and ask.
4. Your Statement of Purpose and CV
Can I use the same Statement of Purpose for every program?
No. A generic Statement of Purpose is one of the most common mistakes we see. Tailor it to each program, each department, and even to the specific professors you want to work with (if relevant). Your statement should tell a coherent story that connects your background, research interests, and future goals.
Not sure whether a program wants a personal statement or a statement of purpose? Read Are you writing the wrong essay for your grad school application?
How specific should my Statement of Purpose be?
Fully customized. If you apply to a financial economics program, your story should center on finance. If you apply to a sustainability program, your story should emphasize your environmental and policy interests. One document cannot do both jobs.
What should my CV highlight?
Align your CV with the program’s focus. Put your relevant coursework, research experience, and skills where the committee can see them quickly. Keep it clear, concise, and uncluttered. Include only your most relevant experiences, skills, and achievements, and leave out anything that does not support your application.
If you are applying in Europe, consider preparing a Europass CV. It is a standard CV format widely used for European applications, and some universities and scholarship programs specifically require it. Not all institutions do, so always check the requirements of each program you apply to. You can create one for free with the official Europass CV editor.
How do I compete when so many international students apply?
Be realistic about the competition, and be strategic. Read the scholarship criteria carefully, apply to several programs and scholarships simultaneously, and make your materials as specific as possible. Showing genuine, specific research interest in your materials helps you stand out. Prepare and scan your documents ahead of time so you are not rushing when deadlines arrive.
Highlight your experiences in your CV and Statement of Purpose, because they are what distinguish your application from others. Learn to turn what may look like a disadvantage into a strength. Your background, challenges, and experiences give you perspectives other applicants may not have. Reflect on what they taught you, how they shaped your goals, and why they make you a strong candidate, and tell that story clearly.
5. Submitting a complete application
Should I submit optional application materials?
Yes, always. When a document is listed as optional or preferred, submitting it shows commitment and thoroughness. Optional materials are your chance to shine and to stand out from other applicants. This matters more than it may seem: when two applicants have similar achievements, the extra documents one of them submits can be what gets them selected. Never leave required documents incomplete, either. An incomplete application is a common, avoidable mistake.
Should I use AI in my college application?
You can use AI to help you, but not to write your application for you. Admissions committees read hundreds of statements, and AI-polished writing tends to sound the same: confident claims with no evidence behind them. What makes your application stand out is the part only you can provide: your own experience, reasoning, and goals.
Be aware that some programs and scholarships now ask applicants directly whether they used AI, and some screen applications for AI-generated writing.
This is one of the most common questions we get, and it deserves more than a paragraph. For more advice on how to use AI to strengthen your CV, and why it cannot replace real evidence of your skills, read our post with AI Wide Open: When Everyone Sounds Qualified, What Counts as Evidence?
How can I avoid or reduce graduate application fees?
Attend the university’s information webinars. Many programs offer application fee waivers to webinar attendees. You can also email the university directly to request a fee waiver, especially if you meet the minimum eligibility requirements.
Who should I contact with questions, and should I cold email professors?
It depends on your question.
Questions about the application process: For technical or logistical questions, such as required materials, where to submit documents, or problems with the submission portal, contact the admissions office directly.
Questions about the program: For questions about eligibility or about the program itself, such as its content, structure, or field-specific requirements, contact the department directly. Many departments have a graduate coordinator who handles these questions.
Research assistant positions: If you find a posting where a professor is hiring a research assistant (RA) and lists an email address, you can email that professor with questions about the position. To learn how to stand out when applying, read What Professors Actually Look for in a Research Assistant and How to Stand Out.
Professors whose research matches yours: If you have strong research experience related to a professor’s work, apply to the program first, then reach out to ask about positions. Professors generally will not consider you if you have not applied or are not eligible to apply, because the university has to admit you before you can work for a professor. In general, do not send generic cold emails.
Your next steps
Confirm that you meet all eligibility requirements before you start an application.
Add every deadline to your tracker, and apply early to rolling-admission programs.
Write a separate Statement of Purpose and CV for each program.
Submit all optional materials.
Attend university webinars and ask about application fee waivers.
Continue the series
Previous: Grad School Application 101, Part 1: How to Plan and Build Your Profile Before You Apply, on choosing your field, building your profile, language tests, and scholarships.
Next: Grad School Application 101, Part 3: What to Do After You Apply to Grad School, on tracking your application, interviews, contacting professors, and finding more funding.
If you are looking for US graduate programs, try Grad School Finder, a free tool for subscribers. It suggests programs tailored to your degree, field, and profile, including those that are likely to offer funding.
Ask your question
This directory grows with your questions. Ask your Grad School-related questions in the comments below. We respond to every comment and add your questions here, so the next student can find them too.
These answers are a guide, not the final word. Always confirm details with the official university and scholarship websites.
About the authors
Hebron Girma Belete is an Erasmus Mundus Master’s student in Economic Policies for the Global Bifurcation, specializing in the digital economy, with experience working in international organizations
Mahelet G. Fikru is a professor of economics at Missouri S&T, with 15 years of experience teaching and mentoring students. She writes The Grad School Path, a section of her newsletter with practical advice on applying to graduate programs.