Submitting your graduate school application is a monumental achievement—congratulations! For months, you’ve been assembling your credentials, fine-tuning your personal statement, and chasing down those all-important recommendation letters. Now, as your application embarks on its journey through the admissions process, you’re left with one of the most challenging tasks: waiting.
During this time, it’s natural to feel a mix of excitement and anxiety. You may find yourself refreshing your application portal obsessively or scrolling through forums to decipher cryptic status updates. What does “under review” really mean? Is “referred to the department” a good sign? Understanding these updates can demystify the process and help you navigate this waiting period with confidence and clarity.
In this article, we’ll break down the most common grad school application statuses, decode their meanings, and offer practical tips to keep you proactive while you wait. Whether you’re new to this process or a seasoned applicant, this guide will empower you to make the most of this critical stage in your academic journey. This is a good addition to our guide on what happens after you apply to grad school.
1. Submitted – Your Application is in the Queue
First up, is the “submitted” status. This means your application has successfully been received, but nothing has been reviewed yet. Think of it as your application sitting at the starting line, waiting for the race to begin. Don’t panic if this status sticks around for a while—it can take days or even weeks for schools to start processing applications, especially during peak times. Be patient! Stay sane! Read up on ways to survive the wait to hear back.
2. Under Review – Your Application is Being Checked
When you see “under review,” it means your application has passed the initial submission and is now being evaluated for completeness. Your transcripts, recommendation letters, and test scores are being checked. At this stage, don’t be discouraged if things seem to move slowly. Admissions offices are often overwhelmed, and faculty members may not start reviewing applications until a month later. So, hang in there!
3. Referred to the Department – A Key Milestone
Seeing “referred to the department” is an exciting moment. This means your application has passed the general admissions office review and is now in the hands of the specific program or department you applied to. At this stage, your fit with the program and faculty becomes the focus. If you listed potential advisors in your application, your materials could even be sitting in their inbox!
If you reach this stage, consider reaching out to the faculty member you mentioned in your application. Send a polite, enthusiastic message expressing your interest in their work and offering to provide any additional information they might need. It’s a simple gesture, but it could leave a lasting impression.
4. Shortlisted/Interview Invite – Congratulations!
If you see “shortlisted” or receive an interview invitation, congratulations are in order! This means you’ve made it to the next level, and the program is seriously considering you. At this stage, programs usually interview only a small percentage of applicants, so you’re one step closer to receiving that coveted acceptance letter.
Start preparing for the interview by revisiting your application, thinking about how your background aligns with the program’s goals, and preparing thoughtful questions for the faculty. I’ll cover interview prep in detail in another video, so stay tuned!
5. Decision Rendered – The Final Verdict
The “decision rendered” or “application closed” status usually means the admissions committee has made a decision: You’ve been accepted or rejected. At this point, you’ll likely receive an email prompting you to check the portal for the official letter. Yes, it’s nerve-wracking, but this is the moment you’ve been waiting for!
Whether the decision is positive or not, remember that this is just one part of your journey. Many applicants go through the process multiple times before gaining acceptance. If it’s not the news you were hoping for, know that you’ve already gained valuable experience, and there are always future opportunities. In either case, don’t forget to submit your status on The GradCafe. It’s helpful for so many others in the same situation.
6. No Update – What Does It Mean?
What if your portal hasn’t been updated in weeks or months? Frustrating, right? But it’s more common than you think. Some programs review applications in batches, and others may wait until the deadline to process everything at once. If you’re concerned about a delay, consider sending a polite, concise email to the admissions office. Inquire if all your materials have been received and whether your application is under review.
Proactive Steps to Take While You Wait
While waiting for an update can feel challenging, there are plenty of productive things you can do in the meantime:
- Research the Program: Learn more about the program’s latest research and developments. This will help you stay engaged and deepen your understanding of the institution.
- Prepare for Interviews: Start preparing for an interview, even if you haven’t received an invitation yet. It’s never too early to get ready!
- Connect with Current Students: Reach out to current students or alumni via LinkedIn or The GradCafe forums. Learning about their experiences can give you valuable insights into what life in the program is really like.
Final Thoughts: Patience is Key
The post-submission phase of the graduate school application process is a journey filled with anticipation, self-reflection, and, yes, a fair share of waiting. While interpreting status updates can be a source of both excitement and anxiety, it’s important to remember that each step represents progress toward your academic goals.
No matter what the portal says—or doesn’t say—your journey is far from over. Whether you’re preparing for an interview, researching programs, or connecting with current students, this is your time to stay engaged and proactive. Patience is not just a virtue during this process; it’s a vital skill that will serve you well throughout your academic and professional career.
As you await the final decision, know that submitting your application was a significant victory in itself. The road to graduate school is rarely linear, but every step, every update, and every opportunity to learn brings you closer to realizing your potential. From all of us, congratulations on taking this bold step toward your future. Stay focused, stay curious, and trust in your ability to succeed. Whatever the outcome, your dedication and perseverance will guide you to where you’re meant to be. Until you hear back, we’ll see you at the forums!
Dr. Johns is the Technical Editor for Hackr.io. He has two PhDs (structural and blast engineering) and worked for years as a data scientist.
