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From taking the TOEFL and writing essays in English to translating transcripts and preparing for a visa interview, at some point, I thought I was learning a new language before even starting my PhD! The whole process can feel overwhelming, especially if you’re doing it all for the first time.

So, if you’re an international student dreaming of studying at the University of Rochester (or any U.S. university), this post is for you. I’ll walk you through what the application process looked like for me, what I wish I’d known earlier, and a few tips that can save you some late-night stress and extra coffee.

Step 1: Understanding the Application Process

Every graduate program at UR has its own specific requirements, so my first step was to carefully read the program website and create a checklist. In my case, I applied to Biomedical Engineering PhD program. Here’s what most programs require:

• Application Form
• Statement of Purpose / Personal Statement
• Curriculum Vitae (CV)
• Official Transcripts (and English translations, if applicable)
• English Proficiency Test Results (TOEFL, IELTS, or Duolingo)
• Three Letters of Recommendation
• Application Fee

Application form: Under the tab ‘admissions’ of the university’s website, you will find more details about the admissions process. This includes how to apply to each school, tuition, and financial aid information. Then, read it carefully to be sure the program you chose is right for you, so you can start your application by creating an account through the application portal.

English Proficiency Test: Since I’m from Brazil, I needed to take an English proficiency test, and at that time, I took TOEFL because it was the best option for me. Check your program’s minimum score early, because it can vary, and if you haven’t taken a test for the past two years, schedule it as soon as possible to have the results at the time of your application.

Transcripts: All documents regarding my bachelor's and master's degrees had to be officially translated into English. Some universities accept unofficial copies for review, but UR requires official ones after admission, so plan for that as well.

Statement of Purpose: This is your academic ‘story,’ and at the same time you must be able to write about who you are, why you are the best candidate, and how the university and the research area you chose can help you to build your trajectory. I rewrote mine several times to connect my experiences, research interests, and why I wanted that specific program.

CV: U.S. style CVs are more concise. Forget long lists of every project you’ve ever done. Be prepared to highlight your impact, not just your activities. There are several models online, and I recommend checking the Greene Center website to get the best model for you.

Letters of Recommendation: The letters of recommendation are some of the most important documents you will submit. I chose professors who actually knew me as a student and researcher, allowing them to describe exactly who I was and how much I improved. Also, contact them earlier because they are busy and it take time to write a very thoughtful letter.

Application Fee: Most graduate programs charge an application fee; however, several give a fee waiver if you apply at a specific deadline (so please check your program’s website).

As supplementary documents, I had to submit a Diversity Statement and an English Essay.

My biggest advice here: get to know what the requirements are from the university you are applying to. Even if you’re still deciding which universities to apply to, getting your English test done and translating your documents in advance saves a lot of stress later.

Step 2: Stay organized and meet the deadlines

Applications can pile up quickly if you’re applying to multiple universities. My best advice? Create a spreadsheet. List each school, their deadlines, and what materials they require. UR’s deadlines are usually in December, which means you’ll be juggling applications, final exams, and the holidays all at once. It sounds simple, but that spreadsheet saved me multiple times. I could quickly see what was missing and follow up with recommenders before it was too late.

And here’s something I learned the hard way: never wait until the last day to submit. File uploads, missing references, or formatting errors always take longer than expected. Give yourself a few extra days before the actual deadline.

Step 3: University resources before applying

One of the reasons I felt confident applying to UR was the amount of support available before you even submit your application.

GEPA Webinars: They host sessions explaining the application process, funding, and student life. If you see one on the schedule — go! You can ask real questions directly to admissions officers.

Graduate Ambassadors: UR also has Graduate Ambassadors, who are current graduate students who volunteer to share their experiences. You can reach out to get honest advice about life in Rochester, housing, and how to choose an advisor. Talking to them might help to visualize what life here could be.

Department Websites: Each program has specific requirements and faculty lists. Reading about ongoing research helped me write a stronger statement of purpose and have clarity about which research area I should follow.

Step 4: Funding and financial support

Funding is one of the biggest concerns for international students, and it’s something the University of Rochester does exceptionally well. All PhD programs offer full tuition coverage and a stipend for living expenses, as well as health insurance. Many students are supported through teaching or research assistantships, which are great ways to gain experience while earning your degree.

If you’re applying to a master’s program, funding options vary by department, but there are scholarships and assistantship opportunities available. Always check the department’s website or reach out to the graduate coordinator to ask.

And don’t be afraid to email potential advisors before applying. A short, polite message expressing your research interests and asking if they’re accepting new students can help you understand whether your goals align and even guide how you write your essay.

Step 5: Visa journey

The International Services Office (ISO) at UR gives guidance through the visa process, sharing information about immigration, US culture, and webinars that can be very helpful. Find more information at their website by clicking here.

My advice: Book your visa appointment as soon you get your forms (either I-20 or DS-2019); keep every document organized in folders (offer letter, financial statements, passport, etc.), and don’t panic during the interview. It is usually short and focused on your study plans.

Congratulations from University of Rochester BME

When I got my acceptance letter, I couldn’t believe it. I burst into tears because all the ‘what ifs’ that haunted my mind just disappeared. At that moment, I knew that my life would change forever, and that was the one chance I needed to make it worth it. When I look back at the application process, I feel grateful for all the struggles and doubts I had to face, because they made me stronger and able to share my experience to encourage and help other students like me. 

If you’re curious about UR, go for it! Start by checking out your dream program, reading the requirements carefully, and making a timeline so you don’t miss the deadlines. Attend a GEPA webinar if you can, and don’t hesitate to reach out to Graduate Ambassadors because we’ve been exactly where you are now, and we love helping future students navigate the process.

Applying might take time, translations, essays, and a few cups of coffee, but it’s 100% worth it. One day you’ll look back, maybe staring at the Rush Rhees Library on the UR quad like I did, and realize: you made it.

So, what are you waiting for? Start your journey here: https://www.rochester.edu/graduate.