Admissions: Frequently Asked Questions

These "frequently asked questions" (FAQ) are for the Duke Physics Admissions and relevant issues.

[question graphic]

If you find any differences between this FAQ and the Duke Graduate School's policies and guides, you should assume that the Graduate School is correct, not this FAQ.

Graduate School's Admission
 Physics Department's Admissions

Table of Contents
1. Applications 2. Procedures 3. Funding 4. Criteria 5. Chance of Admission 6. GRE Subject Physics 7. GRE General Test 8. Undergraduate Studies 9. International Students 10. Master's Degrees 11. TOEFL or IELTS 12. Miscellaneous
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1. Applications

1.1. Can I use a paper-based application, not electronic application?
No. Duke Graduate School is requiring “all electronic” admissions, except the official transcripts. Paper applications will not be provided unless there is a compelling reason why an applicant is unable to submit the electronic application.
1.2. Should I submit my application by mail too?
No. The Graduate School has gone paperless.
1.3. Can I give my application to the Physics Department?
No. All applications are handled by the Duke Graduate School.
1.4. Should I make a copy my application to the Physics Department too?
No. That is not necessary.
1.5. How do I have electronic letters of evaluations?
Evaluators are provided you are provided instructions for this process, after you have submitted your electronic application. As long as your evaluators have an email account, the process is easier than submitting by paper. In the event your evaluators are unable to provide electronic evaluations, please ask the Graduate School Enrollment Services Office.
1.6. What is the department code for GRE?
For GRE you can skip the department code. The institution code for Duke is 5156.
1.7. How many departments can I apply for at the same time?
We do not limit the number of departments to which an applicant may apply. Applicants must, however, submit separate applications, application fees, transcripts, and letters of recommendation for each department to which they apply. GRE and TOEFL scores need only be submitted once, as they are electronic, and we can apply them to each application.
1.8. How can I make sure all materials have reached you?
You will be able to check online and know what has reached and what is missing.
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2. Procedures

2.1. I want to know about the admission procedures
(1) Each application folder will be processed by the Graduate School.
(2) The folder is then sent to the Physics Department.
(3) The Admission Committee will begin reviewing the applications.
All applications are read and scored by at least two members.
(4) After the first review, the Admission Committee will decide which applications to review again, and adding more of the members.
(5) At the end of this second review, the applicants will be placed on one of the following lists: “positive”, “waitlist”, and “negative”.
(6) The Admission Committee make recommendations to the Graduate School concerning our “positive” and “negative” lists.
(7) Probably, the Graduate School makes the “offer&rdquo and the “rejection&rdquo from our lists.
(8) Closer to the deadline (April 15), the some applications may be moved from our “waitlist” to the “positive” or “negative” list, as the decisions comes into the Graduate School.
(9) After the deadline, the “waitlist” will be moved to the “negative” list.
2.2. Will I know which list I am on?
Yes, after the Admission Committee has made definite decisions regarding the “positive” or “negative” list. We will email to you at that time, including the waitlist. We cannot tell you before that, nor telling you about our first review.
2.3. If I am in your “positive” list, I will have an offer?
Probably, because we will make a recommendation for admission. But only the Dean can extend an official offer of admission to the Graduate School. We cannot make any commitment, verbal or written, concerning admission or financial aid until the recommendation for admission has been cleared through the Graduate School Enrollment Services Office.
2.4. If I am in your “waitlist”, can I find how far down in the list?
No. We will not say, partly because this list may be changed.
2.5. If I am in your “deny”, may I ask an appeal?
No, the Physics Department has decided already.
2.6. If I am in your “negative”, may I ask again if I have more funds?
No, this do not change our decision.
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3. Funding

3.1. May I ask financial assistance in Physics?
If you are admitted in the Physics Department Graduate Program, then automatically you would considered for both assistantships and fellowships.
3.2. Is it likely that I would receive financial assistance?
Yes, yes, yes. You would be guaranteed, pending satisfactory progress, a TA (teaching assistant) stipend for your first years in both Fall and Spring terms. For the Summer you would expect to participate in a research group, and you would be paid a RA (research assistant) stipend for that work. After the first two years of study, you would expect to be picked up by a research grant and supported a RA (again pending satisfactory progress) until the completion of your degree. For gaps in funding some TA stipends are available for more senior students. In some circumstances you could be picked up on a research grant as early as your first or second year.
3.3. What is a “stipend”?
This is a determined sum of money each month, like a salary or a fellowship.
3.4. What about my tuition?
Tuition is paid in addition to your TA or RA award.
3.5. What about my “fees”?
Most fees are paid in addition to your TA or RA award. See the “fine print” in the Finance Assistance page.
3.6. [International applicants:] Will I have adequate financial resources for my visa?
Normally yes. Additional information about the visa application process is available from the Graduate School’s requirements.
3.7. Can I ask financial assistance for the application fee ($80)?
Unfortunately we are unable to offer financial assistance for the application fee. Please remember the Graduate School will not process your application without receiving the application fee. You may pay the application fee electronically by credit card at the time of application (the preferred method of payment), or you may send a money order by regular mail. Personal checks are no longer accepted.
3.8. What can I do if I cannot pay the application fee because of financial hardship?
Perhaps you could ask a family member or a friend to help? If your application is strong and you get admitted you can repay them back. You will have to make a thoughtful decision.
3.9. Will I get financial assistance for travel to Duke?
No.
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4. Criteria

4.1. What criteria does the Committee look at in their review?
All. We use all of your available credentials, including recommendation letters, your personal statement, grades (especially those in key physics courses), school quality, GRE scores (general and subject), TOEFL scores (if applicable), papers, research, areas of interest, etc.
4.2. Which are the most important credentials?
Your GRE subject score, your research, your recommendation letters, and your personal statement.
4.3. Are there minimum scores?
There are no minimum scores, except the TOEFL or IELTS score. We usually require at least a score of 550 for your subject score. Please see the sections below.
4.4. Should I get a Master's degree first?
No. The Admission Committee does not differentiate as to whether you have a BA/BS degree or a MA/MS degree in our review. Your credentials are probably better after a MA/MS program, but not always. If you come to Duke Physics, it’s more likely that you could place out of some core classes; see the “Placements” in the curriculum.
4.5. Could I be admitted to Physics by a particularly professor or a research group?
No. Graduate students are admitted to the entire Physics department, not to an individual research groups, nor a professor.
4.6. Should I email to a Duke professor?
Not, unless you knew the professor already. However, if you know a professor, perhaps he or she can write a recommendation letter to the Admission Committee. Even if it is a professor on the Committee, he or she would need to write a recommendation letter to the Committee.
4.7. Does it matter if I list my specializations in the application?
Maybe. At the beginning, we will determined the rank without your specialization. Then we will enter in consideration the specializations, and it could be filled spaces in your specialization(s). From year to year this availability of specializations can differ, and often there are no filled spaces in specializations at all.
4.8. Should I gamble on my specializations?
No, that is not recommended. We look at your personal statement and your recommendation letters, to check your “specializations”. If these are different, we would look for an explanation.
4.9. Should I say “all” specializations?
No, unless you really want to work on any specializations. Usually you would reduce your chances of being selected because you would be too generic.
4.10. Does it matter if I had a break between from my undergraduate degree to my graduate program?
No, except you could need to take your tests again. The GRE and TOEFL scores have terms.
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5. Chance of Admission

5.1. How likely would it be that I would receive an offer, given all my credentials?
We cannot answer that question until the Admission Committee has reviewed all the applicants.
5.2. How likely is it to get an offer, given my C average in Physics?
Not likely. It would be difficult to get admitted to Duke Physics, unless you have a very good GRE Subject score and very good recommendation letters.
5.3. How likely to get an offer, given my weak Subject score?
We use the GRE Subject Test (Physics) as part of an applicant’s file, and we usually do not accept less than 550. But that would not be the sole basis for the rejection of a student.
5.4. How likely is it to get an offer, given my weak GRE general scores?
Our most important credentials are your subject score, your research, your reference letters, and your statement. Your GRE general scores are not very important, unless these are very low by Duke standards. You should address the low scores clearly in your written application.
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6. GRE Subject Physics

6.1. Do I really need a Subject score?
Yes. The only exception has been if there are no Subject tests in your country.
6.2. What can I do if I have not taken the Subject test?
It would be best to wait a year, maybe study more physics during that year to increase your chances of scoring higher on the text. Or, you could look for other colleges which do not require the Subject test.
6.3. Why is it necessary to have my Subject score?
The Subject score is our best numerical way which correlates reasonably with success in our program. Of course, your other scores, and your non-numerical credentials, are also important.
6.4. Can I be exempted from my Subject test, because xxx?
No.
6.5. What can I do if I cannot provide my Subject score before the deadline?
The normal deadline (December 31, 2012) is for most requirements, but the Physics Admission Committee will accept Subject scores until the GRE tests in November.
6.6. May I use a unofficial copy?
Yes and no. A copy or your self-reported GRE Subject scores can be used for the Admission Committee’s review purpose only. However, the Graduate School will require your official scores from the Educational Testing Service (ETS) before the Graduate School admits you.
6.7. How many years are my Subject scores valid?
The scores must not be more than five years old, and an official report must be sent to the Graduate School Admission’s Office directly from the Educational Testing Service. It will be acceptable if your test was taken after August 1, 2007.
6.8. Is there a strict requirement score?
No, but we usually do not accept less than 550 for the Subject score. We would be concerned whether you could get through our core courses. In order to be certified as making satisfactory progress towards the degree, you must maintain at least a 3.0 (B) cumulative grade point average.
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7. GRE General Test

7.1. What can I do if I cannot provide my GRE General score before the deadline?
The normal deadline (December 31, 2012) is for most requirements, but the Physics Admission Committee will accept GRE General scores until the GRE tests in November.
7.2. May I use a unofficial copy?
Yes and No. A copy or your self-reported GRE General scores can be used for the Admission Committee’s review purpose only. However, the Graduate School and the Physics Department will require your official scores from the Educational Testing Service (ETS) before the Graduate School admits you.
7.3. How many years are my GRE General scores valid?
It will be acceptable if your test was taken after August 1, 2007, as the same the GRE Subject scores.
7.4. Are there any strict requirement GRE General scores?
No.
7.5. How many GRE scores are enough for Duke Physics?
You will not be rejected on the sole bases because of your GRE scores. There are some of the averages for the Duke Physics, but of course these do not indicate the minima. Also, see the Chance of Admission section.
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8. Undergraduate Studies

8.1. Is there a strict requirement GPA (undergraduate Grade Point Average)?
No.
8.2. What should I do if I do not have my grades for my Fall classes?
Most people are in that situation. Do not wait for your grades/papers/theses etc.
8.3. What should I do if my undergraduate GPA is not in the 4.0 system?
Visit the Graduate School’s requirements.
8.4. My courses or grades are harder than most institutions. Is there any way to indicate that?
Not really, but the Admission Committee knows which institutions have hard and easy courses and grades.
8.5. If I have a 3-year bachelor degree, is that acceptable for admission?
Usually yes, but it depends on your country. At least you will need to have an undergraduate GPA and your GRE scores (General and Subject). It is important to ask the Graduate School Enrollment Services Office.
8.6. Can I apply to a Graduate institution without a Undergraduate institution, because I have A-levels in the British system?
No. It is true that most high schools in the British system taught more Physics than US high schools, but that is still not enough.
8.7. Can I use a copy of my transcript?
You should scan the transcript and submit it with your application for review purposes. However, if you are offered admission, before you can be admitted to Duke, we will require your official transcripts sent from your institution directly to the Duke Graduate School (with an official English translation if needed). It must be sealed and cannot pass through the your hands. See more in the Graduate School’s requirements.
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9. International Students

9.1. Are there quotas for the international students?
No. We review all applicants the same.
9.2. Are their distinctions between international and domestic students?
None. We use the same review process for international and domestic students.
9.3. How many international and domestic students are accepted?
We usually make about 40–60 “offers” to students, because we want 12–17 students each year, but of course there are fluctuations. We don’t look for “international students” and for “domestic students”, just “students”. You can see the statistics:


Domestic International All Students
20059312
200661016
20073710
20084711
20095813
201021416
20119716
20125510

9.4. From which countries are your students?
This year, we have students from Armenia, Canada, China, Cyprus, Eritrea, Germany, Greece, India, Iran, Italy, Malaysia, Peru, Singapore, Taiwan, Thailand, United Kingdom, and USA.
9.5. What percentage of your graduate students are international?
50%.
9.6. Could I apply from my country?
Yes, from the Physics department, from the Graduate School, or from the US visas. The USA Student Visa says “citizens of all countries are eligible to apply for a student visa”.
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10. Master's Degrees

10.1. Can I take a Master's program without a Ph.D. progam?
No. There is no Master’s program at Duke Physics. We only admit students who intend to obtain a Ph.D. in physics.
10.2. Can I receive a MS on the way for my Ph.D. degree?
Yes. Usually you can get an MS enroute to the Ph.D. degree, after you passed your preliminary examination. Normally, this will be in your 3rd year.
10.3. Can I take a concurrent Master's (not in Physics) and a Ph.D. (Physics)?
Maybe. It depends on the decision taken by the DGS of Physics, DGS of the other department/program, your advisor, and the connection between your programs.
10.4. Should I get a Master's degree first
See the Criteria section.
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11. TOEFL or IELTS

11.1. How long are my scores acceptable?
The scores must not be more than two years old. It will be acceptable if your test was taken after August 1, 2010.
11.2. What happens if my scores are too low?
It is the policy of the Graduate School to admit only those students with a minimum TOEFL score of 550 (PBT - paper-based test), 213 (CBT - computer-based test), or 83 (IBT - internet-based test), or a minimum IELTS score of 7.0. See the Graduate School requirements.
11.3. What are the minimum scores for reading, speaking, writing, and listening?
There are no minimum score requirements for each section. The Graduate School will only check your total score, i.e.
Reading + Speaking + Writing + Listening ≥ 83
for an internet-based test.
11.4. What can I do if I cannot provide my TOEFL score before the deadline?
The normal deadline (December 31, 2012) is for most requirements, but the Physics Admission Committee will accept TOEFL scores until the TOEFL test in November.
11.5. May I use a unofficial copy?
No. Your official copy must be sent to the Graduate School directly from the testing agency. Personal copies are not acceptable, nor are “attested” or notarized copies.
11.6. Do I have to take TOEFL/IELTS if my undergraduate courses were instructed in English?
Generally yes. The requirements of our Graduate School require that the TOEFL be taken by all students whose native language is not English, even if they have previously attended US institutions. See the Graduate School requirements for this policy description.
The Graduate School does have a waiver, but it is hard to get this. If you want to try to get the waiver, you should have two or more letters from your professors, saying that your use of English is very well. The letter(s) should be send to the DGS. However, it would be best to take the TOEFL test!
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12. Miscellaneous

12.1. What percentage of your graduate students are women?
30%.
12.2. Could I get admitted for part-time study?
Generally, no. However, if you are very extraordinary the department could possibly consider you.
12.3. Could I start in Spring Term?
No, unless you fall into one of two categories:
  • A professor in the department wants to recruit you to do research with him/her and they will support you; or
  • If a new professor is coming to Duke and wants you to come.
12.4. Could I start in the summer?
If you are admitted to Duke Physics in Fall 2013, there may be some summer research positions available before the Fall. See the research page.
12.5. Can I transfer credits to Duke from other institutions?
No.
12.6. Could I get exempt from some courses, because I have already passed them?
Perhaps. The curriculum says: “Students may also petition the DGS if they feel they have the appropriate background to be exempt from any core graduate courses”.
12.7. What are the requirements for my personal statement?
There are no special requirements.
12.8. How do I get my US visa in order attend Duke?
The visa forms are issued only after a student has been offered admission. For more, see the Duke Visa Services.
12.9. Will I have an interview from Duke?
Usually no. Sometimes we will call (phone) you, particularly to check your English.
12.10. Can I come to Duke for an interview?
Please come and visit the Physics Department! However, there are no “interviews”. After we have our offers, we will invite the admitted students to come to Duke, with some funding.
12.11. Can I remove any documents?
No. But you could add more documents in your folder.
12.12. Should I give a Curriculum Vitae (CV) or resume?
You do not need a CV or resume. Sometimes it’s useful, as part of your personal statement, particulary in your research only if reference has not been referred to somewhere else in your application.
12.13. Will I be required to TA (Teaching Assistant)?
Usually yes. Most students are TAs in the first year, and in the second year, as well. It is possible you would not have to TA the first and/or second year if you have been awarded a special fellowship, or you have a research assistant with a professor.
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