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Can I have my documents faxed to you?

No, send all supplementary materials, including the required coversheets via postal mail. The exception is that it is recommended that letters of recommendation to be submitted online to expedite your application. For all others, see address above.

1. Our fax machine is utilized by the entire department, and documents that have been faxed, especially without our knowledge, may become lost. We are not responsible for documents that have been sent via fax and not included in your application.
2. Application materials contain personal, confidential information. When documents are faxed, this confidentiality may be violated.
3. Our fax machine is not equipped with the resources to handle large amounts of incoming faxes.

May I send my materials via...
Mail Type	Yes	No
E-mail		X
Fax		X
Online submission		X
Postal Mail	X
Faster services (FedEx, DHL, Priority, 2-Day, etc.)	X

 

One of my recommenders is overseas, but the application requires a cover sheet signed by the applicant. What should I do?

We suggest that you print out your recommendation cover sheet, fill it out as best you can, sign it, and fax it to your recommender. He or she can then send the letter of recommendation via mail, directly to us. You do not need to send us your original signed sheet in addition to the faxed sheet that you sent to your recommender. You can have your document faxed to your recommender overseas at a local printing store like FedEx Office if you do not own a fax machine.

Can I send more than three letters of recommendation?

Yes, you may send more than three letters of recommendation. We do not guarantee that we will read any additional letters however. If it turns out that your original third recommender will not be sending a letter, please send us a message to indicate this so that we make sure the correct recommenders are listed and your application is not left incomplete. If you are wondering whether to send your application materials without a letter of recommendation because a recommender has not gotten back to you yet, please send your materials anyway so that they are in our office by the deadline. You may encourage your recommender to send the letter to us directly so that it does not hold up the rest of your application. In addition you might want to have a back up recommendation letter sent just in case your original recommendor's letter does not show up.

Can my recommender send the letter by email?

No, but it is recommended that letters to be submitted online to expedite your application. Please do not have your recommender send your letter of recommendation via email. We get an extremely large amount of emails, including spam, and do not want to risk losing important letters to junk mail filters. We are not responsible for lost letters of recommendation sent by email. We require a hard copy in a sealed envelope with the waiver form by mail.

How will I know if you have received all of my application materials?

After you have completed your online application, you may return and view your application status. To view your status, use the same login and password as when you created the online application. The application status pages provide a live glimpse at the status of your application, including when your application fee, GRE and TOEFL/IELTS scores, and supplemental materials were received. If you have elected to pay via a check or money order and Graduate Division has not yet received and processed it, you will be able to retrieve a copy of the check/money order submission form. Additionally, admitted applicants are able to return their Statement of Intent to Register (SIR) online; consult the Graduate Division website for more information.

Please keep in mind that it is your responsibility to confirm your application is complete before the deadline. The Department makes every effort to contact applicants who are missing application materials, however we receive a large number of applications during a short period of time and cannot guarantee timely contact with each applicant. When checking your application status online, if you do not see confirmation of receipt of any of your materials within three weeks of mailing them, please send an email to gradapp@physics.ucsb.edu to alert us. For tips on emailing the Department, please read: How can I email your Department?

It is to your advantage to send all of your supporting materials to the Physics Department in one envelope to reduce the risk of items possibly being lost or misdirected in the mail. You may request that your recommenders give their letters of recommendation to you in a sealed envelope with their stamp or signature across the seal. Your Registrar's Office may also provide you with sealed official transcripts. In this way you may send your statement of purpose, letters of recommendation, and transcripts to us in one envelope, which will reduce the risk of items being misdirected, or perhaps never mailed at all. Remember, even one missing letter of recommendation can cause your application to remain incomplete. You may also consider sending a photocopy of your official GRE scores along with your other materials. In the event the transfer of your scores is delayed at ETS, then we will at least have an unofficial record of your scores with which to consider your application until the official results come in.

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When will I know if I’ve been accepted to UCSB?

Applications will be reviewed on an ongoing basis beginning in mid-December. Some applicants will be notified as early as January. Most will be notified during late February and into March. In order to inform applicants as soon as possible, we will first send notification via email, and follow up with formal notification by US mail.

If I am an international applicant, can I apply for an application fee waiver?

UCSB does not provide application fee waivers for international students. While applying to graduate school is costly for all applicants, it can be a particular hardship on international students who are not eligible for application fee waivers or Federal Student Aid. We feel that you may make the determination if your application will be competitive by comparing your scores to the minimum standards stated here. Foreign/International applicants are individuals who are not citizens or permanent residents of the United States, regardless of how many years they may have resided in the U.S., or whether they have attended or graduated from a U.S. college. For more information on domestic fee waivers, visit the Graduate Division's admissions FAQ page.

If I am an international applicant, do I need to complete the preapplication?

No. The Physics Department does not require international students to submit the preliminary application. Graduate Division offers the preapplication on their website to give international students an opportunity to learn whether their application is competitive before they go to the time and expense of formally applying. However, we feel that applicants may make this determination for themselves by comparing their GRE and TOEFL/IELTS scores to the minimum scores stated here. If your scores are below the minimum guidelines, it is not likely your application will be considered competitive.

The reason our department no longer requires international applicants to complete the preapplication is because in the past, international applicants have felt that the process of completing the preapplication, waiting for our response, and then completing the full application was too time-consuming and they ran the risk of missing the application deadline.

I am an international student. Should I send an English translation of my transcripts?

Yes. Please include two official copies of your transcripts and two official copies of the English translation. English translations may be obtained from the Registrar's Office of your home institution. There are also organizations such as International Education Research Foundation, Inc., Academic Credentials Evaluation Institute, Inc., and World Education Services that will provide an official translation for a fee.

I am an international applicant. Will you accept photocopies of my transcripts because it is especially difficult for me to obtain copies from the schools and universities in different countries?

Unfortunately, while we do understand the difficulty and possible financial hardships, we do not accept photocopies of transcripts or translations produced by the applicant. We can in some circumstances where the institution only gives one official copy of transcripts, accept official photocopies sent by your institution. These are still stamped and sealed by your institution's registrar's office, in which case we will accept them. For more information, please visit the Graduate Division's FAQ page regarding transcripts.

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GRE/TOEFL/IELTS Specific FAQs

 

How do I update my GRE/TOEFL scores to my application? How will I know if UCSB has received my scores?

Follow the steps below. It is your responsibility to make sure that your GRE/TOEFL scores are submitted and received by UCSB.

1. Please go back into your UCSB on line application using your email password.
2. Go onto the application status page, and enter the ETS registration number that can be found on your ETS official score sheet which only you know.
3. Then your general GRE complete set of scores can be "kicked/matched into our system", since they have not yet appeared in our database from ETS.
4. If you took the GRE SUBJECT TEST, there will be another distinct registration number found on your ETS score report sheet for the subject part of the GRE to enter into the status page.
5. Notify us via email to gradapp@physics.ucsb.edu with subject heading "Updated GRE Scores" once you have followed these steps. This will alert us to update your application internally at the Department level.

What if my name on the GRE/TOEFL scores are incorrect?

If your name on the graduate school application is different from the name on your GRE/TOEFL registration/score/report card, please follow the instructions above. This will link your application to your GRE/TOEFL scores.

When should I take the Graduate Record Examinations (GRE)?

Plan to take the GRE general and physics subject tests no later than November to ensure receipt of your scores by the December 15 application deadline.  If you must take the subject test in early December, it would be to your advantage to send an email to the Department informing us of your score as soon as you know it. This will ensure that your application will be reviewed even if the official scores from ETS arrive shortly after the deadline (provided all other application materials have been received by December 15). When you receive your scores, be sure to follow the instructions listed above in: How do I update my GRE scores to my application? How will I know if UCSB has received my scores?

I am an international student... What if I missed the GRE registration deadline? The exam isn't offered until January or April in my country.

Unfortunately, exams taken in January or later are much too late to be applied toward the Fall 2008 admissions cycle. Some decisions are made by the committee in January, and February, with the remaining decisions being made in early March. GRE scores (General, and Subject) are required for an application to be considered complete, and admissions decisions are only made on complete applications. Therefore, a decision will not be made without the receipt of these scores.

Doesn't your university require a department code for sending the GRE scores?

No, a department code for sending the GRE/TOEFL scores is not necessary. Simply use UCSB's school code: 4835; the department code should be left blank. If you did however enter a department code, you can verify if UCSB has received your scores by updating your online application. Please review: How do I update my GRE/TOEFL scores to my application? How will I know if UCSB has received my scores?

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What if my scores for the GRE are not available until after the December 15 application deadline?

If you take the GRE in early December, we will not receive your official scores by the application deadline. Provided the rest of your application (including the application fee) is complete and received by the deadline of December 15, we will grant a two to three week extension to allow for receipt of your GRE scores from Educational Testing Service (ETS). However, please keep in mind that we will begin to review complete applications beginning December 15. When you receive your scores, be sure to follow the instructions listed above in: How do I update my GRE scores to my application? How will I know if UCSB has received my scores?

What are your minimum GRE score requirements? Are my scores competitive?

The Physics Department does not require a minimum GRE score. However, we receive a large number of applications each year so as a guideline, we consider the following scores to be competitive. If your scores fall below the guidelines stated below, it is unlikely your application will be considered competitive. If your scores fall well below the stated guidelines and you still choose to apply, excellent grades and outstanding letters of recommendation will help to balance out your application. GRE scores (General and Subject) are required for admission.

I took the GRE/TOEFL/IELTS exam/s a few years ago. Have they expired?

The GRE test date must be no more than 5 years old at the time of application, or ETS will not release them. The TOEFL/IELTS test date/s must be no more than 2 years old at the time of application.

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My GRE scores don't reflect my ability. How important are they?

When reviewing applications, we consider all of your application materials as a whole. GRE scores are important and if they are well below the above stated guidelines, you may wish to consider retaking the exams. However, your overall academic record reflected in your transcripts, letters of recommendation, prior research experience, and statement of purpose carry significant weight when considering applications to graduate school as these are reflections of your overall achievements.

If I am an international student, and received a degree at an English speaking institution, do I have to submit my TOEFL/IELTS scores?

Foreign students who have earned a degree (Bachelor's and/or Master's) from an accredited US institution, or from an accredited institution in a country where the primary language is English, are not required to take the TOEFL/IELTS for application purposes. If your application has been admitted to the Physics Department and you have not yet been awarded a degree, but plan on graduating before the Fall of 2008, you will be admitted provisionally. If for for some reason you are not able to complete your degree, you may be required to take the TOEFL scores before you enroll at UCSB.

I am an international student. May I submit photocopies of my GRE and TOEFL scores to help reduce the cost of applying to graduate school?

At the time of application, you may submit a photocopy of your official Graduate Record Examinations (GRE) and Test of English as a Foreign Language (TOEFL) results. However, if you are offered admission to the program, you must arrange for the official results to be submitted to UCSB before the start of the Fall Quarter. These then become supplemental materials, and should be sent to the Department and not to the Graduate Division. For the Department address, please see number 3 of “Where should I send application materials?”.

I am an international applicant... Which exam does UCSB prefer, TOEFL/IELTS? What is the difference in the exams?

Depending on location, the Test of English as a Foreign Language, or TOEFL exam comes in two different formats: Internet-based (IBT) and Paper-based (PBT).  The Internet-based test is the first TOEFL exam to test speaking, along with writing, listening, and reading. The speaking section is done through a voice-recorder online. The Paper-based exam tests listening, reading, writing, and something called “structure,” which tests how students recognize English sentence structure and idiomatic word usage.  Scores can be sent either in paper-based form or electronically. For more information on the TOEFL, visit> http://www.ets.org/toefl.

The International English Language Testing System, or IELTS is a newer exam and has recently become a competitor for TOEFL.  It also tests speaking, reading, writing, and listening.  However, whereas TOEFL is offered through ETS, IELTS is its own organization connected with Cambridge University and test registration is handled through them.  Scores are usually mailed to the Graduate Division, where they are then entered into the online application. Applicants can opt to have them sent electronically, but this rarely happens.  The two tests are quite similar, and the Graduate Division does not have a preference--it really depends on how the student wishes to be tested, considering his or her strongest areas of language. For more information on the IELTS, visit> http://www.ielts.org.

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Financial Support FAQs

 

If I am accepted to UCSB, what sort of financial package can I expect?

The Physics Department generally provides financial support for four years to students admitted to the Ph.D. program provided they continue to make satisfactory academic progress. Financial support is in the form of a half-time teaching assistant (TA) or graduate student researcher (GSR) appointment with a salary of approximately $1734 per month for the 9 month academic year. Some TA and GSR appointments are available during the summer months. In addition, most students receive a tuition, fee, and health insurance fellowship for the first year. In subsequent years, health insurance and education/registration fees continue to be paid by the department for students holding a TA or GSR position. Tuition is waived for domestic students who obtain California residency in their second year. Some tuition fellowships for international students are provided by the department. International students whose first language is not English must pass the oral and written English language evaluations by the end of the first academic year in order to be employed as a TA and receive fee and health insurance fellowships the following year.

What other fellowships do you offer?

The Physics Department and the UCSB Graduate Division offer a number of competitive fellowships to supplement the basic financial package. All applicants who have met the December 15 deadline are considered for Departmental- and Campus-wide fellowships at the time of application. Several of these fellowships are reserved for domestic students (US citizens and US permanent residents) and will only be awarded to students who have completed the Free Application for Federal Student Aid (FAFSA). The FAFSA must be completed by early March for eligibility for Graduate Division Fellowships. For more information see the Graduate Division's Financial Support and Fellowships section of their Grad Handbook.

Do I need to complete the Free Application for Federal Student Aid (FAFSA)?

All domestic students who are admitted to UCSB must have completed the FAFSA by the early March deadline. Although you may not know your admission status by early March, it would be to your advantage to have already submitted the FAFSA in the event you are admitted to UCSB or another public university. Only students who have completed the FAFSA are eligible to receive UCSB Graduate Division central fellowships. It is not necessary to have completed your federal and state taxes before filling out the FAFSA as you may use estimates from the previous year. Please consult the FAFSA website for deadline information and application downloads. More general information is available on the UCSB Financial Aid Office's FAFSA section.

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Statistics FAQs

 

How many applications do you receive each year?

We receive 475 to 550 applications per year and enroll approximately 20 students.

What is the average GPA of your applicants? What are the minimum GRE scores? TOEFL? IELTS?

Please see the GRE score FAQ section of this page.

I am an international student... Should I convert my university scores to a 4.0 scale?

No, we do not convert international scores to a 4.0 GPA scale used in the US. The average scores for competitive applicants range between B+ (Very good) and A+ (Excellent) scores.

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Other Questions

 

How can I email your Department? I sent an email, and I never received a response.

Email gradapp@physics.ucsb.edu. Whenever emailing the Department, make sure that your email contains a related subject heading (i.e. Subject: “Application Question”). Email received with no subjects will be considered spam and will not be read. Do not send attachments unless we have indicated that you do so, or your message will be automatically considered spam and deleted without being read, regardless if there is a subject line or not. In addition, sometimes e-mail sent to multiple recipients can accidentally be considered spam by our security systems. It would be wise, if you have an email account such as hotmail or yahoo, to be sure to our email address to your “safe senders ” list or contacts to make sure our responses make it to your inbox, and not your bulk/junk box. If it has been more than a week since you sent an email with all of the above qualifications, please do not hesitate to re-send.

Where can I find the UCSB Graduate Division FAQs?

You may access frequently-asked questions about UCSB Graduate Admissions here.

May I transfer to UCSB from another graduate program? What if I already have a Master's degree? or a PhD in a different discipline?

The application process is the same for all applicants, regardless of whether you have completed graduate level coursework or the master's degree at another institution. Since we do not offer a Master's program, all incoming students will have the same objective of the Ph.D. in Physics. If admitted to our program, students who have already completed graduate level coursework may not be required to re-take certain core courses if the equivalent has already been met at another institution. These evaluations will be done on a case by case basis after the admissions process is complete.

How do I visit UCSB?

We hold an Information Day for Admitted Students every March. This is an opportunity for students admitted to the program to familiarize themselves with the campus and department, to attend activities geared toward presenting the students to the various areas of research, tour department research facilities, visit Santa Barbara, and meet individually with faculty in their areas of interest. 

If you wish to visit UCSB before admission decisions have been made, please contact the Physics Department at gradapp@physics.ucsb.edu for assistance with your visit. You may also browse through our research and faculty pages to see what type of research is done in our Department at UCSB.

I would like to visit UCSB, but I have not yet been admitted. How do I go about doing this?

If you have not yet been admitted to the Physics program at UCSB, but you would like to visit UCSB, please visit the UCSB Visitor's Center. They have campus tours Monday-Friday at noon and 2:00 PM. This is the best way to see the campus. You should also feel free to come to the campus and visit the Department, although we do not set up any kind of formal visit. It is best for you to visit our research pages, and contact individual faculty directly if you wish to speak with them about a specific area of interest. They will not however be able to answer questions about application status, or questions pertaining to the admissions process.

I am an international student... Is there a UCSB international resource?

We strongly recommend that all international applicants review the website of the Office of International Students and Scholars (OISS) when applying to UCSB. Although the majority of international students admitted to the Ph.D. program in Physics receive financial support, you should have a clear understanding of the cost of living in Santa Barbara as well as the cost of your education. On the OISS webpage you will find information regarding finances, visas, English language requirements and English as a Second Language classes, health matters and housing options. Additionally, the Physics Department has prepared a document for newcomers to the area, Relocating to Santa Barbara [PDF]. In addition to these resources, the Graduate Division has information for international students here.

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