UW Graduate School

Suggested Recruiting Calendar

June/July (Summer Quarter) or Six Months Prior to Your Admissions Deadline

September/October (Autumn Quarter) or Three Months Prior to Your Admissions Deadline

  • Identify your department’s core recruiting team, which will include graduate students (of color, if applicable) and faculty (of color, if applicable). This team will follow up with prospective students throughout the course of the recruitment season.
  • Identify key message you want to get across. Decide on three main reasons why a prospective student of color should consider your program, such as:
    • Quality of your program. Explain why your program is one of the best, and describe the strengths of your program’s research and teaching.
    • Fit. Describe how faculty research may dovetail nicely into the prospective students’ areas of interest.
    • Mentoring and networking. Detail how your department fosters mentoring and networking to enhance students’ professional growth and development. Link prospective students to GO-MAP for mentoring and networking events.
  • Review your marketing materials for the recruitment season.
    • Refresh your materials if they seem a bit stale.
    • Update your website and add materials such as new photos, your departmental diversity statement and diversity plan.
    • Does your website include links that underrepresented minority student-specific?
    • Does your website include a link to GO-MAP?

Late December/January (Winter Quarter)

  • Your admissions committee should reflect the diversity of your department, or include faculty who are interested in achieving diversity in your department and programs. Departments can take part in targeted recruitment strategies and monitor and report on the effectiveness of specific recruitment efforts.
  • Make sure application packets are complete. If an application packet is incomplete (i.e., lacking test scores, letters of reference, personal narrative/personal statement), contact the prospective student immediately.

February/March (Winter Quarter)

  • After admissions decisions have been made, notify students accepted to your program.
  • Encourage graduate program coordinators to send a welcome message to each student. Advise each student of community resources. If appropriate, you may arrange for a campus visit.

March/April (Spring Quarter)

  • Participate in GO-MAP’s Annual Prospective Student Days, usually held at the end of March/early April. These events bring together current graduate students and your prospective students for recruitment and peer interactions, combined with educational and informational workshops providing information prospective students might find helpful, with topics such as financial aid, student opportunities and diversity at the UW, campus resources and living options in Seattle.
  • Attend the Undergraduate Research Program’s Annual Symposium in mid-spring quarter, usually held throughout at Mary Gates Commons. Hundreds of students provide oral and poster presentations in many disciplines from STEM and other fields.

Anytime (As Situations Arise)

  • Ask GO-MAP for an Outreaching Grads (OGs) member to serve as a peer recruiter. This graduate student will work with you and your prospective student to provide information and insights, a campus tour, a coffee/lunch appointment and whatever else your student might need. OGs come from various disciplines and backgrounds.
  • Consult GO-MAP’s Recruitment Guide for ideas. These best practices, which focus on recruitment, retention, admissions and outreach, were developed from suggestions from graduate program advisors and coordinators.
  • Create a summer program in your department. The National Science Foundation has indicated that research experiences for undergraduates (REUs) are one of the best ways to recruit underrepresented minorities to graduate programs. If applicable, consult the foundation’s Research Experiences for Undergraduates (REU) page for funding announcements.