How Career Offices Can Help Students and Alumni Apply to Graduate School

Do you think about going to the career office for help applying to graduate school?

I must keep it 100 with you; most students I speak with don’t. With tuition going to fund offices that support students' ability to enter their chosen careers, I don’t know why they aren’t getting their money’s worth by talking with a career professional.

Listen, pursuing a graduate degree is a career move. Something has made this message lose meaning, but I’m here to correct it.?

As a career services professional, you’ve likely helped students navigate the job market, and alums make career shifts. But what about those aiming for graduate school? Many students and alums may not realize your office offers resources to support their academic journeys. With the right strategies, you can transform your office into a key resource for graduate school planning—positioning yourself as an essential guide for students and alums.

Why Students and Alumni Hesitate to Seek Help from Career Services

There are so many students who need your assistance, but you aren't marketing everything you provide. Career and grad school fairs can be overwhelming, and I'm saying it even as a recruiter. I imagine you hear stuff at the fair and can point the student to a social media post, weblink, flyer, brochure, etc., to address that question.

Here's the thing. The population you aren't fully serving is the aspiring graduate student, especially the high-achiever, academically gifted student who feels they can get into graduate school just like they did for undergrad.

Let's raise awareness of what has led to this idea of not getting help.

Whether a current student or a graduate several years into the workforce, people are often reluctant to seek support for applying to graduate school. Here are common reasons why:

• Many people think career services are only for jobs and internships. Many believe your support ends with the job search.
• They fear being judged or discouraged. They may feel unsure whether graduate school is the right choice and avoid asking for fear of rejection.
• They feel overwhelmed. Graduate applications can be daunting because they require managing multiple deadlines, writing essays, and obtaining recommendations.
• They want to prove they can do it alone, and some worry that asking for help might make them appear unprepared or unqualified.

Your ability to make students and alums feel welcome and supported—whether they’re looking for their first job or their next degree—will help bridge these gaps.

Below are 5 things you can do as a bridge builder without an engineering degree in construction.

1. Host Graduate School Planning Workshops

Workshops can demystify the application process for students and alums by addressing key topics such as timelines, personal statements, and funding opportunities. These sessions help people see the full picture and give them the confidence to move forward.

Example (Current Student): Renee, a senior applying to a master's program in social work, came to your workshop feeling overwhelmed by deadlines. Your timeline tools helped her break down the process into smaller tasks. By the end of the session, she felt confident and had a solid plan to complete her applications on time.

Pro Tip: Offer multiple in-person and virtual workshops so working professionals and alums can participate from anywhere. Recording a session for on-demand viewing can further expand access. Your office closes at 5 pm, but your on-demand content can be accessed 24/7, which is just something to consider.?

2. Assist Students and Alumni with Contacting Prospective Faculty

Reaching out to faculty can feel intimidating, but a well-written email can make all the difference. Sharing email templates and guidance will empower students and alums to engage confidently with professors.

Example (Alumnus): Sarah graduated five years ago and wanted to pursue a Ph.D. in history, but she wasn’t sure how to approach faculty about research opportunities. She asked for advice, and you drafted an email template together. Sarah used it to contact a professor, who responded positively and gave her key insights on tailoring her application for success.

Pro Tip: Encourage early outreach—several months before deadlines—so students and alums can build meaningful relationships with faculty and gather insights that strengthen their applications.

3. Help Secure Strong Letters of Recommendation

Whether a student requesting a recommendation from a current professor or an alum reconnecting after years away, providing recommendation letter templates and strategies can ease their anxiety.

Example (Current Student): Devin, a junior aiming for a graduate program in education, was nervous about asking his professors for recommendations. With your encouragement and the template you provided from the book 20 Questions to Answer Before You Apply to Graduate School, he confidently approached three faculty members. All agreed to write glowing recommendations; one even offered additional career advice.

Pro Tip: Asking for a letter of recommendation can feel very uncomfortable and awkward. This is mostly because most of us are bad about keeping people updated on our lives, especially academically and professionally. Create resources that will lower stress levels. Teach people how to ask for what they want (C’mon negotiation skills 101). Encourage students and alums to give recommenders at least 4-6 weeks to write letters. Provide them with sample templates so their requests are professional and easy for recommenders to respond to.

4. Offer Mock Interviews for Graduate School Admissions

Graduate program interviews can be stressful, particularly for those unfamiliar with the format. Mock interviews allow students and alums to practice answering questions about their research interests and career goals in a low-pressure environment.

Example (Alumnus): David, a former biology major working in healthcare for several years, came to you for help with his graduate school interview. He wasn’t sure how to speak about his work experience in a way that aligned with his academic goals. Through your mock interview session, David learned how to structure his responses and received feedback on his non-verbal cues. When the actual interview came, he felt prepared and was accepted into his dream program.

Pro Tip: Incorporate virtual mock interviews so alums working full-time or living out of town can still benefit from this resource. Please record and share the mock interview with the student or alum. Don’t forget to mention your clothing resources. Challenge your assumptions that students have or know where to get professional dress clothing from.??

5. Create a Graduate School Resource Hub for Students and Alumni

Building a dedicated resource hub within your office—physical or online—ensures students and alums can easily access helpful materials. For in-depth guidance, include timelines, templates, application tips, and copies of the book 20 Questions to Answer Before You Apply to Graduate School.

Example (Current Student): Jasmine, a senior juggling school, work, and family responsibilities, felt lost when applying for graduate programs. She found your resource hub online, downloaded the book 20 Questions to Answer Before You Apply to Graduate School, and used it to narrow down her program options. Armed with better clarity, Jasmine reached out to your office for additional support, and together, you built a solid application plan.

Pro Tip: Ensure your resource hub is accessible to students and alumni—perhaps through a dedicated webpage—so they know they have ongoing support at any point in their academic or professional journey. Include video testimonials on your webpage specifically addressing applying to graduate school.??

Building Lasting Partnerships

Your career office serves as a lifeline not just for students but also for alums. Extending support for graduate school applications strengthens the connection between both groups and helps them take the next step toward achieving their goals.

By implementing these strategies and tapping into your office's full potential, you can show students and alums that you're ready to guide them through every stage of their academic and career journey. Whether they’re applying for a new job or degree, they’ll know that your office is where their future matters.

If you want to support students and alums further, consider partnering with Apply to Graduate School (A2GS). Our resources—like the 20 Questions book and application templates—complement your existing services, giving you additional tools to empower future graduate students. Additionally, we have an online course that will help students write their personal statement for graduate school.? Click here to schedule a 15-minute meeting to discuss how we can help you and your students.?