Natasha Latouf

Post-Doctoral positions (or postdocs) can be fellowships or direct hires that you apply for in the year leading up to your graduation. They take a lot of time, effort, and are incredibly competitive. Herein are some tips and tricks I picked up as I was applying for my positions! In the interest of transparency, I have also included the proposals that I submitted, along with any reviews I received, my CV at the time of submission, and a marked spreadsheet on what positions I received and which I didn't - all to illustrate that this process is difficult and it's not a mark on you if you don't get any positions! You never know what's going on behind the scenes, but always remember that you aren't lesser for not receiving a named fellowship or position.

I have created and am maintaining a spreadsheet to use for those going through the process now and in the future. It features all of the fellowships in physics and astronomy I found, along with detailed information about each application (including page and formatting requirements!). There are multiple sheets as well, detailing possible locations to give talks with a contact for them, tips and tricks as I find them (also linked on the side bar here!), other possible proposals to self-fund a post-doc, and a place to fill in your personal information. The idea here is that you make a copy of the sheet, only keep the rows you will be applying for, and populate your own information. That way, you can share your spreadsheet with your letter writers and they can update you when they submit their letters, and keep track of how you're doing! They can check your CV live, as well as your website, and any other information you share in one location. For mine personally, I also include links to my Overleaf proposal documents in comment mode (in the "Not Done" for the proposal section) so that they just need this one spreadsheet to have access to all of my information and proposals in one location. Use it if you wish, or just use it to find what fellowships are out there!

Fall Before Applying (1 year prior): Start to think about who your advisor will be, who your letter writers will be, what location best fits your skill set and interests, and what your proposed research project will be! This is the time to start talking to your advisor about making connections in other locations, and soliciting seminar and talk slots at different institutions that you'll be applying to. You should realistically already be giving seminars and colloquia throughout grad school, and now is the time to increase how many you're giving. Don't be shy about reaching out to the general front office email, or any scientist you might collaborate with at that institution to ask for talk slots! The more presentations you give, the more you and your science is known to the institution, and it can look favorably when you apply. Make sure to reach out to any advisor you're interested in doing a post-doc with, and eventually, specifically ask them if they will work with you if you apply.

Additionally, spend a lot of time thinking about your research project. You want something that can be used for multiple applications (i.e. something that fits the research interests of multiple institutions), but strongly leans into the work you've already done so you appear lower risk. Have plenty of conversations with a trusted mentor about this, as they might also have their finger on the pulse of what other colleagues are looking for. Keep an eye on all the job boards too - that way, you can see when certain applications open, and when they generally close, so you feel more aware of the timeline for the following year!

Spring Before Applying: Start laying out an outline of your statements, doing any necessart lit review, and participate in any postdoc info sessions or workshops you find being offered by your university or other locations for free - Do not pay for a workshop! There can never be a guarantee of winning a fellowship, so do not pay out of pocket for a workshop. You should also reach out to any one you know (or know of) that has one a fellowship that you're interested in applying to. Many times, they are more than happy to send you their proposals and give you any tips they have! Keep in mind different mentoring programs that exist specifically to help students apply to postdocs (such as AMP-UP) Also, this is the time to ask your letter writers if they will write you a strong letter of recommendation. Notice the emphasis on strong! You can also direct your letter writers to emphasize certain parts of your statement - perhaps you have one letter writer that focuses on your outreach work, and another on research, for instance. Make sure that you choose topics you will cover in your statements, and that the letters + your statements form a well-rounded submission packet!

If you're really ahead of the game, you can start writing your statement. For many of the fellowships that are offered quarterly or three times a year (such as the NPP, or the NRC), the first opportunity to apply for the year you'd be interested in starting will be July 1st. What you can do (and what I did!) was complete my research statement early enough to apply for the July call, even though I wouldn't be graduating until the following year. Even if you don't get a slot (and you likely won't, as those calls tend to be much smaller!) you will get a review of your proposal and get a practice run at applying. If you do get a slot, fantastic! You can defer your start date for 6 months from the time of offer, which is generally in October, thus you can still start after the completion of your degree. It is absolutely not a requirement, but if you can complete your statements that early, it will also make your fall season much easier.

It's also a good idea to get some commonly asked for additional documents ready, such as a general cover letter (but remember that you'll need to have specific references to what you're applying to!), a publications list (yes, I know it's in your CV. Some places still ask for it as a separate document.), an outreach statement, and a biography. You'll use some or all of this in different applications!

I'll also repeat: Reach out to the advisor you're interested in working with for each fellowship and ask if they're willing to advise you. I cannot overemphasize this enough - you should not apply for ANY position, even fellowships, without first asking the potential advisor in question if they'll work with you. Otherwise, your application will be made weaker by that. Have meetings with the potential advisor to make sure your research interests align, and ask when you're at the beginning of your writing journey so they can provide edits! The same advisor can also be used for multiple fellowships (i.e. if you're applying for the 51 Pegasi B at the Carnegie Earth and Planetary Lab (EPL) AND you're applying for the Carnegie EPL internal fellowship, then the same advisor can be used for both applications). Almost every application requires you to indicate an advisor, and the ones that don't, you can still strengthen your application by mentioning the advisor and collaboration avenues in your research proposal.

August: If you didn't apply for any positions over the summer, write out your first draft of the longest statement you'll write (generally the NPP or Hubble), and give them the first proofread. Each postdoc has different requirements for the length and format of the statement, but it's generally much easier to write out the long version first, and then cut it down for any other requirements. Find a trusted person to also read the first drafts of your statements - ideally someone in your field but not in your niche; e.g. an exoplanet scientist reading a draft about black holes. The reviewers will be experts in the broad field, but not necessarily your niche, so you need to make sure the statements are easily understood to all! Once you've gone through at least one or two rounds of edits, start to take your research statement and prep different copies for different applications (i.e. a 3 page version, a 5 page version, etc. as required by different apps).

Start keeping a constant eye on all the job boards (see in the side bar). I had it as a permanent tab on my laptop, that I checked every morning. There are fellowships that are listed every year, and you know to expect them, but you never know that fellowships are being revived for that year, or what professors will have the funding available to hire a postdoc! Apply for everything that you can, and stay on top of the deadlines.

September: Start getting as many edits as you can from as many trusted people as possible. This is also when to send your drafts (that have undergone at least two rounds of edits) to your letter writers, so they can begin to craft their letters. Does your university have an Office of Fellowships? Check, and if yes, check if they can read your proposals as well! Continuously be getting edits and working on the statements! Get your CV up to date, and get your unofficial transcript ready (some will request it, others won't). Some proposals are due at the beginning of October, such as the 51 Pegasi B, so make sure that application is fully ready!

October - Application Month: Start to fill out all of the forms associated with the applications (i.e. address, birthday, etc). Some allow you to save your place, and others don't, so be careful! While not difficult, it is long, time consuming, and tedious, and you don't want to be doing them all right at the deadline! Also, continue to get edits through the first week of the month, and implement them. Then, leave your whole application alone for a week. Do not touch it. Do not look at it. This will allow it to marinate in your head, and when you open it back up a week later, you’ll be able to see it with clearer eyes and make any last minute edits. When you spend so long writing something, you stop seeing the forest for the trees. Taking this time away helps you regain the bigger picture. Also confirm with your letter writers that they are ready to submit their letters, and that they are strong letters. Then, submit your application whenever ready! I personally prefer to submit two days before the deadline, so I have time to make a last minute correction if needed, but you do you!

After applying: Take a breather! Celebrate! You applied to MANY prestigious fellowships, and so many other positions, and that’s AWESOME! Take some time off! The selection process takes a while, with interview requests and selections rolling out starting in late December all the way through April. It varies by year and by fellowship. There is a website where people can post when they received interview requests, rejections, or acceptances (Rumor Mill). While this is helpful, it can also drive you insane - I was checking it constantly, even though updates don't come frequently. For your mental health, I recommend using this sparingly. I recognize that I myself didn't follow this advice, but I wish I had.

51 Pegasi B is a 3-year fellowship hosted by the Heising-Simons Foundation (i.e. a private organization), and thus operates a little differently to other fellowships. There are specific locations that are qualified to take on 51 Pegasi B fellows (can be found on the website), and you must indicate which of these institutions you which to host you. You can select 3 locations. After the submission of your proposal, it will be sent to each of the 3 institutions that you selected. The institutions do not know where else you applied. There, a committee will select the top 5 applicants for their location, and submit those to Heising-Simons. Meaning, if you're selected as a top 5 member for each of the host institutions you indicated, then you have 3 chances to win (one at each institution), but if only one institution ranks you highly, then you are competing for a slot at only that institution. Once Heising-Simons receives the top 5 list from each institution, they review the proposals themselves and determine who will win a slot at each institution.

Requirements: 51 Pegasi B requires a 5 page research proposal (3 pages allocated for the text, 2 for figures and references) in single space. You can have the figures in the text instead of separated, but I personally kept it separate (i.e. 3 pages text followed by the 2 pages of figures and refs) to make sure that I was hitting the limits. It also requires a 1 page statement of previous research, a DEI statement (note: prior to Jan 2025), writing samples (3 maximum, can be past published papers), a CV, 2 letters of recommendation, and the selection of 3 potential host institutions with a 1 page rational statement on why you'd go to each of those host institutions.

The Carnegie Earth and Planetary Lab (EPL) offers a 2-year fellowship hosted on site. This center is much more focused on planetary sciences (although that is still a very broad term, and can include lots of geology, volcanology, etc.), so this is a much narrower applicant pool. There is also a Carnegie EPL seminar series, and thus you can give a talk and meet with potential advisors that way. You do not get a review after the application process is through.

Requirements: The EPL Fellowship requires a 4 page research proposal (inclusive of all figures and references) in single space. It also requires a 3 page statement of previous research, a 1-page cover letter that includes any AJEDI work (note: prior to Jan 2025), a CV, a list of publications, and 3 letters of recommendation.

The Hubble/Sagan/Einstein Fellowship is offered through NASA, but through different NASA sources. The Hubble is primarily focused on astrophyics, the Sagan on astrobiology and planetary science, and the Einstein on astrophyics but specifically studying the mechanics of the universe. You may hear this fellowship referred to as any of the names, but really it's just designating the type of proposal and the area of astronomy. This is highly, highly competitive. You do not get a review after the application process. Every applicant is judged against others that applied within the same fellowship designation (i.e. people applying for the Sagan are judged against each other, not against Hubbles). There are a different number of selected fellows every year, pending funding, so it's difficult to know how good your chances are going in. You have to indicate 3 potential host institutions (there is a list of approved host sites online) as a part of your application. There is a limit to how many fellows (generally 5) can be at one location (inclusive of all the different types! So for instance 3 Sagans and 1 Hubble and 1 Einstein Fellow would hit the 5 person maximum), so it's a good idea to do some research as to how many fellows are already at your potential locations. Otherwise, you might be applying to a place that doesn't have room for you!

Requirements: The Hubble/Sagan/Einstein Fellowship all follow the same requirements: you must select 3 host institutions, provide a CV, 3 letters of recommendation, and your research proposal. It is 8 pages total, single space, 1 inch margins, and 12 point font. That is inclusive of previous research, research proposal, references, and figures. There are no requirements as to how you split the 8 pages, but it's generally recommended that ~3 be used for previous research, and ~5 be used for the proposed research plan. This fellowship is always due the first Friday of November, although if the 1st is on a Saturday or Sunday, then it will be the last Friday of October.

The NASA Postdoctoral Program (NPP) is a 2-year (with a third year renewable) fellowship hosted at any NASA center. Different opportunities are offered at different centers. The NPP is offered once every four months - July 1st, November 1st, and March 1st. Generally, the least amount of slots are offered in July (as it is the last of the funding from the fiscal year), the most slots are offered in November (since this is right after the fiscal year turn over, and when most people are applying), and a moderate amount in March. The way it works is that you find an opportunity on Zintellect, and contact any of the listed mentors on that opportunity. You work with them to see if you'd be a good research fit, and whether you should apply to work with them. Once you apply, your application packet first goes to your selected advisor for their approval (this should be a formality if you've already been discussing the application with them). This step is mostly to avoid people applying with an advisor sight unseen, and to discuss funding possibilities.

With an NPP, funding can come in one of two ways: either you receive what's called an "HQ Slot", meaning HQ will fund your NPP, or your advisor has to find you funding. You are not meant to know whether you receive an HQ slot or are funded from another source. However, it's good to have a discussion with your potential advisor on whether they have funds available (or know of a project that does) in case you do not receive an HQ slot but still receive a selectable score. Most NPPs are not funded from HQ.

Once the advisor approves your application, then it goes to a series of reviewers that grade your proposal. You must receive a selectable score in order to be eligible for funding. A selectable score is generally an 85/100 or above. You are not given your score; you are only told whether you're selectable or not, but your advisor receives your score. If you are selectable, then if funding can be procured for you then you get the NPP. With those that score highly, your advisor has the chance to write a letter of support to advocate for you to receive an HQ slot. The reason they have the selectability requirements is to ensure that no one gets a slot just due to their connections or prior work with an advisor, as they must apply and score highly like everyone else.

From cycle to cycle (where a 'cycle' is one year from the first time you apply), you can roll your result forward to the next application deadline. What does that mean? It means that if you apply in July, and you receive a selectable score, then you will still have a selectable score when you apply in November, or March. You should still reapply to potentially improve your score and perhaps qualify for an HQ slot if you didn't receive one, but this is useful as it ensures your selectability should funding become available. This is another reason to apply in July, since then you have the pressure off for the November call, and more time to find funding if it can't be procured. Additionally, if you receive an offer (i.e. you have a selectable score and funding is procured), you can accept and defer the offer for up to 6 months, to give yourself time to defend and graduate if you need it.

Requirements: The NPP requires a selection of your proposed NASA host center, your proposed advisor, a CV, 3 letters of recommendation, and your research proposal. The research proposal is 15 pages long, inclusive of figures and references, double spaced, with 1 inch margins and 12 point font. This might seem long, but keep in mind the double spacing - really, you have 7.5 pages of space! This fellowship is always due on the same days every year: July 1, November 1, and March 1.

The NSF Postdoctoral Fellowship is very similar in concept to the NSF Graduate Research Fellowship Program (GRFP), wherein your funding for three years will be provided through the NSF. There are specific locations where you are permitted to take an NSF fellowship, but primarily it cannot be a government institution. You cannot be an NSF Postdoctoral Fellow at NASA or the DOE, but it can be taken to any university or private institute (such as the Carnegie Institute). This fellowship is certainly the one with the most requirements - as it is a full blown NSF grant, there are many items due that require time and attention. If you intend to apply for this fellowship start very early.

The NSF Postdoctoral Fellowship requires a two-part proposal: one part that addresses the proposed research, and another part that addresses the proposed outreach or educational activities to be conducted also within the fellowship tenure (i.e. concurrently to your scientific research). Your proposal will also be strengthened by having confirmed "buy-in" so to speak for your educational project, such as your proposed host institution agreeing to cover costs for your educational program, or provide a venue for your program. Be sure to start the process of communicating with the host institution early, as this fellowship also requires the submission of a Host Institution Letter, which essentially states that the host institution will support you and your research endeavors (both scientific and educational). This must be provided by your host institution, and can take time to procure, but remember that YOU must submit the letter as a part of your packet.

Additionally, be aware that the website to submit an NSF proposal is the same for ALL NSF proposals - meaning, there is no list of what is required to provide, and you can submit your proposal with missing documents that are required for his fellowship application! Be very careful of what you submit! NSF also has special requirements for references - check out Taylor Hutchison's website (also linked in sidebar) under "Tricks to Help with Job Apps" for a step by step guide on how to export your citations easily for NSF!

Requirements: The NSF Fellowship has numerous requirements, most of which require lots of planning ahead. You must provide a Host Institution Letter (described above), a CV (called a "Bio Sketch", but through NSF's special system, so leave time to make that!), Letters of Collaboration (are you asking for multiple institutions to be involved in your project? Then you need to reach out and get a Letter of Collaboration which states they're agreeing to work with you), a cover letter, a current and pending support statement, a budget, a budget justification (work with your proposed host institution on these!), your dissertation abstract, a mentoring plan, an Open Science and Data Management Plan, a project summary, a description of synergistic activities, your references from your proposal (yes, in a separate document), a 1-page previous research statement, and finally, your research proposal, which is 10-pages single spaced, with 1 inch margins, and 11 inch font, inclusive of figures, and both the scientific and educational research programs.

The Space Telescope Science Institute (StSci) has many fellowships that are generally applied for in one application. The Lasker, Exoplanet, and Giaconni Fellowships are all one application, and the StSci Postdoctoral Fellowship is a separate application that is due earlier, but shares many requirements. For the Lasker, Exoplanet, Giaconni (LEG) fellowships, you submit your packet, and they will sift through to decide which of the three you are eligible for (could be more than one of them!) and then go through panel review.

The Giaconni Fellowship is also different from the others, in that it is offered This fellowship is only awarded 2 out of every 3 years. It doesn't change much for your application process, since if you intend to apply for any of the LEG fellowships you will be considered for the Giaconni if it is open, but it is something to keep in mind!

Requirements: The StSci Fellowships require the following: a cover letter, maximum 2-pages, a list of publications, a research proposal with 4 total pages, inclusive of prior research work, figures, and references, with 11 point font and 1 inch margins. Additionally, the StSci Postdoctoral Fellowship (i.e. not the LEG Fellowships) requires a a statement of technical skills and interests relevant to supporting STScI missions, maximum 1-page.