Fiscal Responsibility feat. Sweet Graphs

Back in April, I took a big step towards being a Real Adult and started my own budget spreadsheet. After just the first month, I was completely shocked at how much I was actually spending (read: THAT much on dining out?!) Now that I’m heading back into the tight grip of grad schooldom, I know that I need to prepare myself for the grad school lifestyle. Which, of course, means living within my means. My first step in this preparation process was to create a budget spreadsheet for myself. I’m a big believer in ‘knowledge is power,’ and had to embrace that mantra to keep my head up while working on this project.

I started in Excel with two of the provided templates: College Cash Flow and Monthly Home Budget. Both templates provides you with a file already outfitted with calculations to auto-fill the green boxes based on data in the yellow boxes. In the College Cash Flow file, you input your starting money on hand and monthly expenses by convenient categories likely to be used by college students (e.g. books, tuition, etc). Your total income, expenditures, cash flow, and ending balance are automatically calculated for each month. The Monthly Home Budget sheet performs a similar task, but on a shorter time scale. You also have an opportunity to compare your actual income/expenses to budgeted ones. Together they are both useful, but I found that with a little extra work I could create a more interconnected, useful budgeting tool, complete with visuals.

I wanted to know more about my individual purchases in addition to total monthly charges, so I added a section to the Monthly Home Budget sheet at the bottom where I could input each individual purchase with Date, Cost, Type, and Notes. I found that having to record each transaction separately also helped me stay aware of my spending as the month progressed. I have Office 2008 for Mac on my computer, so everything I mention subsequently will be specific to that version of Excel.The major amendments to the spreadsheet templates are as follows:

  1. I wanted to have a drop down menu of categories for when I input individual purchases, to eliminate the possibility of typos. This was more an issue of formatting than coding. 
    2. Screenshot 2014-05-21 21.28.05.png
    May was a pretty cool month. I was much more conscious of what I spent even after a month of keeping track and budgeting.
    1. Highlight the boxes where you want the drop down list.
    2. Data -> Validation
    3. Allow: Select “List”
    4. Source: highlight the categories from the Variable Expense section
    5. Okie doke. You can also copy/paste this format into other cells.
  2. Next, I wanted the “Actual” cost cells in my Variable Expense column to automatically update from my individual transaction list. But that meant that each categorical cell would only update with it’s specific type of expense.
    Let me reassure you, this was not too difficult at all! And I felt like such a badass every time I figured out a tiny little thing. 
    1. In the Actual column next to the first category (household) type “=SUMIF(“
    2. Highlight “Type” column then insert a comma
    3. Click the category name then another comma
    4. Highlight the expenses column and end parentheses
    5. Repeat steps for each category/type (e.g. household, groceries, gas, etc.)
    6. Now that the Variable Expense Actual cost cells auto update, I changed the color to light green.  
  3. I wanted my monthly expenses to automatically be filled in on the College Cash Flow sheet. In hindsight, I could’ve made this a little easier on myself by rearranging the “Expenditures” list to match the ordering on the Monthly Home Budget sheet. 
    Oh man, Meridith, there’s not much going on here. Are you going to release a template for everyone. Maybe. Just maybe. 
    1. I started in April, so I would’ve gone to that month’s column in the CCF sheet. Clicked on the cell that matches up with the Household Costs row.
    2. Entered =’April Budget’!$C$55, where April Budget is the name of my Monthly Spreadsheet for April and C55 is the cell where my Household Variable Expenses are totaled. 
    3. Some expenses on the yearly sheet, like utilities, may be broken down into more specific categories on your monthly sheets. You can use =SUM() to compile those cells. 
  4. I love visualizations. I wanted to see these data represented so I could see, at a glance, where my spending was occurring. Where are the sweet graphs?! Missing?!  No sweat, I just had to make my own. I had a pie chart of my variable expenses on my monthly spreadsheets. I kept the fixed expenses off because huge costs like rent would just overwhelm the graph. 
    Can you tell I like food?
    1. Highlight “Variable Expenses” and “Actual” columns
    2. Insert > Chart > Pie > whatever the most basic one is
    3. I also did a similar pie chart for the yearly sheet using the “Expenditures” and “Yearly Totals” columns.
Celebrating my time in Newcastle the proper
 way – dancing my heart out. 

Ahhhh, fiscal responsibility and organization. You really can’t beat it. Don’t be afraid to try your own tweaks to the budget sheets. I’d love to hear your insights. The important thing is that you’re staying aware. I’ve known many a young lad and lassie who just wanted to ignore their financial obligations and responsibilities. Your twenties are not for mistakes and frivolity! Ok…they are a little bit. I’ve mistaked and frivoled. But I’ve also been conscientious of long term savings, and because of that (in addition to supportive parents and lots of living at home) I’ve been able to do some really frickin’ cool shit! After completing my Master’s degree I moved home, worked for a few months, bought a plane ticket, packed a bag, and left for a completely wild 90-day, self-funded, solo adventure through Europe. I had zero responsibilities. Minimal worries about my funds. And all of the funs. All of them! Sure, it meant watching my money closely during my time in New Mexico. I rarely went out and spent money on beers and food. I lived with roommates with ridiculously cheap rents. I nearly never went shopping for clothes. But it was all completely worth while when I landed in Dublin and immediately had adventure after adventure!

I’ve been looking into what other things I can be doing to be extra responsible with my finances. I’m not anywhere near 40, but this cool article has really inspired me to think about awesome next level goals I can set for myself. I’ll be studying for my PhD for the next five years, and while that comes with a stable stipend, it’s not the same as having a job with a 401K and retirement plans and all of these other benefits that I’m mostly clueless about. If you are looking into other ways to keep yourself in check with your cheques, then you might want to consider the many financial apps available. SciFri has a lovely podcast on them. You know how much we love podcasts. I have friends that also swear by the cash envelope system. Each month you take out the budgeted amount of cash (lump sum or broken into categories) and that’s all you have for the month. You run out…tough cookies.

If you’d like more money saving tips throughout the week keep an eye on our STS Tumblr for extra posts. We’ll share different articles and our own personal insights on how we live on the cheap! We also want to hear about what’s your method? Any super awesome money life hacks that we could benefit from? By all means, let us know! 

The Science Side of NYC

If you follow us on Tumblr, then you know I was away from my post at the beginning of August.  I traveled from the West Coast all the way over to New York City, New York to celebrate my engagement to that fella’ to the left.  I won’t take you through the blow by blow, but spending a lot of money on a ring just wasn’t our cup-o-tea.  Instead, we saved up and went on an adventure together to celebrate!  First, this is a decision I highly recommend because, hello, vacation.  Second, I hope you know I couldn’t go anywhere, even the maze of NYC, without scoring some science.  I know this city is just full of everything, so don’t consider this even close to an exhaustive list.  I would love to know about any of your favorite NYC science scores.

View from the Staten Island Ferry  

Most of my city going experience has been out west and in Chicago.  So one really special thing, for me, about seeing such an old city was the architecture.  I love that you can see a completely modern building with modern building materials and techniques right next to a church built in 1846!  Just look at that skyline.  You can learn by observation about changing technology as you look from the short, stone buildings to those shiny skyscrapers.  I’ll make my first tourist aside here to state that the Staten Island Ferry ride was both free and awesome.

Trinity church

You really have to admire NYC’s commitment to green spaces.  In such a densely populated urban center, I kept coming across parks, community gardens, and even an ecology center right on the walk home to our apartment.  The first park we really took the time to explore was the cemetery at Trinity Church.  Cemetery you say?  Yes.  Before the care and organization of public parks was formalized, cemeteries (or “memorial parks”) were some of the first public green spaces.  It was nice to see such a historic green area right next to such a historic building.  Some of the headstones were so old the inscriptions had completely weathered away.  

Graveyard at Trinity Church

Graveyard at Trinity Church

 From the oldest type of park, to one of the most famous.  Central Park was amazing.  It’s sheer size.  It’s location inside this huge metropolitan area.  It’s an impressive feat to be sure.  In the name of honesty, I have to admit that I was underwhelmed.  Maybe I was just tired, or maybe it was just that nothing was really in bloom when we visited.  Either way, I am fully prepared to be amazed by Central Park on my next visit (maybe during the fall season?).    

Central Park

You know what I was wow-ed by?  The American Museum of Natural History.  We spent 6 hours here, and I could easily have spent 6 days.  What a great museum!  We started off in the hall of North American Mammals, then on to the hall of West Coast Native Peoples.  Then we realized we had spent about 3 hours in two halls!  From there, we proceeded to crush the Human Evolution Exhibit (amazing.  wonderful.  on point.) and the Meteorite/Minerals hall.  I never ever expected this exhibit to feature the science behind crystalline bonding, but it did.  I know that Chelsea spent a summer at the AMNH doing space geology, so I thought about her the whole time I was losing my mind over the meteorites.  From there we buzzed through the hall of Marine Biodiversity before entering the hall of Vertebrate Origins.  I’m sort of an obnoxious ball of “Did you knows?” all the time, but I may have gone into overdrive when I saw all those amazing specimens.  Mammoth selfies ensued.        

   

We had grand plans to go to a few more museums, but it just didn’t pan out this time.  Always have to leave something to do on the next visit!  We did manage to make it to the Museum of Modern Art.  This is another great museum.  And though it is not an explicitly science based museum, I learned a few things that didn’t have to do with zips or color composition.  Mobile technology is changing lots of traditional experiences.  For example, free of charge, MoMA lends out iPod Touches containing free audio tours.  I really got a lot more out of my art museum visit as a result.  For example, I learned that the type of paint Picasso used was cheaper, because he was penny pinching, and that could be why some of the colors he used have been altred with time.    
Girl Before a Mirror, 1932
This brings us to my favorite find of the trip, the Brooklyn Botanical Gardens.  I could wax rhapsodic about this space for quite some time.  I will sufice it to say that I loved it.  I wish I could return in the spring to see the cherry blossoms going.  And talk about affordable!  Even if you don’t want to shell out the $10 dollar admission fee (only $5 for students!), you can get in for free every Tuesday.      

Pollination

 I know I’m over selling at this point, but not only was this an amazing place to learn about botany and plant biodiversity, the buildings were a lesson in sustainability.  The visitor’s center had a green roof, which captured rain water and fed it into a nearby stream.  All the glass on that building was also bird safe (check the vertical stripes, birds can see that!), and they cooled their water efficiently by sending it underground.
 

Probably the coolest thing we saw in the gardens was this amazing piece of art. This sculpture was called “Sandy Remix” and it was made mostly  from garden trees killed during Hurricanes Sandy and Irene.  The trees are arranged to look like a swirling hurricane, and you can walk up into the tree house and, thus, into the eye of the storm.  The informational sign not only gave information about the art, but the importance of climate change and its impacts.  It was a very powerful experience, and a wonderful monument to remember the storm.

Last on my tour of NYC science and natures spaces was the High Line.  This excellent park is built on historic freight rail tracks elevated above the city streets.  It was high on my list of things to see due mostly to the amazing blending of natural and man-made items in this space.  There was a bit of cool interpretive information about which native plants were blooming at the time.  Overall, this place was a very peaceful way to take a walk uptown.       

 
I went to New York, I saw some amazing science related spaces and artifacts.  I know I must have missed some really good ones.  Go ahead!  Tell me what I should go and see next time I visit.  Also, if you have any interest in the hilarious amount of vegan food I ate or the less science-y side of my adventure, feel free to hop over to my Instagram.

Cover Letters of Interest

Once you’ve gone through the process of finding potential grad school advisers, the next step is to contact them. It can be quite scary. That fear that you’ll craft a seemingly marvelous letter, attach your well-written CV, send it off, and then…hear back nothing. Or worse, you’ll hear back, but they aren’t interested in your obvious brilliance. Try not to get in your own head too much. Think of it more as the start of an epic journey towards the next step in your blossoming academic career. The professors that show the most interest in you are going to be the ones that are the best fit for your unique interests and skills. Writing about yourself is hard, but now is the time to brag on yourself a bit. Say it with me, “I am a badass science baller and all the profs want me.” Keep in mind that this letter does not need to be perfect. I just looked back at the cover letter I sent to my MS advisor (keep anything you write about yourself!) and it’s nearly 2 full pages long with way too much information. Thankfully, she wasn’t bored, and I had a wonderful, productive Master’s experience.

Say it again!

There’s a fine line between a letter of inquiry and a cover letter. Basically, if there is a posted opening with the advisor, then it is a cover letter. Otherwise, it’s a letter of inquiry, simple as that. The aim of such a letter, when writing to potential advisers, is to express your informed interest in them and their research, while also presenting a focused snapshot of yourself. Informed interest is important. Make sure you familiarize yourself with their work. Read their papers.  Brainstorm ideas for how your work could compliment theirs.  I’m not going to lie, this can be tough. I find it helps to remind yourself that you are not contractually bound to follow through with the ideas you come up with and present during your application process (Editors Note: This was my mantra to Meridith during her PhD application!  Glad to see it sunk it.). You just want to show that you are an intelligent being with a real interest in a similar field of research and that you can come up with relevant ideas.

To begin, you’ll want to state your interest in their lab and ongoing project(s). A common pitfall is to contact a professor about an area of research in which s/he is no longer active. Check the dates on those publications!  Additionally, some professors will be looking for more than one student to work on a several different projects. Clarify early why you are writing to them. They get numerous emails daily and the easier it is for them to read your email, the easier it will be for them to respond. Next, the second paragraph should be a self introduction. What are your recent experiences, and how would the skills you have benefit you if you were to join this person’s research group? The third paragraph should be dedicated to expressing your interests, goals, and ideas for research. The final paragraph is a little more general.  You can think of it as a summary:

I think my interests, skills, and future plans could potentially fit in well with your research program.  If you have room for a PhD student in the (interest term and year here), please let me know if you would be open to discussing my interests or experiences further. I have listed some of my major accomplishments below, but I have also attached my full CV if you would like further information about my past experiences and skills. I know you are very busy, so I appreciate any time you can give me.  Thank you very much.

I like to include a little bulleted list of notable accomplishments to whet their appetite. I wouldn’t advise giving them more than your “top 5.”  The goal here is to entice them to open your attached full CV.  Good achievements to mention are:

  • GPA
  • Grants or scholarships awarded (and how much $$ you were given)
  • Examples of academic excellence (exceptional GRE scores, special skills, unique courses taken with grade)
  • Evidence of research experience (REUs, internships, volunteer positions in research groups, etc.)
  • Publications (with links) or presentations/posters 

The internet already has loads of posts on this topic and plenty of sample letters to reference. Don’t rely on just this post!

Contemplative Mammoth’s Post
Dynamic Ecology’s Post
The Professor is In’s Post
Simple Sample Letter
In Depth Cover Letter Essentials

Please let us know if you have any other great cover letter references! We’d love to let this list grow and provide a wide array of recommendations for the future graduate students among us!