3 steps to shortlist universities before applying
by iris madeira,
team madhavi desai, counselling students since 1986 and helping families navigate international university admissions for nearly four decades.
one of the biggest questions students ask when beginning their university search is:
"how do i know which universities are right for me?"
with thousands of universities around the world, choosing where to apply can quickly feel overwhelming. many students begin by looking at rankings. while rankings can provide useful information, they rarely tell the complete story.
after counselling 29,000+ students applying to universities across 35+ countries, we've seen that the strongest university lists are not built around reputation alone. they are built around fit, realistic planning, and understanding where each student has the best opportunity to thrive. a thoughtful shortlist helps students focus their applications, write stronger essays, and approach the admissions process with greater confidence.
here are three steps we recommend when creating a university shortlist.
1. find your fit
the first step is understanding what you are looking for in a university. instead of asking: "which university is ranked highest?" start with: "where can i see myself learning, growing, and succeeding?" consider factors such as:
academic programmes and course structure
teaching style and learning environment
campus culture
location and lifestyle
student support services
internship and career opportunities
a university that is highly ranked may not always be the right fit for every student. the best university is one where your academic interests, personal preferences, and long-term goals come together.
2. match your profile
once you identify universities that interest you, the next step is understanding how your profile compares with their admitted students. review factors such as:
academic performance
standardised test scores (where applicable)
extracurricular involvement
achievements and experiences
course-specific requirements
this helps students understand where they stand and categorise universities realistically. a balanced application list usually includes:
dream universities: highly competitive options where admission is more challenging.
aspirational universities: universities where students have a realistic opportunity but admission remains competitive.
pragmatic universities: universities where the student's profile aligns strongly with typical admitted students.
understanding this difference helps students make informed decisions rather than applying based only on ambition or rankings.
3. balance your university list
a common mistake students make is creating a list that is either too ambitious or too safe.
a well-balanced university list gives students both opportunities and security. while the exact number depends on each student's goals, many students benefit from maintaining a mix of:
2–3 dream universities
3–4 aspirational universities
2–3 pragmatic universities
the goal is not to reduce ambition. the goal is to create a thoughtful strategy that maximises opportunities while ensuring every university on the list is one the student would genuinely consider attending.
a counsellor's observation
one pattern we've consistently noticed over years of counselling is that students often spend more time asking: "can i get into this university?" than asking: "is this university the right place for me?"
admissions are important, but university is a four-year experience that shapes academic growth, friendships, career opportunities, and personal development. students who research carefully and build balanced lists usually approach applications with more confidence because every choice has been made intentionally.
the right shortlist creates a stronger application journey
shortlisting universities is not about finding the most famous names. it's about identifying institutions where your interests, abilities, and aspirations align. a thoughtful university list allows students to spend more time creating stronger applications instead of spreading their efforts across universities that may not truly fit their goals.
at team madhavi desai, we help students evaluate universities based on academic interests, profile strength, career aspirations, and personal preferences. with experience guiding 29,000+ students to universities across 35+ countries, we've seen that the strongest applications begin with informed choices made early in the process.
frequently asked questions
how many universities should students shortlist?
there is no fixed number for every student. the ideal list depends on academic profile, goals, country preferences, and application strategy. the focus should be on creating a balanced list rather than applying to as many universities as possible.
should students choose universities only based on rankings?
no. rankings can provide useful context, but students should also consider course quality, campus environment, career opportunities, location, and overall fit.
what is the difference between dream, aspirational, and pragmatic universities?
dream universities are highly competitive options, aspirational universities are competitive but achievable choices, and pragmatic universities are institutions where a student's profile aligns strongly with typical admitted students.
when should students start shortlisting universities?
students can begin exploring universities during grades 10 and 11. starting early gives them time to research programmes, understand requirements, and make thoughtful decisions.
how does team madhavi desai help students shortlist universities?
we guide students through university research, profile evaluation, course selection, and application strategy to help create a balanced shortlist aligned with their academic goals and future aspirations.
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