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Policy Audience: Certificate Students

Guidance (Curriculum) – Additional Information on Policy 1.4 & Stacked Degree FAQ

This page contains additional information on each requirement from Policy 1.4, as well as general FAQs on stacked degrees.

Additional Information on Policy 1.4

“All graduate certificates must follow the policies outlined in Policy 1.2.” 

There is no distinction between a graduate certificate used as part of a stacked degree and a graduate certificate intended to be earned independently by a graduate student pursuing another degree or a student enrolled only in the certificate program. 

As such, the review and approval process is the same for all graduate certificates.

“There are no restrictions on credit sharing between a graduate certificate and a graduate degree program.” 

All requirements from a graduate certificate may be applied towards a stacked degree (applies to coursework as well as other components of the certificate). 

“Students who are admitted to the University of Washington through a graduate certificate are matriculated graduate students and must meet the admission standards described in Policy 3.1.” 

Since graduate certificate students are enrolled graduate students, academic units have full responsibility for providing the support and opportunities they provide all of their graduate students. It is critical that all students have access to appropriate staff and faculty advising, facilities and events, and any other opportunities provided to graduate students. 

“Stacked degrees and the graduate certificates they are comprised of will appear as credentials on the student transcript.” 

Once a student earns a graduate certificate, this will appear on the student transcript. It is the responsibility of the program to request conferral of the graduate certificate in a timely manner. This applies whether or not the student intends to pursue a graduate degree that contains the graduate certificate as a component of the degree. 

Once the student completes all graduate degree requirements, this is processed the same way as any other degree program. 

“A stacked graduate degree program must include a capstone or culminating experience.” 

Although Graduate School policy allows some applied professional master’s programs to be coursework only, all stacked degrees require a final culminating or integrated experience as described in Policy 1.1. 

“The title of a stacked graduate degree must clearly reflect the academic focus of the degree program.” 

The nomenclature of a degree title follows the principles articulated in Policy 1.3. 

“Stacked degrees and the graduate certificates they are comprised of must have clear academic oversight by the graduate faculty of the proposing unit, as well as clear administrative support. This must be articulated as part of the program proposal process.” 

Stacked degrees and the graduate certificates included in them adhere to the same expectations as any other degree program in terms of oversight and administrative support. The academic unit must assure specific guidance and advising resources for students enrolled in certificates that may be stacked towards a degree. 

Stacked Degree Frequently Asked Questions

No, stacked degrees will be approved as “bundles” of certificates with a culminating experience, like any other graduate credential, to ensure a coherent and rigorous program of study. 

Yes, this will allow units to test prospective student interest gradually and will have the added advantage of not burdening faculty with the task of envisioning and proposing a full degree program at once. Stacked degrees can also be proposed all at one time, that is, a proposal with both the degree and the component certificates.

Yes!

Stacked degrees can be master’s degrees or practice doctorates, but not the Ph.D.

Stacked degrees will be just like other graduate degrees which can either be tuition-based or fee-based.

Components of a stacked degree must be approved graduate certificates as described in Policy 1.2. These graduate certificates consist of transcripted graduate coursework, and the graduate certificate appears as a credential on the student transcript. Students pursuing a stacked degree or a graduate certificate must be matriculated graduate students and thus must apply to a graduate program and meet Policy 3.1 admissions requirements.

UWC2 Professional and Continuing Education may offer non-credit certificates for the general public which do not go through the same approval process as University of Washington degrees and graduate certificates, and which do not appear on the student transcript. An academic unit intending to “convert” an existing UW Continuum College certificate to a graduate certificate must propose it as a new graduate certificate program following the graduate certificate proposal guidelines.

As stated in Policy 1.4, continuous enrollment is not required. A stacked degree follows the time limits described in Policy 1.1 for all degree programs (six years for a master’s degree; ten years for a PhD). Exceptions to these time limits can be made at the academic unit level.

Units offering stacked degrees may determine that shorter time limits are needed and describe this information in the program proposal. 

Stacked degrees and their component graduate certificates must be under the oversight of one dean (for Seattle campus) or chancellor (Bothell and Tacoma campuses). For stacked degrees featuring graduate certificates from multiple units under one dean, the degree program code and official oversight will be housed at the school/college/campus level rather than in one unit.

Guidance (Student Status) – Reinstatement and Re-Entry

A matriculated student previously registered in the Graduate School who has failed to maintain graduate student status (on-leave status or registration) but who wishes to resume studies in their previous graduate program must submit a reinstatement request to the Graduate School.

This includes:

  • Reinstatement- for students returning to a graduate degree program
  • Re-Entry- for students returning to a graduate certificate program or stacked degree with a certificate component

Students enrolled in both a degree and certificate program must submit separate requests for each program.

For complete details regarding the on-leave, continuous enrollment and reinstatement policies, refer to Graduate School Policy 3.5: On-Leave, Reinstatement, and Re-Entry.

Accessible Accordion

  • Must be an inactive matriculated graduate student wishing to return to their previous degree program. Non-matriculated, undergraduate, or active graduate students are not eligible for reinstatement.
  • Must have been registered for at least one quarter of graduate study at the UW.
  • Must have approval from the graduate program to reinstate or re-enter.
  • Must satisfy any additional graduate program policies about reinstatement/re-entry.
  • International students must have confirmation from the International Student Services office that an I-20 can be issued in time to meet registration deadlines.
  • Students must be within their program’s time-to-completion limits. See the Graduate School policy based on certificates and/or degree level.

Students who do not meet these requirements are not eligible for reinstatement/re-entry without a petition from their graduate program. Ineligible students should instead submit a new application for admission after consulting with their graduate program. Please note that students who meet reinstatement requirements but instead submit a new degree application for admission will have their application fee refunded and be assessed the $250 Reinstatement Fee.

Step 1: Student Action

  1. Consult with your graduate program advisor before starting a request to confirm eligibility and any internal departmental requirements.
  2. Choose the quarter of return with your program. Students may request the current academic quarter or the next academic quarter.
  3. Submit the online Request for Reinstatement (degree programs) or Re-Entry (certificate programs) through MyGrad Program, Reinstatement/Re-Entry Portal*.
    • You will receive a confirmation email once your request has been submitted.


    Step 2: Department Action

  4. The graduate program reviews your request to determine eligibility.
  5. If approved, the department submits its approval in MyGrad Program.
    • You will receive a confirmation email once departmental approval is complete.


    Step 3: Student Action (Payment- Degree Programs Only)

  6. If you are requesting reinstatement to a degree program, return to MyGrad Program to pay the $250 Reinstatement Fee via MasterCard or Visa.
    • You will receive a confirmation email once payment is received.
    • The reinstatement fee must be paid no later than 11:59:59 p.m. PST on the last day of instruction to be reinstated for the requested quarter.
    • No fee is required for re-entry to certificate programs.


    Step 4: GEMS/Graduate School Action

  7. The Graduate School (GEMS) processes the approved reinstatement or re-entry request (weekdays only, excluding UW holidays).
    • You will receive a confirmation email once your request has been processed and your registration status for the quarter is active.


    Step 5: Student Action

  8. Register for the quarter of reinstatement or re-entry to maintain active student status.
  9. Update your contact information in the MyUW Student Directory.


Note: If returning to both a degree and certificate program, submit a separate request for each.

Important Notes

  • A valid UW NetID and password are required to access MyGrad and submit requests. 
  • Requests must be submitted separately for each program. 
  • Reinstatement requests for degree programs require a fee once approved. 
  • Re‑Entry requests for certificate programs do not require a fee. 

Contact & Support

For questions about:

  • Eligibility, requirements, or department approval → Contact your Graduate Program Advisor (GPA/GPC) first. 
  • International student status (F-1/J-1) → Contact International Student Services (ISS) at iss.washington.edu or 206-221-7857. 
  • Financial aid or loan deferment → Contact the Office of Student Financial Aid at finaid.uw.edu or 206-543-6101.  
  • NetID access and password → Contact UW Information Technology (IT) at https://it.uw.edu/ or visit https://uwnetid.washington.edu/newid/  
  • Technical issues with MyGrad or reinstatement/re-entry problems → Email uwgrad@uw.edu or call 206-685-2630. 

Revised January 12, 2026

Guidance (Student Status) – Graduate On-Leave Status

Graduate students must maintain active status throughout their graduate program. If you need to take one or more quarters off without registering, you may request on-leave status for each quarter. This prevents loss of graduate status and avoids the reinstatement/re-entry process. See Graduate School Policy 3.5 for full details.

LOG IN TO MYGRAD TO REQUEST ON-LEAVE STATUS

Who Can Request On-Leave Status

You may request on-leave status if all of the following apply:

  • You were registered or on leave the previous quarter
  • You have completed at least one quarter of graduate study at UW
  • Your graduate program approves the leave request
  • You are not currently registered, graduated, inactive, non-matriculated, or in a visiting student status
  • International students (F-1/J-1) must confirm eligibility with International Student Services

Additional notes:

  • Leave request are required for Autumn, Winter, and Spring.
  • Summer leave is automatic for students enrolled or on-leave the previous Spring quarter.
  • Students in two graduate programs must have both programs approve the request; only one request and one fee is required.
  • Students may drop all courses before the first day of the quarter to become eligible for leave.
  • Students with financial aid, loans, or GAIP insurance should consult the Office of Financial Aid or UW Benefits Office to avoid loss of coverage.

What On-Leave Status Provides

Status You Keep You Lose
On-Leave UW email, library access, very limited faculty and staff counsel/resources, Hall Health Primary Care Center (pay-for-service basis), IMA (UW Seattle campus students only, extra fee) Most faculty advising/resources, exam privileges, thesis/dissertation filing, university housing, student insurance, financial assistance

How to Request On-Leave Status

  1. Log in to MyGrad and click “Request Leave”.
  2. Review leave requirements before starting the request.
  3. Submit your request in MyGrad (opens two weeks before the quarter starts).
  4. Obtain departmental approval (both programs if enrolled in two).
    • If your department approves, you will receive an email notification from the Graduate School with instructions and the deadline.
    • If your department does not approve, contact your graduate program advisor for next steps.
  5. Pay the $25 non-refundable fee via MyGrad by the deadline.
    • Military personnel with deployment orders must still log in and click “Pay” after approval but you will not be charged.
  6. Receive email confirmation for your records.

Multi-Quarter Requests:

  • Peace Corps, military deployment, UW Fulbright, or Bonderman fellows may request up to three consecutive quarters.
  • Fees: $25 per quarter (e.g., $50 for two, $75 for three)
  • Summer quarter: no fee required.
  • Military with deployment papers: no fee required.

Deadlines & Reminders

  • Request opens: Two weeks before the first day of instruction each quarter
  • Student request deadline: 5:00 p.m. PST, last day of instruction (one week before quarter end)
  • Department approval deadline: 5:00 p.m. PST, last day of the quarter
  • Payment deadline: 5:00 p.m. PST, last day of the quarter
  • Loan deferment: Complete the request and pay by the 2nd Friday of the quarter to stay eligible for loan deferment reporting.
  • Incomplete Requests: Requests not paid or approved by the deadline will be withdrawn automatically. You must request reinstatement and/or re-entry to return.

Reinstatement & Re-Entry

If you did not maintain graduate status (no registration or complete the on-leave status process in full with approval):

  1. Request reinstatement (degree programs) and/or re-entry (certificate programs) through your department
  2. Pay the reinstatement fee to the Graduate School, only for degree programs.

Students enrolled in both degree and certificate programs must submit separate requests for each program.

For more information, see Reinstatement & Re-Entry.

Contact & Support

For questions about:

  • Eligibility, requirements, or department approval → Contact your Graduate Program Advisor (GPA/GPC) first. 
  • International student status (F-1/J-1) → Contact International Student Services (ISS) at iss.washington.edu or 206-221-7857.
  • Financial aid or loan deferment → Contact the Office of Student Financial Aid at finaid.uw.edu or 206-543-6101. 
  • Technical issues with MyGrad or leave payment problems → Email uwgrad@uw.edu or call 206-685-2630. 
  • Reinstatement after missing deadlines → Contact your graduate program first, then the Graduate School if needed. 

Revised October, 2025

Policy 3.10: Graduate Student Classifications

The following classifications are assigned to graduate students and postdoctoral appointees on the basis of advancement toward or completion of graduate degrees:

  • Premaster: A Premaster has been admitted to the Graduate School, but has not yet completed a master’s degree or the equivalent.
  • Post-Master: A Post-master has completed the master’s degree or equivalent, but has not yet had a doctoral Supervisory Committee appointed.
  • Precandidate: A Precandidate has had a doctoral Supervisory Committee appointed, which signifies admission into a doctoral program, but has not yet completed the Graduate School General Examinations.
  • Candidacy: A student in candidacy status has completed the General Examination, but has not yet completed the dissertation and final examination.
  • Postdoctoral: A Postdoctoral appointee has completed a doctoral degree and is engaged in research or scholarly work in residence at the University, but is neither an enrolled student nor a member of the faculty.

When a student is first admitted to the Graduate School, the student is placed in the appropriate classification which recognizes the highest academic degree which the admitted student holds in the field of the proposed graduate work at the University of Washington. When a graduate student officially completes the master’s degree, or has a doctoral Supervisory Committee appointed, or completes the General Examination, the classification is changed accordingly.

Every quarter each graduate program advisor reviews the graduate student list and informs the Graduate School of any changes needed.

Policy 3.10 revised: November 1977; July 2015

Policy 3.8: Academic Grievance Procedure

The academic grievance procedure for graduate students, intended to ensure uniform and fair application of program, department, unit, or university-level academic policy, adheres to the principle of unit-level determination and University guidelines outlined in Executive Order 58 for undergraduate and professional students, except as specified below. The “units” for this policy refer to schools, colleges, or campuses.

See also: Guidance (Academic Grievance) – Student Guidance for Academic Grievances

3.8.1 Application

Graduate students who believe they have been subjected to unfair treatment in the administration of academic policies must follow the grievance procedure established within their school, college, or campus.

Note that the following areas have their own procedures and policies:

3.8.2   School-, college-, or campus-level grievance procedures

Each school, college or campus will develop and implement an academic grievance procedure for graduate students that adheres to the general provisions described in Executive Order 58 as well as the specifics in Sections 2A, 2B, and 2C.

  • EO58 – 2A: “An informal conciliation stage, where assistance will be provided to the student by the appropriate departmental personnel, or when requested, through the Office of the University Ombud.” This stage may include, but does not require, assistance from the Graduate School when requested by the student.  If the grievance is not resolved in the conciliation stage, and once a particular policy (or policies) has been identified as potentially unfairly applied, the grievance procedure may move to the next stage.
  • EO58 – 2B: “The appointment of a college or school Student Academic Grievance Committee, composed of both faculty and students.”
  • EO58 – 2C: “The establishment of hearing procedures, under which the Grievance Committee will proceed to arrive at advisory recommendations for submission to the dean.” Here, the “dean” refers to the dean of the academic school or college.
  • EO 58, – 2D (appeals) will be administered by Dean of the Graduate School as described in Graduate School policy section 3.8.3 below.

Information concerning the availability of grievance procedures shall be provided to students and shall be readily available as part of program student handbooks and other student-facing resources.

Each school or college must share its current academic grievance procedures and related policies with the Graduate School and notify it of any updates. This ensures the Graduate School can fulfill its responsibility to coordinate grievance procedures with the Provost, as outlined in EO 58.4.

3.8.3 Appeal on grounds of procedural uniformity

Within 15 business days of the conclusion of the school or college-level grievance procedure, a graduate student may file an appeal with the dean of The Graduate School alleging a lack of procedural uniformity in the unit’s application of their grievance procedure.  The complaint must be initiated by a written statement that indicates the exact nature of the non-uniformity including the date(s) the action(s) occurred; the deviation of the grievance procedure from the unit’s documented procedure, EO 58, or from other applications of grievance procedure within the unit; and the relief requested. The statement should also include a description of the results of the unit-level procedure, as well as any background information that the student deems pertinent to the complaint.

A designated representative (or representatives) of the Dean of the Graduate School will review the appeal, consult with the unit and allow a written response, and recommend to the Graduate School Dean whether further action is warranted. Evaluation criteria will be whether the unit-level grievance procedure is clearly articulated and available to all students, as well as whether it was uniformly applied in the student’s case.  The Dean of the Graduate School or their designee will notify the student and academic unit leader within 15 business days during an academic quarter of submission of the formal complaint by the student of their determination and any recommended remediation.

Policy 3.8 revised November 2000; May 2007; February 2023; March 2025; September 2025; November 2025

Policy 3.8.3.7 revised August 2023

Policy 3.8.1 revised January 2026

Policy 3.7: Academic Performance and Progress

This section articulates policies for the academic performance and progress of graduate students, including guidance on appropriate processes for cases where student academic performance does not meet program expectations.

3.7.1     Communicating Performance and Progress Requirements

A student admitted to a graduate program may continue graduate study and research in that program at the University of Washington as long as the student maintains satisfactory performance and progress toward completion of the student’s graduate degree or certificate. The definition of satisfactory academic and professional performance and progress may differ among graduate programs. Each graduate program is required to document and distribute performance and progress requirements to each of its graduate faculty and graduate students upon student enrollment.

Documentation shall include the following information:

  • General expectations for graduate student performance and progress within the program that includes, but is not limited to, required coursework, research, scholarship, professional behavior relevant to the program, fieldwork, practicum requirements, and length of time allowed for completion of various phases of the program.
  • Performance and progress measures including:
    • key academic and professional milestones, as defined by the program.
    • expected timelines.
    • evaluation of progress and milestones by faculty.
  • Performance issues that would lead to Academic Notification, Academic Alert, Final Academic Alert, or Academic Drop, as outlined below.
  • Consequences of not meeting a milestone or expectations, including process and timing for managing repeated attempts at a milestone if graduate program policy permits.
  • Procedures for appealing program decisions.

When students are enrolled in multiple graduate programs, the extent to which they are meeting expectations is independently determined for each program.

3.7.2     Reviewing Performance and Progress

Faculty should assess student progress using a variety of professional behavior and academic metrics to determine if a student has completed sufficient work at reasonable performance levels. It is acceptable to compare a student’s performance and progress relative to that of other students in the program or to individually negotiated schedules if consistently used. The following elements may be considered when evaluating a student’s performance and progress:

  • Performance and progress in the fulfillment of degree program requirements as outlined in the graduate program’s documentation distributed to students upon enrollment.
  • Maintenance of a minimum cumulative and quarterly 3.0 grade point average (GPA) while the student is enrolled in the UW Graduate School. A program may petition the Graduate School to consider exceptions to the 3.0 GPA minimum requirement for graduation if the student demonstrates steady and consistent progress.

Program faculty, the Graduate Program Coordinator (GPC), Graduate Program Advisor (GPA), or an advisory/supervisory committee designated by the graduate program, are responsible for regular reviews of student performance. Fellow students should not be involved in or present for these reviews. At doctoral candidate level, the doctoral supervisory committee reviews student progress and does so, in consultation with the GPC as needed.

  • The graduate program faculty should review a student’s performance and progress at least annually.
  • For graduate programs that are under two years long, student performance and progress should be reviewed at least quarterly. Unsatisfactory performance may require mid-quarter reviews and interventions.
  • The GPC and GPA should provide ongoing advising of students.
  • Students not meeting milestones, including those whose cumulative or quarterly grade point average (GPA) falls below a 3.0, should be reviewed quarterly.
  • Students not meeting milestones should be provided with a written explanation of performance expectations, clear descriptions of performance benchmarks and outcomes that would demonstrate improvements, and a timetable for demonstrating progress or achievement of these benchmarks.
  • For students in the research or fieldwork phase of a graduate program, program faculty should review student progress at least annually, with greater frequency as determined by program length, expectations and student performance.

3.7.3     Unsatisfactory Performance and Progress Documentation

The following three status levels are used to indicate unsatisfactory performance, and to communicate to students clear expectations and consequences should those expectations not be met in the time indicated. The goal of each step is to establish clear expectations and outline a path to return to satisfactory progress. Alert status changes are recorded in the student record but do not appear on the student transcript, except when a student is dropped from the program.

Academic Notification: This is an early status for a student who is failing to meet expectations for performance or progress but where the program is confident the student will be able to resolve the problem once notified.

  • Academic Notifications are optional in the Academic Performance & Progress process and are managed internally by the program with a goal of resolving problems before escalating to Academic Alert.
  • The program may issue multiple Academic Notification letters to the student and the Graduate School is not notified.
  • The program may issue an Academic Notification letter at any time of the quarter, but it should give the student a reasonable amount of time to address the documented issue.

Academic Alert: This status is used for a student who has failed to meet student performance or progress expectations that have been documented in program handbooks or previously communicated to the student as an Academic Notification and/or for students whose performance will likely risk their ability to complete their degree.  

  • The Graduate School recommends that longer programs use an Academic Notification status prior to an Academic Alert status, but that shorter programs (2 years or less) consider bypassing Notification, except in areas of minor concern.
  • Programs send an Academic Alert recommendation to the student with a copy to the Graduate School no later than the 10th business day of the academic alert quarter (in circumstances where it will not impact the ability of the student to meet deadlines, the Graduate School will consider petitions to accept Alert recommendations up the 15th business day). The Graduate School does a post review of academic alert letters sent to students by the department.  All alert letters must cite:
    • The reason for the Academic Alert
    • Steps the student must take to remove the Academic Alert
    • The consequences the student will face if steps are not taken to remove the Academic Alert
    • Timing and/or deadlines by which those steps must be met or taken.
      • Care should be taken to consider how the timing of the Alert will impact the ability of students to meet deadlines.
      • In those circumstances where the program determines the student will be unable to meet deadlines within the quarter of the Alert, the recommendation can establish a student in Academic Alert for up to 3 quarters (excluding Summer, e.g., Winter through Autumn). If additional progress or performance issues arise, the Alert can be escalated to a Final Academic Alert superseding the timeframe established in the Alert recommendation.
  • Additional quarters of Academic Alert may be issued at the program’s discretion. The Graduate School must receive updated Academic Alert recommendations for each additional quarter. If an update is not received before the 10th business day of the end quarter established in the Alert recommendation, the Graduate School will consider the student’s Alert status lifted.
  • Normally, at least one quarter of Academic Alert must be issued prior to Final Academic Alert, except in clearly documented situations described in 3.7.5 below.

Final Academic Alert: This status is normally used for a student who has failed to resolve the documented problems in the student’s Academic Alert status as submitted to the Graduate School.

  • Programs send a Final Academic Alert recommendation to the student with a copy to the Graduate School no later than the 10th business day of the Final Academic Alert quarter. The Graduate School will review the Final Academic Alert letter and, if accepted, the Graduate School will send an additional letter from the Dean of the Graduate School to the student confirming the Final Academic Alert status. All Final Academic Alert letters must cite:
    • The reason for the Final Academic Alert
    • Steps the student must take to remove the Final Academic Alert
    • That the student can be immediately dropped from the program if steps are not taken to remove the Final Academic Alert.
    • Timing and/or deadlines by which those steps must be met or taken.
      • Care should be taken to consider how the timing of the Alert will impact the ability of students to meet deadlines.
      • In those circumstances where the program determines the student will be unable to meet deadlines within the quarter of the Final Academic Alert, the recommendation can establish a student in Final Academic Alert for up to 3 quarters (excluding summer). If additional progress or performance issues arise as described in 3.7.5, the Final Academic Alert can be escalated to an Academic Drop superseding the timeframe established in the Final Academic Alert recommendation.
  • A program may request an additional quarter of Final Academic Alert in extenuating circumstances. The Graduate School must receive documents supporting this recommendation and will send letters to the student informing the student of Final Academic Alert status. If an update is not received before the 10th business day of the end quarter established in the Final Academic Alert recommendation, the Graduate School will consider the student’s Final Academic Alert status lifted.
  • The graduate program must issue one quarter of Final Academic Alert prior to a drop from the program, except in clearly documented situations discussed in 3.7.5 below.

3.7.4     Academic Drop

An Academic Drop is an official action that terminates a student’s enrollment from a graduate program because either the student has failed to resolve documented problems in the student’s Final Academic Alert status, or in circumstances outlined in 3.7.5.

  • Graduate programs should submit Academic Drop recommendations to the Graduate School (to GEMS via their SharePoint site) prior to the start of the quarter but no later than the fifth business day of the drop quarter.
  • After the Graduate School approves the Academic Drop, drop status will appear on the student’s official transcript and Academic Drop letters are sent to the student from the department and from the Dean of the Graduate School.
  • When dropped, a student is not eligible to complete the program or return later to complete the degree and may be removed from any currently enrolled courses.
  • A student who is dropped from one graduate program may apply to and enroll in a different graduate program if accepted. For students enrolled in more than one graduate program, being dropped from one program does not affect their enrollment status in other programs.

3.7.5   Expedited Status Changes

Graduate programs may describe in their policy and handbook the circumstances in which students will move directly into Final Academic Alert status, or in rare circumstances, immediate Academic Drop without having previously been in a prior Academic Alert or Final Academic Alert status. Established examples of this are in the following circumstances:

  • Failure to meet clearly defined academic milestones:
    • Qualifying or Preliminary Examinations (as defined in the relevant degree or unit program policy).
    • Doctoral General Exam or Final Exam performance: if graduate faculty determine the student did not pass the general or final exam, the graduate faculty may indicate on the committee signature form that the student is recommended to be moved to Final Academic Alert or dropped from the program. See Policy 1.1 for general exam and final exam requirements.
    • Required courses in lockstep cohort-based programs.
  • Fieldwork or professional performance (as defined in the relevant graduate program policy)

Programs considering policies where other types of progress or performance issues lead directly to Final Academic Alert or immediate Academic Drop should consult with the Graduate School Office of Academic Affairs (gsacad@uw.edu).

In addition, in circumstances where a program has previously sent multiple Notifications or Alerts to a student, or where continued failure in laboratory, clinical or practicum settings puts community members or partnerships at risk, the program may request (emailing gsacad@uw.edu) to bypass statuses and move students into Final Academic Alert or, rarely, Academic Drop.

3.7.6 Academic Status and Leave or Reinstatement/Re-entry

Programs may recommend (but not require) students consider applying for On-Leave status in their Alert recommendations, when appropriate. The student must apply for leave status each quarter which is then approved by the department (see Policy 3.5).

Programs can recommend students be placed on Academic Alert or Final Academic Alert at the beginning of a quarter in which the student is on leave only if the Alert is based on performance during quarters in which they were enrolled on a full or part-time basis (including approaching or passing degree or certificate time limits).

A student’s alert status cannot be further changed until the quarter (Autumn, Winter, Spring) following the quarter they return from leave.

A student in an Academic Alert status who failed to maintain enrollment and is not on an approved On-Leave status may submit a request for reinstatement (or re-entry for certificates and stacked degrees). If reinstated, the department will determine if the student will be reinstated with whichever Academic Alert status was in place when the student left the university based on the program’s academic performance and progress policy. See Policy 3.5 for leave policy to maintain graduate student status.

3.7.7     Appeals

Appeals must follow the process outlined in Policy 3.8 for the Academic Grievance Procedure.

Policy 3.7 revised: October 2021, November 2024, September 2025

Policy 3.6: Graduate Registration Waiver

A student must maintain registration as a full-time or part-time graduate student for the quarter the degree or certificate is conferred. However, certain eligible students may be allowed to graduate the following quarter without being required to register by paying the Graduate Registration Waiver Fee.

3.6.1     Eligibility

The student must have been registered for the previous quarter and meet one of the two following criteria:

  • A thesis or dissertation student has completed all Graduate School and graduate program degree requirements (courses, examinations, etc.), the thesis or dissertation has been approved for submission by the student’s committee, and the student needs additional time for formatting the document.
  • A non-thesis master’s student has completed all Graduate School and graduate program degree requirements (courses, examinations, etc.), but missed the master’s degree request deadline.

3.6.2     Process Requirements

  • The thesis or dissertation must be submitted in the UW ETD Administrator Site no later than 14 calendar days following the last day of the quarter in which all degree requirements were met.
  • Thesis master’s students must submit a new master’s degree request within the first week (5 weekdays) of the quarter in which the student will graduate.
  • Non-thesis master’s students must submit a new master’s degree request by the last day of instruction for the quarter in which the student will graduate
  • All students must pay the Graduate Registration Waiver Fee by the last day of instruction for the quarter in which the student will graduate.

3.6.3     Exclusions

The following do not meet eligibility requirements for the Graduate Registration Waiver

  • Students with unfinished capstone or culminating project requirements with the exception of the thesis or dissertation formatting
  • Students with Incomplete coursework
  • Students who were on leave the previous quarter
  • Thesis or dissertation students requiring content revisions to the document

3.6.4     International Students

F-1 and J-1 students who are planning to remain in the U.S. after completing degree requirements must notify International Student Services (ISS) of the student’s new expected degree conferral date and that the student is using the Graduate Registration Waiver. ISS may need to update I-20 or DS-2019 documents to reflect the completion of degree requirements.

Policy 3.6 created: December 2022

Policy 3.5: On-Leave, Reinstatement, and Re-Entry Policy.

See also: Guidance (Student Status) – Graduate On-Leave Status and Guidance (Student Status) – Reinstatement & Re-Entry for guidance on procedures associated with these policies

3.5.1     On-Leave Status and Reinstatement for Graduate Programs except for Stacked Degree or Graduate Certificate Programs

To maintain graduate status, a student with the exception of students in a stacked degree program or students only in a Graduate Certificate program must be enrolled on a full-time, part-time, or official on-leave basis from the time of first enrollment in the Graduate School until completion of all requirements for the graduate degree. (Summer quarter on-leave enrollment is automatic for all graduate students who were either registered or officially on-leave during the prior spring quarter.) Failure to maintain either continuous enrollment or on-leave status constitutes evidence that the student has resigned from the Graduate School.

A student who has registered for a quarter may not submit a petition for on-leave status for that specific quarter unless the student officially withdraws from all courses before the first day of that quarter. Students who have been registered for even one day of a quarter are deemed to have status for the quarter and will be eligible to register for classes or apply for on-leave for the following quarter (spring enables registration for summer or autumn); the student’s email account will be active for the quarter, but library privileges will not be maintained once courses are dropped.

If a student who is in on-leave status registers in any other status, i.e. Non-Matriculated or Graduate Non-Matriculated, it will terminate the student’s official on-leave status for that quarter, even if the student subsequently drops those courses.

3.5.1.1     On-Leave Eligibility

To be eligible for on-leave status, a student must meet all of the following:

  • Satisfy any graduate program policies pertaining to going/remaining on-leave.
  • Be registered or on leave as a graduate student at the University of Washington the quarter immediately prior to going on leave
  • Not be registered the first day of the quarter the student goes on leave.
  • Eligible international students will be required to consult with International Student Services regarding the student’s immigration status prior to final approval
  • Request leave on a quarterly basis and pay a non-refundable, quarterly fee

3.5.1.2     Access to University Resources While on Leave

On-leave students are entitled to the following:

  • use of the University libraries
  • access to student email accounts
  • use of the Hall Health Primary Care Center on a pay-for-service basis
  • pay for use of the IMA

On-leave students are not entitled to the following:

  • extensive faculty and staff counsel
  • examinations of any type (except for language competency)
  • thesis/dissertation filing
  • appointments as Academic Student Employees
  • University housing
  • student insurance
  • any form of financial assistance

3.5.1.3     Reinstatement to the Graduate School if On-Leave Status was Not Secured and Registration Not Maintained

Students previously registered in the Graduate School who have failed to maintain graduate student status but wish to resume studies within the same degree program must file a request for reinstatement to the Graduate School. Requests will first be reviewed and approved by the department. Once the department has approved the request and the Graduate School has confirmed students’ eligibility for reinstatement, students will be notified to pay a non-refundable reinstatement fee before registering for the requested quarter of reinstatement.

3.5.1.4     Time to Degree and Limits for On-Leave Status

See Graduate School Policy 1.1 for limitations on time to degree and relationship to on-leave status.

3.5.2     Re-Entry for Students in a Stacked Degree or only in a Graduate Certificate

As described in Scholastic Regulations 102.7, the Graduate School approves and processes re-entry requests for students previously registered in the Graduate School who were only enrolled in a Graduate Certificate or in a Stacked Degree and have not maintained continuous enrollment.

Policy 3.5 revised: November 2021; December 2022; December 2024

Policy 3.4: Visiting Graduate Student Status

Visiting Graduate Student status allows certain students to take University of Washington coursework without being admitted to a University of Washington graduate degree program.

All applications for Visiting Graduate Student status are processed by the Graduate School’s Graduate Enrollment Management Services (GEMS) office. All documentation submitted by the applicant must be in English or official translations into English accompanied by the original foreign language document.

If a student with Visiting Graduate Student status later applies for admission to the Graduate School in order to pursue a graduate degree, the student must formally apply and submit complete credentials as outlined in Policy 3.1.

3.4.1     Enrollment for Visiting Graduate Student Status

There are two pathways to enroll with Visiting Graduate Student status, described below.

3.4.1.1     Enrollment by Graduate Students in Good Standing at Another Institution

Graduate students who are actively pursuing a graduate degree (Master’s, Ph.D., Ed.D., etc.) at another college or university may be hosted by the University of Washington as visiting graduate students. Visiting Graduate Student status allows these students to take graduate courses at the University of Washington without pursuing a University of Washington graduate degree. Visiting graduate student status does not confer priority for later admission to a graduate program. The length of enrollment is determined by the number of quarters approved by the home institution and the University of Washington graduate program that hosts the visiting graduate applicant. Visiting graduate students may hold this status in only one graduate program at a time and may not hold any other student status while enrolled as a visiting graduate student.

Admissions criteria for visiting graduate student applicants in good standing at another institution:

  • The student must have been admitted to a recognized domestic or international graduate school, be in good standing, and actively pursuing a graduate degree at that institution.
  • The student must be approved by a University of Washington graduate degree granting department/program and the University of Washington Graduate School.
  • Students who are non-native English speakers must meet Graduate School Policy 3.2.

3.4.1.2     Enrollment by Fulbright Foreign Language Teaching Assistants (FLTA)

Fulbright FLTA (Foreign Language Teaching Assistants) may also be hosted by UW departments in Visiting Graduate Student status at the University of Washington. Visiting Graduate Student status allows these students to take graduate courses at the University of Washington without pursuing a University of Washington graduate degree. It is the department’s and the FLTA student’s responsibility to ensure the student meets enrollment requirements of the FLTA program.

Admissions criteria for Fulbright FLTA applicants:

  • There are no University of Washington Graduate School admissions criteria for native speakers of English who have been accepted into the FLTA program.
  • Students who are non-native English speakers must meet Graduate School policy on English Language Proficiency Requirements and Conditions of Appointment for TAs who are not Native Speakers of English.

3.4.2     Performance Expectations

In order to continue in Visiting Graduate Student status, students must maintain the standard minimum Graduate School cumulative grade point average of 3.0.

Policy 3.4 created: March 2022