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.

Prospective international students may be eligible for F-1 visas for approved graduate certificates. The Graduate School’s Office of Academic Affairs will work with International Student Services (UW Seattle and UW Bothell), International Student and Scholar Services (UW Tacoma), and faculty who want to develop graduate certificates available to F-1 visa holders.

F-1 status students in graduate certificate programs must maintain full-time enrollment of ten credits or more. F-1 status students are not eligible for all remote graduate certificates or stacked degrees. The program of study must have an in-person component.

In order to be eligible for F-1 students to apply for post-completion optional practical training (OPT) after completion of certificate programs, students must have maintained full time enrollment for three consecutive quarters and have not been granted post-completion OPT at a higher or the same level of education.

Stackable graduate certificates may be eligible for financial aid if the certificate leads to “gainful employment” and certain other requirements, and is approved by the U.S. Department of Education. The UW Office of Student Financial Aid is exploring federal rules governing certificates and assessing the resources necessary to manage aid for them. Faculty who want to develop graduate certificates eligible for financial aid should work with the Graduate School’s Office of Academic Affairs who will be partnering with the Office of Student Financial Aid as we develop procedures and policies for this new type of curriculum.

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.

Grading Practices for Graduate Students

For information regarding grades and grading practices for Graduate Students, see Scholastic Regulation, Chapter 110.1.B.

Reinstatement

Request Reinstatement | Reinstatement Eligibility | Instructions for Requesting Reinstatement | Information for Graduate Programs

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.

Students approved for reinstatement must:

Choose the quarter of reinstatement (students can submit a reinstatement request for the current academic quarter or the next academic quarter)
Pay a $250 Reinstatement Fee to process their reinstatement.
Register for the requested Reinstatement Quarter and maintain registration throughout the entire quarter to return to active student status.

For complete details regarding the on-leave, continuous enrollment and reinstatement policies, refer to Graduate School Policy 3.5.

REQUEST FOR REINSTATEMENT

Reinstatement Eligibility

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.
Must satisfy any additional graduate program policies pertaining to reinstatement.
International students must have confirmation from the International Student Services office that an I-20 can be issued in time to meet registration deadlines.
Original admission date was less than six years ago (for master’s students) or 10 years ago (for Ph.D. students). The Graduate School normally allows six years to complete requirements for a master’s degree and ten years for a doctoral degree. Periods spent On-Leave or out of status are included. Note: Programs may approve and process an exception to extend time limit if they are satisfied with the student’s academic progress towards their degree; a petition to the Graduate School is no longer required.

Student who do not meet these requirements are not eligible for reinstatement 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 application for admission will have their application fee refunded and be assessed the $250 Reinstatement Fee.

Instructions for Requesting Reinstatement

Consult with the graduate program advisor prior to initiating the reinstatement request to determine eligibility and any internal departmental requirements. International students on F-1 or J-1 student visas should also consult with the International Student Services office to verify ability to initiate the visa process in time to meet registration deadlines.
With the graduate program, choose the quarter of reinstatement. Students may choose the current academic quarter or the next academic quarter.
Complete and submit the online Request for Reinstatement via MyGrad Program.* Student will receive a confirmation email that the request has been submitted.
Requests will be reviewed by the graduate program and, if approved, the student will receive a confirmation email that the department has approved the request.
Return to MyGrad Program to pay the $250 Reinstatement Fee via MasterCard or Visa credit card. Student will receive a confirmation email that payment has been received. Reinstatements are processed on weekdays (excluding UW holidays).
The $250 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 academic quarter.
The Graduate School will process reinstatement for the requested academic quarter. Students will receive a confirmation email that their reinstatement has been processed and their registration status for that quarter is “active.”
Register for the quarter of reinstatement in order to maintain active status.
Update all student contact information in MyUW Student Directory.

*A valid UW NetID and password are required to log into MyGrad Program. To access your UW NetID and password, please contact UW IT or visit https://uwnetid.washington.edu/newid/

Information for Graduate Programs

Graduate programs are highly encouraged to develop official internal review procedures and policies to evaluate reinstatement. Reinstatement requests may be submitted and approved for any academic quarter, and candidates for reinstatement should be evaluated independently of new applicants for admission. The Reinstatement Fee for approved reinstatement requests must be paid by the student no later than the last day instruction for the reinstatement quarter, and may not be paid by the graduate program.

All current Graduate School policies apply to reinstated students at the time of reinstatement, including time-to-degree policies. The Graduate School normally allows six years to complete requirements for a master’s degree and ten years for a doctoral degree. Periods spent On-Leave or out of status are included in this time frame. However, extending a student’s time-to-degree (time limit) is at the department’s discretion, if they are satisfied the student is making good progress towards their degree. Departments may process an exception on the student’s degree audit.

Additionally, a student eligible for reinstatement may instead submit a new application for admission if they will not be applying existing credits from their previous UW coursework towards the degree.

Students eligible for reinstatement who instead submit a new application for admission without prior departmental approval and notification to the Graduate School will have their application fee refunded and instead charged the $250 Reinstatement Fee.

Revised January 11, 2023

Graduate On-Leave Status

Graduate students are required to maintain graduate status during their program of study. Failure to maintain this status requires reinstatement to the University of Washington. Students who desire to take a quarter or quarters off without going through the reinstatement process must apply for on-leave status for each quarter they do not register. For complete details regarding the on-leave policy, refer to Policy 3.5.

On-leave Eligibility

Must be a graduate student in good standing.
Must have been registered or on-leave the previous quarter.
Must satisfy any graduate program policies pertaining to going/remaining on-leave.
Must have registered for at least one quarter of graduate study at UW and have approval from their graduate program.
Must request this leave on a quarterly basis.
Students on F-1 & J-1 visas should review International Student Services’ webpages on Time Off to ensure they understand the enrollment requirements and exceptions related to their visas.
Pre-registered students must officially withdraw via MyUW or the Registration office prior to the first day of the quarter. Registered students are not eligible for on-leave status.

Students on leave are entitled to:

return as a graduate student to the graduate program
use University libraries
maintain access to the UW email account
use Hall Health Primary Care Center on a pay-for-service basis
use the IMA with additional fee (UW Seattle campus students only)

Students on leave are not entitled to:

faculty and staff counsel/resources (very limited counsel/resources are permitted)
examinations of any type (except for language competency)
thesis/dissertation filing
University housing
student insurance
financial assistance

Procedure for Requesting Leave

Beginning September 28, 2011, students requesting on-leave status must submit an online Request for On-Leave Status via MyGrad Program. Students do not request leave for Summer Quarter. (Summer quarter On-Leave enrollment is automatic for all graduate students who were either registered or officially On-Leave during the prior Spring Quarter.)

Deadlines: Each quarter, students can submit the request as early as two weeks prior to the first day of instruction and must submit payment of the non-refundable fee no later than 5:00 p.m. PST on the last day of the quarter (students planning to request loan deferment, see section below).
The following students may request up to three consecutive quarters of leave at one time: Peace Corps Master’s International (PCMI) students, military personnel with deployment orders, UW Fulbright grantees, and Bonderman Travel grantees.
Payment: all students pay for on-leave, with the exception of military personnel on deployment orders (deploying students must still log onto MyGrad to “Pay” after receiving the departmental approval email, but they will be exempted from payment at the last step).

Students Requesting Loan Deferment

Students who are officially on-leave for reasons related to their educational study (internship, Peace Corps, dissertation research, etc.) are expected to communicate with their lenders if they will come out of their grace period due to lack of enrollment.
Students should plan to complete the on-leave process by submitting payment of the fee no later than 5:00 p.m. PST by the 2nd Friday of the quarter.
Students who are officially on-leave by the 2nd Friday of the quarter will have their on-leave status reported to the National Student Clearinghouse.
Additional information can be found at Enrollment Verification and Degree Certification.

Note: The Required Off-Site Education Approval (R.O.S.E.) process has been discontinued as of Summer Quarter 2017.

Domestic Students

Complete and submit the online Request for On-Leave Status via MyGrad Program. Student will receive a confirmation email that the request has been submitted.
Request will be reviewed and approved by the departmental Graduate Program Coordinator (faculty advisor). Upon approval, students will receive a confirmation email that the department has approved the request.
Return to MyGrad Program to pay the $25.00 non-refundable quarterly On-Leave fee via MasterCard or Visa credit card. Students will receive a confirmation email that their quarterly leave has been processed and their registration status for that quarter is “On-Leave.”
Print confirmation of on-leave verification to be presented for access to the UW libraries and IMA.

International Students

Students on F-1 & J-1 visas should review International Student Services’ webpages on Time Off to ensure they understand the enrollment requirements and exceptions related to their visas.
Complete and submit the online Request for On-Leave Status via MyGrad Program.
Request will be reviewed and approved by the departmental Graduate Program Coordinator (faculty advisor). Upon approval, students will receive a confirmation email that the department has approved the request.
Return to MyGrad Program to pay the $25.00 non-refundable quarterly On-Leave fee via MasterCard or Visa credit card. Students will receive a confirmation email that their quarterly leave has been processed and their registration status for that quarter is “On-Leave.”
Print confirmation of on-leave verification to be presented for access to the UW libraries and IMA.

Reinstatement to the Graduate School

Students previously registered in the Graduate School who have failed to maintain graduate student status (on-leave status was not secured or registration was not maintained) 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.

For questions regarding on-leave status, please contact the Graduate Program Advisor within your graduate program and/or Graduate Enrollment Management Services at uwgrad@u.washington.edu or 206.685.2630.

Revised January 23, 2023

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

3.8.1 Application

Graduate students who believe they have been subjected to unfair treatment in the administration of academic policies may, except as noted below, seek resolution of the student complaint under this Academic Grievance Procedure. Policy 3.8 applies to the application of departmental, college, or Graduate School policies, as well as deviations from stated grading practices (but not individual grade challenges).

3.8.1.1 Exceptions

Students contesting individual grades or academic evaluations should refer to the Change of Grade Procedure contained in the University Handbook, Vol. Four, Part III, Chapter 11, Section 2.
Students who believe they have been discriminated against on the basis of race, religion, color, creed, national origin, sex, sexual orientation, age, marital status, disability, or status as a disabled veteran or Vietnam-era veteran should refer to the Resolution of Complaints Against University Employees Procedure contained in University of Washington Administrative Policy Statement 46.3.
Student disciplinary proceedings for misconduct, including plagiarism and cheating, fall under the provisions of the Student Conduct Code contained in the University Handbook, Vol. Three, Part III, Chapter 1 and Chapter 478-120 WAC.

3.8.1.2 Timing

Students seeking resolution of the student complaint under this policy must initiate either an informal conciliation or file a formal complaint within three months of the complained of incident. Former students may also utilize this procedure, subject to this same time limit.

Specified time limitations within Academic Grievance Procedure policy refer to the academic year, September through June. If a student presents a grievance in June or the complained of incident allegedly occurred during the summer months, the time calculation may be suspended between the end of the academic year and the opening of the following academic year in September. Such suspension may be required if it is impossible to constitute a committee. In addition, time limitations do not include official University holidays or other closures during the regular academic year. The term “days” refers to days when the University is open for business.

3.8.2 Informal Conciliation

The student is encouraged to attempt to resolve a grievance initially with the faculty or staff member(s) most directly concerned. If the student attempts informal conciliation, the student must initiate this process within three months of the complained of incident by requesting one of the following persons to conciliate the grievance: director/ chair of the unit or the appropriate college dean.

If discussion with the faculty or staff member(s) concerned, facilitated by the director/chair of the unit or the appropriate college dean, does not resolve the grievance, the student may request The Graduate School to assist in an informal resolution. In such a case, the dean of The Graduate School shall designate an associate dean as the informal conciliator for The Graduate School. The associate dean may either facilitate conciliation directly or involve the Office of the Ombudsman. If the associate dean attempts informal conciliation directly, the associate dean may not be involved in a subsequent formal complaint.

If the informal conciliation process has not adequately addressed unfair treatment in the administration of academic policies, the student may submit a formal complaint with the dean of The Graduate School as described below.

3.8.3 Formal Complaint

3.8.3.1 Filing

Within three months of the complained of incident or, if informal conciliation was attempted, within 10 days of the conclusion of the attempted informal process, a student may file a formal complaint with the dean of The Graduate School. The complaint must be initiated by a written statement that indicates the action(s) being appealed and the date(s) the action(s) occurred; the academic policies upon which the appeal is based, and the relief requested. The statement should also include a description of the results of any unit level process or informal conciliation, as well as any background information that the student deems pertinent to the complaint.

Graduate School Associate Deans will review the complaint and recommend to the Dean whether the formal complaint process is warranted. If a formal grievance process is initiated, any Associate Dean involved in this preliminary review and recommendation will not be part of the formal grievance. Evaluation criteria will be whether the complaint centers on unfair treatment in the application of academic policies. This includes departmental, college, or Graduate School policies, as well as deviations from stated grading practices (but not individual grade challenges). The question of whether the grievance has been addressed at the unit level will also be considered and, if appropriate, the grievance may be referred back to the department or college for further review. The Dean will notify the student whether the formal complaint will proceed within 10 days of submission of the formal complaint by the student.

If the decision is made by the Dean of the Graduate School to move forward with the formal complaint, the following processes will be followed.

3.8.3.2 Chair of the Academic Grievance Committee

The dean of The Graduate School shall designate an associate dean of The Graduate School as Chair of the Graduate School Academic Grievance Committee (‘Committee’). If the associate dean attempted to facilitate informal conciliation directly in a particular case, then the dean of The Graduate School shall appoint another associate dean or a graduate faculty member as Chair of the Committee in that case.

3.8.3.3 Graduate School Academic Grievance Committee Pool

Prior to the first day of the autumn quarter, the dean of The Graduate School shall create a pool of at least 20 members of the graduate faculty. At the time the formal complaint is filed, all registered graduate students shall constitute a pool from which at least 20 full-time graduate students who are in good academic standing shall be randomly selected by computer. From these pools, the Committee chair shall appoint a Committee to provide a fair and impartial hearing on the formal complaint filed with the dean of The Graduate School.

3.8.3.4 The Graduate School Academic Grievance

A formal grievance is referred to the chair of the Committee who shall, in a timely manner, designate two faculty and two student members from the pool to serve as Committee members for a hearing. The Committee chair or chair’s designee shall act as chair. The student and the faculty or staff concerned shall each have the right to exercise one preemptory challenge against the Committee members, other than the Committee chair, within five days after notification of the names of the members. If a challenge is made, the Committee chair shall designate another faculty or student member to replace the member challenged. All members of the Committee shall be present for the hearing and shall have the right to vote upon any matter that may come before the Committee. No member of the Committee shall be from the department of any of the parties to the grievance. There shall be no ex parte communications between any of the parties and any member of the Committee.

3.8.3.5 Hearing Preparation

The Committee chair shall distribute a copy of the formal complaint to the faculty and staff concerned, the dean of the college or school, the chair/director of the department/program and the graduate program coordinator of the department/program, and members of the Committee. The Committee chair shall establish a time and place for a hearing to be held no later than 20 days from the date of final determination of the Committee membership, unless for good reason stated in writing to the complainant and other concerned parties the Committee chair schedules the hearing for a later specified date. The Committee chair shall announce the time and place of the hearing to the student, the faculty and staff concerned the dean of the college or school, the chair/director of the department/program, the graduate program coordinator of the department/program and include a list of persons so notified, who shall comprise the ‘mailing list.’

At least seven days before the Hearing, the parties must submit to the Committee chair any documentary or any other physical evidence to be presented at the Hearing and a list of witnesses to be called. Additional evidence from witnesses will not be accepted after this time or at the hearing.

3.8.3.6 Hearing

Hearings are conducted, with the Committee chair presiding, in closed session except when and to the extent mutually agreed upon by the student and faculty or staff concerned. All parties may present evidence and testimony. Only evidence timely submitted to the Committee chair is considered in determining the validity of the complaint. Hearings are conducted with reasonable dispatch and terminated as soon as fairness to all parties involved permits.

While the student may be accompanied by an associate or companion, the presence of an attorney is neither necessary nor recommended. The Graduate School Academic Grievance Committee described herein operates as part of an academic hearing, not a judicial proceeding. However, if the student elects to have counsel present, the University’s attorney must also be afforded an opportunity to attend. Accordingly, the student must notify The Graduate School, in writing, at least seven days prior to the Hearing if the student intends to have an attorney present. The attorney(ies) presence at the Hearing does not change the proceeding. Examination of witnesses, questioning of parties or direct participation in the proceeding by the attorney(ies) is not permitted. An attorney may speak in an unobtrusive manner with the attorney’s client in an advisory capacity.

Within 15 days after the Hearing adjourns, the Committee shall present to the dean of The Graduate School its report, including findings, conclusions, and recommendations for action. The report is simultaneously transmitted to the student and to the faculty and staff member(s) concerned. A written summary of the proceedings and an audio recording of testimony are retained for at least one year.

The dean of The Graduate School, within 10 days after receipt of the Committee report, shall issue the dean’s decision as to the action to be taken on the grievance. The decision shall include an evaluation of the validity of the grievance and a statement of the action to be taken. Copies of the decision shall be transmitted to the student, the faculty and staff member(s) involved, the dean of the college or school, the chair/director of the department/program, and the graduate program coordinator of the department/program.

The decision of the dean of The Graduate School shall become final at the close of the seventh day after issuance, unless the student or any other party directly involved files a written request for consideration of the findings by the Provost, whose review will be limited to the hearing record.

3.8.3.7 Disability Accommodations

The University of Washington is committed to providing access and reasonable accommodation in its services, programs, activities, education, and employment for individuals with disabilities. To request disability accommodation in the grievance process students should contact the Office of Academic Affairs at gsacad@uw.edu at the same time as the formal grievance is filed. Faculty and staff participating in the hearing may also request disability accommodation upon receipt of the grievance.

Policy 3.8 revised November 2000; May 2007; February 2023

Policy 3.8.3.7 revised August 2023

Policy 3.7: Academic Performance and Progress

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

3.7.1 Communicating Performance and Progress Requirements

A student admitted to the Graduate School may continue graduate study and research at the University of Washington as long as the student maintains satisfactory performance and progress toward completion of the student’s graduate degree. 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 warn, probationary, or drop status, 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.

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 performances 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. 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.
The GPC and GPA should provide ongoing advising of students.
For accelerated or shorter term graduate programs that are six quarters or fewer, student performance and progress should be reviewed quarterly. Unsatisfactory performance may require mid-quarter reviews and interventions.
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 expectations and student performance.

3.7.3 Unsatisfactory Performance and Progress

The following three status levels are used to indicate unsatisfactory performance, to communicate clear expectations to the student, 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.

Warn: This is an early status for a student who has failed to meet expectations for performance or progress. Warnings are optional in the probation process and are managed internally by the program with a goal of resolving problems before escalating to probation. The program may issue multiple warning letters to the student and the Graduate School is not notified. The Graduate School recommends that programs use the warning status prior to a probation status.
Probation: This status is used for a student who has failed to resolve problems with student performance or progress that the program has previously documented and communicated to the student. Programs send a probation recommendation to the student with a copy to the Graduate School no later than the 10th business day of the probation quarter. The Graduate School does a post review of probation letters sent to students by the department. At least one quarter of probation must be issued prior to final probation. Two additional quarters of probation may be issued at the program’s discretion and the Graduate School must receive documents supporting a probation recommendation each quarter. All probation letters must cite:
- the reason for the probation
- steps the student must take to remove the probation
- the consequences the student will face if steps were not taken to remove the probation
Final Probation: This status is used for a student who has failed to resolve the documented problems in the student’s probation status as submitted to the Graduate School. Programs send a final probation recommendation to the student with a copy to the Graduate School no later than the 10^th business day of the final probation quarter. The Graduate School will review the final probation letter and, if accepted, the Graduate School will send an additional letter from the Dean of the Graduate School to the student informing the student of final probation status. The graduate program must issue one quarter of final probation prior to a drop from the program, except in clearly documented situations as discussed below. A program may request an additional quarter of final probation in extenuating circumstances. The Graduate School must receive documents supporting this recommendation and will send letters to the student informing the student of final probation status. All final probation letters must cite:
- the reason for the final probation
- steps the student must take to remove the final probation
- the consequences the student will face if steps were not taken to remove the final probation

A graduate program may recommend a student be placed on probation status while the student is on leave. The program may not change a student’s probationary status while the student remains on leave. The student must apply for leave status each quarter which is then approved by the department (see Policy 3.5).

Additional considerations as described in the graduate program policy provided to students may result in an immediate recommendation to drop a student without progressing through Probation and Final Probation. The most common examples of this are unsatisfactory performance in the following:

Qualifying or Preliminary Examinations: As defined in a graduate 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 dropped from the program. See Policy 1.1 for general exam and final exam requirements.
Fieldwork or professional performance: As defined in a graduate program policy.

To request a change to student status, the GPC must send a letter to the Graduate School with supporting documentation. A status change is recorded in the student record but does not appear on the student transcript.

A student in a probation status who is not on an approved On-Leave status may submit a request
for reinstatement. If reinstated, the department will determine if the student will be reinstated
with the probation status in place when the student left the university based on the program’s
internal academic performance and progress policy. See Policy 3.5 for leave policy to maintain graduate student status.

3.7.4 Drop

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 probation status, or the student has one of the performance issues as outlined above. Graduate programs should submit drop recommendations to the Graduate School prior to the start of the quarter but no later than the fifth business day of the drop quarter. The Graduate School approves the drop, and drop status will appear on the student’s official transcript. 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. A student dropped from one graduate program may apply to and enroll in a different graduate program if accepted.

3.7.5 Appeals

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

Policy 3.7 revised: October 2021

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 Policy to Maintain Graduate Student Status

To maintain graduate status, a student 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 On-Leave Eligibility

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

Be in good academic standing unless on an official probation status as described in Graduate School Policy 3.7.
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.
Satisfy any graduate program policies pertaining to going/remaining 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

3.5.2 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

3.5.3 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.

3.5.4 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.

Policy 3.5 revised: November 2021; December 2022

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