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Policy Audience: Graduate Faculty

Policy 4.2: Supervisory Committee for Graduate Students

The Graduate School, per EO VII, has jurisdiction over the membership of committees charged with supervising advanced course programs and dissertations of students in the various fields of graduate study.

The supervisory committee serves important evaluative and mentoring functions for the student throughout the student’s graduate career. Programs may specify additional requirements of the supervisory committee as described in their program handbook.

Each committee must have a Committee Chair (or Co-Chairs) who is able and willing to assume principal responsibility for advising the student and should have adequate time available for this work and be accessible to the student.

[Note: Questions about the timeline and process for appointing a supervisory committee for master’s or doctoral students should be directed to the Graduate School’s Graduate Enrollment Management Services (GEMS) office. All other questions about supervisory committee appointment or function, as well as concerns about the proceedings of an exam, should be directed to the Graduate School’s Office of Academic Affairs.]

4.2.1     The Master’s Supervisory Committee

Appointment of a supervisory committee for students pursuing the master’s degree is made by the Graduate Program Coordinator (GPC), acting on behalf of the Graduate Faculty of the degree‑offering unit. The GPC approves and appoints the committee in consultation with the student and appropriate Graduate Faculty members.

4.2.1.1 Committee Composition

A master’s supervisory committee must:

  • include at least two members.
  • have at least one‑half of its members drawn from the Graduate Faculty.
  • have a Committee Chair who is a member of the Graduate Faculty.
    • A program can petition to the Office of Academic Affairs to have a non-Graduate Faculty member serve as Committee Chair if: 1) the student’s area of specialization is uniquely supported by the proposed Committee Chair, and 2) one-half of the total committee members are Graduate Faculty.

4.2.2    The Doctoral Supervisory Committee other than Practice Doctorates

The appointment of a doctoral supervisory committee indicates that the Graduate Faculty in the student’s field find the student has developed the skills and knowledge necessary to prepare for their general examination and doctoral research.  It is approved according to the rules and published norms of the program by the Graduate Program Coordinator (GPC) after consultation with appropriate Graduate Faculty members in the student’s field and with the student.

4.2.2.1 Doctoral Committee Responsibilities

Doctoral supervisory committee member responsibilities include the approval of a course of study which will fulfill the general course requirements of the student’s major and supporting fields, conducting the student’s General Examination and, when appropriate, recommending advancement to candidacy.

The doctoral supervisory committee approves the candidate’s dissertation proposal and provides intellectual mentorship supporting the development of the dissertation. The Graduate School does not stipulate the content of the dissertation; guidance on the dissertation is the responsibility of the supervisory committee.

[For doctoral committee responsibilities for the General Exam and Final Exam, see Policy 1.1.4. See also: Guidance (Academic Requirements) – Final Examination: Dissertation Defense, Guidance (Academic Requirements) – Instructions for Virtual Doctoral Examinations, and Guidance (Academic Requirements) – If a Committee Member is Missing]

4.2.2.2      Committee Composition

The doctoral supervisory committee must:

  • include a minimum of four members.
  • include at least three Graduate Faculty members with Doctoral Endorsement, including the Committee Chair and the Graduate School Representative (GSR).
  • have a majority of members who are Graduate Faculty.
  • include members—except the GSR—who are identified by the student’s appointing department or program as productive scholars in the student’s major field and/or subfields

4.2.2.3     The Committee Chair

  • A program can petition to the Office of Academic Affairs to have Graduate Faculty member without Doctoral Endorsement serve as chair if: 1) the student’s area of specialization is uniquely supported by the proposed chair, and 2) one-half of the total committee members have a Doctoral Endorsement.
  • Emeritus and affiliate faculty may serve as Chair(s) if the above conditions are met.
  • If a committee has Co-Chairs, both serve with equal importance on a student’s supervisory committee and equally share the responsibility for the student’s progress. In the case of Co-Chairs, one Co-Chair must have a Graduate Faculty appointment with a Doctoral Endorsement. The other Co-Chair may be appointed without Graduate Faculty status if the individual has a qualified UW faculty appointment. Qualified faculty appointments in this context are those titles eligible for continuous or five-year Graduate Faculty roles (see this document for the list of eligible titles). A Co-Chair without qualified UW faculty appointment may be appointed only by petition through the Office of Academic Affairs to the Dean of the Graduate School or the Dean’s designee.

4.2.2.4     The Graduate School Representative (GSR)

See also: Guidance (Academic Requirements) – Graduate School Representative (GSR) Eligibility

The GSR represents the broad interests of the Graduate School with respect to high standards of scholarly performance. The GSR is a voting member of the dissertation supervisory committee, and as such provides an important service function to the Graduate School and the University.

4.2.2.4.1     GSR Eligibility

The GSR:

  • must be a member of the Graduate Faculty with a Doctoral Endorsement.
  • may have a scholarly area that differs from that of the student’s dissertation project.
  • must not have any actual or perceived conflicts of interest with the student or graduate program. The GSR is responsible for ensuring that no such conflict exists. Budgetary relationships, personal relationships, research and/or publication relationships between the GSR and either the student or the Committee Chair are examples of possible conflicts of interest. Faculty members with a primary, joint, or affiliate appointment in the student’s degree-offering unit or the Committee Chair’s department are not eligible to serve as the GSR.

4.2.2.4.2   GSR Responsibilities

The GSR must meet the following Graduate School requirements:

  • attest to the validity of examinations and indicate approval of the process by which examinations are conducted;
  • ensure that the student is treated in an unbiased manner; and
  • represent the Graduate School in ensuring university-wide standards of scholarly performance.

In addition, any graduate program may choose to further define the role of the GSR to include one or both of the following:

  • ensure that the student’s mastery of the subject matter is broad and comprehensive.
  • serve as a neutral resource to support clarity and fairness as the student navigates the exam and dissertation process.

Any additional expectations for the GSR beyond the Graduate School requirements must be clearly articulated and communicated in writing by the Graduate Program Coordinator (GPC) or designee to all parties (student, chair, committee members, GSR) upon appointment of the GSR. The minimum role of the GSR must be defined consistently across all committees in the graduate program.

The GSR’s signature on the committee signature form affirming the decision of the committee communicates to the Dean of the Graduate School that the Graduate School and program-level responsibilities have been met.

4.2.2.5   The Reading Committee

After the General Examination, the GPC or their delegate informs the Dean of The Graduate School of at least three members of the supervisory committee who will serve on the reading committee. At least one of the members of the reading committee must hold a Doctoral Endorsement.

It is the responsibility of the reading committee to:

  • ensure that the dissertation is a significant contribution to knowledge and is an acceptable piece of scholarly writing.
  • determine the appropriateness of a candidate’s dissertation as a basis for issuing the Committee Signature Form for a Final Examination.

4.2.3  The Practice Doctorate Supervisory Committee

The appointment of a practice doctoral supervisory committee indicates that the Graduate Faculty in the student’s field finds the student has developed the skills and knowledge necessary to complete the requirements of the doctoral program. The GPC initiates the appointment of the committee after consultation with appropriate Graduate Faculty members in the student’s field and with the student.

4.2.3.1 Committee Responsibilities

Responsibilities of the practice doctoral supervisory committee include: approval of the student’s program of study; criteria for progression, which may include a general examination, certification, or other requirements set by the graduate program; approval and oversight of the student’s project proposal; and approval of the completed project.

4.2.3.2 Committee Composition

The practice doctoral committee must:

  • include a minimum of three members.
  • be chaired by a Graduate Faculty member with a Doctoral Endorsement (unless petitioned under the conditions described in 4.2.4.3).
  • include at least one‑half Graduate Faculty members with primary, joint, emeritus, or adjunct appointments in the degree program’s academic unit and holding one of the following titles at any rank: Professor, Professor (WOT), Teaching Professor, Research Professor, Professor of Clinical Practice or Clinical Professor (Salaried).
    • A program can petition to the Office of Academic Affairs to have more than half of their committee be non-Graduate Faculty if 1) the student’s area of specialization is uniquely supported by the expertise of the non-graduate faculty, and 2) the committee is chaired by a Graduate Faculty member with Doctoral Endorsement.
  • have any non-Graduate Faculty members identified by the program as productive scholars or practitioners in the student’s major field and/or subfields.

4.2.3.3 Committee Chair

  • Emeritus faculty may serve as a Chair if they can meet the time and access expectations of the role.
  • A program can petition to the Office of Academic Affairs to have a Graduate Faculty member without Doctoral Endorsement serve as chair if: 1) the student’s area of specialization is uniquely supported by the proposed chair, and 2) at least one committee member is endorsed to chair.
  • Co-chairs may be appointed when both serve with equal importance on a student’s supervisory committee and equally share the responsibility for the student’s progress. One Co-Chair must have a Graduate Faculty appointment with Doctoral Endorsement. The other Co-Chair may be appointed without Graduate Faculty status if the individual has a qualified UW faculty appointment. Qualified faculty appointments in this case are those appointments eligible for continuous or five-year graduate faculty roles. A Co-Chair without qualified UW faculty appointment may be appointed only by petition through the Office of Academic Affairs to the Dean of the Graduate School or the Dean’s designee.

4.2.4 Program Responsibilities in Committee Formation and Maintenance

While students hold primary responsibility for forming and maintaining their supervisory committee, programs are accountable for meeting their own obligations as outlined in the sections below—including providing clear written expectations, proactive advising, and timely documentation—so that students are adequately supported in fulfilling this responsibility.

Programs should strive to admit only the number of students who can be well supported by available faculty who are qualified to serve as supervisory committee chairs and members. Programs are not required to guarantee that a student will be able to work with a specific faculty committee chair or supervisory committee member.

[Note: This policy does not address student funding. Funding offers that are contingent on a student working with specific faculty should clearly state the conditions on which the offer depends.]

4.2.4.1 Interim Faculty Point of Contact

Students must have a faculty point of contact at all times. Once a committee is established, the Committee Chair is the faculty point of contact.

If a student does not yet have a Committee Chair, or if they lose their Committee Chair, they must be assigned an Interim Faculty Point of Contact.  While it is the student’s responsibility to find a Committee Chair, the Interim Faculty Point of Contact plays an essential support role during these periods.

The Graduate Program Coordinator (GPC) must either serve in this role or delegate this responsibility to another faculty member (for example, another member of the committee) who agrees to serve. 

The Interim Faculty Point of Contact:

  • is responsible for assisting the student in registering for research, thesis, or dissertation credits.
  • is responsible for providing good‑faith academic guidance, as needed, to help the student determine whether and how a viable graduate committee can be formed (or re-formed), based on the student’s scholarly objectives, available faculty expertise, and applicable Graduate School and program policies; the Faculty Point of Contact is not responsible for securing a Committee Chair or resolving the absence of one.
  • is not a replacement for a Committee Chair and therefore cannot be required to provide the student with content-specific expertise, review of their scholarly work, or funding.
  • does not fulfill the expectation that students have a complete supervisory committee.

4.2.4.2   Program Responsibilities related to committee formation and maintenance.

As the representatives of their degree programs per Policy 4.3, GPCs, assisted as appropriate by GPAs and/or additional delegates, must:

  • ensure students and committee members receive clear communication about relevant Graduate School policies, including this policy (Policy 4.2: Supervisory Committees) and Policy 4.1 (Membership in Graduate Faculty).
  • provide guidance, including clear written information, about committee formation timelines and any committee composition requirements beyond those in this policy. This includes any expectations related to department membership or the disciplinary expertise of chairs and/or members.
  • ensure committee members, especially those outside of the program (e.g., GSRs) are aware of program-specific committee member responsibilities and expectations.
  • ensure students receive timely communication (e.g., required annual review, quarterly letters as needed) of expectations and available options for progress towards the degree.
  • monitor student progress toward committee formation or re-formation by conducting periodic check- When progress falls behind expected timelines, the program should provide written guidance to the student and identify next steps in a Notification or Academic Alert (per GSP 3.7.3).
  • document when students report difficulties such as patterns of miscommunication, unavailability of faculty with the appropriate scholarly expertise, or personality conflicts that may impede formation or maintenance of a viable committee.
  • consult with their department chair, appropriate school, college, or campus administrator and/or the Graduate School’s Associate Dean of Student Success. The Civil Rights Compliance Office should be consulted in circumstances where harassment, bullying or other types of unprofessional behavior are claimed as issues preventing the formation or maintenance of supervisory committee or appointment of the chair.

4.2.4.3  Unsatisfactory Progress in Supervisory Committee formation.

Failure to establish or maintain a supervisory committee by the program’s required deadline must be documented with clear expectations for committee composition and due dates and an opportunity for the student to resolve the issue through the processes described in Policy 3.7.3: Unsatisfactory Performance and Progress Documentation. This includes at least two quarters of documentation and communication with the student, consisting of an Academic Alert followed by a Final Academic Alert, before the Graduate School will consider an Academic Drop. Expedited procedures under GSP 3.7.5 cannot be applied when the only documented issue is the lack of a complete supervisory committee, except in the following circumstance:

  • Programs with lab rotations or similar models in which students are expected to find a chair or committee by an established date can issue either an Academic Notification or Academic Alert at least two quarters prior to the due date before issuing a Final Academic Alert in the quarter prior to the due date if they plan to Academically Drop students who have not identified a chair/committee. This process must be documented in student-facing materials such as the student handbook.

4.2.5 Responsibility of the supervisory committee chair in research involving human or animal subjects

For any thesis or dissertation project that may include human or animal subjects, the GPC or GPA must advise the student of the need to comply with the University of Washington Human Subjects Division and Institutional Animal Care and Use Committee’s requirements, as appropriate.  The program should maintain documentation that the committee chair and students have been so advised.

     

    Policy 4.2 revised: October 2021, March 2022; May 2022; December 2022, October 2023, January 2025, May 2026 

    Policy 4.2.3.1 revised February 2025

    Policy 4.2.1 and 4.2.3 revised March 2023

    Policy 4.2.3.6 and 4.2.4 revised March 2023

    Policy 4.2.3.7 and 4.2.3.9 were deleted March 2023, with content moved to Policy 1.1

    Policy 4.2.4 added May 2026

    Policy 4.1: Membership in the Graduate Faculty and Doctoral Endorsement

    The Graduate Faculty consists of those members of the University faculty who have been designated by the Dean of the Graduate School as actively participating in graduate education. Powers and Duties of the Graduate Faculty are given in Chapter 23; section 23-42 and 23-44 of the Faculty Code.

    For purposes of Policy 4.1, “academic unit” refers to department, division, program, school, college, or interdisciplinary group offering a graduate degree or a graduate certificate.

    A “graduate program” is one that offers a graduate degree or a graduate certificate.

    4.1.1     Graduate Faculty Appointment

    Graduate Faculty are granted either continuous appointments or 5-year renewable appointments, as described below under “Eligibility for Graduate Faculty Status.” New Graduate Faculty members are nominated to general membership by a quorum majority vote of Graduate Faculty from the academic unit where the faculty hold the primary faculty appointment. The nominated faculty are subsequently appointed by the Dean of the Graduate School (Faculty Code Section 23-42). In cases where the faculty member’s primary academic unit does not offer a graduate degree or graduate certificate, the faculty member may be nominated to the Graduate Faculty by a graduate degree-offering or graduate certificate-offering unit where that faculty member holds an adjunct appointment.

    The academic unit is responsible for assessing whether a faculty member meets the following required qualifications for a Graduate Faculty appointment based on the faculty member’s academic background and the nature of scholarship and research in that unit.

    • Active involvement in (or, for an initial appointment, qualification for) graduate student teaching, mentoring, and/or research and scholarship supervision.
    • Research-based scholarship as demonstrated by peer-reviewed publications, equivalent creative work, or equivalent teaching-, clinical-, or practice-based scholarship, as defined by the academic unit.

    4.1.2     Doctoral Endorsement

    Graduate Faculty members who substantively engage in doctoral education must also have a specific “doctoral endorsement.” A doctoral endorsement is required to chair a doctoral supervisory committee or to serve as a Graduate School Representative (GSR) to doctoral supervisory committees.

    The academic unit is responsible for assessing whether a faculty member meets the following required qualifications for doctoral endorsement based on the faculty member’s academic background and the nature of scholarship and research in that unit.

    • Recent evidence of the ability to (or, for an initial appointment, qualification to) chair a doctoral supervisory committee, including supervising doctoral research and scholarship and overseeing the doctoral dissertation or final project/capstone.
    • The ability to serve as the Graduate School Representative (GSR) for doctoral supervisory committees.

    4.1.3     Eligibility for Graduate Faculty status

    Graduate Faculty status can either be continuous or for a 5-year renewable term. The requirement for each category of Graduate Faculty status follows. The accompanying document contains a complete list of faculty appointments by eligibility.

    4.1.3.1     Continuous status

    • Faculty must hold a title of assistant professor, associate professor, or professor (tenure-track, tenured, or WOT).

    4.1.3.2     5-year renewable term

    • Faculty with the title of assistant professor, associate professor, or professor who are appointed with emeritus, retired, affiliate, research, or clinical status may be nominated for a 5-year, renewable term and may be endorsed to chair doctoral supervisory committees if deemed appropriate by the academic unit.
    • Faculty with the following titles and ranks (including those with emeritus, retired, affiliate, research, or clinical status) may be nominated for a 5-year, renewable term and may be endorsed to chair doctoral supervisory committees if deemed appropriate by the academic unit:
      • Professor of Practice
      • Artist in Residence
      • Senior Artist in Residence
      • Lecturer
      • Assistant Teaching Professor
      • Associate Teaching Professor
      • Teaching Professor
    • Instructors and those in temporary, acting, or visiting appointments are not eligible for Graduate Faculty status.
    • Graduate Faculty status is automatically continued for the first five years of an otherwise eligible emeritus or retired faculty appointment. After that, retired and emeritus faculty are treated as all other renewable 5-year appointments.

    4.1.4     Procedures for Graduate Faculty Membership

    It is the responsibility of each graduate program-offering academic unit across all three university of Washington campuses to create a written policy for Graduate Faculty membership and for the doctoral endorsement. This policy and the specific criteria must be articulated to the faculty in the unit.

    Faculty are nominated by vote to either general membership or to membership with doctoral endorsement. An individual first appointed as a general member can subsequently receive doctoral endorsement.

    4.1.4.1     Voting Requirements:

    • All members of the Graduate Faculty with a primary appointment in the academic unit vote on proposed nominations to the Graduate Faculty.
    • For the doctoral endorsement, voting is restricted to Graduate Faculty members within the academic unit who hold that endorsement.
    • Faculty with joint appointments may vote in multiple units.
    • Renewal of a Graduate Faculty 5-year term requires a vote of the academic unit’s Graduate Faculty.

    4.1.4.2     Nomination Requirements

    Eligible faculty members from all three campuses of the university may be nominated for graduate faculty membership, including membership with doctoral endorsement. Nominations for Graduate Faculty status across all three University of Washington campuses should be made by a faculty member’s primary graduate degree-offering or graduate certificate-offering academic unit.

    • If a faculty member holds a joint appointment either academic unit can make the nomination.
    • If a faculty member holds an adjunct appointment, only the primary academic unit can nominate, unless the primary academic unit does not offer a graduate program.
    • If the faculty member’s primary appointment is in a unit that does not offer a graduate program, the Graduate School will accept a nomination to appoint the faculty member to the Graduate Faculty from (1) a unit where the faculty member holds an adjunct appointment or (2) the faculty of a Graduate School Interdisciplinary Group where the nominated faculty is active in the interdisciplinary field.

    4.1.4.3     Process Requirements

    • Authorized administrative personnel in each academic unit will have access to process new Graduate Faculty nominations and renewals through the online MyGradProgram.
    • E-mail notification to the newly nominated or renewed faculty member and the chair/director of the faculty’s academic unit is automatically sent from MyGradProgram.
    • It is suggested that members of the faculty who are not members of the Graduate Faculty be considered annually for possible nomination.
    • Rarely, an otherwise qualified faculty member will temporarily be in a title that is ineligible for graduate faculty status. In those cases, with the voting approval of the academic unit’s graduate faculty, the program may petition the Graduate School Office of Academic Affairs to establish a 5-year term.

    4.1.5     Expectations of Graduate Faculty Members

    The academic unit is responsible for assuring members of the Graduate Faculty show ongoing evidence of the following, based on the faculty member’s academic background and the nature of scholarship and research in that unit:

    • Active involvement in graduate student teaching, mentoring, and/or research and scholarship supervision.
    • Continued research-based scholarship as demonstrated by peer-reviewed publications, equivalent creative work, or equivalent teaching-, clinical-, or practice-based scholarship, as defined by the academic unit.

    Also see Faculty Code Chapter 23, Sections 23-42, 23-44. Executive Orders IV and VII.

    4.1.6     Terminating Graduate Faculty Status

    A vote of the Graduate Faculty of a faculty member’s appointing academic unit is required to terminate Graduate Faculty status. The unit informs the Graduate School of the decision and the Graduate School then updates faculty status online through MyGradProgram.

    Policy 4.1 revised: October 2021, November 2024, January 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 3.9: Posthumous Degrees

    The University of Washington Graduate School follows the guidelines outlined by the University for awarding posthumous degrees, which can be found on the Procedure for Awarding Posthumous Degrees at the University of Washington (Seattle) page.

    The University of Washington Graduate School recognizes the sense of loss that the student’s family and the university community feel when a student dies. One means of expressing gratitude for an advanced student’s life and work and/or sympathy for the surviving family and friends is to support the nomination of that student for a posthumous degree. The following policy is designed to allow such an award.

    Please note: the nomination must be accompanied by a request from the deceased student’s family and does not necessarily mean that the degree will be awarded.

    A graduate degree may be awarded to a student who is deceased prior to but nearing formal completion of all degree requirements of the program being pursued. 

    3.9.1     Requirements for Consideration of a Posthumous Degree

    • Request is made by a family member(s);
    • Faculty from the student’s supervisory committee, or equivalent, support the awarding of the posthumous degree;
    • Student was within two quarters of graduating;
    • The student was in good academic standing at the time of death. Good standing is defined as not being academically deficient (in an academic alert status (see policy 3.7));
    • For graduate students in thesis/dissertation programs, significant coursework should have been completed, and the student must have been admitted to candidacy and made tangible progress toward completion of approved research. For example, the student should have produced a dissertation in at least draft form or some other product that was acceptable to the student’s supervisory committee as indicating the expected mastery of material and independent capability in research.
    • The department chair and the dean of the student’s college/school recommend to the dean of the Graduate School the awarding of the degree.
    • If the recommendation is denied, the dean of the student’s college/school will notify the family and include a letter of explanation.
    • The Dean of the Graduate School approves the awarding of the degree.
    • The Dean of the Graduate School may consider cases that do not meet the above criteria when extraordinary circumstances prevail.

    3.9.2     Process

    • The family makes a request to the university (typically through the student’s faculty/department) for a posthumous degree.
    • If the student record is not marked as “deceased” in the student database (SDB), the family should provide documentation of the student’s passing (The department can contact Graduate Enrollment Management Services for confirmation of whether or not the student record is marked as “deceased.”).
    • The student’s department (including the student’s supervisory committee) collects the appropriate documents and reviews the student’s work to make a determination on recommendation of a posthumous degree. The Director of Graduate Enrollment Management Services manages the process for the Graduate School and will create a secure folder for supporting documents to be placed for review by all parties.  Documents submitted by the academic unit include:
      • Completed Posthumous Degree Request form.
      • A copy of the student’s degree audit and/or a copy of the student’s transcript.
      • Letter of support from the student’s faculty/supervisory committee articulating the details of the student’s scholarship and recommending the awarding of the posthumous degree.
    • If the recommendation is supported by the department chair, it is forwarded to the college/school dean. 
    • The dean of the student’s college/school reviews the recommendation and if supported, submits the recommendation and supporting documents to the dean of the Graduate School for formal approval.
    • The Graduate School will forward the approved request and supporting documentation to the Office of the University Registrar per the instructions on the Posthumous Degree Request form for degree posting and issuing of the diploma.

    Policy 3.9 created: December 2022

    Revised: November 2024

    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 3.1: Graduate Admissions

    Admission to graduate study at the University of Washington provides opportunities for study leading to graduate certificates, master’s, educational specialist, and doctoral degrees. The objective of the admissions policy of the Graduate School is to admit those students deemed best able to contribute to and benefit from the educational programs and opportunities offered at the University.

    Enrollment in a specific graduate certificate or degree program is limited to the number of students for whom faculty, staff, and available facilities resources can provide high-quality graduate instruction and research guidance. Each graduate student must be admitted into a specific graduate program; the Graduate School does not permit general graduate enrollment.

    The Graduate School is responsible for determining the minimum requirements for admission which are based on the Washington Student Achievement Council Admission Standards Policy.

    Departments may have additional or more stringent requirements and must clearly communicate those qualifications in their prospective student-facing materials. 

    [Note: This policy is strictly intended to guide academic programs in setting admissions criteria. Prospective students should consult individual program materials to determine their eligibility. See also: Graduate School Admissions website]

    3.1.1 Qualifications

    A prospective graduate student must have one of the following:

    • A baccalaureate degree meeting the requirements below, with a cumulative 3.0 GPA (or equivalent; see footnote at the end of this document for details on GPA). [Note: The policy below on qualified bachelor’s degrees is effective beginning with the Autumn 2027 admissions cycle. The effective policy up that point can be found at the bottom of this document].
      • A 3- or 4-year baccalaureate from a nationally recognized postsecondary institution in the United States (U.S.) with institutional accreditation from the following approved accreditation agencies: Accrediting Commission for Community and Junior Colleges (ACCJC); Western Association of Schools and Colleges (WASC); Higher Learning Commission (HLC); Middle States Commission on Higher Education (MSCHE); New England Commission of Higher Education (NECHE); Northwest Commission on Colleges and Universities (NWCCU); Southern Association of Colleges and Schools Commission on Colleges (SACSCOC); or WASC Senior College and University Commission (WSCUC) college or university, or
      • A 3- or 4-year baccalaureate degree from a university recognized by the appropriate national authority (e.g., Ministry of Education) and determined by the UW to be comparable to a regionally accredited U.S. institution, in a country with 13 years of pre-university formal education, or
      • A 4-year baccalaureate degree from a university recognized by the appropriate national authority (e.g., Ministry of Education) and determined by the UW to be comparable to a regionally accredited U.S. institution, in a country with 12 years of pre-university formal education, or
      • A 3-year baccalaureate and a 1-year postgraduate diploma from a university recognized by the appropriate national authority (e.g., Ministry of Education) and determined by the UW to be comparable to a regionally accredited U.S. institution, in a country with 12 years of pre-university formal education, or
      • With program-level approval, a 3-year baccalaureate that does not meet the above conditions but would qualify a student for admission to academic graduate programs in the country in which it was earned.
    • A master’s degree, an educational specialist degree, a graduate doctoral degree (practice or research), or a professional doctoral degree. The degree must be from a regionally accredited college or university in the U.S. or its equivalent from a foreign institution, and the prospective student must have a minimum 3.0 grade point average (on a 4.0-point scale) calculated from the total cumulative credits.
    • An applied baccalaureate degree earned at a Washington community or technical college. Applied baccalaureate degrees are evaluated on a case-by-case basis by the graduate degree program or department for admissions. The prospective student must have either: at least a 3.0 grade point average (on a 4.0-point scale) calculated from the total cumulative credits; or at least a 3.0 grade point average (on a 4.0-point scale) for the last 90 graded quarter credits.

    Proficiency in English is required for graduate study at the University of Washington. Therefore, every applicant whose native language is not English must demonstrate English proficiency. No exceptions for this English proficiency requirement will be granted. See Policy 3.2 Graduate School English Language Proficiency Requirements.

    The Graduate School does not require Graduate Record Examination (GRE) scores for admission; however, graduate programs may require GRE scores or any other tests related to the applicant’s field for use in the admission review process.

    3.1.2 Alternate Standards

    3.1.2.1 Alternates to Grade Point Average (GPA) Requirements

    Programs may petition the Graduate School to admit students who do not meet the minimum grade point average (GPA) requirements under alternate admission standards. Programs petitioning under alternate admission standards must collect, review and provide to the Graduate School evidence that the student meets a minimum of two of the following requirements:

    • Satisfactory scores on the GRE, GMAT, or other approved tests.
    • An analytical essay written by the student demonstrating critical thinking skills.
    • A statement of intent written by the student demonstrating a level of knowledge and intellectual maturity appropriate to the proposed field of graduate study.
    • Evidence of successful graduate coursework in the intended field of study or in a closely related field.
    • Evidence of professional success in a field relevant to the proposed area of study.
    • An admissions interview either in-person or via phone or videoconference.

    [Note: An analytical essay typically is focused on a student’s academic pursuits and interest, while a statement of intent includes information about a student’s personal journey.]

    3.1.2.2 Alternates to an Earned Bachelor’s Degree

    Programs may petition the Graduate School to admit students who do not have a bachelor’s degree from a nationally recognized postsecondary institution with institutional accreditation, but who have significant professional experience. Programs petitioning under alternate admissions standards must collect, review, and provide to the Graduate School evidence that the student meets the following requirements:

    1. Evidence of significant professional success in a field relevant to the proposed area of study, and
    2. A minimum of two of the following:
      • A transcript showing 100-level course work or higher with the achievement of a 3.0 grade point average for at least 90 quarter hours or 60 semester hours.
      • Evidence of successful graduate coursework in the intended field of study or in a closely related field.
      • Satisfactory scores on the GRE, GMAT, or other approved tests.
      • An analytical essay written by the student demonstrating critical thinking skills.
      • A statement of intent written by the student demonstrating a level of knowledge and intellectual maturity appropriate to the proposed field of graduate study.
      • An admissions interview either in-person or via phone or web.

    Programs may not submit petitions for students who were admitted with the expectation of completing a qualifying bachelor’s degree prior to enrollment and who fail to provide evidence of having met that expectation.

    3.1.2.3 Alternate Standards for Doctoral Students Accompanying New Faculty

    The Graduate School supports new University of Washington (UW) faculty members by allowing accompanying doctoral students who have begun doctoral work at another institution to be admitted through a special process.

    3.1.2.3.1 General Policies

      Qualified doctoral students accompanying a new University of Washington (UW) faculty hire may be admitted to a UW research-based doctoral program under the following provisions:

      • The graduate student has begun a doctoral program at the faculty member’s previous institution and has an established advising and research relationship with the new faculty hire.
      • The graduate faculty of the UW program recommend the student as qualified for the UW doctoral program using the program’s standard admissions criteria. This includes endorsement of previously completed coursework that may be applied towards the UW degree, as well as confirmation that the student’s program of study while at UW will be substantial enough to warrant the granting of the UW degree.
      • As part of a holistic assessment of the student’s qualifications and academic background, the program determines the content and milestones (e.g., coursework, General Exam) that must be completed at UW. In most circumstances, the student will complete the General Exam at UW.

      3.1.2.3.2 Application Process

      Doctoral students accompanying a new faculty hire are admitted through a special application process. After program faculty have approved admitting the student, the program will direct the student to submit an application for admission. After the student has applied, the program submits a short narrative proposal and accompanying documents to the Graduate School through a petition process.

      Student and program submissions must include the following materials:

      Submitted with student application:

      • A copy of the student’s current transcript.

      Submitted with program petition:

      • An overview of the student’s progress towards the doctoral degree at the prior institution and at what stage the student will enter the UW doctoral program. Include information on how the student’s remaining work at the University of Washington will constitute a meaningful curricular experience reflective of a UW degree.
      • A completion plan for the student, including coursework, exams, and other milestones towards the degree.
      • A description of the UW degree requirements that will be waived (coursework, dissertation credits, or other requirements such as graded credits or 500-level credits) and the rationale for waiving the requirements based on work from the prior institution.
      • Confirmation that the graduate faculty of the academic unit have approved admitting the student under these special provisions.

      Upon approval of the proposal by the Office of Academic Affairs, the student may be admitted, and the requirement waivers outlined in the proposal will be noted in the student’s record for use at the time of graduation from UW.

      3.1.3 Admission Procedure

      Application for admission to the University of Washington is made simultaneously to the Graduate School and to the graduate program. Each department or other unit authorized to offer a graduate certificate (open to applicants not currently enrolled in a degree program) or degree program maintains a graduate admissions committee that must include at least three faculty members with graduate faculty status. This committee is responsible for the fair and complete evaluation of applicants and is expected to maintain files and to be able to demonstrate that full and fair consideration has been given to each applicant. Students meeting the Graduate School admission requirements are admitted into programs of study by the graduate admissions committee in the department offering the program.

      Each department is responsible for ensuring that students have met the Graduate School admission requirements prior to offering admission. Each department shall inform the Graduate School regarding students granted admission and students denied admission.

      The Graduate School and each graduate admission committee shall be guided by the following:

      • Priority for admission of applicants into a graduate certificate or degree program is based upon the applicant’s apparent ability, as determined by the University of Washington, to complete the program with a high level of achievement.  To ensure this, programs should, in non-technical language on their admissions page:
        • Describe the expectations of each required component of the application.
        • Describe expectations for how AI can and cannot be used in the preparation of application materials.
      • No admissions practice may discriminate against an individual because of race, color, creed, national origin, sex, sexual orientation, age, marital status, disability, or status as a veteran, including disabled or Vietnam-era veterans.
      • The use of Artificial Intelligence (AI) tools in application review processes must:
        • Not involve processes or software that violate FERPA, record retentions, or institutional data privacy policies, or that share applicant data with third parties.
        • Not involve subjective judgement, nor subvert human judgement, of student success or potential.
        • Not involve directly ranking, selecting, or eliminating candidates.
        • Be communicated to applicants on the program’s application page.
        • Be reviewed by the admissions committee on an annual basis to assess potential bias, privacy, and intellectual property issues.
        • [See Also: Guidance on the Use of AI for Graduate Admissions Committees]
      • Sustained efforts shall be made to recruit a qualified and geographically, socioeconomically, and experientially broad applicant pool.
      • All applicants to a certificate- or degree-offering unit shall be processed through the same set of procedures to ensure that all applicants are evaluated on the applicant’s individual merits.
      • Tests and criteria for admission should relate to the actual requirements of the graduate program. Reasonable accommodation for testing conditions may be made to compensate for relevant disabilities.
      • Additional factors may be used in developing a pool of qualified applicants for admission to the Graduate School. Weights given these and other factors may vary among graduate programs. No factor will confer admission on an academically unqualified applicant. These factors include, but are not limited to, the following:
        • Grades earned, especially for subjects in or closely related to the field of the applicant’s proposed graduate work.
        • Scores on the Graduate Record Examination (GRE) Verbal, Quantitative, and Analytical Tests, on the GRE Advanced Test, on other tests related to the applicant’s field, and on other aptitude tests which may be required.
        • Interviews of the applicant by the department admissions committee.
        • The career objectives of the applicant and the extent to which the graduate certificate or degree program may be expected to prepare the applicant for those objectives.
        • Written and oral recommendations from persons who are qualified to evaluate the applicant’s academic record and promise.
        • The applicant’s degree objective, i.e. a certificate, a stacked degree, master’s degree, doctoral degree, or a master’s followed by a doctoral degree.
        • Academic accomplishments evaluated in the context of the applicant’s life experiences that may have impacted their educational journey.
        • Activities or accomplishments, educational goals, prior employment experience, special talents, and lived experiences.

      3.1.3.1 Admissions for Currently Enrolled Graduate Students

      To ensure fair and complete evaluation of all applicants, the following section outlines the limited circumstances in which currently enrolled graduate students can be enrolled in additional programs without using the Graduate School’s standard admission process or application portal. For all admissions actions described in this section, programs must ensure that admission criteria and procedures for these actions align with the principles in Section 3.1.3 and are consistently communicated and applied.

      3.1.3.1.1 Program Enrollment that may Occur at Any Time

      Programs may at any time allow graduate students enrolled and registered for credit in a UW graduate degree program to enroll in the following categories of program without applying through the Graduate School’s standard admissions process:

      1. An option within the same degree program (see Policy 1.3).
      2. A graduate certificate that is open only to students currently enrolled in UW graduate degree programs.
      3. (For enrolled doctoral students) An en route or exit master’s degree, either within the same program or identified as such in the master’s program proposal.

      3.1.3.1.2 Program Enrollment Reviewed Alongside External Applicants

      Programs may enroll students based on application materials submitted directly to the program (outside the Graduate School admissions portal) from graduate students currently enrolled and registered for credit in a UW graduate degree program for the following categories of program:

      1. A PhD degree in a program in which the student is currently enrolled as a master’s student.
      2. A graduate certificate that is also open to external applicants.

      Under these conditions:

      • Materials must be submitted by the due date for program applications posted in the Graduate School admissions portal.
      • Submitted materials must be reviewed alongside materials received through the Graduate School admissions portal.
      • The program must submit a list of accepted enrolled students during the same period they submit decisions for applications received through the Graduate School admissions portal.

      Outside the application timeline, programs may petition the Graduate School to enroll students into these categories of program only when:

      1. The student was unable to apply during the program’s application cycle due to circumstances beyond the student’s control (e.g., timing, personal or professional constraints).
      2. The admissions committee has reviewed materials substantially equivalent to a completed application and has evaluated the student against the most recent applicant pool.

      3.1.4 Enrollment Confirmation on Behalf of a Student

      Programs may petition the Graduate School to confirm enrollment on behalf of a student without paying the enrollment confirmation deposit (ECD). This petition cannot be requested for applicants planning to attend on an F1 or J1 visa.

      For those whose petition has been approved, an ECD will not be applied toward their tuition and fees assessed for the quarter in which they have been admitted. The student is responsible for all tuition and fees (See the Office of the University Registrar for more information about the Enrollment Confirmation Deposit Refund Policy).

      3.1.4.1 Criteria

      The department must:

      • Have extended an offer of admission to the student and informed the Graduate School that the student has been granted admission (see Policy 3.1.3).
      • Submit an Enrollment Confirmation Petition [in Slate] by the day prior to the start of the admit term.

      A prospective student must meet one of the following criteria:

      • The student participated in a pipeline program used by the department to recruit students.
      • The student meets the Graduate School’s published criteria for Application Fee Waivers.

      If a student does not meet the Graduate School’s criteria, the department may submit an Enrollment Confirmation Petition on behalf of the student. The circumstances should be described in as much detail as possible.

      3.1.4.2 Veterans Benefits

      U.S. military veterans, active service members, and their dependents who plan to use VA education benefits should contact the Veterans Education Benefits Office (veteran@uw.edu) for guidance on eligibility and next steps.

      Notes

      Note on GPA requirements in Policy 3.1.1: The prospective student must have at least a 3.0 grade point average on a 4.0-point scale (or equivalent measures of performance if a graduate of an institution that does not use an alpha-numeric grading or evaluation system) for those credits earned at the institution awarding the bachelor’s degree OR at least a 3.0 grade point average (on a 4.0-point scale) for the last 90 graded quarter credits or 60 graded semester credits.

      Students may have earned credits used towards a bachelor’s degree from multiple institutions. The 3.0 grade point average (GPA) requirement only requires that the cumulative GPA be reviewed from the degree granting institution. If a student’s cumulative GPA from the degree granting institution is lower than a 3.0 and the student has credits earned from multiple nationally accredited institutions, the student’s GPA may automatically be recalculated to include additional transcripts. If this recalculation results in a 3.0, the student has met the minimum GPA requirement. If this recalculation does not result in a 3.0, programs may petition the Graduate School for the student to be admitted using Alternate Standards.

      Qualifying Bachelor’s Policy prior to Autumn 2027:

      • A baccalaureate degree from a nationally recognized postsecondary institution with institutional accreditation from the following approved accreditation agencies or equivalent for international institutions: Accrediting Commission for Community and Junior Colleges (ACCJC) Western Association of Schools and Colleges, Higher Learning Commission (HLC), Middle States Commission on Higher Education (MSCHE), New England Commission of Higher Education (NECHE), Northwest Commission on Colleges and Universities (NWCCU), Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) or WASC Senior College and University Commission (WSCUC) college or university. The prospective student must have at least a 3.0 grade-point-average on a 4 point scale (or equivalent measures of performance if a graduate of an institution that does not use an alpha-numeric grading or evaluation system) for those credits earned at the institution awarding the bachelor’s degree OR at least a 3.0 grade-point-average (on a 4 point scale) for the last 90 graded quarter credits or 60 graded semester credits.

      Policy 3.1 revised: August 2011, March 2019; March 2022; April 2022; October 2024; October 2025; April 2026

      Policy 3.1.2.3 revised: February 2023; October 2024

      Policy 3.1.1 revised: July 2023

      Policy 3.1.4 added: November 2023

      Policy 3.1.4.1 revised February 2024; March 2024; April 2025

      Policy 2.2: Graduate Courses in Non-Degree-Offering Units

      Graduate courses normally should be offered only under the sponsorship of academic departments or other units which are authorized to grant graduate degrees. However, in certain cases faculty members of an academic unit not authorized to offer a graduate degree or graduate certificate program may be granted permission to offer courses numbered 500 to 599 and create a new course prefix, if required.

      Courses proposed under this provision should not be intended as part of a graduate degree program being developed by the sponsoring unit. Such courses should be offered under the approved prefixes of existing graduate degree programs until the new degree has been established by the Board of Regents. Procedures for authorization of new graduate degrees are described in Policy 1.7.

      2.2.1 Review and Approval Process

      Graduate courses to be offered by non-graduate-program-offering units must follow the regular UW course and course prefix approval process. This includes curricular review by the appropriate school, college, or campus and final approval by the UW Curriculum Committee. The Graduate School will review and endorse proposed courses and prefixes as part of the course approval workflow. The course proposers must indicate all affected units and the Graduate School in the “Potentially Affected Departments, Schools, or Colleges” section of the course proposal. These units will be asked to review and acknowledge the course proposal.

      In requesting approval of courses under this policy the unit must provide a written statement, included with the course application materials, showing that each course meets the following criteria:

      • The academic and budgetary impact of the course has been assessed and approved by the leadership of the academic unit and the school/college/campus.
      • Instructors should be members of the graduate faculty or meet equivalent standards for scholarship and teaching experience. Provide a list of expected instructors and academic titles, including indication of graduate faculty status.
      • Classes should have majority graduate or postdoctoral (as opposed to professional or undergraduate) enrollment. Provide an estimate of the total enrollment for each.
      • The course should have clear interdisciplinary value in the following ways. Provide an explanation of the following criteria:
      1. It should extend and integrate knowledge from more than one discipline to the extent that it is not appropriately offered by a graduate-degree-offering unit.
      2. Its enrollment is drawn from more than one graduate-degree-offering unit.

      Policy 2.2 created: March, 1987. Revised: April, 2007; February 2020

      Policy 2.1: Graduate Course Numbers, Titles, and Audience

      Graduate courses numbered in the 500s through 800s are intended for and ordinarily restricted to either students enrolled in the Graduate School or graduate non-matriculated students who meet the requirements of Policy 3.3.

      Graduate courses should be presented at a level that assumes enrolled students bring to the class a background at least equivalent to a bachelor’s degree in the field or a related interdisciplinary field. Graduate courses must not be used to correct deficiencies in the student’s undergraduate work; courses normally expected to be part of undergraduate preparation for graduate study must be identified by undergraduate course numbers.

      Some courses at the 300 and 400 levels are open to graduate students; see Policy 1.1 for using these courses for graduate degree requirements. 

      2.1.1     Course Numbers and Titles

      In order to maintain as much breadth as possible in the course offerings of a graduate unit, graduate level courses normally will carry the prefix designation of the academic unit authorized to offer the graduate program, e.g., English, Drama, Education, etc. However, in certain fields identification of specializations in graduate courses may be necessary or desirable. To propose special designation, the faculty in that unit may transmit to the Dean of the School or College the request to identify the field of specialization in the prefix. Special designation, if approved by the Dean of the College and the Registrar, may be established.

      The following standardized course numbers and course titles have been established for graduate courses in all disciplines numbered 600, 601, 700, 800. Courses numbered 801 may have alternate course titles. Descriptions for all courses below are at the discretion of the proposing unit.

      • 600 – Independent Study or Research: Used for individual readings or study, including independent study in preparation for doctoral examinations, research, etc. Prerequisite: permission of Supervisory Committee Chair, Graduate Program Coordinator, or Graduate Program Coordinator’s designee.
      • 601 – Internship: Used for Internships. Prerequisite: permission of Supervisory Committee Chair, Graduate Program Coordinator, or Graduate Program Coordinator’s designee.
      • 700 – Master’s Thesis: Used for research for the master’s thesis, including research preparatory and/or related thereto. Limited to graduate students who have not yet completed the master’s degree in the student’s program of enrollment at the University of Washington. Prerequisite: permission of Supervisory Committee Chair, Graduate Program Coordinator, or Graduate Program Coordinator’s designee.
      • 750 – Educational Specialist Capstone: Used for the culminating capstone experience for Educational Specialist degree programs (see Policy 1.1.3). Course title may vary to reflect the specific nature of the capstone.
      • 800 – Doctoral Dissertation: Used for research for the doctoral dissertation, including research preparatory and/or related thereto. Limited to those who have completed the master’s degree or the equivalent and have been admitted into a doctoral degree program, or candidate-level graduate students. Pre-master students initiating doctoral dissertation research should register for 600. Prerequisite: permission of Supervisory Committee Chair, Graduate Program Coordinator, or Graduate Program Coordinator’s designee.
      • 801 – Practice Doctorate Project/Capstone: Used for the culminating project/capstone experience for practice doctorate degree programs (see Policy 1.1.5). Course title may vary to reflect the specific nature of the project/capstone (e.g., project, practicum, portfolio, applied dissertation, clinical work, etc.).

      2.1.2     Course Delivery Location

      Graduate courses are offered on campus except for courses where all of the following conditions are satisfied:

      • The course is equivalent in quality to courses offered in residence at the University, as judged by consideration of course content, assignments, examinations, performance expected from students, grading practices, assignment of graduate faculty, etc.
      • It is designed for and presented mainly to students who have been admitted to and are enrolled in the Graduate School of the University of Washington or who have been enrolled by units as graduate non-matriculated students.

      2.1.3     Course Enrollment

      Under certain conditions, qualified graduate non-matriculated students may be enrolled in graduate courses and earn credit later applicable towards a graduate degree. These conditions are outlined in Policy 3.3.

      Postbaccalaureate students, undergraduate students, and non-matriculated students who do not meet Graduate School admission requirements may enroll in 500-level courses provided that permission has been obtained in advance from the faculty member who will teach the class, and from the unit Chair/Director or designated representative. Permission should be granted only when the student appears to be exceptionally well prepared for entrance into the course so that the tempo and quality of the graduate instruction is not adversely affected. Such students should not constitute more than 20% of the total number enrolled in the class.

      2.1.4    Parallel 400-500 Courses 

      Units that expect regular graduate enrollment in an undergraduate 400-level course should propose a 400-500 parallel course.

      There must be significant differences between the undergraduate and graduate courses that are reflected in areas such as course content, grading practices, learning outcomes, readings and assignments, exams, and performance. Student evaluation criteria for the 500-level course should be established such that graduate students completing only 400-level assignments, or completing assignments only at the level expected of an undergraduate would receive a grade of less than 2.7. 

      2.1.5 Ungraded courses (CR/NC and S/NS)*

      For CR/NC courses, submission of a CR grade indicates that the student has met course expectations at a level such that the course may be applied towards graduate degree requirements.

      For S/NS courses, an S grade indicates that the student has met course expectations at a level such that the course may be applied towards graduate degree requirements. A graduate program may restrict S courses from counting towards program requirements.

      *these clauses were moved verbatim from Policy 1.1 in Winter 2026

      Policy 2.1 revised: August 2021; December 2022; January 2025; November 2025; February 2026;

      Policy 1.9: Temporary Suspension of Admissions

      The Graduate School approves temporary suspension of admissions for graduate degree programs, graduate certificates, and graduate degree options that offer direct admissions.

      [Process details are available at Guidelines for Suspending Admissions.]

      1.9.1  Purpose

      Suspension of admissions must be used to address program needs.

      Suspension of admissions must not be used as a substitute for formal program termination. Any consideration of permanent program or option termination must adhere to the Guidelines for Terminating a Graduate Program or Program Option.

      Programs offering regular admission at intervals longer than a year (i.e., every other year or longer) do not need to suspend admissions for non-admission years. 

      1.9.2   Duration

      Admissions may be suspended for one or two academic years.

      1.9.3   Authorization of Suspension of Admissions

      In most cases, suspension of admissions is initiated when the graduate faculty of the academic unit offering the graduate program votes to suspend admissions to a graduate program or program option. After a vote of the faculty, the unit must communicate outcomes with the college/school dean or EVCAA and must follow any authorization process required by the college/school or campus, prior to submitting a request to Graduate School.

      In exceptional cases, the dean or EVCAA of the school, college, or campus where a program is located may petition the Dean of the Graduate School to authorize suspension of admissions to a graduate program or program option without a faculty vote. The Dean of the Graduate School will consider this request in consultation with the Graduate School Council.

      1.9.4 Student Support

      Any suspension of admissions must be designed to fully accommodate the curriculum, advising, and support for currently enrolled and admitted students and include communication and fee reimbursement plan for any students who have been granted deferred admission.

      Suspension of admissions requests for graduate certificates and stacked degree programs must also include a communication plan that is inclusive of all non-graduated students enrolled in the program (regardless of current enrollment status) within the previous six years.

      If approved, the graduate program is responsible for placing a notice of suspended admissions on its website and in any other program materials.

      1.9.5 Process Timeline Requirements

      A suspension of admissions request should be initiated far enough in advance for the Graduate School and other administrative units to act early in the application cycle (approximately 6-8 weeks before the application opening date).

      If applications to a program have been received, admissions to that program will not be suspended for that admissions cycle.

      1.9.6 Resolution of Suspension

      The program must notify the Graduate School of its intent to reopen admissions and describe changes that have been implemented to allow for sustained delivery of a quality graduate program. This notification must arrive two months before the application is set to be opened.

      If after requesting a one-year suspension, the program is not prepared to resume admissions, it may request a second year of suspension following the same rules described in the sections above.

      If the program is not prepared to resume admissions after two years of suspension, it must consult with the Graduate School to determine whether to extend the suspension with a reevaluation plan or to initiate program termination through an RCEP.

      Policy 1.9 created: May 2022 

      revised: April 2026