Policies – UW Graduate School Skip to content

Policy or Procedure: Policies

Policy 5.2: Conditions of Appointment for TAs who are not Native Speakers of English

As stated in Section 3 of Executive Order 28 and Policy 5.1, the University expects that newly appointed Teaching Assistants (TAs) receive appropriate training, supervision and support. Graduate students who are not native speakers of English as indicated in the applicant profile may be appointed as TAs with teaching duties if the student fulfills the three requirements below.

Teaching duties are defined as direct interactions with students for instructional issues. Examples include: holding office hours; reviewing test or paper scores with students; working with students one-to-one in study centers, such as writing, mathematics, chemistry, etc.; tutoring; conducting labs; leading discussions; helping students solve problem sets; commenting on studio work; lecturingm.

5.2.1     Requirements

The following requirements must be satisfied before receiving the graduate appointment with teaching duties.

1. Meet the general English language proficiency (ELP) requirement as stated in Policy 3.2.

2. Meet the additional spoken English language proficiency requirement in one of the five following ways:

  • Hold a bachelor’s degree from a regionally accredited institution in the United States, or hold a bachelor’s degree from an institution in Australia, the Bahamas, Canada, Ireland, Jamaica, Kenya, New Zealand, Singapore, South Africa, Trinidad and Tobago, or the United Kingdom, where English is the medium of instruction. While enrolled at the degree-granting school, the student must be in residence on campus. (Note: A master’s degree does not satisfy this requirement).
  • Hold a Doctor of Philosophy (PhD) or Juris Doctor (JD) from a regionally accredited institution located in the United States where English is the medium of instruction.
  • Demonstrate spoken English proficiency with a test score on file at the University of Washington of at least:
    • 26 on the speaking section of the TOEFL-iBT
    • 7.0 on the speaking section of the IELTS
  • Pass a one-time appeal interview. If a student has one of the scores below on file with the University of Washington, a graduate program can submit an online request for a one-time appeal interview.
    • 23-25 on the speaking section of the TOEFL-iBT.
    • 6.0-6.5 on the speaking section of the IELTS
    • Note: students who have not satisfied the general English proficiency requirements as stated in Policy 3.2 are not eligible for an appeal interview.
    • An appeal candidate must receive an overall score of 34 (out of a possible 45) points to pass and be immediately eligible to assume TA responsibilities without taking ENGL 105.
  • Pass English 105. This course is designed specifically for International Teaching Assistants (ITAs) and is offered by UW’s Academic English Program (AEP). While a student is completing English language proficiency requirements, that student can be assigned teaching duties that do not include direct interaction with students. Such duties can include, but are not limited to, grading, setting up labs, preparing instructional materials, running equipment in classrooms.

3. TAs who are not native speakers of English as indicated in the applicant profile and do not hold a bachelor’s degree from a regionally accredited institution in the United States are required to participate in additional TA-specific training from the Center for Teaching & Learning prior to the TA appointment. See the Center for Teaching and Learning’s Teaching@UW: Strategies for TAs for details.

5.2.2     Exceptions

An academic unit teaching modern spoken languages may apply to the Graduate School for a program-level waiver to #2 under Policy 5.2.1 that may be used for specific graduate students enrolled in a doctoral program when the following two conditions are met:

  • the teaching assistant’s teaching duties are conducted exclusively in a non-English target language of the academic unit
  • the teaching assistant is a native speaker of the language of the assigned courses. Requirements #1 and #3 of the general policy must still be met.

Policy 5.2 revised: December 2021

Policy 5.2.1, section 3 revised: February 2023

Policy 5.2 and 5.2.1 revised: August 2023

Policy 5.1: Departmental Responsibilities Regarding Instruction by TAs

Ensuring the quality of instruction offered by UW Teaching Assistants is not solely the responsibility of individual TAs, but also involves responsibilities and activities at the levels of the department, the school or college, the Graduate School, and the university.

This policy describes and delineates the minimum responsibilities that the Graduate School expects of departments for supporting and assessing instruction by TAs during the first two quarters of teaching, and makes explicit the methods by which TAs and the TA’s students can provide input to these processes.

5.1.1     Departmental Procedures

  • Training and supervision: In keeping with Executive Order 28, all TAs are to receive appropriate training and close faculty supervision while performing TA duties.
  • For TAs assigned to labs, studios, study centers, quiz sections, and those who teach their own courses, supervision is to include at least one observation by supervising faculty as early as possible during each of the TA’s first two quarters of teaching at UW. The purpose of this observation is to confirm that TAs are teaching content competently, to provide guidance regarding content, presentation, and student involvement, and to assess TAs’ needs for further training or assistance. Criteria for teaching competence and procedures for observations are to be determined by each department.
  • If the observer concludes that the TA is not meeting departmental criteria for teaching competence, then supervising faculty will work with the TA to determine a specific, written plan for addressing the TA’s teaching difficulties. To the extent that funding permits, possible options include:
    • Increase training, observation, and/or supervision by a faculty member or experienced TA mentor.
    • Employ a more experienced teacher to team teach with the TA.
    • In exceptional cases where other responses cannot adequately address the issues that have been identified, re-assign the TA to another role. Acquire a more experienced teacher to fill the role from which the TA was removed, and provide additional training to prepare the TA for re-assignment during subsequent quarters.

Supervising faculty should follow up on the specific plan during that quarter, and at the end of the quarter, should confirm the extent to which the plan was followed and what results were achieved.

5.1.2     Informing TAs of Departmental Procedures

  • Criteria for teaching competence and procedures for observations are to be determined by each department and are to be communicated to the TA prior to the observation, at the beginning of the quarter. Departments are also to specify procedures by which TAs can give input to the observation process, and if they choose, appeal the outcomes of any decisions based on observations.
  • Reports to TAs in the TA’s first two quarters of teaching: By the end of the fourth week of the following quarter, departments will provide the TA with a report summarizing the TA’s performance of TA duties. Departments are to use departmental forms for these reports.

5.1.3     Informing Students How to Communicate Concerns about TAs

  • In all classes in which TAs are assigned teaching duties, departments are to make explicit to students a policy regarding student responsibilities and specific procedures to follow if they are having trouble working with or understanding the TAs.
  • Teaching duties are defined as interactions with students over instructional issues. Examples of teaching duties include holding office hours, reviewing tests or paper scores/evaluations with students, answering questions in special centers such as those focused on assistance with writing, math, chemistry, etc., tutoring, conducting labs, leading discussions, assisting students to solve problem sets, commenting on studio work, or lecturing.
  • Departments should also specify the methods by which the policy will be communicated to students (for example, announced by the professor, included on the syllabus, posted in the department and on the web, etc.). The following example illustrates one way a department might choose to communicate with students, bearing in mind the importance of encouraging students to approach the TA first:
    • If you have any concerns about the class or your TA, please see the TA about these concerns as soon as possible. If you are not comfortable talking with the TA or not satisfied with the response that you receive, you may contact (immediate supervisor) in (room number) (building), or at (phone or e-mail).
    • If you are still not satisfied with the response that you receive, you may contact (department chair) in (room number) (building) or at (phone or e-mail.) .
    • For your reference, these procedures are posted on the (name of department) Bulletin Board, next to the Departmental Office in (room number) (building).
  • It is up to departments to determine to what extent departmental communication to students addresses only instruction by TAs, instruction by both TAs and faculty, or broader issues in addition to instruction.

Policy 5.1 revised: January 2000; November 2010; December 2022

Policy 4.4: Interdisciplinary Committees and Degree-Offering Groups

Certain fields of knowledge or inquiry may be of interest to members of the graduate faculty associated with two or more academic units across different schools, colleges, or campuses. To facilitate collaboration, the Dean of the Graduate School may establish two types of faculty organizations under the Graduate School’s administrative structure: non-degree-offering interdisciplinary committees or degree-offering interdisciplinary groups.

Deans of colleges or schools other than the Graduate School may support interdisciplinary activities within those units according to local policies and established faculty governance. Policy 4.4 applies exclusively to interdisciplinary committee and degree-offering groups within the Graduate School.

The Dean of the Graduate School appoints Graduate School interdisciplinary committees and Graduate School interdisciplinary groups at the request of a group of graduate faculty. Interdisciplinary committees and groups may be established when the interests of participating faculty cannot easily be represented by a single chair, dean, or chancellor, and when a single college, school, or campus cannot provide the administrative structure required to support related educational activities. Interdisciplinary committee and group membership is limited to members of the graduate faculty. These faculty serve as committee or group members, nominate a chair who is appointed by the Dean of the Graduate School, and identify additional members. Faculty members active in these committees and groups retain primary association and faculty appointment in the home academic unit.

Graduate School interdisciplinary committees do not offer graduate degrees or certificates, while Graduate School interdisciplinary groups serve as qualified academic units that have been authorized to offer a graduate degree and/or graduate certificate. The Graduate School serves as the college-level administrative location for any resulting academic programs.

4.4.1     Interdisciplinary Committees

Graduate faculty members from more than one school, college, or campus who wish to establish an interdisciplinary committee concerned substantially with research or graduate education may ask to be designated as a Graduate School interdisciplinary committee.

  • Among the purposes of such committees may be to formalize coordination across institutional boundaries of research projects, proposal submissions, graduate student recruitment, consulting, seminars, or graduate curricula.
  • An interdisciplinary committee does not offer its own graduate degree, certificate, coursework, or independent curriculum; graduate students associated with such a committee must be enrolled in and meet all requirements of an authorized degree program.
  • Interdisciplinary committees may initiate development of a new graduate degree or graduate certificate program.

4.4.1.1     Establishing an Interdisciplinary Committee

A request to establish an interdisciplinary committee is made by letter from participating graduate faculty to the Dean of the Graduate School.

  • The letter should describe the purpose of the committee and list the proposed members along with faculty ranks and units of primary appointment.
  • The letter should also identify the committee chair or co-chairs who will serve for the duration of the committee’s activities or until the committee formally elects another chair.
  • The committee chair leads the committee and reports to the Dean of the Graduate School regarding committee activities.

Committees are initially appointed for up to three years, coinciding with the academic calendar.

The Graduate School normally does not offer financial support for committee activities.

4.4.1.2     Committee Administration

  • At the end of the appointment period, the committee chair must inform the Graduate School as to whether reappointment of the committee is desired.
  • Changes to either committee membership or the committee chair are by the following process: (1) nomination by a committee member or chair; (2) quorum majority vote endorsing the new chair or committee member (in person, electronic, or paper); (3) submission of vote results from the committee chair to the Dean of the Graduate School via the Office of Academic Affairs and Planning; and (4) confirmation from the Graduate School.
  • Members are removed from the committee when: (1) the faculty member resigns from the committee; (2) the faculty member’s graduate faculty appointment ends; (3) the defined appointment term on the committee ends; or (4) the committee members vote to remove the member according to the voting process described above.

4.4.2     Interdisciplinary Groups

If faculty wish to create an interdisciplinary graduate degree or certificate program under the Graduate School Dean’s Office, the first step is formation of an interdisciplinary committee. Following approval of the interdisciplinary committee, its faculty may propose a graduate degree or certificate program following the same process as a new degree or certificate proposal from any department, school, college, or campus.

If the Board of Regents grants authority to offer the new degree, the interdisciplinary committee is designated as a qualified degree-offering interdisciplinary “group” and is administered through the Graduate School. The chair of the interdisciplinary committee becomes chair of the newly formed interdisciplinary group on an interim basis. The chair’s appointment must be re-confirmed by vote of the faculty group according to the procedures below and be submitted to the Dean of the Graduate School for formal appointment.

4.4.2.1     Authority of the Interdisciplinary Group

A Graduate School interdisciplinary group functions as the degree-offering academic unit authorized to offer a graduate curriculum and to supervise graduate students associated with its graduate degree program.

  • The interdisciplinary group recommends admission to and graduation from its degree program.
  • It may administer an operating budget and space when these are available from cooperating schools and colleges; normally the Graduate School does not allocate such funds or facilities.
  • A group may administer research grants and contracts associated with the graduate program.
  • A group does not maintain primary appointments of its faculty; these are held in departments, schools, colleges, or campuses.

4.4.2.2     Interdisciplinary Group Membership

  • Members of an interdisciplinary group must be members of the University graduate faculty (see Policy 4.1).
  • Changes to group membership, group chair, or academic program director are by the following process: (1) nomination by a group member or group chair; (2) quorum majority vote by the faculty group regarding endorsement of the new member, chair, or director (in person, electronic, or paper); (3) submission of vote results from the group chair to the Dean of the Graduate School via the Office of Academic Affairs and Planning; and (4) confirmation by the Graduate School of new group members or formal appointment by the Dean of the Graduate School for a new chair or director.
  • Members are removed from the group when: (1) the faculty member resigns from the group; (2) the faculty member’s graduate faculty appointment ends; (3) the defined appointment term on the group ends; or (4) the group votes to remove the member according to the voting process described above.

4.4.2.3     Interdisciplinary Group Chair

The interdisciplinary group chair reports to the Dean of the Graduate School in the same manner that the chair of a department reports to the dean of a departmentalized school or college with regard to the academic program offered by the interdisciplinary group (Executive Order I.4). The chair is selected by the interdisciplinary faculty group as described under 4.4.2.2.

  • The chair has the additional responsibility of furnishing information regarding program details and coordinating support for the program with other chairs, directors, and deans who are directly concerned with the operation of the program.
  • The interdisciplinary group chair is responsible for monitoring the program’s budget and resources in coordination with program staff and the Graduate School.
  • The interdisciplinary group chair normally serves as the academic program director and Graduate Program Coordinator (GPC). In some cases, the role of the interdisciplinary group chair may be separate from the role of the academic program director. When these roles are distinct, either the chair or the program director may serve as the GPC. The academic program director must be a member of the graduate faculty and a member of the interdisciplinary group.

4.4.2.4     Group Administration

An interdisciplinary group may be continued indefinitely in the Graduate School, subject to periodic review by the Graduate School in the same manner as all graduate degree programs and at least once every ten years, or the degree program may be moved to another degree-offering unit following the appropriate university-level process. If the degree program is moved to another academic unit, the graduate faculty of that unit will have oversight of the degree program and the Graduate School interdisciplinary group will be dissolved.

Policy 4.4 revised: December, 1985; Updated: June 2010, October 2014; Revised: September 2017

Policy 4.3: The Graduate Program Coordinator and the Graduate Program Advisor

Each academic unit offering a graduate program must designate at least one Graduate Program Coordinator (GPC) and one Graduate Program Advisor (GPA). GPCs and GPAs are knowledgeable of UW Graduate School policies and internal unit and program-related policies and procedures. In general, GPC and GPA responsibilities include but are not limited to communicating and facilitating Graduate School policies for prospective and current graduate students, faculty, and staff, and serving as an intermediary between the student, graduate program, and the Graduate School.

4.3.1     The Graduate Program Coordinator (GPC)

The Graduate Program Coordinator (GPC) is appointed from the Graduate Faculty and must hold the rank of Professor, Associate Professor, Teaching Professor, or Associate Teaching Professor. Eligibility includes faculty in Research appointments and faculty in Without Tenure (WOT) appointments. The GPC serves as an official representative of an academic unit which offers a graduate degree program or graduate certificate program. One or more alternate GPCs may serve as deputy. An academic unit may define additional qualifications for the GPC beyond the Graduate School minimum requirements.

Individual units are responsible for assigning specific roles and responsibilities to the GPC. At minimum, the GPC role must encompass the oversight responsibility described under “Graduate Program Coordinator and Graduate Program Advisor Roles and Responsibilities” below.

The Chair/Director of each unit submits to the Graduate School the name(s) of graduate faculty member(s) recommended to serve as GPC and alternate GPC(s). Appointment to these positions is made by the Dean of the Graduate School.

4.3.2     The Graduate Program Advisor (GPA)

The Graduate Program Advisor (GPA) role is normally appointed to staff. The GPC may also serve as the GPA at the discretion of the academic unit. The GPA serves as an official liaison between the academic unit and the Graduate School. A unit may have one or more Graduate Program Advisors.

Individual units are responsible for assigning specific roles and responsibilities to the GPA. Recommended practices for the GPA are available on the Graduate School website.

The Chairperson/Director or GPC of each academic unit appoints the GPA(s) and submits the GPA name(s) to the Graduate School.

4.3.3     Graduate Program Coordinator and Graduate Program Advisor Roles and Responsibilities

At minimum, GPC responsibilities include acting on behalf of the Graduate Faculty to assure appropriate oversight and implementation of the items below. The GPA works in coordination with the GPC who may delegate specific duties to the GPA, other graduate faculty, or other members of the academic unit.

  • To advise, counsel and assist graduate students, or to arrange and verify that this service is rendered by another member of the Graduate Faculty or program staff, as appropriate. To ensure that special attention is given to newly admitted students and others with particular needs.
  • In accordance with Policy 3.1, to act for the unit in admitting students into Graduate School, i.e.,:
    • to receive documentation for graduate student admission applications;
    • to review applications with the faculty in the unit; and
    • to submit to the Dean of the Graduate School the recommendations of the unit respecting admissions of new students.
  • As soon as practicable to transmit to the Dean of the Graduate School the names of those to serve as Chairperson and Members of the Supervisory Committee for the student. (See Policy 4.2)
  • To acquire and maintain familiarity with policies and procedures of the Graduate School.
  • To serve as the liaison between the academic unit and the Graduate School in other appropriate ways.

Policy 4.3 revised: November 2020

Policy 4.2: Supervisory Committee for Graduate Students

This section outlines the policy for the supervisory committee of master’s students and doctoral students.

As a general principle, each student working toward a graduate degree at the University of Washington is guided by a faculty supervisory committee. This committee serves an important evaluative and mentoring function for the student throughout the student’s graduate career.

Questions about the appointment and functions of supervisory committees for master’s or doctoral students or concerns about the proceedings of an exam should be directed to the Graduate School’s Graduate Enrollment Management Services office.

4.2.1     The Master’s Supervisory Committee

Appointment of a supervisory committee for students aspiring to the Master’s degree is determined by the Graduate Faculty in the degree-offering unit or program. The Graduate Program Coordinator, in consultation with the student and appropriate faculty members, appoints a committee of two to four members. The Chair and at least one-half of the total membership must be members of the graduate faculty.

For any thesis 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, and the student and committee chair must complete the Use Of Human And Animal Subjects For UW Graduate Student Theses And Dissertations form.

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’s background and achievement a sufficient basis for progression to the next stage of a program of doctoral study and research.

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 guides the student in carrying out appropriate research for 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.

4.2.2.1     Timeline and Process

  • In order to allow time to identify a suitable Graduate School Representative (GSR), it is suggested that the doctoral supervisory committee be established at least four months prior to the intended date of the General Examination.
  • The appointment of a committee is initiated by the Graduate Program Coordinator (GPC) after consultation with appropriate Graduate Faculty members in the student’s field and with the student.
  • The GPC recommends members of the supervisory committee to the Dean of The Graduate School by entering this information into MyGradProgram (MGP).
  • For any 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, and the student and committee chair must complete the Use Of Human And Animal Subjects For UW Graduate Student Theses And Dissertations form.

4.2.2.2     Committee Composition

  • The doctoral supervisory committee consists of a minimum of four members, at least three of whom (including one Chair and the GSR) must be members of the Graduate Faculty with an endorsement to chair doctoral committees.
  • A majority of the members must be members of the Graduate Faculty.
  • The GSR must be a productive scholar in the GSR’s own research area that may differ from that of the student’s dissertation project.
  • The members outside the GSR must be 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

  • The Chair(s) of a committee must be able and willing to assume principal responsibility for advising the student. In addition, the Chair(s) should have adequate time available for this work and should expect to be accessible to the student.
  • Emeritus/a 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, the first Co-Chair must have a Graduate Faculty appointment with doctoral endorsement. The second 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 to the Dean of the Graduate School or the Dean’s designee.

4.2.2.4     The Role of the Graduate School Representative (GSR)

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.

In all cases, 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 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;
  • provide additional support for the student as the student navigates the exam and dissertation process.

If a graduate program sets additional expectations for the GSR beyond the Graduate School requirements, the graduate program must clearly articulate these expectations, and the Graduate Program Coordinator (GPC) or designee must communicate them in writing 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     Graduate School Representative (GSR) Eligibility

  • As with all doctoral supervisory committee members, the GSR is proposed to the Graduate School by the Graduate Program Coordinator in the student’s degree-offering unit and must be a member of the Graduate Faculty with an endorsement to Chair.
  • 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.
  • It is vital that a conflict of interest in the selection of the GSR be avoided. Budgetary relationships, personal relationships, or research and/or publication relationships between the GSR and either the student or the committee chair are examples of possible conflicts of interest. (See GSR Eligibility for more information.) The GSR is responsible for ensuring that no such conflicts of interest, or appearance of conflicts of interest, exist, and must attest to this upon request.

4.2.2.6 Reading Committee Timeline and Composition

  • After the General Examination, the Graduate Program Coordinator 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 an endorsement to chair doctoral committees. The reading committee is appointed to read and approve the dissertation.

4.2.2.7 Function of the Reading Committee

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’s background and achievement a sufficient basis for progression in the doctoral program.

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.

4.2.3.1 Timeline and Process

The practice doctoral supervisory committee should be established as soon as possible during the student’s training. The Graduate Program Coordinator initiates the appointment of the committee after consultation with appropriate Graduate Faculty members in the student’s field and with the student. The Graduate Program Coordinator recommends members of the supervisory committee to the Dean of The Graduate School by entering this information into MyGrad Program.

4.2.3.2 Committee Composition

The practice doctoral supervisory committee consists of a minimum of three members. At least two committee members, including the Chair, must be members of the Graduate Faculty with an endorsement to chair doctoral committees, and at least half of the total number must be members of the Graduate Faculty. The following applies to all practice doctoral supervisory committees:

  • Any committee members who are not Graduate Faculty must be identified by the student’s appointing department or program as productive scholars or practitioners in the student’s major field and/or subfields.
  • 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. If co-chairs are appointed, each must be a member of the Graduate Faculty with endorsement to chair.
  • The Chair or Co-chairs of a committee must be able and willing to assume principal responsibility for advising the student. In addition, the Chair or Co-chairs should have adequate time available for this work and should expect to be accessible to the student. Emeritus faculty may serve as a Chair if the above conditions are met.
  • A Graduate School Representative (GSR) is not required.

Policy 4.2 revised: October 2021, March 2022; May 2022; December 2022

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 revised October 2023

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 supervision.
  • Research-based scholarship as demonstrated by peer-reviewed publications, equivalent creative work, or equivalent teaching-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 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.
  • Continuous Graduate Faculty status does not require tenure, nor do faculty need to be tenure-track.

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 and hired through a nationally competitive search for a faculty position:
    • 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.
  • Faculty with joint appointments may vote in multiple units.
  • For the doctoral endorsement, voting is restricted to Graduate Faculty members within the academic unit who hold that endorsement.
  • 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.

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 supervision.
  • Continued research-based scholarship as demonstrated by peer-reviewed publications, equivalent creative work, or equivalent teaching-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

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 (warn, probation, final probation, drop);
  • 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:
    • 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

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 10th 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 performance: if graduate faculty determine the student did not pass the general exam, the graduate faculty may indicate on the committee signature form that the student is recommended to be dropped from the program.
  • 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