Division of Graduate Studies Policies and Procedures
General Policies and Procedures
Title | Form | Description |
|---|---|---|
No | A summary of the formal graduate student academic grievance process with a link to the official policy. | |
Learn more about the minimum grade requirements for graduate students, as well as information on incomplete grades. | ||
No | Refer to the Division of Graduate Studies section of the UO Catalog for a description of graduate student classifications. | |
No | As required by Oregon law, the University of Oregon has updated the collection of biographical data to include two new questions regarding gender identity and sexual orientation alongside an existing question on legal sex designation. | |
No | Ethical research practice requires that all students conduct their research in an open and honest manner and make every effort to ensure the accuracy of their findings. | |
No | Graduate students are responsible for being aware of and in compliance with all Division of Graduate Studies and university requirements, including but not limited to those related to enrollment and registration, grades, and time limits. | |
Yes | Graduate students may file a petition to waive a graduate academic policy or requirement, such as removing an incomplete or extending the 7-year deadline. Review petition procedures and forms. |
Enrollment and Residency Policies and Procedures
Title | Form | Description |
|---|---|---|
Students may request academic leave for reasons such as a medical condition, family emergency, birth or adoption of a child, to conduct independent research, etc. Review what defines on-leave status and the eligibilities surrounding it. | ||
No | Information about the complete withdrawal process, including GE benefits retention and refund penalties. | |
No | To remain in compliance with the continuous enrollment policy, graduate students must be registered for a minimum of three graduate credits each term starting with the term of admission. | |
No | Information about credit limits for each term and minimum enrollment requirements. | |
No | The Western Interstate Commission for Higher Education coordinates the Western Regional Graduate Program, an exchange program for students from western states and U.S. territories to apply for admission to selected programs and be treated as resident students. | |
Final Term Registration Exceptions for Thesis and Dissertation Students | No | In general, graduate students must be registered for at least 3 credits during their final term with a few exceptions. |
No | Information on how University of Oregon graduate students can enroll in graduate courses at Oregon State University and Portland State University. | |
An undergraduate student who wishes to register for a graduate-level course must request permission by submitting a reservation of graduate credit form with the Division of Graduate Studies. |
Master's Policies and Procedures
Title | Form | Description |
|---|---|---|
No | These are Division of Graduate Studies minimums. Your specific graduate program may have higher or more stringent requirements. | |
Some graduate programs allow master’s students to request a maximum of 15 graduate credits to be transferred. | ||
No | Policies for master’s committees vary from department to department. | |
No | At least 30 credits must be completed at the University of Oregon during at least two terms of study. | |
No | Term-by-term deadlines for master's degree completion | |
No | The thesis and dissertation style and policy manual was created as a guide to help graduate students establish the physical format and appearance of an electronic thesis or dissertation (ETD). | |
No | Graduate students are encouraged to use this template to ensure that they’re in formatting compliance for their thesis submission. | |
No | These instructions will guide graduate students through the ProQuest thesis submission process | |
No | Steps for graduation for thesis and non-thesis master's students. | |
UO's Accelerated Master's Programs (AMPs) allow exceptional undergraduate students in selected majors the opportunity to earn both a bachelor's degree and master's degree in as few as 5 years. |
Didn't find the policy you were looking for? It might be in general Division of Graduate Studies policies and procedures.
Doctoral Policies and Procedures
Title | Form | Description |
|---|---|---|
No | At least 27 graduate credits toward the degree must be completed at the UO. | |
No | Doctoral candidates must complete the equivalent of at least 81 quarter credits of graduate-level work beyond the baccalaureate degree, over the course of at least three calendar years. | |
No | Doctoral students have 7 years from the term of admission in which to complete the doctoral degree. | |
No | Each program sets its own policy regarding acceptance of transfer credits. | |
No | Advancing to candidacy signifies that the student has completed their coursework, as well as other requirements as defined by their graduate program, and is ready to move forward to the dissertation phase. | |
No | Review who is and who isn’t eligible to be a committee member for graduate students. | |
No | Policies regarding who are graduate faculty and who can serve on dissertations. | |
No | A formal public defense must take place at a date set by the committee chair and approved by the Division of Graduate Studies. | |
Oral Defense Attendance Policies (includes remote defense policies) | No | Review policies on remote defenses and committee members' attendance at defenses. |
No | Term-by-term deadlines for doctoral degree completion. | |
No | Steps for graduation for doctoral students. | |
APA Internship Policies for Clinical, Counseling, and School Psychology Doctoral Students | No | Doctoral students who are studying clinical, counseling, and school psychology are required, by the American Psychological Association to complete a 1-year internship before being awarded their doctoral degree. |
Dissertation Formatting Guidelines - UO Style and Policy Manual | No | The thesis and dissertation style and policy manual was created as a guide to help graduate students establish the physical format and appearance of an electronic thesis or dissertation (ETD). |
No | Graduate students are encouraged to use this template to ensure that they’re in formatting compliance for their dissertation submission. | |
No | These instructions will guide graduate students through the ProQuest dissertation submission process. |
Didn't find the policy you were looking for? It might be in general Division of Graduate Studies policies and procedures.
Graduate Employee (GE) Policies and Procedures
General GE Policies and Procedures
Title | Form | Description |
|---|---|---|
Yes | Information for students, academic departments, and GE hiring units when a graduate student needs to take prolonged absence—sick day, short-term absence, longer-term absence, family and medical leave—that may affect their ability to make progress toward the degree and/or carry out their GE duties. | |
No | Information about the complete withdrawal process, including GE benefits retention and refund penalties. | |
No | Graduate students with an underlying physical or mental condition that is interfering with their ability to perform the duties of their position may qualify as an individual with a disability under the Americans with Disabilities Act. | |
No | Non-native speakers of English who accept graduate employee positions (GE) for teaching-related positions must meet certain English language requirements. | |
No | Policies regarding GE workload and hours based on their assigned FTE. | |
Typically, GEs are not assigned to other GE’s who have been appointed as an instructor-of-record. However, there may be some circumstances under which it is appropriate for a GE to be assisted by another GE. | ||
Under certain circumstances, GE’s may be able to assist with a graduate course. Review the specific restrictions for this placement. | ||
No | Graduate students with complaints arising from their employment as graduate employees should follow the grievance procedures specified by their collective bargaining agreement. | |
Yes | Eligibility information and instructions for SEVIS fee and Visa application fee reimbursements for international GEs. | |
Information about the summer tuition waiver benefit. | ||
No | Review information about pay and benefits for Graduate Employee appointments. |
Didn't find the policy you were looking for? It might be in general Division of Graduate Studies policies and procedures.
GE Hiring Policies and Procedures
Title | Form | Description |
|---|---|---|
No | The General Duties and Responsibilities Statement (GDRS) is a document prepared by each hiring unit that outlines the GE hiring, appointment/reappointment, and evaluation procedures that are followed in that unit | |
No | Details on costs associated with employing a GE, including how tuition, fees, insurance and OPE are charged; cross-college hires; tuition support for grant-funded level III GEs | |
No | Information for departments on the GE hiring process. Submit a GE job announcement | |
No | Definitions and qualifications for GE levels I, II, and III | |
No | Guidance from Employee and Labor Relations around Graduate Employee (GE) expectation setting, performance management, and discipline | |
No | Guidelines for maintaining GE performance and evaluation files | |
No | GE separation paperwork must be created when a GE resigns or is terminated. The hiring unit must also contact the Payroll Office | |
No | Information about hiring graduate students as hourly student employees | |
No | Students must submit consent forms to their hiring unit in order for information to be released for employment and reference verifications | |
No | Options for hiring a graduate student in the term before their admission term | |
Requirements and restrictions for hiring a GE over .49 FTE during Summer term | ||
No | Important guidelines specific to Summer GE appointments | |
Word template containing a checklist to aid hiring units' onboarding of GEs | ||
Word template containing an example GE workload allocation form; may be used to specify major tasks assigned to a GE each term and how workload is distributed |
Didn't find the policy you were looking for? It might be in general Division of Graduate Studies policies and procedures.
Specialization Policies and Procedures
Title | Form | Description |
|---|---|---|
Information for students about the requirements for completing a graduate specialization. | ||
Instructions for creating a new graduate specialization. | ||
No | There are several requirements needed for a student to pursue a specialization. Review the requirements needed in order to successfully pursue or administer a specialization. |
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Graduate Certificate Policies and Procedures
Title | Form | Description |
|---|---|---|
Information for students about the requirements for completing a graduate certificate. | ||
No | Information for departments about graduate certificates. |
Didn't find the policy you were looking for? It might be in general Division of Graduate Studies policies and procedures.
Concurrent Graduate Degree Policies and Procedures
Title | Form | Description |
|---|---|---|
For Students: Students pursuing concurrent degrees must follow the appropriate steps before their degree plan is approved. | ||
No | For Faculty and Staff: Students pursuing concurrent degrees must follow the appropriate steps before their degree plan is approved. |
Didn't find the policy you were looking for? It might be in general Division of Graduate Studies policies and procedures.
Faculty/Staff/Department Policies and Procedures
Title | Form | Description |
|---|---|---|
No | The Division of Graduate Studies offers training and also welcome requests for individual or small group trainings, invitations to present to departments, and suggestions for future training topics related to graduate education. | |
No | Faculty members, including officers of administration, who wish to pursue a UO graduate degree must petition to the Vice Provost of the Division of Graduate Studies for approval to hold concurrent faculty/graduate student status | |
Faculty and staff members who want to take graduate courses should refer to the Office of Human Resources for information regarding staff registration benefits. | ||
No | There are four potential stages of review for new or revised graduate programs. The nature of the proposal will determine which stages of review are required. Refer to this policy for guidance. | |
No | Only certain generic courses may be listed as degree requirements for graduate programs. Review the guidance here. | |
No | The DGS is a faculty member who serves a conduit between graduate students, faculty, and the Division of Graduate Studies. This handbook was written with Directors of Graduate Studies (DGS) in mind, but Graduate Coordinators, Department Heads, and graduate students may also find it helpful. | |
Information about the Excellence Award for Directors of Graduate Studies, the Excellence Award for Graduate Coordinators, and the Excellence Award for Outstanding Mentorship in Graduate Studies. | ||
Resident rates may be requested for students on certain training grants and external fellowships. | ||
No | The Graduate Coordinator Handbook provides an overview of Division of Graduate Studies policies and procedures for staff who support graduate programs. | |
No | The Division of Graduate Studies hosts quarterly meetings of departmental graduate coordinators and other staff who support graduate programs to provide information and updates and facilitate discussions about issues relevant to graduate education. | |
The Division of Graduate Studies considers requests for funding for programming, events, and other types of departmental support. |
Didn't find the policy you were looking for? It might be in general policies and procedures or GE Policies and Procedures.