Policies and Procedures

In light of the evolving COVID-19 health situation, the Division of Graduate Studies is temporarily modifying some of our standard policies and procedures - visit this page for details.

Division of Graduate Studies Policies and Procedures

General Policies and Procedures

Title Form Description
Academic Grievance Process No A summary of the formal graduate student academic grievance process with a link to the official policy.
Grades and Incompletes Yes Learn more about the minimum grade requirements for graduate students, as well as information on incomplete grades.
Graduate Classifications No Review the variety of classifications regarding degree seeking and non-degree seeking graduate students.
Graduate Student Involvement in Admissions No Graduate students may be welcomed to introduce input in the admissions process, but graduate students may not vote on any admissions decisions. Review more information on why here.
Legal Sex, Gender, and Sexual Orientation Data Collection 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.
Research Ethics and Compliance 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.
Satisfactory Progress/Academic Standing 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.
Waive a Graduate Academic Policy 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
Continuous Enrollment Policy 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. 
Credit Limits and Full-Time Course Load No Information about credit limits for each term and minimum enrollment requirements.
Enroll in a WRGP/WICHE Regional Graduate Program 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.
Joint-Campus Registration No Information on how University of Oregon graduate students can enroll in graduate courses at Oregon State University and Portland State University.
On-Leave Status Yes Students may request on-leave status 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.
Reservation of Graduate Credit Yes 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
Minimum Degree Requirements No These are Division of Graduate Studies minimums. Your specific graduate program may have higher or more stringent requirements.
Transfer of Graduate Credit Yes Some graduate programs allow master’s students to request a maximum of 15 graduate credits to be transferred.
Master’s Advisory Committee No Policies for master’s committees vary from department to department.
Master's Residency Requirement No At least 30 credits must be completed at the University of Oregon during at least two terms of study.
Degree Completion Deadlines No Term-by-term deadlines for master's degree completion

Thesis Formatting Guidelines

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).
Thesis Prefatory Page Templates No Graduate students are encouraged to use this template to ensure that they’re in formatting compliance for their thesis submission.
Thesis Submission Instructions No These instructions will guide graduate students through the ProQuest thesis submission process
Graduation Checklist No Steps for graduation for thesis and non-thesis master's students.

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Doctoral Policies and Procedures

Title Form Description
Residency Requirements No At least 27 graduate credits toward the degree must be completed at the UO. 
Credit Requirement 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.
7-Year Time Limit No Doctoral students have 7 years from the term of admission in which to complete the doctoral degree.
Transfer of Graduate Credit No Each program sets its own policy regarding acceptance of transfer credits.
Advancement to Candidacy 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.
Dissertation Committee Policy No Review who is and who isn’t eligible to be a committee member for graduate students.
Graduate Faculty Policies and Procedures No Policies regarding who are graduate faculty and who can serve on dissertations.
Oral Defense Procedures 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. 
Degree Completion Deadlines No Term-by-term deadlines for doctoral degree completion.
Graduation Checklist 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 No The thesis and dissertation style and policy manualwas created as a guide to help graduate students establish the physical format and appearance of an electronic thesis or dissertation (ETD).
Dissertation Prefatory Page Templates No Graduate students are encouraged to use this template to ensure that they’re in formatting compliance for their dissertation submission.
Dissertation Submission Instructions No These instructions will guide graduate students through the ProQuest dissertation submission process.

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Graduate Employee (GE) Policies and Procedures

General GE Policies and Procedures

Title Form Description
Complete Withdrawal from the University No Students are both academically and financially responsible for all classes in which they register until they officially withdraw from the university.
Disability Accommodations for GEs 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.
Exceptions to the .49 FTE Limit During Summer Term Yes A department may only hire a GE over .49 FTE under certain conditions during Summer term. Review the requirements and restrictions.
Full-Time Equivalent No Full-time equivalent (FTE) is a unit that indicates the workload of an employee.
GEs Assisting Instructor-of-Record GEs Yes 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.
GEs in Graduate-Level Courses Yes Under certain circumstances, GE’s may be able to assist with a graduate course. Review the specific restrictions for this placement.
Grievances No Graduate students with complaints arising from their employment as graduate employees should follow the grievance procedures specified by their collective bargaining agreement.
English Language Policy for Non-Native English-Speaking GEs No Non-native speakers of English who accept graduate employee positions (GE) for teaching-related positions must meet certain English language requirements. 
Levels of Appointment No Review the definitions for the three levels of GE appointments.
Paid and Unpaid Absences 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.
SEVIS Fee Reimbursement for GEs Yes Eligibility information and instructions for SEVIS fee reimbursements.
Summer Tuition Waiver Yes Information about the summer tuition waiver benefit.

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GE Hiring Policies and Procedures

Title Form Description
Appointment Costs No Details on costs associated with employing a GE.
Cost Charging Guidance No Details on how tuition, fees, insurance and OPE are charged; hiring a GE from a different college; centrally supported administrative GEs; tuition support for grant-funded level III GEs; and the financial implications of hiring a GE from a different college.
Employment Verification and References for GEs No Students must submit consent forms to their hiring unit in order for information to be released for employment and reference verifications.
GDRS Information No The GDRS is a document that outlines the GE hiring, appointment/reappointment, and evaluation procedures that are followed in each hiring unit.
Hiring Documents No There are a number of documents that must be submitted directly to the Payroll Office for those students who are being hired for the first time, for those who are international, and for those who've had a lapse in employment
Hiring Payroll Procedures No Information for students about the GE appointment process.
Hiring Process No Information for departments on the GE hiring process. Submit a GE job announcement
Hiring a GE vs. a Student Hourly Employee No Determine whether the graduate student can be hired as a student hourly employee or must be hired as a GE
Hiring Options for Term Before Admission No Review the options for hiring a graduate student in the term before their admission term. 
Making Changes to a GE Appointment No The steps required to make a change to a GE appointment.
Personnel Files No Review the guidelines for housing GE performance and evaluation files
Preparing an Electronic Payroll Request Form (PRF) No Hiring units must complete and submit an PRF for every GE appointment and reappointment by the established deadline for the term of appointment.
Processing Teaching Awards to GEs No Awards made to GEs in recognition of teaching excellence are to be processed through the payroll system.
Records Retention No The Division of Graduate Studies retains PRFs and appointment contracts for five years in the Division of Graduate Studies and for an additional 70 years in offsite storage by the UO Libraries.
Resignations and Terminations No GE separation paperwork must be created when a GE resigns or is terminated. The hiring unit must also contact the Payroll Office.
Summer GE Hiring Options Yes GEs may be hired into Summer Option A or Summer Option B positions. Option B positions do not offer the tuition/fee benefit to GEs.
Summer Teaching GE Appointments No GEs appointed over summer term have specific hiring restrictions, requirements, and deadlines.

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Specialization Policies and Procedures

Title Form Description
Pursuing a Graduate Specialization Yes Information for students about the requirements for completing a graduate specialization.
Proposing a Graduate Specialization Yes Instructions for creating a new graduate specialization.

Administering a 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
Pursuing a Graduate Certificate Yes Information for students about the requirements for completing a graduate certificate.
Administering a Graduate Certificate Program No Information for departments about graduate certificates.

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Concurrent Graduate Degree Policies and Procedures

Title Form Description
Pursuing Concurrent Degrees Yes For Students: Students pursuing concurrent degrees must follow the appropriate steps before their degree plan is approved.
Administering Concurrent Graduate Degrees No For Faculty and Staff: Students pursuing concurrent degrees must follow the appropriate steps before their degree plan is approved.

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Faculty/Staff/Department Policies and Procedures

Title Form Description
Access and Training 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.
Best Practices in Mentoring No Learning how to be an effective mentor is a skill that anyone can obtain. Review some material from various graduate resources on how to be the best mentor.
Concurrent Faculty-Student Status 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
Course Enrollment for Faculty and Staff Members Yes Faculty and staff members who want to take graduate courses should refer to the Office of Human Resources for information regarding staff registration benefits.

Curriculum Changes

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.
Director of Graduate Studies Handbook 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. 
Excellence Awards Yes 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.
Graduate Fellow Identification and Rate Yes Resident rates may be requested for students on certain training grants and external fellowships.
Graduate Coordinator Handbook No The Graduate Coordinator Handbook provides an overview of Division of Graduate Studies policies and procedures for staff who support graduate programs. 
Graduate Partners Meetings 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. 
Funding Request Yes The Division of Graduate Studies considers requests for funding for programming, events, and other types of departmental support.

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