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How Many Credits Are Required for a Doctorate Degree?

Doctorate degrees are an in-demand credential for people who want to be at the top of their field—whether they’re looking to advance their professional career or teach at the college or university level.

In this blog, we help you better understand the range of credit hours for doctorate programs, who determines the credit requirements, and provide estimates about how hours equate to credit, which will help you understand how long it may take to earn your doctorate degree.

How Many Credit Hours Does it Take to Earn a Doctorate?

The hours needed to earn a doctorate varies widely—from 60 to 120 credit hours. This range large range is impacted by:

• Degree Type: The type of degree you earn—from traditional Ph.D. degrees to professional doctorates—is influential in determining your required credit hours. Most Ph.D. programs require the full 120 hours, while professional doctorates can require as few as 58 hours.
• Area of Study: What you choose to study will greatly impact your required credit hours. Subjects like the hard sciences and humanities may require fewer credit hours than fields like psychology.
• Institutional Requirements: Each university determines its curriculum structure, number of credit hours per class and required credit hours for each program. Even if you’re earning the same degree, some schools will require more or less credits based on how their program is structured.
• Regional and State Requirements: Every university is governed by both regional and state accrediting bodies. These accrediting bodies determine the minimum credit required to earn a doctorate. For example, the State of Ohio requires students earn a minimum of 60 credit hours beyond their bachelor’s degree credits.

To determine how many credit hours will be required for the doctorate degree of your choice you’ll need to research individual programs at institutions.

Earning a doctorate is challenging and rewarding, but do you know what to really expect? Download this free guide for tips and insights to help you prepare for success.  

How are credit hours defined.

A credit hour is defined by the amount of time required—in the classroom setting, as well as outside researching and studying—to complete a course. For most terminal degrees, one course is worth 3 to 4 credit hours. The number of credit hours associated with a course is determined at the university level.

At Franklin University , each credit hour equates to 30 hours worth of work. Most of our major courses are 4 credit hours, meaning it will take 120 hours worth of lessons, research and study during the term to complete the course.

There are 4 fundamental ways you earn credits in a doctoral program:

• Major Courses: Your major courses are fundamental to the subject matter of your degree. They’re focused on providing you with a breadth of experience crucial to success in the industry.
• Electives: Electives or focus area courses give you the opportunity to explore areas of specialization or in-depth study within your chosen degree program.
• Research Core: Your core research courses will teach you how to perform quantitative and secondary research, use common tools and software and prepare you with the writing skills you’ll need to write your dissertation.
• Dissertation Requirements: Your dissertation requirements commonly include a comprehensive exam, research and writing of your dissertation and a dissertation defense.

What Counts As a Previous Credit for a Doctorate Program?

While your required coursework is an obvious way to earn credits toward your doctorate degree, there may be other ways to earn credit depending on your program and institution.

When evaluating doctoral programs, you should look for ways to get credit for your previous education and professional experience.

Credit for Master’s Degrees or Previous Graduate Study

Many programs accept master’s degree credit, or credits completed at the graduate level, toward the total hours needed for a doctorate.

For example, if a doctorate program requires 90 hours of post-baccalaureate credit, up to 30 hours of master’s credit may apply toward the total credits needed to complete a doctorate.

Transfer Credit from Other Institutions

The amount of transfer credit accepted at the doctoral level varies from institution to institution. Programs with liberal transfer credit policies, like Franklin University, may allow you to transfer up to 24 hours of previously earned credit.

Credit for Professional Experience or Credentials

Certain programs will give you credit for credentials, certifications or professional education courses completed outside of a degree program.

One example of this type of credit is for Franklin University’s Ed.D. program. This doctoral program will accept professional education completed for a superintendent’s license as up to 15 hours of credit toward the doctorate.

How Long Will it Take to Earn the Credit Hours Needed to Complete a Doctorate Program?

While the number of credit hours for a doctoral program is set in stone, the length of time to graduation is highly dependent on a number of factors.

Type of Doctorate and Program

A Ph.D. program, on average, takes longer to complete than a professional doctorate. The average Ph.D. takes 8.2 years to complete, while a professional doctorate can be completed in as few as three years. There is also variance between individual areas of study within these degree classifications.

Instruction Method

Whether you attend an online program , an in-person program or a blended program that offers both options, your instruction method can greatly impact time to graduation.

• Online programs offer greater flexibility, which as a full-time student, usually results in a shorter time to graduation.
• In-person programs usually take longer to complete, often due to the additional commitments of teaching and research outside of the individual’s degree requirements.
• Blended programs provide the benefit of both methods of instruction, so time to graduation usually depends on individual availability and preference of instruction methods.

Individual Pace

For students in a professional doctorate program, a full-time student can earn a degree in three years, while students who attend part time are likely to take 4-5 years to complete a degree. However you plan to pursue your doctorate, be aware of the maximum time to completion.

For example, Franklin University’s maximum time to completion for a doctorate program is seven years. It’s unlikely it would take this long to complete your degree unless you take time off during the program.

Professional and Personal Commitments The pace at which you complete a doctorate is a personal choice. Depending on where you are in your career, you may want to continue working as you pursue your doctorate. You also need to consider the amount of time you can commit to your studies based on your personal situation, as well as the financial commitment you’re willing to make.

Whatever path you take, doctorate programs are rigorous and require a passion for your work and dedication to your studies. You must be ready to commit to attending classes (online or in-person), studying, researching and completing your dissertation.

Is Faster Better When it Comes to Earning Your Doctorate?

The number of credits required to complete your doctorate degree, and the amount of time it takes to complete these credits, is only one consideration when choosing a doctoral program. When it comes to the investment of your time, energy and finances, quicker isn’t always better.

You need to consider the quality of the program and if it meets your personal needs and professional goals. For professionals looking to complete their doctorate while working full time, Franklin University offers flexible, online doctorate programs that can help you balance your short and long-term goals.

Explore Franklin University’s doctoral programs to advance your career while accelerating your time to graduation.

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What are Credit Hours? The Building Blocks of Your College Diploma

Credit hours are the form of measurement most universities use to indicate how many credits a course is worth, based on the time you will likely spend on the class each week.

When you enroll in a college degree program, you do so in hopes of opening doors to opportunities as you begin or advance your career. You want to cross that finish line sooner rather than later, but you may not realize what's involved to get you to that point.

College degrees are granted when you’ve earned the number of credit hours an institution has designated for that particular program, based on recommendations from an accrediting organization .

So, What are Credit Hours vs. Credits?

According to the U.S. Department of Education ( ED ), most universities in the U.S. award credit by the semester hour. Within those institutions, most courses are worth 3 credits. In creating a credit hour definition, the ED describes a single semester credit hour as 1 hour per week of class time and 2 hours of student preparation time.

Occasionally, some courses are worth more or fewer credits. For example, a weekly lab accompanying a science course may be worth 1 credit.

Credits by Degree Level

Each degree level requires a specific number of credits to graduate , commonly seen as:

• Associate degree : 60 semester credits, or 20 classes
• Bachelor’s degree : 120 semester credits, or 40 classes
• Master’s degree : The length of a master's degree  varies. It typically is in the range of 30-40 semester credits or as many as 60 semester credits, depending on the program and the institution

It’s important to note that the credits earned for an associate degree could be transferred into a bachelor’s program ; you shouldn’t have to start your 120 credits from the beginning. If you transfer to a college that has instituted a guided pathway for a seamless transition, have a conversation with your admission counselor or academic advisor about your credits.

The university's support team will want to work with you so that most or all of your 60 credits are brought into your bachelor’s program, saving you time and money.

Going to graduate school is different, however. Earning your master’s degree means starting a new program, so you’ll be earning completely different credits than what you completed for your bachelor's work.

How are Credits Distributed Within a Degree Program?

In undergraduate programs, credit hours are oftentimes split into 3 categories: general education requirements , program requirements and free electives.

While general education courses (or “gen eds”) are usually similar across programs within an institution – these include standard English, STEM, humanities and social science classes – the number of free elective credits will differ. This is because program requirements are vastly different across degree programs due to the outcomes they need to meet. More program requirements can mean fewer free electives, and vice versa.

Graduate coursework is different. Because undergraduate work is complete – meaning a student has already attained a well-rounded education – students are able to use this level of education to hone in on a particular interest or career path. All credits in a graduate program are typically just the program requirements.

How Many Credit Hours Do You Need Per Semester?

The number of credit hours you'll need to complete per semester varies by institution, degree level and your personal goals. First, you'll want to consider how much time you can designate to your education and how soon you want to complete your degree. The more time you have and the quicker you want to finish, the more credits you should take per semester or term.

Some institutions that offer courses by semester require you to take 12 or more credits per semester to be considered a full-time student, or, 6-8 if you're going to school part time. Other intuitions operate on shorter schedules. For example, online universities may offer six terms per year. In this case, completing six credits or more credits per term indicates that you're a full-time student, and any less is part time.

Financial aid is another variable. If you're receiving financial aid  to help you cover the cost of tuition, it may be under the expectation that you complete a certain number of credit hours per semester. Be sure to check your award package or ask an advisor to help you understand your situation.

Semester Hour vs. Quarter Hour

Courses may also be worth a different amount of credits if they're based on a quarter-hour calendar, which isn’t as popular as the semester hour calendar in the U.S. While the type of calendar your school operates on doesn’t matter if you stay at the same school throughout your degree program, it's important to understand the implications if you transfer schools.

If you move from a college that uses one calendar to a school that uses another, you wouldn't have the same number of total credits, or the same amount of credits assigned to a course. Colleges use formulas to determine how the credits transfer. Typically, one quarter hour equals 2/3 of a semester hour.

How to Calculate Your Credit Hours

To calculate how many credit hours you have left to complete in your degree, you'll need to compare how many credits are required in your program to the number of credits you've earned. Make sure to account for the specific requirements for your program, too.

You can review your transcripts to see how many credit hours you have earned, but just because you completed a course doesn't necessarily mean you have earned those credits. For instance, most schools have grade requirements that you must meet for a course to be counted.

If you're currently enrolled, your school can confirm how many credits you have earned toward your program, as well as how many credits you have remaining.

Transferring Your Credits

If you're planning on transferring colleges , you'll need to apply to your prospective school and have your transcripts evaluated to see how many credits will be accepted.

You might be surprised to learn how many of your credits can be transferred to some school — even if it's been a while since you earned them. Some schools, such as Southern New Hampshire University (SNHU), offer free credit transfer evaluations that allow you to maximize prior learning and give you the credit you deserve. It's as simple as this at SNHU:

• Complete the free 5-minute online application . There’s no obligation after filling it out.
• Get your transcripts requested – for free . Chat with an admission counselor, and we'll request your transcripts on your behalf.
• Receive your free evaluation . Soon after all your transcripts are in, you'll get your official evaluation. It will show you what was transferred in – and what classes you need to complete.

"My first attempt at college was approximately 30 years ago," said Colleen Russell '20 . "I was shocked that SNHU accepted so many credits."

Still Have Credit Hour Questions?

If you’re still confused about credit hours and what they mean in terms of your education and career goals, talk to your admission counselor or academic advisor. The support service teams at your university can clarify how many credits you’ve already earned, what courses you should register for to earn credits toward your degree requirements and how many credits you have left to earn.

A degree can change your life. Find the SNHU online program  that can best help you meet your goals.

Deidre Ashe '18G is a copywriter in higher education. Connect with her on LinkedIn .

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About southern new hampshire university.

SNHU is a nonprofit, accredited university with a mission to make high-quality education more accessible and affordable for everyone.

Founded in 1932, and online since 1995, we’ve helped countless students reach their goals with flexible, career-focused programs . Our 300-acre campus in Manchester, NH is home to over 3,000 students, and we serve over 135,000 students online. Visit our about SNHU  page to learn more about our mission, accreditations, leadership team, national recognitions and awards.

2024-2025 Academic Bulletin

Doctoral degree requirements, doctoral degree programs, doctor of philosophy, other doctoral degrees, course enrollment load, special enrollment (z-status), right to an advisor, doctoral program committees, doctoral program of study, concurrent and dual enrollment programs of study, transfer credit, transient enrollment privilege, revalidation of out-of-date courses, independent study, professional development course work, reduced tuition course work, admission to doctoral candidacy for doctor of philosophy and other doctoral degrees, residency requirement, foreign language and/or research methods requirement, written and oral comprehensive examination, dissertation, dissertation submission, dissertation defense, application for graduation and degree audit, degree conferral, academic regalia.

The University of South Carolina offers the Doctor of Philosophy (Ph.D.) in many disciplines. The University also offers other doctoral degrees, such as the Doctor of Education, the Doctor of Musical Arts, the Doctor of Nursing Practice, the Doctor of Physical Therapy, and the Doctor of Public Health. Students enrolled in doctoral programs are required to follow the academic policies of The Graduate School. Academic programs may have additional or exceptional requirements.

A complete listing of doctoral degree programs at the University of South Carolina is available:

• Programs A-Z   

The Doctor of Philosophy degree is a research-based degree designed to foster critical inquiry and expand and advance the knowledge of a discipline. Study for a specified time and accumulation of graduate credit hours are not by themselves sufficient to earn the Ph.D. The student must demonstrate scholarly distinction and the ability to advance knowledge through independent research by achieving admission to candidacy and writing a dissertation.

The doctoral degree requires a minimum of 60 graduate credit hours, including 12-30 hours of dissertation preparation (899), beyond the baccalaureate degree or a minimum of 30 graduate hours, including 12-30 hours of dissertation preparation (899), beyond the Master’s degree. Students in doctoral programs defined as post-baccalaureate must have on the Program of Study ( D-POS ) a minimum of 60 hours that are in-date, 30 of which must be unique to the University of South Carolina. Students in doctoral programs defined as post-Master’s must have on the Program of Study ( D-POS ) a minimum of 30 hours in-date and unique to the University of South Carolina. Programs requiring more than 60 hours post-baccalaureate or more than 30 hours post-master’s are restricted by University and departmental transfer policy, but no transfer credit is permitted in satisfying the 30-hour minimum requirement that must be unique to the University of South Carolina. Unless a graduate student successfully completes a master’s thesis, a student may use no more than 30 hours combined of thesis preparation (799) and dissertation preparation (899) on the doctoral program of study. Doctoral degree students must complete at least half of the hours on the Program of Study ( D-POS ) in courses numbered 700 or higher. A dissertation of original research is required for most doctoral programs. A period of residency, a foreign language or research methods proficiency, a comprehensive examination, and a dissertation defense or examination are also required. The specific curriculum for the doctoral degree varies with the discipline and some programs require additional credit hours. Students enrolled in a doctoral program have ten years from the first term of enrollment in which to complete the degree. 

Information about specific requirements in a doctoral degree program is available from the faculty contact person or the graduate director of the respective doctoral program. Contact information for programs is available: https://sc.edu/study/colleges_schools/graduate_school/ .

The general requirements for the Doctor of Philosophy degree apply to all doctoral programs offered by the University, except for adjustment in those requirements as approved by the Graduate Council and the dean of The Graduate School. Information about specific requirements in a doctoral degree program is available from the faculty contact person or the graduate director of the respective doctoral program. Contact information for programs is available: https://sc.edu/study/colleges_schools/graduate_school/ .

A graduate student may enroll for a term load not to exceed 15 graduate hours. Some programs limit their students to a 9 or 12 hour maximum term course load. A student with a term course load of 9 or more hours during a fall or spring term is classified as full-time for academic purposes. The maximum course load in any summer session is 6 hours. A student must be enrolled for at least 1 graduate credit during any semester in which dissertation progress is made and such University resources as the library, computer facilities, or faculty time are used. Students must be enrolled in at least 1 graduate credit during the term of graduation.

Under-Enrollment Exception (Z-status)

The dean of The Graduate School, under certain circumstances, may certify that a student’s full time enrollment is less than the normal requirement of 9 hours for graduate students or 6 hours for students serving as graduate assistants. Students seeking exceptions to minimum enrollment requirements should submit written requests to the dean of The Graduate School with acceptable justification in a memo from the student’s academic advisor or the graduate director of the academic program. International students must also submit the approved Exemption from Full-time Enrollment form from International Programs for Students.

For a student whose need for under-enrollment results from an internship, practicum, or field experience required by the graduate program, a justification indicating the term requested and the nature of the experience should be submitted in a written memo to the dean of The Graduate School by the student’s academic advisor or the program’s graduate director.

Students nearing completion of a doctoral degree requiring a dissertation may be granted special enrollment status and certified as half-time or full-time if the student has completed course work required for the degree except dissertation preparation (899). Eligibility requires verification of three conditions by the student’s academic advisor or program graduate director. The memo requesting Z-status must indicate that:

• all course work on the program of study has been completed except for dissertation preparation (899);
• the student is working on the dissertation full-time, or if applicable, at least half-time; and
• the student is not employed outside their graduate assistantship or, if applicable, employed no more than half-time if not on a graduate assistantship.

A Z-status request for under-enrollment privilege must be term-specific and is limited to two terms. Z-status for under-enrollment privilege may be extended beyond two terms with the approval of and justification from the academic unit and with the approval of the dean of The Graduate School.

Students who request exemption from full-time enrollment for financial aid purposes must submit the Special Academic Enrollment Release form (F 6.2) from the Office of Financial Aid.

Family Leave (Z-status)

A graduate student who is the primary child-care provider is eligible to take a one major term of family leave from graduate study the major term during or following the event for the birth of a child or adoption of a child less than 6 years old. The graduate student taking family leave will receive a one year extension of all academic responsibilities, including time to degree, removal of incomplete grades, and course in-date time. During family leave the graduate student will be on special enrollment (Z-status) status and must have health coverage. The student may waive out of University-sponsored health insurance if covered by other insurance or may elect to continue enrollment in the University-sponsored student health insurance plan. The student is responsible for submitting required waivers and/or for contacting the student health insurance contractor directly to enroll in the health insurance program and for paying premiums by the deadline. Students should be aware that a graduate assistantship position or other financial support may not be available upon return from family leave.

Note: While this policy does not mandate that programs continue financial support during family leave and/or guarantee student support or resumption of an assistantship after returning from family leave, programs are strongly encouraged to do so whenever possible.

Students contemplating family leave must advise their academic unit of the intention to take family leave and begin the family leave planning process at least six (6) weeks before the leave start date. Once planning has been completed at the unit level, a written petition for family leave with required supporting documentation and signatures must be submitted as a single packet to the dean of The Graduate School for approval at least three (3) weeks before the start of the leave. The petition must contain evidence of consultation and planning with the student’s academic advisor(s) and a memo of support from the academic unit signed by the program’s graduate director, a leave timeline, and appropriate documentation. Appropriate documentation for a female student for childbirth includes written certification from the student’s health care provider confirming the pregnancy and anticipated due date or the baby’s birth certificate and for a male student either certification confirming the anticipated due date or the baby’s birth certificate. For adoption of a child less than 6 years old, a written certification of adoption from a certifying individual or agency specifying the date of adoption and the age of the child is the appropriate documentation.

This planning process with the academic unit should also be used to determine if any additional length of time beyond the one year extension of academic responsibilities period will be needed for the student opting for family leave to complete degree requirements. While a one year extension of academic responsibilities will be granted to any student on approved family leave, academic units often have specific timelines for exams, fieldwork, course sequences, etc., which may necessitate extension beyond the one year period. Graduate students with such circumstances may petition The Graduate School for extension of leave time. Academic unit requirements or limitations are a valid justification to petition for the extension. Petitions for extension of time beyond the one year family leave should be supported by the student’s academic unit and will be reviewed by The Graduate School on an individual basis.

Note: Medical complications or other extenuating circumstances are not included in this policy. Such situations are more appropriately covered by the University’s current policies regarding course incompletes and withdrawal and/or leave of absence due to extenuating circumstances.

The family leave policy is also intended to allow an international student to be coded as a “special enrollment” student and not affect current visa status. However, immigration regulations might dictate a different definition of enrollment than that defined as “special enrollment” for this policy. The Office of International Student Services is the authority on campus for interpreting current enrollment regulations for international students, so international students contemplating family leave must consult the Office of International Student Services to address proactively any individual or unique visa issues and/or to consider how the latest applicable regulations would affect eligibility for family leave. International students applying for family leave must discuss the intended leave period with the Office of International Student Services at the beginning of the six (6) week planning period and must include a signed memo from the Office of International Student Services detailing immigration status and any consequences of taking family leave in the written petition packet submitted to the student’s program graduate director for signature and to the dean of The Graduate School for approval.

Once the family leave has been approved, a memo will be placed by The Graduate School in the student’s academic file indicating the leave dates and the extension date for academic responsibilities. It is the student’s responsibility to communicate with their academic unit while on leave. It is also the student’s responsibility to work with faculty and program administrators on arrangements for course completion, achievement of degree requirements, and for continuation of research and/or teaching activities before and following the period of the leave.

Every graduate student admitted to a degree program is entitled to an advisor. The academic program graduate director is the default academic advisor for graduate students until another academic advisor is assigned or an advisory committee is formed. Students are urged to consult with an advisor prior to enrollment. Doctoral students should have an Advisory Committee appointed by the program by the end of the first term of enrollment.

Each of the two committees has an assigned function and must conform to policies of The Graduate School on doctoral committee membership. Membership on doctoral committees, excluding the outside member, is limited to regular and associate members of the graduate faculty and those who hold special term appointments with approval to serve as a regular member of a doctoral committee. Each doctoral committee must have no more than one outside member. The two committees may or may not have the same members.

As defined in The Faculty Manual, regular members of the graduate faculty on the Columbia campus shall include the president; provost; dean of The Graduate School; associate deans of The Graduate School; and chairs of academic departments offering degrees conferred by The Graduate School. Faculty members holding the Ph.D. or other terminal degree in their respective field of study are considered to become regular members of the graduate faculty upon appointment to a tenured or tenure-track position at the University’s Columbia campus.

Non-tenure-track USC faculty members and scholars who hold the Ph.D. or other terminal degree may be appointed to associate membership in the Graduate Faculty. Associate Membership appointments to the Graduate faculty are granted upon nomination by an academic unit to the dean of The Graduate School for a period not to exceed 6 years. Associate membership is appropriate for full-time USC clinical faculty, research faculty and other USC scholars holding an appropriate terminal degree. Associate members may teach graduate courses, direct theses and dissertations and participate in graduate student committees.

Faculty members and scholars not otherwise eligible for regular or associate membership on the graduate faculty may be appointed to term appointments. Term appointments are appropriate for USC faculty in the School of Law and the School of Medicine, emeriti USC professors, clinical and research faculty, faculty members at other institutions (including other campuses of the USC system), and others holding an appropriate terminal degree or other credentials that justify appointment as a regular committee member. Persons with term appointments to the graduate faculty may serve on, but may not chair, doctoral committees.

To continue to serve in the capacity as chair or regular member is a special exception. This request (with a valid academic justification) must have the endorsements of the academic program faculty, chair of the department, graduate director, and academic dean. Once these approvals are affirmed, the petition is presented to the dean of The Graduate School for final approval. Otherwise, a change in the committee composition must be presented to the dean of The Graduate School replacing the now ineligible member.

The outside member may be a regular or associate member of the graduate faculty in another department/program at USC, a faculty member from another institution, or a qualified professional from the private or governmental sectors. The outside member is nominated by the academic unit to the dean of The Graduate School. Approval is based on the nominee’s qualifications provided on a resume or curriculum vitae and relevance to the student’s major field or research as explained in the justification submitted by the graduate director of the program with the nomination. Outside members do not need to have term appointments to serve on the committee.

The Written and Oral Comprehensive Examination Committee administers the oral and written portions of the comprehensive examination.

The Dissertation Committee directs the research and preparation of the student’s dissertation, examines the student on the content of the dissertation, directs the student to complete documents required for graduation, and signs forms required for graduation. Other functions may be defined by the program.

Doctoral Advisory Committee

The Advisory Committee is appointed by the program by the end of the first term of enrollment and should include two or three faculty from the student’s academic program. This purpose of the Advisory Committee is to provide initial advisement of the student, guide academic planning and research efforts, and construct the program of study to file with The Graduate School. The Advisory Committee roster does not need to be submitted to the dean of The Graduate School for approval.

Major points that should be noted with regard to committee membership:

• At least half of the doctoral committee composition must be regular or associate members of The Graduate School faculty.
• The majority of each doctoral committee must be regular, associate, or term graduate faculty members in the student’s area of research.
• The committee must include no fewer than four members, one of whom must be from outside the student’s program.
• The chair of the doctoral committee must be a regular or associate member of the graduate faculty.
• A doctoral committee member whose Graduate School faculty eligibility expires (e.g., emeritus faculty) while a student is still pursuing the degree may continue to serve until the student completes the program or the committee is dissolved.
• To continue to serve in the capacity as chair is a special exception. This request (with a valid academic justification) must have the endorsements of the academic program faculty, chair of the department, graduate director, and academic dean. Once these approvals are affirmed, the petition is presented to the dean of The Graduate School for final approval. Otherwise, a change in the committee composition must be presented to the dean of The Graduate School replacing the now ineligible member.

Every doctoral degree student must file a doctoral program of study ( D-POS ) in The Graduate School for approval by the dean of The Graduate School. A program of study is a list of courses that satisfy degree requirements and is one of the degree audit documents. It allows the student and the advisor to engage in early planning of course work, explore research interests, and discuss requirements for progress toward degree; facilitates subsequent advisement; and protects the student in the event of unexpected curriculum or faculty changes. The doctoral student must file a completed Program of Study ( D-POS ) form within the first 24 months of course work, but earlier if possible. The D-POS must be signed by the chair of the student’s Advisory Committee, the graduate director of the program, and the dean of The Graduate School. If necessary, an approved program of study can be modified with a Request for Program Adjustment form .

All doctoral candidates are required to successfully complete a minimum of 12 hours of dissertation preparation (899), but up to 30 hours of dissertation preparation (899) or 30 hours of a combination of dissertation (899) and thesis (799) preparation are allowed on a doctoral program of study. At least half of the hours on the Doctoral Program of Study (D-POS) must be in courses numbered 700 or higher. 

For dual degree and concurrent degree enrollment, students are required to submit an individual program of study for each degree program. With approval of the program and the dean of the Graduate School, students concurrently enrolled may use no more than 12 credit hours that are common to all programs of study. However, if a student is concurrently enrolled in a master’s and a doctoral program in the same discipline, the number of credit hours applicable from the master’s program toward the doctoral program is limited to 9 hours. Programs may allow fewer than 12 shared hours or the 9 shared hours for the same discipline concurrent enrollment.

Course work not part of a completed certificate program or graduate degree from USC or another institution may be transferred for credit toward a doctoral degree. A limited amount of course work may be transferred from another institution for credit toward a doctoral degree. The exact number of transfer hours varies by program, but may not constitute more than 50 percent of the hours listed on a program of study, not including dissertation preparation (899) or the equivalent.

The transfer course work must be relevant to the program and have course content and a level of instruction equivalent to that offered by the University’s own graduate programs. Approval for acceptance of transfer credit to a student’s program of study must be approved and justified by the student’s academic program and submitted to the dean of the Graduate School for final approval on the Request for Transfer of Academic Credit ( G-RTC ) form. Only credits with grades of B or better (equivalent to 3.0 on a 4.0 grading scale) may be transferred from another institution into a doctoral degree program. Course work transferred for credit toward a doctoral degree must be from an accredited institution and must be no more than ten years old at the time of graduation. 

A USC graduate student in a doctoral program seeking transient enrollment privilege at another institution should complete and submit the Special Enrollment Request (AS-30) form available on the Office of the University Registrar’s Web site to dean of The Graduate School for approval. Before enrolling in graduate courses at another institution, permission to enroll should be obtained from the doctoral student’s advisor and the program graduate director to ensure that the credits from the other institution will be approved for inclusion in the student’s USC program of study.

Students enrolled in a doctoral program at the University of South Carolina may, with permission of the academic program, request revalidation of USC graduate courses over ten years old for inclusion on the doctoral program of study. Each academic unit will determine whether a course is appropriate for revalidation. All instructions for revalidation must be followed and the Permit for Revalidation Examination ( PRE ) form must be completed and submitted to the dean of The Graduate School for approval prior to revalidation. Proof of payment of revalidation fees must be submitted with the Permit for Revalidation Examination form.

Note: Coursework taken at other institutions may not be revalidated.

The purpose of an independent study is to allow the student to pursue an area of academic interest not adequately covered by the regular course structure. Therefore, an independent study course cannot be used to fulfill a core requirement.

Prior to enrolling in an independent study course, a student must complete a graduate Independent Study Contract form ( G-ISC ). The approval of the course instructor, the chair of the student’s doctoral Advisory Committee, and the graduate director of the academic program is required. Students send an approved copy of the G-ISC to the Office of the University Registrar before registering for the course.

Note: Not more than 9 hours of independent study may be used on a doctoral program of study.

Professional development course work is designated on the academic record by a professional development designator. A maximum of 6 hours of professional development graduate course work may be included on a doctoral program of study. The academic program and the dean of The Graduate School must approve the inclusion of professional development graduate course work on a program of study.

Course work taken with reduced tuition (usually a contract course) is designated on the academic record by a reduced tuition designation. A maximum of 6 hours of reduced tuition rate course work may be included on a doctoral program of study. The academic program and the dean of The Graduate School must approve the inclusion of reduced tuition graduate course work on a program of study.

Upon nomination from the doctoral program, the dean of The Graduate School considers students for admission to doctoral candidacy only after:

• the student is fully admitted to the doctoral degree program by the academic unit,
• passes the qualifying examination, and
• submits an approved doctoral program of study to the dean of The Graduate School.

No student is admitted to candidacy by the dean of The Graduate School until after completion of all three conditions and written nomination is received from the academic program. The Graduate School will notify the student and the graduate director of the student’s program when the student has been admitted to candidacy.

Note: Admission to candidacy must be granted at least one full academic year before the awarding of the degree.

The intent of a residency requirement is to ensure that doctoral students benefit from and contribute to the full spectrum of educational and professional opportunities provided by working closely with the graduate faculty and other students of a research university. The membership of the Graduate Faculty of The University of South Carolina subscribe to the position that a residency requirement may be met in a variety of ways, and that these ways may relate to the particulars of different degree programs.

All graduate programs are expected to encourage, design, provide and monitor the means for doctoral students to acquire the knowledge, skills, attitudes and values appropriate to their discipline through mechanisms that extend beyond mere course work. Regular attendance in courses to gain experience with specialized equipment and other scholarly materials and at seminars presented by scholars at The University of South Carolina and other invited guests is a beginning point. Additional experiences may include, but not be limited to, attending and presenting at professional conferences, participation in presentations of scholarly work, assisting with the conceptualization, and development and application for funding of scholarly efforts.

Given the diversity of disciplinary traditions at a major research university, residency requirements may be met in different ways. At The University of South Carolina, residency requirements may be met in one of two ways:

• Option 1. Two consecutive semesters of full-time enrollment. Full time enrollment is defined as enrollment for 6 hours for students serving as graduate assistants and 9 hours for students who are not graduate assistants; consecutive semesters could be fall/spring, spring/summer, summer/fall, or spring/fall. Programs are expected to provide enrichment opportunities beyond course enrollment to help doctoral students understand and meet the intention of the residency requirements.
• Option 2. Program-specific alternative residency plan. Diverse academic traditions and rapidly changing technology are factors that make a single approach to meeting the intention of a residency requirement problematic. Hence, program representatives may propose alternative methods to achieving the residency goals. This proposal would be submitted to the associate dean of The Graduate School for consideration by The Graduate Council.

The student’s advisory committee certifies on the doctoral program of study ( D-POS ) form the term dates and courses or other means by which the student satisfies the residency requirement. In the event that unique circumstances arise, it may be possible for a student to meet the residency requirement through an individualized plan. A proposal for an individual residency plan can be submitted to the associate dean of The Graduate School for consideration and action.

Language and research methods requirements for the doctoral degree vary from program to program. Satisfying the requirement may entail one or more of the following: successful completion of an intensive reading course in a language approved by The Graduate School (e.g., SPAN 615 ), successful completion of a course at the intermediate level of language proficiency within ten years previous of the award of the degree, or a passing grade on a language reading proficiency examination administered by the USC Department of Languages, Literatures, and Cultures (DLLC). Students should contact DLLC for language course and testing information. Programs which directly involve language study may have additional language requirements.

Students have three opportunities to pass the language course or satisfy the reading proficiency examination. The Graduate School must be notified by the graduate director of the student’s academic program of successful completion of the language requirement.

In some programs a student is allowed to substitute competency in computer science, statistics, or another research method or competency for a reading knowledge of a foreign language. The requirement may be satisfied by the appropriate course work or examination. Permission for substitution must be approved by the dean of The Graduate School. As with successful completion of the language requirement, The Graduate School must also be notified of a student’s successful completion of a substitution for the language requirement

With approval of the academic program and the dean of The Graduate School, English may be accepted as a foreign language for students whose native language is not English and such students should submit the Certification of English as a Foreign Language ( G-CIE ) form. In cases where it is relevant to a student’s research, American Sign Language may be used to satisfy the language requirement.

The student should make arrangements to complete the foreign language and/or research methods requirements at the earliest opportunity. Certification of foreign language and/or research methods competency for doctoral students remains valid for ten years, after which it must be revalidated.

Candidates must pass a written and oral comprehensive examination conducted by the student’s academic program under the direction of the Written and Oral Comprehensive Examination Committee. This Committee must be comprised of no fewer than four members, at least one of whom must be from outside the candidate’s major department. Normally, the comprehensive examination is given after the candidate has completed all course work on the program of study except for courses in which the student may be currently registered. The comprehensive examination may not be given less than 60 days before the student receives the degree.

Note: Certification of the comprehensive examination for doctoral students remains valid for five years from the academic term taken, after which it must be revalidated.

Students enrolled in a doctoral degree program are required to submit an approved dissertation to satisfy part of the requirements for the degree. The dissertation is the ultimate requirement of the doctoral program and becomes a permanent record of the student’s independent research or creative effort. The best academic tradition and professional practice require The Graduate School to preserve and share graduate student work with other scholars. To do that successfully means maintaining high standards concerning the form and appearance of the dissertation. The dissertation is based on original research and is completed under the direction of the Dissertation Committee. Dissertation formatting and organization guidelines are available on the website of The Graduate School. No later than five years after passing the comprehensive examination, the student must present a dissertation that has been approved by the student’s Dissertation and Dissertation Defense Committee.

Courses numbered 899 in all departments are restricted to dissertation preparation. All doctoral candidates are required to successfully complete a minimum of 12 hours of dissertation preparation (899), but up to 30 hours of dissertation preparation (899) or 30 hours of a combination of dissertation (899) and thesis (799) preparation are allowed on a doctoral program of study. With permission of the student’s academic advisor and program graduate director, dissertation preparation hours (899) may be taken in any department if pertinent to the student’s research. Any student who uses University facilities or confers with faculty on dissertation work in any semester must be officially enrolled for at least one hour of graduate credit. It is recommended that the one hour of credit be in dissertation preparation (899).

On the student’s academic transcript completion or satisfactory progress in dissertation preparation will be indicated by the grade of T; unsatisfactory progress in dissertation preparation will be indicated by the grade of U. These grades will not be used to calculate the student’s grade point average. Programs may establish policies regarding progress to degree and eligibility for continued enrollment that are more stringent than the policies of The Graduate School.

The dissertation is submitted to The Graduate School through the electronic thesis and dissertation (ETD) submission process. Instructions for submission should be read thoroughly and followed explicitly, including deadlines for format check and final submission. The preliminary dissertation document will need to be submitted electronically to The Graduate School for a format check not later than five weeks before graduation through the ProQuest/UMI ETD portal. The Electronic Thesis and Dissertation coordinator for the academic program will respond with any needed corrections or revisions. At least 20 days prior to graduation, the candidate must submit the final revision of the dissertation through the ETD process. Students will receive notification of receipt of the final dissertation submission from The Graduate School program coordinator.

The dissertation must be reproduced by ProQuest/UMI for archival purposes as per the laws of the State of South Carolina and must be archived by the University library. The dissertation abstract will be published in the dissertation database. Additional information on publication and copyright options is available on the website of The Graduate School. Students using previously published articles as dissertation content must submit a copyright release from the publisher of the articles.

No paper copies of the dissertation are required by The Graduate School. If the academic program requires students to submit a bound copy of the dissertation, the department and student are responsible for obtaining the copy. 

A dissertation must be successfully defended before the Dissertation Committee. The dissertation defense should be no fewer than 30 days before the date of graduation.

Please consult the graduate director of the academic program for departmental, school, or college specific defense requirements, including scheduling procedures. The Graduate School requires that the dissertation defense be publicly announced. 

When the defense has been approved by the Dissertation Committee, the signatures of the committee members must be obtained on the Dissertation Signature and Approval ( G-DSF ) form. The electronic submission of the dissertation will not have title page signatures; this is to prevent theft and unauthorized use of signatures that otherwise might occur. The graduate director of the academic program will also be asked to sign the G-DSF form to affirm that the dissertation follows the style manual endorsed by the program.

In addition, the student must complete the Survey of Earned Doctorates ( SED ) available on the website of the Graduate School. The G-DSF with signatures and the SED must be delivered to the Graduate School, in person, by campus mail, or electronically to [email protected] .

Note: The G-DSF and SED must be received by the final submission deadline in order for the student to be cleared for graduation.

All students enrolled in a doctoral degree program must file the application for degree/graduation available on the website of the Office of the University Registrar with The Graduate School within the first 15 class days of the fall or spring semester in which the degree is to be awarded, or within the first 10 class days of the Summer Session. Although some departments do not require students to provide the academic program with copies of the application for graduation, The Graduate School recommends that students do provide a copy to the academic program to facilitate assessment of degree requirements. Applicants are encouraged to consult with the academic program to confirm that all requirements for graduation have been met.

Applications for graduation submitted after the announced filing deadline will be processed for the following term.

The Graduate School forwards the Application for Graduation form to the Office of the University Registrar to start the degree audit process. In Self Service Carolina, students should view their Graduation Degree Application information to confirm the accuracy of the information submitted and to correct any errors so the diploma is printed correctly. It is also important to check Self Service Carolina to determine if there are any holds that will prevent issue of an official transcript or mailing of the diploma. At the end of the semester, the degree program and The Graduate School both assess for degree audit whether all requirements have been completed, and then forward a recommendation to the Registrar to approve or disapprove award of the degree.

At the time of graduation, the student’s cumulative grade point average (GPA) must be at least 3.00. Additionally, the student’s average on all grades recorded on the program of study for courses numbered 700 or above must be at least 3.00 and all courses listed on the program of study must be at least 3.00

Upon confirmation of a clear degree audit, the degree will be posted by the Office of the University Registrar to the student’s official academic record. The degree award is posted to the student’s transcript within 6 weeks after graduation. Degree candidates may wish to check Self Service Carolina to see if the degree is posted. Diplomas will be mailed to the address recorded on the application for graduation via first class mail to U.S. addresses and via registered airmail to international addresses. Graduates may expect to receive the diploma within three months after graduation. Degrees cannot be awarded retroactively.

Note: To pursue further graduate study after completion of a graduate degree, a student must submit a new application to The Graduate School.

A special doctoral hooding ceremony and commencement is held two times a year for graduating doctoral students. Attendance at graduation ceremonies is optional. Information on commencement exercises is posted to The Graduate School webpage.

Academic regalia worn for the commencement ceremony is sold by the University Bookstore in the Russell House located on Greene Street in Columbia. To place an order for academic regalia to wear for graduation, please telephone the University Bookstore at 803-777-4160 or visit the website at  https://sc.bncollege.com/shop/sc/home .

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How Do You Get a PhD? A Guide to the PhD Timeline

Everyone who considers a doctoral degree knows a Ph.D. is a big commitment. 

Not only will it require all your mental energy, focus, and persistence, but it will also require a significant investment of your time. Your particular area of research, your institution’s policies and procedures, and the standard expectations within your field all play a significant role in how long it takes to earn a PhD. The average PhD length is five or six years, while some students may take eight or nine years.

Regardless of how long a PhD program takes,  there are some common stages of a PhD that all doctoral students share. These major and essential milestones shape the timeline for earning your doctorate . Read on as we take you through each step and explore the typical steps to a doctorate degree.

How Many Credit Hours for a PhD?

The number of hours that you need to complete your doctoral coursework might depend on several factors: do you already have a master’s degree? Will you earn one en route to the doctorate? Or do you even need one? 

Different disciplines and research interests have their own PhD process, but even within your field of study, you may find that institutions have diverse pathways for obtaining that terminal degree. For most, coursework will take anywhere from two to three years to complete.

During this time, students can serve as graduate research or teaching assistants or could even lead their own courses as an instructor. In many degree programs, students develop their potential dissertation topics through their coursework and start to define what their research plans might look like in the next few years.

PhD Qualifying Exam and Comprehensive Exam

Many programs set up academic checkpoints to help keep students on track during their PhD journeys. The timing varies by program, but one of the most common – and possibly most stressful – forms of benchmarking is the PhD comprehensive exam or qualifying exam. Often administered around the end of the student’s coursework, these exams are your chance to demonstrate what you learned in your classes.

Testing is overseen by a committee of faculty from your department. Usually comprised of at least three members, your professors ask questions or assign writing prompts based on your experience in the program thus far. The format is generally a combination of written and oral exams designed to test your expertise in your discipline’s methodologies and significant content areas.

To better prepare yourself, research the number and kind of qualifying benchmarks the program will require in the university catalog before you begin your program. This will allow you and your advisor to effectively plan out the first few years of your degree and give you an idea of how you’ll be evaluated throughout your program.

Dissertation Prospectus and Defense

You may be required to complete and defend a dissertation prospectus before officially becoming a PhD candidate. A prospectus is a document outlining your dissertation plan, which includes an explanation of your research topic, a potential outline of your dissertation, the methodologies you intend to employ, the significance of your research question, and a bibliography including sources that form the foundation of your research.

Your prospectus allows your dissertation advisor to understand the scope of your project. It should be thorough enough that they can provide useful feedback to help shape your research plan. After some revisions, an approved prospectus is the green light to move into the next stage of your PhD.

Advancement to Candidacy

If you have heard the term ABD – “All But Dissertation” – then that means you are in the home stretch of your doctoral program!

Well, sort of…only your dissertation remains!

Dissertation Research and Writing

While you’ve made it through the coursework and qualifying exams, the dissertation is the culminating component of the doctoral degree. At this point, your approved research plan is ready to be set into motion. Depending on your discipline, this could be the stage where you travel extensively to conduct fieldwork, explore archives, or visit labs to collaborate on projects that relate to your dissertation work. For many students, the research phase can take a couple of years, but some may be able to complete it in one.

Writing your dissertation can be one of the most challenging parts of the whole PhD. process. Not only are you condensing years of research into a single cohesive document, but you are also formulating graphs, charts, and other textual references to help clarify your argument. Often, formatting can be a major challenge for many students. 

In this stage, it’s most helpful to seek out resources to help you with the writing process. Many universities have dissertation writing workshops where you can learn best practices, as well as support groups where students meet regularly and help keep each other accountable. Most universities also offer competitive dissertation completion grants, supporting students with additional funding so they focus more of their time and effort on completing this undertaking.

Dissertation Defense

Everyone gets nervous about this major rite of passage. It can be difficult to take criticism over something you have poured your heart and soul into for years. Remember, though, that a good advisor will not let you defend if you’re not ready, and you literally wrote the book on your topic!

The dissertation defense is not intended to tear your work apart but rather is your opportunity to prove your expertise to your dissertation committee. Many defenses are open to observers, so you should attend a few in advance of your own, especially within your department, to get a sense of what it’s like. 

First, you’ll present the main points of your thesis. Then the committee will ask questions so they can clearly understand your arguments. Finally, they’ll send you out of the room while they deliberate and decide if you pass or not. If all goes well, you’ll be addressed as “Doctor” the next time you walk into the room!

Get Started on Your PhD Journey Today

No matter what your particular timeline looks like as you work toward your doctorate, know that the faculty and other students within your program are frequently a huge source of support — which means you won't do this alone! Additionally, every school has resources to assist Ph.D. students, from libraries to writing centers to dedicated student support services. 

If you are excited about beginning your Ph.D. journey, we invite you to request more information or reach out to one of our admissions professionals today. Best of luck as you begin this transformational experience!

learn more about

what it takes to apply to and succeed in a PhD program. Explore our resource — A Guide to Choosing, Applying for, and Thriving in a PhD Program!

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How Long Does It Take to Get a Ph.D. Degree?

Earning a Ph.D. from a U.S. grad school typically requires nearly six years, federal statistics show.

How Long It Takes to Get a Ph.D. Degree

Caiaimage | Tom Merton | Getty Images

A Ph.D. is most appropriate for someone who is a "lifelong learner."

Students who have excelled within a specific academic discipline and who have a strong interest in that field may choose to pursue a Ph.D. degree. However, Ph.D. degree-holders urge prospective students to think carefully about whether they truly want or need a doctoral degree, since Ph.D. programs last for multiple years.

According to the Survey of Earned Doctorates, a census of recent research doctorate recipients who earned their degree from U.S. institutions, the median amount of time it took individuals who received their doctorates in 2017 to complete their program was 5.8 years. However, there are many types of programs that typically take longer than six years to complete, such as humanities and arts doctorates, where the median time for individuals to earn their degree was 7.1 years, according to the survey.

Some Ph.D. candidates begin doctoral programs after they have already obtained master's degrees, which means the time spent in grad school is a combination of the time spent pursuing a master's and the years invested in a doctorate. In order to receive a Ph.D. degree, a student must produce and successfully defend an original academic dissertation, which must be approved by a dissertation committtee. Writing and defending a dissertation is so difficult that many Ph.D. students drop out of their Ph.D. programs having done most of the work necessary for degree without completing the dissertation component. These Ph.D. program dropouts often use the phrase " all but dissertation " or the abbreviation "ABD" on their resumes.

According to a comprehensive study of Ph.D. completion rates published by The Council of Graduate Schools in 2008, only 56.6% of people who begin Ph.D. programs earn Ph.D. degrees.

Ian Curtis, a founding partner with H&C Education, an educational and admissions consulting firm, who is pursuing a Ph.D. degree in French at Yale University , says there are several steps involved in the process of obtaining a Ph.D. Students typically need to fulfill course requirements and pass comprehensive exams, Curtis warns. "Once these obligations have been completed, how long it takes you to write your dissertation depends on who you are, how you work, what field you're in and what other responsibilities you have in life," he wrote in an email. Though some Ph.D. students can write a dissertation in a single year, that is rare, and the dissertation writing process may last for several years, Curtis says.

Curtis adds that the level of support a Ph.D. student receives from an academic advisor or faculty mentor can be a key factor in determining the length of time it takes to complete a Ph.D. program. "Before you decide to enroll at a specific program, you’ll want to meet your future advisor," Curtis advises. "Also, reach out to his or her current and former students to get a sense of what he or she is like to work with."

Curtis also notes that if there is a gap between the amount of time it takes to complete a Ph.D. and the amount of time a student's funding lasts, this can slow down the Ph.D. completion process. "Keep in mind that if you run out of funding at some point during your doctorate, you will need to find paid work, and this will leave you even less time to focus on writing your dissertation," he says. "If one of the programs you’re looking at has a record of significantly longer – or shorter – times to competition, this is good information to take into consideration."

He adds that prospective Ph.D. students who already have master's degrees in the field they intend to focus their Ph.D. on should investigate whether the courses they took in their master's program would count toward the requirements of a Ph.D. program. "You’ll want to discuss your particular situation with your program to see whether this will be possible, and how many credits you are likely to receive as the result of your master’s work," he says.

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Emmanuel C. Nwaodua, who has a Ph.D. degree in geology, says some Ph.D. programs require candidates to publish a paper in a first-rate, peer-reviewed academic journal. "This could extend your stay by a couple of years," he warns.

Pierre Huguet, the CEO and co-founder of H&C Education, says prospective Ph.D. students should be aware that a Ph.D. is designed to prepare a person for a career as a scholar. "Most of the jobs available to Ph.D. students upon graduation are academic in nature and directly related to their fields of study: professor, researcher, etc.," Huguet wrote in an email. "The truth is that more specialization can mean fewer job opportunities. Before starting a Ph.D., students should be sure that they want to pursue a career in academia, or in research. If not, they should make time during the Ph.D. to show recruiters that they’ve traveled beyond their labs and libraries to gain some professional hands-on experience."

Jack Appleman, a business writing instructor, published author and Ph.D. candidate focusing on organizational communication with the University at Albany—SUNY , says Ph.D. programs require a level of commitment and focus that goes beyond what is necessary for a typical corporate job. A program with flexible course requirements that allow a student to customize his or her curriculum based on academic interests and personal obligations is ideal, he says.

Joan Kee, a professor at the University of Michigan with the university's history of art department, says that the length of time required for a Ph.D. varies widely depending on what subject the Ph.D. focuses on. "Ph.D. program length is very discipline and even field-specific; for example, you can and are expected to finish a Ph.D, in economics in under five years, but that would be impossible in art history (or most of the humanities)," she wrote in an email.

Kee adds that humanities Ph.D. programs often require someone to learn a foreign language, and "fields like anthropology and art history require extensive field research." Kee says funding for a humanities Ph.D. program typically only lasts five years, even though it is uncommon for someone to obtain a Ph.D. degree in a humanities field within that time frame. "Because of this, many if not most Ph.D. students must work to make ends meet, thus further prolonging the time of completion," she says.

Jean Marie Carey, who earned her Ph.D. degree in art history and German from the University of Otago in New Zealand, encourages prospective Ph.D. students to check whether their potential Ph.D. program has published a timeline of how long it takes a Ph.D. student to complete their program. She says it is also prudent to speak with Ph.D. graduates of the school and ask about their experience.

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Kristin Redington Bennett, the founder of the Illumii educational consulting firm in North Carolina, encourages Ph.D. hopefuls to think carefully about whether they want to become a scholar. Bennett, who has a Ph.D. in curriculum and assessment and who previously worked as an assistant professor at Wake Forest University , says a Ph.D. is most appropriate for someone who is a "lifelong learner." She says someone contemplating a Ph.D. should ask themselves the following questions "Are you a very curious person... and are you persistent?"

Bennett urges prospective Ph.D. students to visit the campuses of their target graduate programs since a Ph.D. program takes so much time that it is important to find a school that feels comfortable. She adds that aspiring Ph.D. students who prefer a collaborative learning environment should be wary of graduate programs that have a cut-throat and competitive atmosphere, since such students may not thrive in that type of setting.

Alumni of Ph.D. programs note that the process of obtaining a Ph.D. is arduous, regardless of the type of Ph.D. program. "A Ph.D. is a long commitment of your time, energy and financial resources, so it'll be easier on you if you are passionate about research," says Grace Lee, who has a Ph.D. in neuroscience and is the founder and CEO of Mastery Insights, an education and career coaching company, and the host of the Career Revisionist podcast.

"A Ph.D. isn't about rehashing years of knowledge that is already out there, but rather it is about your ability to generate new knowledge. Your intellectual masterpiece (which is your dissertation) takes a lot of time, intellectual creativity and innovation to put together, so you have to be truly passionate about that," Lee says.

Curtis says a prospective Ph.D. student's enthusiasm for academic work, teaching and research are the key criteria they should use to decide whether to obtain a Ph.D. degree. "While the time it takes to complete a doctorate is an understandable concern for many, my personal belief is that time is not the most important factor to consider," he says. "Good Ph.D. programs provide their students with generous stipends, health care and sometimes even subsidized housing."

Erin Skelly, a graduate admissions counselor at the IvyWise admissions consulting firm, says when a Ph.D. students struggles to complete his or her Ph.D. degree, it may have more to do with the student's academic interests or personal circumstances than his or her program.

"The time to complete a Ph.D. can depend on a number of variables, but the specific discipline or school would only account for a year or two's difference," she wrote in an email. "When a student takes significantly longer to complete a Ph.D. (degree), it's usually related to the student's coursework and research – they need to take additional coursework to complete their comprehensive exams; they change the focus of their program or dissertation, requiring extra coursework or research; or their research doesn't yield the results they hoped for, and they need to generate a new theory and conduct more research."

Skelly warns that the average completion time of a Ph.D. program may be misleading in some cases, if the average is skewed based on one or two outliers. She suggests that instead of focusing on the duration of a particular Ph.D. program, prospective students should investigate the program's attritition and graduation rates.

"It is worthwhile to look at the program requirements and the school's proposed timeline for completion, and meet current students to get their input on how realistic these expectations for completion are," Skelly says. "That can give you an honest idea of how long it will really take to complete the program."

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Learn more about our research centers, which focus on critical issues in public health.

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PhD Program Requirements

With extraordinary access to world-renowned experts and scientists, doctoral students at the Mailman School work at the cutting edge of public health science and practice. Collaborating closely with faculty mentors, students develop their capacity to create knowledge in the field and make a vital contribution to improve population health.

Both doctoral programs train candidates to create new knowledge and research and apply them to important public health issues and identify and implement potential solutions. The PhD degree is for individuals interested in creating new and innovative knowledge, with research and/or teaching as their career goal.

Graduation Requirements

The PhD degree is conferred by the Graduate School of Arts and Sciences, as are all PhD degrees at Columbia University. Graduates of the PhD program complete a minimum of 60 credit hours that constitute the combined requirements for the MA and PhD degree. Students entering the PhD degree program with MA degrees from other universities may receive up to 30 credits of advanced standing.

Graduates of the DrPH degree complete a minimum of 30 credit hours beyond the course work for the MPH degree or equivalent professional degree in public health. 

Application for admission

Applications must be submitted online at www.applytexas.org . Application is made through the Toulouse Graduate School. Most doctoral programs require supplemental application materials. Contact the academic program for additional information on supplemental materials and deadlines.

General requirements

The candidate must earn a minimum number of hours of graduate credit beyond the master’s degree or hours beyond the bachelor’s degree as specified by the degree program. These minimum graduate credit hours as developed by the program’s graduate faculty and approved by graduate council will vary by discipline as required to achieve a level of research expertise that is competitive for graduates from the program.

Program quantitative requirements must be regarded as a minimum. The quantity of course work to be completed by each candidate is arranged individually by the supervisory committee, subject to the approval of the graduate school, and may be modified both as to quantity and as to type during the progress of the student’s course work.

Minor field

The candidate for the doctoral degree ordinarily is required to select a minor field. A minor is defined as graduate work completed outside the student’s major. Minor areas of study can only be chosen from academic areas in which the University of North Texas is already authorized to offer a major or where specific Texas Higher Education Coordinating Board approval has been given to offer courses for the purposes of a minor.

When an official minor is required or opted, the candidate’s graduate advisory committee must include a faculty member from that area who will verify accountability in the minor area through comprehensive examinations, dissertation projects or other appropriate means.

For doctoral degrees, the student must complete at least 12 hours in a single area to have the area count as a minor. All hours counted toward a minor must carry graduate credit and must be numbered 5000 or above. No more than one-half of the required hours toward a minor may be transferred from another institution unless an approved graduate school minor articulation agreement is in effect.

Twelve hours of undergraduate credit or appropriate graduate-level work are the usual prerequisite for a minor in any field. ( Exception: In the case of a minor in a foreign language, the student is required to have completed the second term/semester of the sophomore year of study in the intended minor language.) In departments that offer no freshman courses only 6 hours of undergraduate credit are required as prerequisite to a graduate minor in that field.

Minors are not required on certain graduate degrees. Consult subsequent sections of this publication for specific regulations governing the degree sought.

Residence requirement

Every doctoral degree candidate must complete the residence requirement at UNT. The residence requirement in a doctoral program is to ensure the educational immersion of students in a research and learning environment with faculty, peers and staff. This involvement can take place in forms other than those of a student being physically on campus. Programs are allowed to set the residence requirements that best fit their program. Students are expected to consult with their departments regarding specific residence requirements for their degree.

Level of work required

All of the courses required for the doctorate above the level of the master’s degree must be numbered 5000 or above. Hours counted toward earning a master’s degree cannot be counted toward hours necessary to complete the doctorate.

Time limitation

All work to be credited toward the doctoral degree beyond the master’s degree must be completed within a period of 8 years from the date doctoral credit is first earned. Course credit beyond the master’s degree that is more than 10 years old at the time the doctoral program will be completed will not be counted toward the doctorate, unless a request for an extension of time to include those courses is submitted with all necessary department and college support.

Students exceeding the time limit may be required to repeat the comprehensive exam, replace out-of-date credits with up-to-date work, and/or show other evidence of being up-to-date in their major and minor fields. Students anticipating they will exceed the time limit should apply for an extension of time before their  seventh year of study. For information regarding extensions go to tgs.unt.edu/extension.htm . Holding a full-time job is not considered in itself sufficient grounds for granting a time extension.

Time spent in active military service of the United States will not be considered in computing these time limits. However, career members of the armed forces should consult the graduate school concerning credit given to work completed before or during active military service.

Leave of absence

Leave of absence applies to students admitted to the master’s or doctoral degree who wish to discontinue work toward the degree for a specified period of time due to exigent circumstances. If approved, the leave of absence may “stop the clock” on the time limit for the degree for a maximum of three terms (excluding summer). In the case of extenuating circumstances, a second leave of absence may be requested and may be approved by the Associate Dean of the Toulouse Graduate School on the recommendation from the student’s committee, graduate coordinator, department chair, and the college academic associate dean. If the student has begun their dissertation and is under the continuous enrollment requirement, a waiver of continuous enrollment must also be requested and approved by the Toulouse Graduate School. Degree requirements and graduation must be completed within the appropriate time limit for completion of the degree.

Transfer credit

Subject to the approval of the department, program, school or college, a student who holds a bachelor’s degree and who has been admitted to the Toulouse Graduate School at UNT may apply into a doctoral degree. This section applies only to graduate credit not used for a degree. Subsequent sections note use of credit for concurrent and conferred degrees.

Credits earned for graduate study at other universities (both domestic and international) may be applied toward an advanced degree. Typically, semester credit hours associated with graduate courses for which grades of B or better were earned are eligible for transfer. Any additional conditions under which credit transfers may be made are determined by the departments/programs. For courses to count toward a doctoral program at UNT, they must have been taken from an accredited degree-granting institution. 

Advanced study may be accepted and credited toward the doctorate, provided the candidate’s advisory committee and/or department recommends acceptance of transfer credit to the graduate school. Graduate semester credit hours taken as a non-degree seeking or certification-only student may be used toward a degree with approval from the academic department.

In accordance with the rules of the Texas Higher Education Coordinating Board, at least one-third of the semester credit hours required for any graduate degree must be completed in course work at UNT. The graduate program committee is responsible for compliance with program accreditation requirements. For any transfer credit to count toward a doctoral degree, the courses transferred must have been taken within the time limit established by the Toulouse Graduate School.

The number of semester credit hours accepted by transfer from an institution within the UNT System or an accredited university is determined by a student’s department and/or program.

Requirements for the concurrent degree

Subject to the approval of the Dean of the Toulouse Graduate School and the department, division, school or college concerned, a graduate student may be allowed to complete a concurrent doctoral degree with a minimum of 36 additional semester credit hours of approved course work in residence at UNT in accordance with the specifications of an approved degree plan. In most cases, the applicant’s major on the first doctorate will be counted as the minor on the second doctorate, thus the reduction in the minimum require hours to 36.

The maximum number of semester credit hours that are usable from a concurrent master’s degree is 6 hours. A graduate student may be allowed to complete a concurrent doctoral degree with a minimum of 36 additional semester credit hours.

The 36-hour minimum will ordinarily include dissertation credit amounting to 12 hours. Provision of a minimum number of credits to be earned in no way restricts the major department from requiring additional deficiency work and/or additional work on the doctoral program itself.

Transfer credit for conferred semester credit hours

Students in any graduate program may request the use of a limited number of credits from a conferred degree toward the requirements of a second degree. Credits may never be used for three or more degrees; if a student seeks a third degree, it must stand alone. A degree may overlap with only one other degree for the purpose of using credits from a previously conferred degree. This only applies to graduate level credits earned for a graduate level degree.

The maximum number of semester credit hours that are usable from a previously conferred master’s degree is 6 hours.

Students pursuing two overlapping degrees have the option to use credits from a prior degree, where the courses meet specific requirements in a degree such as a minor or specific tool requirement. In all cases the program faculty must review the courses and make a decision about the appropriateness to their program. In terms of the use of conferred degree credits, the maximum number of semester credit hours that are usable from a previously conferred doctoral degree toward the new degree is determined as follows:

• up to 6 semester credit hours in a 30- to 35-hour program,
• up to 9 semester credit hours in a 36- to 59-hour program,
• up to 12 semester credit hours in a program of 60 hours or more.

For any transfer credit to count toward a degree, the courses transferred must have been taken within the time limit established by the Toulouse Graduate School. The number of credits counted from a conferred degree will have to be determined on a program-by-program basis dependent upon the number of credit hours in the program. Departments and programs may limit the counting of previously conferred semester credit hours below the maximum but may not allow counting above the limit. Some programs may not allow counting of previously conferred degree semester credit hours.

For a doctoral student who wants to use their doctoral credits toward a master’s degree in another program, the department/program granting the master’s will decide how many credits may apply toward the master’s degree as long as they are within the limits allowed for as described above. Departments must include documentation for approved transfer courses, stating what course(s) the transfer work is substituting, and the reasons for allowing the substitution.

Graduate academic certificates transfer credit

Subject to the approval of the department, program, school or college, a student who is enrolled in a graduate academic certificate and who has been admitted to the Toulouse Graduate School at UNT may apply to a graduate degree.

Credits from graduate certificates leading to a doctoral degree must have been taken within the time limit established by the Toulouse Graduate School.

At the discretion of the department/program, stackable certificates may be applied towards a doctoral degree. Students are encouraged to apply for and be admitted to a doctoral program as early as possible.

Foreign language or tool-subject requirement

The tool subject is at the discretion of the program and is not a university requirement. Foreign language or tool-subject requirements differ for the various doctoral degrees and majors. Some departments require students to satisfy the foreign language requirement while other departments have established other tool-subjects. Students should consult subsequent sections of this publication or the graduate advisor of the major department or school for the specific requirements of the degree sought.

Foreign language requirements may be satisfied in any one of the following ways or in a manner acceptable to the program:

By passing the Foreign Language Proficiency Examination administered each term/semester and summer session/term by the Department of World Languages, Literatures and Cultures (contact that department for examination requirements). The application, together with information on a prerequisite screening test, must be obtained in the office of the chair of the Department of World Languages, Literatures and Cultures; scheduled dates for taking the examination in the current academic year appear in the online 2023-2024 Academic calendar   .

• By submitting a transcript of undergraduate credit showing completion of at least the sophomore year in a single foreign language, provided the grade point average on all language courses is 2.75 or higher. Language requirements must have been satisfied no earlier than 10 years prior to the date on which the student completes the qualifying examination and is admitted to candidacy for the doctoral degree. If the student’s language proficiency or proficiencies have been demonstrated at an earlier date, they must be validated in a manner acceptable to the program.  
• Students may use their native language (other than English) to satisfy this requirement if their native language is relevant to their degree program and proficiency can be established by the Department of World Languages, Literatures and Cultures or by working with their academic department to obtain evidence of proficiency that is relevant to the discipline. If the academic department establishes proficiency, a letter documenting the process and stating the proficiency should be sent to the graduate school for the student’s file.

Tool subject requirements are designated at the academic program level. Students must check with their program advisor for courses that satisfy the tool subject requirement.

Candidates for graduate degrees to be awarded at the close of any summer session/term must have satisfied the foreign language or tool subject requirements for the degree sought prior to the first class day of the second term of the session. Candidates for graduation at the close of the spring or fall term/semester must have satisfied the foreign language or tool subject requirements prior to the last day for filing dissertation in the graduate school. Consult tgs.unt.edu for deadlines.

Degree plan

A degree plan listing all courses required for the doctoral degree should be completed by the student, approved by the student’s advisory committee and department chair, and submitted to the graduate school at an early point in the student’s progress toward the degree, preferably soon after the first term/semester of doctoral study has been completed.

The major professor and committee members are chosen on the advice of the department or division chair or graduate advisor in the major area. All subsequent requests for degree plan changes must be submitted in writing by the major professor to the graduate school.

Specific graduate degree requirements are stated in the approved degree plan and can be based on either the Graduate Catalog currently in force at the time the student first matriculates or subsequent Graduate Catalog under which the student enrolled.

Courses listed on the degree plan must carry letter grades, with the exception of those courses in which the student is engaged in individual research and is not attending an organized class. These courses, with the approval of the department, may be assigned pass/no pass grades.

The student should review the entire Doctoral Requirements section of the current catalog to prepare the degree plan. The degree plan should also be reviewed by the student in the semester prior to graduation in order to update any changes to the plan with the major professor and the graduate school.

Qualifying examination and admission to candidacy

The student who has completed all courses required for the degree (exclusive of dissertation) and has satisfied all admission, residency, language and other tool-subject requirements should request that the major professor arrange for the qualifying examination to be held. Consult the graduate advisor in the major area for information about the qualifying examination requirement.

Ordinarily no dissertation enrollment is permitted until this examination has been passed. Students are admitted to candidacy for the doctoral degree by the graduate school upon successful completion of the qualifying examination and other requirements. The department should notify the Office of the Dean of the Toulouse Graduate School when a student passes the qualifying examination and is admitted to candidacy.

Dissertation requirement

Continuous enrollment.

A dissertation is required of all candidates for the doctorate. No more than 9–12 semester hours of dissertation credit are applied to the degree program, even though more dissertation hours may be accumulated. The student is required to enroll for dissertation credit in the major department under the course number 6950/6954 and must maintain continuous enrollment in a minimum of 3 semester hours of 6950/6954 during each fall and spring term/semester until the dissertation has been accepted by the graduate school. Maximum enrollment in 6950/6954 is 9 hours in a fall or spring term/semester. Dissertation registration in at least one summer session/term is required if the student is using university facilities and/or faculty time during that summer session/term or to graduate in August. Doctoral students must maintain continuous enrollment subsequent to passing the qualifying examination for admission to candidacy. Grades of PR will be recorded at the end of each term/semester of enrollment with satisfactory progress until the dissertation is filed with and approved by the Toulouse Graduate School.

Students admitted to doctoral study who wish to complete a pass-through master’s degree that requires a thesis must also maintain continuous enrollment in a minimum of 3 semester hours each fall and spring term/semester and in at least one summer session/term if the student is using university facilities or faculty time during that summer session/term. Continuous enrollment is required through the graduating semester.

Failure to maintain continuous enrollment through the semester in which the defended dissertation is filed with the graduate school will either invalidate any previous dissertation credit or will result in the student’s being dismissed from the degree program, unless granted an official leave of absence by the graduate school in advance. Strict adherence to the on-time filing deadlines for graduation is required or additional registration in 6950/6954 may be necessary.

Composition of the dissertation examination committee

A dissertation committee is composed of graduate faculty with the expertise needed to support the research goals of the student. Dissertation committee members serve in a mentoring capacity, offering constructive feedback on research and the written and oral presentation of that research. Within the program’s guidelines and upon collaboration with faculty, a dissertation committee is established that creates a balanced academic experience that exceeds the needs of the student. The University of North Texas and the Toulouse Graduate School rely upon committee members to oversee all aspects of a student’s dissertation/thesis research. The committee is responsible for ensuring that the student complies with all the policies and regulations of their program, college, and the university. The number of members on such committees will normally be three to five, and at least three are required.

In cases in which the academic unit has specified particular departmental or college procedures for dissertation committee members, the student will follow the specified procedures provided they do not conflict with this policy. In cases in which an interdisciplinary program is not housed under a specific discipline, the interdisciplinary program will coordinate the selection of committee members with involved disciplines and the Toulouse Graduate School.

The dissertation chair is the student’s mentor and guide through this process of the demonstration of independent scholarship. Therefore, the chair of the dissertation committee, who must be willing to serve, is selected by the student in consultation with the appropriate graduate faculty, doctoral advisor or department chair in the student’s discipline. The dissertation chair must hold full membership on the graduate faculty. The Graduate Faculty is composed of Full Members and Associate Members. Students should consult the departmental policy for the selection of the remaining committee members.

A person who is not a regular member of the University of North Texas graduate faculty may receive a temporary graduate faculty appointment from the Dean of the Toulouse Graduate School in order to serve on a committee. For these appointments, the dissertation committee chair should submit an associate membership nomination form, a justification for the appointment and a vita of the prospective committee member. Associate members typically cannot chair a thesis or dissertation committee. With the approval of the department, associate members who have a terminal degree may serve as co-chairs of master’s and doctoral committees in partnership with a full member of the graduate faculty. Exceptions may be permitted in limited circumstances for associate members with a terminal degree to serve as chair, at the request of the department and with the approval of the graduate school. The majority of committee members must hold regular UNT faculty status.

For guidance on formatting requirements, see https://tgs.unt.edu/thesis-manual

Openness of theses and dissertations

The University of North Texas, as a member of the Council of Graduate Schools (CGS), endorses the fundamental tenet on openness and access of thesis and dissertation research as stated in the CGS policy manual The Doctor of Philosophy Degree: A Policy Statement (CGS, 2005). In compliance with CGS, it is the policy at the University of North Texas that “an essential aspect of [thesis] and dissertation research and scholarship is the free and full dissemination of research results. Restrictions, either in the conduct of [thesis] and dissertation research or in the sharing of its results, are antithetical to that spirit.” Therefore, research that is classified by a government agency or that is proprietary in nature and restricted, insofar as it must be held to secrecy and cannot be openly evaluated or published, is unsuitable for master’s or doctoral research (CGS, 2005, pp. 29–30).

Faculty advisors of students conducting thesis and dissertation research shall advise their students and abide by the following:

If the faculty director of the thesis or dissertation is covered by a nondisclosure agreement (NDA), if either the faculty director and/or the student know in advance that the information or work planned for use in the thesis or dissertation is under an NDA or other restriction in which the work must be held to secrecy, or if at the time the topic of the thesis or dissertation is set there is any other substantial possibility that the work will lead to a thesis or dissertation that is secret (either in whole or in part), the student will not include this information or work as part of the thesis or dissertation.

If in the process of the student’s thesis or dissertation research the student is developing a patentable work, the Vice President for Research and Innovation must be notified as soon as possible and the utility patent filed so as to allow an open defense and publication of the thesis or dissertation.

In the circumstances in which the dissertation is close to completion or has been completed and a patentable work was unforeseen, the defense examination will be open only to the student’s committee and departmental faculty and the dissertation held from publication until the utility patent has been filed or for no longer than 90 days after the defense examination, whichever is the shorter time period, unless the Vice President for Research and Innovation requests an additional limited period of time for the utility patent.

• Students may place a 6-month, 1-year, 2-year, or 5-year embargo on their electronic thesis or dissertation (ETD).To allow students to receive informed guidance from their faculty advisors, embargo choice must be approved by the major professor at the time the ETD is filed with the Graduate School. An embargo prevents any and all users from viewing or downloading the ETD PDF, for the duration of the selected embargo period; however, the abstract and library catalog entry are available to all users throughout the entire embargo period. Embargo period begins on the 1st day of month following the graduation month, and expires on the last day of the month at the end of the embargo period. Students have the option of adding a period of restricted access at the end of the embargo period, lasting 5 years. Faculty approval is not required for extension requests. During the restricted access period, the ETD is available to the UNT community only (i.e., users with a valid UNT login). Distribution via interlibrary loans is not permitted; however, the abstract and library catalog entry continues to be available to all users. Students will need to notify Toulouse Graduate School (email acceptable) within 30 days prior to the expiration of the embargo, if optional restriction is desired.

[Attributions: Portions of this policy were taken from The Doctor of Philosophy Degree: A Policy Statement (Council of Graduate Schools, 2005) and Openness in Research (Stanford University Research Policy Handbook, Document 2.6, 2001).]

When the dissertation is completed and has received preliminary approval of the advisory committee, the student’s major professor will schedule the final defense and will notify the Toulouse Graduate School of the date and time of the examination. Students should apply for graduation with the graduate school in accordance with the graduate graduation deadlines and at least 10 days prior to the final defense of their dissertation. The dissertation may not be submitted to the dean of the student’s college or the graduate school until this final examination has been passed.

No dissertation credit will be recorded until the dissertation has been approved by the student’s advisory committee, submitted and approved by the Dean of the Toulouse Graduate School. Instructions for submission of the dissertation may be obtained from the graduate school.

Requirements for the second doctorate

Applicants who hold an earned doctorate from an institution with Texas Higher Education Coordinating Board recognized accreditation or an equivalent credential from a foreign institution may be admitted to the Toulouse Graduate School to work toward a second doctorate, subject to the following provisions.

The applicant must meet all requirements governing admission to the Toulouse Graduate School and to the degree program to be pursued.

The applicant must meet all requirements of the program to be pursued as to acceptable test (GRE, GMAT, etc.) scores, admission examinations, auditions, portfolios of work, letters of reference, etc.

The applicant must complete a minimum of 36 semester hours of approved course work in residence at UNT in accordance with the specifications of an approved degree plan. In most cases, the applicant’s major on the first doctorate will be counted as the minor on the second doctorate, thus the reduction in the minimum required hours to 36.

This minimum program will ordinarily include dissertation credit amounting to 12 hours. Provision of a minimum number of credits to be earned in no way restricts the major department from requiring additional deficiency work and/or additional work on the doctoral program itself.

A student must maintain continuous enrollment in a minimum of 3 semester hours of dissertation during each fall and spring term/semester, including the term/semester the dissertation is accepted by the Dean of the Toulouse Graduate School.

Dissertation registration in at least one summer session/term is required if the student is using university facilities and/or faculty time during that summer session/term or to graduate in August.

Doctoral students must maintain continuous enrollment subsequent to passing the qualifying examination for admission to candidacy.

Failure to maintain continuous enrollment through the semester of graduation will either invalidate any previous dissertation credit or will result in the student’s being dropped from the degree program, unless granted an official leave of absence by the graduate school in advance. Strict adherence to the on-time filing deadlines for graduation is required or additional registration in 6950/6954 may be necessary.

Milestones for the doctoral student

College Hour Requirements for a PhD

How Long Does a PhD in Physics Take?

Becoming a doctor of philosophy, or Ph.D., is no easy feat, and it's not for those who have limited time or motivation. Depending on which school a student attends and the chosen discipline, earning a doctorate can be quite time consuming. The credit-hour requirements for a doctoral degree may differ slightly from institution to institution, but in general, they're composed of the same categories of courses. Students must complete field of concentration credit hours, research credit hours and credit hours devoted to the completion of a dissertation.

Total Credit Hours

Schools operate on either the quarter system or the semester system, which require different numbers of total credit hours for a degree. Though there can be some variation, a school may require 96 quarter hours or 64 semester hours to complete a doctoral program. A conversion ratio of two semester hours to three quarter hours can be used to compare the total number of credit hours. For instance, a student who has earned 24 semester hours will have accumulated an equivalent of 36 quarter hours. This conversion process is only relevant if a student transfers credit into a doctoral program -- for example, from a master's degree program.

Credit Hours for Concentration

The doctor of philosophy title represents a degree, but does not reveal the area of concentration. For instance, a student may pursue a doctorate in economics, English literature, history of western civilization or educational leadership. The area of concentration is the chief area of graduate study and usually includes a requirement of about 48 semester hours. Although the requirement of concentration hours varies among institutions, the majority of the doctoral program's credit hours fall into this category. However, unlike the undergraduate core curriculum, virtually all credit hours in the program are at least indirectly related to the student's discipline.

Credit Hours for Research Methods

The vast majority of doctoral programs focus on research and require quantitative and qualitative research methods courses, in addition to courses on research design. Again, the number of hours required varies across institutions, but 24 semester hours of research coursework is typical. Additionally, programs may require practical evidence that students can perform quantitative and qualitative research. This may take place as part of the research courses, in which projects can provide evidence of proficiency, or through the more in-depth work required to complete the dissertation.

Credit Hours for the Dissertation

The culminating and most difficult part of a doctoral program is completing the dissertation. Though the requirement for dissertation credit hours may vary slightly, Mercer University requires 12 quarter hours for the dissertation work, which corresponds to 18 semester hours. During these courses, students conduct the majority of their dissertation-writing. In general, students also spend a portion of the first two or three years in a doctoral program selecting a research topic, determining appropriate research design and beginning the proposal process.

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• University of Illinois: Department of Biosciences, MS and PhD Requirements
• U.S. Geological Survey: Combining Graduate Education & Professional/Specialized Experience For GS-07
• George Washington University: Research-Oriented Doctoral Programs
• FindaPhD.com: PhD study: PhDs: What They Don't Tell You
• New York Times: Exploring Ways to Shorten the Ascent to a Ph.D.

Katherine Bradley began writing in 2006. Her education and leadership articles have been published on Education.com, Montessori Leadership Online and the Georgia Educational Researcher. Bradley completed a Ph.D. in educational leadership from Mercer University in 2009.

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Ph.D. Requirements

The University of Oklahoma History Department prepares the next generation of professional historians—scholars with an understanding of and capacity for historical research, critical analytic and writing skills, and intellectual honesty and rigor. Drawing on the highest standards of our professional discipline, an OU graduate education involves the realization of an individual research agenda; diverse opportunities for professional career development; and active participation in an intellectual community.

ENROLLMENT AND REGISTRATION ADVISING TIME TO DEGREE COURSEWORK FIELDS OF STUDY LANGUAGE REQUIREMENT QUALIFYING EXAMINATIONS DISSERTATION FORMS 

Enrollment and Registration

Specific courses, course numbers, course descriptions, and special offerings will be emailed to the graduate students by the Graduate Program Administrator (Janie Adkins) each semester prior to enrollment for the following semester. For tuition waivers qualifying ts must be enrolled in a minimum of 5 credit hours to qualify unless it is their final semester, and they are defending. Students must enroll in their own courses but require special permission for individual courses through Ms. Adkins. Students must include their OU ID number and the correct course numbers/section numbers for the corresponding course desired. Once they are granted permission, students must enroll in courses as instructed by email.

If a student is a GA enrolling in less than 5 hours your final semester, they must complete A Graduate Assistant Final Semester Declaration online form. This allows qualifying graduate assistants to declare their final semester and enroll in fewer than 5 hours and still be considered full-time for the purpose of maintaining eligibility for a tuition waiver and FICA (Federal Insurance Contributions Act) tax exemption. This helps students avoid paying fees for coursework beyond the hours needed for completion of their degree.

Provisional Advisor

In a student’s first year, a member of the graduate committee will serve as their provisional advisor. The student will consult with the Director of Graduate Studies to determine who should serve in this role. The provisional advisor will advise the student about program requirements, coursework, and research plans and formally evaluate the student’s progress in the program at the end of the spring semester of their first year.  

PhD Advisor

Preferably by the student’s second, but no later than the student’s third semester, the student will consult with the Director of Graduate Studies to determine who the student would like to ask to serve as their PhD advisor. This time period will give the student an opportunity to interact with the department’s professors and consider who best fits their area of study. The advisor must agree to serve as the student’s advisor.

The PhD advisor will guide the student through each stage of the program—including coursework, preliminary dissertation research, qualifying exams, grant and fellowship applications, and dissertation research, writing, and defense. The adviser also helps the student with career planning and applications for jobs, fellowships and research grants. The advisor will meet with the student at least once every semester and will formally evaluate the student’s progress in the program at the end of each spring semester, including an assessment of grades and other developments. The Graduate College requires that the graduate student receive a copy of this evaluation no later than two weeks after the end of the spring semester. The Graduate Administrator will prepare the template and distribute it to advisors by March 1. Other faculty members who teach the student also may prepare evaluations, with copies going to the student, the advisor, and the Graduate Studies Committee.

The advisor will chair of the student’s qualifying exam committee and their dissertation committee and will help the student construct these committees.

Time to Degree

The department of history believes all students with MAs should complete the PhD within five years or less. The Graduate College sets a maximum time limit for students with MAs to pass the qualifying examination within four years of entering the program and sets a maximum of five years for completing the dissertation after passing the general examination.

Course Work

The university requires 90 credit hours of course work for the PhD degree. The 90 hours will include 26–36 credit hours from MA work, up to 31 credit hours of graduate course work (nine of these hours can be outside the department), and 23–33 hours of dissertation research and writing.

PhD students must take at least 27 credit hours (nine credit hours—three courses—in each of their three fields). A minimum of 18 of these credit hours (six courses) must be graduate seminars. Other credit hours can come from additional seminars or from directed readings if seminars offered do not meet a need in one of the fields. Of the six required seminars, a minimum of three (one from each of the three fields listed above) must be taken during the doctoral program. Others may be transferred from the MA degree. (This transfer applies to only the PhD seminar requirement and does not change the total number of credit hours required for the PhD.) Up to nine credit hours (three courses) can be taken outside of the History Department. All students will consult closely with their advisors on which graduate courses to take.

HIST 5001: Navigating the Historical Profession

Every incoming doctoral student must enroll in this course for one credit hour unless they took it as an OU MA student. This course does not count as one of the required seminars or other graduate-level courses.

Research Seminar

All PhD students should take at least one research seminar.

The United States to 1865

Students in this field must take two seminars in pre-1865 U.S. history and one in post-1865.

The United States from 1865

Students in this field must take two seminars in post-1865 U.S. history and one in pre-1865.

Latin America

Latin Americanists should take at least one seminar on the colonial era and two in the republican era (or in general Latin American history if specific time-period ones are not offered during the period the student is here).

Transnational Women’s and Gender History

Students in this field must take Contemporary Feminist Thought (WGS), offered each fall; Introduction to Transnational Women’s and Gender History (HIST), offered regularly during any student’s coursework; and at least one other graduate-level course in this core field offered in the History Department.

Directed Reading Courses

PhD students can enroll in directed readings courses listed as HIST 6050: Research Problems. HIST 6160, 6260, 6360, 6460, and 6560 are PhD Directed Reading Courses with specific titles such as “US Environmental History.” These directed readings courses are graded Satisfactory/Unsatisfactory (S/U). Students should only ask faculty to supervise a directed reading when seminars offered do not meet a need in one of their three fields.

Dissertation Hours

While researching and writing the dissertation, students should enroll in “HIST 6980: Dissertation Hours.” Once the candidate enrolls in dissertation hours, they must be continuously enrolled until they defend their dissertation. If they have previously enrolled in Dissertation Hours, they will not need permission to enroll again.  

Fields of Study

Each student will develop three fields of study: a general field, a specialized field, and a comparative field. Choice of fields and the composition of the advisory committee is subject to the approval of the student's advisor and the graduate studies committee.

General Fields

One of the following fields will normally be selected for the general area requirement in preparation for the general examination: the United States to 1865, the United States since 1865, or Latin America. It is possible to substitute another general area field for United States or Latin American history with the approval of the graduate committee.

Specialized Fields

Students will normally select a specialized field from one of the department’s five “core” areas: the American West, Native American History, Environmental History, either Colonial or Modern Latin American History, or Transnational Women and Gender History.

Comparative Fields

The comparative field must be outside of the primary area of study (general field) and should reflect geographical and/or thematic diversity. US Americanist graduate students, for example, must choose a field that includes regional history outside of the geographical boundaries of the United States (e.g., a European or Asian country), or that includes transnational, cross-boundary connections (i.e. borderlands, Pacific Rim, comparative environmental history, Indigenous peoples, Atlantic History and Culture, settler societies, imperialism, etc.) Creativity in this field is encouraged. Comparative fields must be approved by the Director of Graduate Studies.

Public History Field

Beginning in Fall 2022, students may develop a field in public history as an alternative to the comparative field. The field will consist of three courses. Students completing this field are required to take Readings and Research in Public History.” The field may be completed with other courses, including an approved internship or a course in another department in addition to offerings by the department. Creativity and initiative in this field are encouraged.

Language Requirement

All students must demonstrate reading competency in one language other than English. Students should complete this requirement by the third semester of the Ph.D program; the requirement must be completed one semester prior to the dissertation defense. The student’s choice of language is subject to the approval of the student’s qualifying exams committee. Some advisory committees may require a student demonstrate reading competency in more than one language, depending on the research field. Students may satisfy the language requirement in one of the following ways:

1. Complete 3-semester sequence of MLLL or NAS courses in an approved language with a grade of “B” or better (Arabic, Cherokee, Chinese, Choctaw, Creek, French, German, Hebrew, Italian, Japanese, Kiowa, Portuguese, Russian, Spanish).

2. Complete MLLL course designed for graduate students with a grade of “B” or better (i.e., SPAN 2970 : Spanish for Reading)

3. Pass a language proficiency exam in the approved language administered by History Department faculty (French, German, Hebrew, Italian, Latin, Spanish).

If the student’s desired language is not taught at the University of Oklahoma, the student's advisory committee, with the approval of the graduate committee, will determine the best method for measuring language proficiency.

The language proficiency exam consists of an excerpt from a scholarly article or book section. The student will be given two hours to translate the excerpt into English with the use of a paper dictionary. The student must demonstrate a clear understanding of syntactical structures and a basic knowledge of cultural references in the translated text. If a student does not pass the language exam on the first sitting, a re-examination can be scheduled for the subsequent semester. Language exams may not be taken more than one time per semester.

To schedule a language exam administered by History Department faculty, please contact the Director of Graduate Studies, Dr. Jennifer Davis: [email protected]

Qualifying Examinations

Qualifying Exam Committee

The student and the advisor will select a qualifying committee composed of OU History Department faculty members in each of their three fields of preparation and one member from outside the department, known as a graduate college representative or “outside member.” Usually, the advisor will be the faculty member from the general or specialized field. The student will meet with the members of the qualifying exam committee at the beginning of each academic year to review progress and plan coursework and exam lists. The student may petition to change the committee once it is established, but changes can be made only with the approval of the department’s Director of Graduate Studies. The qualifying exam committee will administer the student's exams under the general guidance of the advisor. An additional fifth external member from another university may be invited to serve on a student’s committee (this member will be known as a “special member”), but the department is not responsible for funding any expenses that may be incurred should the special member be invited to attend the oral exam portion of the student’s qualifying exam. The special member may participate in meetings, the oral exam, and the dissertation defense remotely. A majority of the committee must be members of the OU History Department, as per Graduate College rules.

Timing of Examinations

A full-time student will ordinarily take the qualifying examination in their third year of study, in either October or March, when these exams are given. The student must have successfully completed a seminar or directed readings course with each member of the qualifying exam committee, except the graduate college representative (“outside member”).

The general examination consists of two parts: three written examinations and a two-hour oral examination.

Once the student’s request to take their qualifying examinations has been approved by the Graduate Studies Committee, the Graduate Program Administrator (Ms. Adkins) will schedule the written and oral examinations and ask the qualifying exam committee members to submit questions for the examination.

In the third or fourth semester of the program, the student will craft reading lists with each of their three examiners. These will generally have 50–150 books (or their equivalent) each. We encourage each examiner to look at all three bibliographies to ensure that they complement one another. These lists should ideally be set two semesters before the exam will take place (e.g., for a Fall 2023 exam, the lists should be set by the end of the Fall 2022 semester). The student and the examiner will meet regularly over the course of the semester-and-a-half leading up to the exam to discuss the material and possible questions.

Professional Development Statement

The student will share with the faculty members of their qualifying exam committee a 750-word statement describing their development as a scholar and the development of their dissertation project. The student may share the statement in advance of the oral exam but no later than the final day of classes in the semester in which they take exams. If shared in advance of the oral exam, the committee should add 30 minutes to the oral exam for discussion of the statement. If shared at the end of the semester, the student should send it by email to committee members who should return it with written comments within two weeks. While the student prepares the statement during the semester they take exams, the statement is not part of the exams. Rather the statement should facilitate the student’s progression from coursework and exams to dissertation.

Written Examinations

Qualifying examinations will be given only once a semester, in October during the fall semester and in March during the spring semester, and the three fields must be taken within a three-week period. The Graduate Program Administrator (Ms. Adkins) will provide information on the details of administering the examination.

Students will take three qualifying examinations, one per field. For each exam, the student will have four days to respond to the examiner’s questions with full access to books, notes, and other scholarly resources. Each exam must be at least 4,000 words and no longer than 6,000 words, including footnotes. In consultation with the examiners and Ms. Adkins, students will decide which four days of the week they will take the exams. In all cases, they will receive the questions at 9:00 AM on day one and will turn their answers in by 5:00 PM on day four (e.g., from Monday at 9:00 AM to Thursday at 5:00 PM). The exam will take place over three successive weeks.

The members of the qualifying exam committee grade the student’s examinations. Students are graded Pass with Distinction, Pass, Marginal or Fail. To take the oral examination the student must have a grade of pass in all three fields or a grade of pass in two fields and a marginal in one field on the written portion of the examination. In the latter case, the student does not need to rewrite the field in which a marginal grade was received. If the student receives a marginal grade in two fields, or a grade of failure in any field on the written portion of the examination, the student may not go on to the oral examination. In this case the student will retake the written examination only in those fields graded fail or marginal no later than the following semester. However, if the student receives more than two grades of marginal, or a grade of failure in two or more fields, then the student must retake the written examination in all three fields no later than the following semester. The student has two semesters to complete both the written and oral portions of the general examination. A student may take the general examination only twice. Failing the written portion constitutes an attempt at the examination. If the student, after failing the written portion on the first attempt but passing on the second attempt, should then fail the oral examination, the student will not be permitted to take the oral portion a second time.

Oral Examination

A two-hour oral examination will take place within two weeks after the successful completion of the written examinations. During the oral exam, each examiner will have the opportunity to question the student about the portfolio and the written exams. At the end of the oral exam, the committee asks the student to leave the room and determines whether the student has passed their qualifying exams (written and oral). Decisions on whether the student passes the exam must be unanimous.

Upon passing the qualifying examination, the OU Graduate College admits the student to candidacy for the doctoral degree the student becomes a “doctoral candidate.”

Within two weeks of the completion of the qualifying examination, the student meets with their advisor to discuss their performance on both the written and oral portions of the exam.

The student’s dissertation prospectus meeting must take place in the semester after exams are completed.

Dissertation

The doctoral dissertation is the final and most important component in the academic experiences that culminate in the awarding of the doctoral degree. The dissertation must be a work of original research and scholarship that contributes to existing historical knowledge. It must demonstrate the candidate’s mastery of research methods and tools of their field.

A history dissertation involves an original and compelling topic, outlines one or more research questions that require and facilitate analysis and construction of a historical narrative, and makes an argument or arguments in response to those questions based on extensive research and analysis, drawing on and engaging with the work of historians and scholars in other disciplines. Research questions, arguments, historical and historiographical positioning, sources, methods, and chapters should be outlined in the introduction. The chapters are the building blocks of the story and argument. They narrate the story the introduction previews, drawing on rich and diverse primary and secondary source material. The conclusion should reiterate the dissertation’s primary arguments, framing them in the context of history and analysis presented in the chapters and reaching out to comparative and interdisciplinary discussions.

According to Graduate College regulations, the dissertation must be completed, approved by the adviser and the dissertation committee, and defended in a public examination within five years of the time the student has completed the general examination.

The student prepares a prospectus of the dissertation and presents it to the dissertation committee members for comments and approval no later than four months following the successful completion of qualifying exams. The doctoral candidate’s dissertation committee will meet with the student to review and approve the student's dissertation prospectus and research plan. While the details of a prospectus may differ depending upon the expectations of individual advisers, the graduate committee recommends that the student prepare the prospectus in the form of a grant proposal adaptable to different funding sources. A prospectus generally illustrates the importance of the topic; lays out a primary research question; situates the dissertation topic and approach in the context of relevant scholarship (including a bibliography); identifies potential archives, funding sources, and oral history subjects (as applicable); offers a preliminary chapter outline; and sets out a research plan timeline.

Dissertation Committee

The dissertation committee may, but does not need to, consist of the members of the student’s qualifying exam committee. The dissertation committee is formed as soon as the student passes the general examination. It consists of at least four members, three OU History Department faculty members and one member from outside the department, known as the graduate college representative or the “outside member.” An additional fifth external member from another university may be invited to serve on a student’s committee (this member will be known as a “special member”), but the department is not responsible for funding any expenses that may be incurred should the special member be invited to attend the student’s dissertation defense. The special member may participate in meetings, the oral exam, and the dissertation defense remotely. A majority of the committee must be members of the OU History Department, as per Graduate College rules. Students often ask the members of their Qualifying Exam Committee to serve on their Dissertation Committee, but the composition need not be the same.

Dissertation Defense

When the dissertation is accepted and a degree check indicates that the student has completed all course work with acceptable grades, the student may schedule the final oral examination. This examination is a defense of the dissertation and is open to the public. The candidate may apply for the oral examination after presenting a reading copy of the dissertation, showing preliminary approval of the dissertation director, and showing receipts indicating that all fees have been paid. The final examination must be taken during the semester it is authorized to be given. The student and at least four members of the doctoral committee, including the outside member and dissertation director, must be present to conduct the examination. Any changes in membership of the doctoral committee require the approval of the original committee, the new committee members, the graduate liaison (Director of Graduate Studies), and the graduate dean. Changes must be approved at least thirty days prior to the final examination.

The dissertation committee may accept or reject the dissertation based on these three criteria: i) it is a work of original research and scholarship that contributes to existing historical knowledge. ii) it demonstrates the candidate's mastery of research methods and tools of the special field; and iii) It demonstrates the student's ability to address a significant intellectual problem and arrive at a successful conclusion.

If the committee rejects the dissertation, the student will be given another opportunity to submit an acceptable dissertation to the committee. The dissertation committee may also accept it, pending required changes and corrections.

Open Access

Per Graduate College rules, dissertations produced at the University of Oklahoma will be made available at OU’s Open Access site. Students have the option of deferring (embargoing) publication for three years. If you plan to pursue publication and/or an academic job, you will probably want to exercise the embargo option. Make sure you discuss this option with your dissertation director and/or the Director of Graduate Studies before your dissertation defense. If you wish to embargo your dissertation, please choose that option on the “Request for Authority to Defend” form.  

When Ms. Adkins contacts you to complete these forms or for any reason, it is essential that you respond to her promptly.

These and other important forms may be found at the Graduate College website:

Advisory Conference Report Request for Change in Committee Request for Degree Check Report of Reading Copy Submission Request for Authority to Defend

Please be certain that you are using the most up-to-date form as they change periodically.

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• The Doctoral Degree

Chapter 3: The Doctoral Degree

Admission and General Requirements The Supervisory Committee The Program of Study Courses Grade Requirements Inactive Status and Probation Dismissal and Reinstatement Foreign Language Requirement Preliminary Exam Candidacy Dissertation Final Examination

A. Admission and General Requirements

To gain admission to a doctoral program, the student must be approved for admission both by the graduate faculty of the department or interdepartmental program and by the Graduate School.

A Ph.D. is a research-based degree and is awarded to candidates who have demonstrated unique ability as scholars and researchers as well as proficiency in communication. The degree also certifies that the candidate has displayed familiarity and understanding of the subject matter in the discipline and possesses the ability to make original contributions to knowledge.

The Ph.D. requires at least three years of full-time study beyond the bachelor's degree, equivalent to at least 90 semester hours of course work and research credits. The Ed.D. requires a minimum of 90 hours beyond the baccalaureate, including course work and research credits. Both degrees require a dissertation. Students who hold a master's degree or a professional doctoral degree may request transfer of up to 30 hours of that degree toward either a doctoral degree (See section 3.D.5 and 3.D.6 below). The regulations governing supervisory and examining committees, preliminary and final examinations, and dissertations are the same for both degrees.

A graduate student who is recommended to change from master’s to a doctoral program may count up to 8 hours of thesis research toward the total number of hours required for the doctoral degree if recommended by the supervisory committee.

A Ph.D. is awarded to candidates who have demonstrated unique ability as scholars and researchers as well as proficiency in communication. The degree also certifies that the candidate has displayed familiarity and understanding of the subject matter in the discipline and possesses the ability to make original contributions to knowledge.

B. The Supervisory Committee

Upon admission to a doctoral program, the student confers with the head of the academic program and selects an advisor or major professor pro tem from among the graduate faculty who are certified to direct dissertations and who are willing to assume the responsibility. Upon the recommendation of the head of the academic program, the Dean of the Graduate School then appoints a supervisory committee consisting of the major professor, who chairs the committee, and at least three other members of the graduate faculty**. On doctoral committees having co-major professors, at least one must be certified to direct dissertations. One member of the supervisory committee must be a graduate faculty member from outside the major professor's department. In addition to the members recommended, the Dean of the Graduate School may appoint other members to the supervisory committee from the graduate faculty. All members of a student's supervisory committee participate as peers and have the responsibility for planning the program of study, advising the student, administering the preliminary and final examinations, ensuring that University regulations and program requirements are met, and ensuring that the student's doctoral program is of high quality.

The supervisory committee also is responsible for ensuring that no conflicts of interest exist. Conflicts of interest to be avoided include those that may arise from personal or professional relationships between committee members, committee members and the student, with funding sources, and with any other stakeholders.

C. The Program of Study

Every doctoral student must file with the Graduate School a Program of Study, a formal list of the courses the student intends to take to fulfill the requirements of the degree. The program of study should consist solely of courses directly related to the doctorate. Full-time students must file their programs before the end of their second semester of graduate study, and part-time students must do so upon the completion of 9 credit hours. The student should prepare the program of study in consultation with the supervisory committee, all members of which must indicate their approval by signing the Program of Study form provided by the Graduate School. The head of the academic unit must then endorse the Program of Study and forward it to the Dean of the Graduate School, whose approval must be received within the first two semesters of graduate work. Subsequent changes in the program of study require approval of all members of the supervisory committee, and if changes are made, a Program/Committee Change form should be submitted to the Graduate School before graduation. General guidelines for preparing a program of study posted on the Graduate School website should be followed when preparing a program of study.

Graduate work leading to the doctoral degree demands a high degree of intellectual achievement. It necessarily depends on extensive prior preparation and involves the development of understanding and knowledge at the most advanced levels. Programs of study are therefore expected to reflect in the course selection an intensive specialization extending to the limits of knowledge in one's field. Credits that were earned more than 10 years prior to the date of final examination may not be used to satisfy degree requirements. With the support of their faculty advisor, students may petition the Graduate School to have expired credits examined for possible revalidation.

D.1 Course Levels

Doctoral students should earn a significant majority of their course work credit hours that are required by their programs of study in courses numbered 800 or higher. Although supervisory committees have considerable latitude in providing an appropriate program of study for their students, they are encouraged to follow these guidelines:

a. Of the 24 to 30 hours of course work credit hours beyond the master's degree normally required by the supervisory committee, 15 credit hours should be at the 800-level or above, in addition to doctoral research credit hours (see Chapter 3.A).

b. For course work beyond the master's degree, no more than 6 credit hours of 500-level courses are permitted in a doctoral program. No 500-level course taken in the student's major field of study, e.g., Department, may appear in the program of study.

c. For students who bypass the master's degree, the program of study must include at least 15 credit hours at the 800-level or above, in addition to doctoral research credit hours. No more than 12 credit hours of 500 level courses are permitted in a doctoral program. No 500-level course taken in the student's major field of study, e.g., Department, may appear in the program of study.

D.2 Problems Courses

Not more than 6 hours of problems or other individualized courses should ordinarily appear on the program of study for the doctoral program.

D.3 Short Courses and Workshops

A student enrolled in a short course or workshop during the summer session may also take regularly scheduled courses but must be able to attend all sessions of both. Enrollment in a short course or workshop does not affect enrollment in research or problems. In no case may a student enroll for more than nine credit hours during the summer session.

D.4 S Courses

Departments may choose to offer certain courses or course sections that are primarily intended to teach or provide practice in skills and principles deemed important to a particular profession or discipline but that may not be applied to a doctoral degree program. Such courses or course sections are designated by the letter S.

D.5 Courses Applied Toward Two Degrees

With the exception of accelerated programs (See Chapter 2, Section K), no graduate student may use credit from the same course to meet the requirements for both an undergraduate degree and a graduate degree. A graduate student may earn a master's degree or a doctorate at Kansas State University after receiving the same degree, in the same or another field, at another institution. The degree sought at Kansas State University is subject to the same provisions for transfer of credit as a first degree.

a. For students concurrently enrolled in the DVM program and a Doctoral program, a maximum of 30 graduate credit hours from the College of Veterinary Medicine DVM curriculum may be applied to their Doctoral program of study.

b. For students who have not yet earned a bachelor's degree and are enrolled in the DVM program and a Doctoral program the Doctoral degree shall be awarded concurrently with the DVM.

c. Subject to the recommendation of the supervisory committee, doctoral students with professional doctorate degrees (DVM, MD, etc.) may include a maximum of 30 graduate credit hours from a professional doctorate degree in their 90-hour PhD program. As an earned degree, the transfer credit is not subject to the six-year time limit.

D.6 Transfer of Credit

a. General conditions: Kansas State University accepts toward a doctoral degree graduate credit from another institution only under the following general conditions:

(1) The other institution is accredited by the cognizant regional accrediting association to offer graduate degree programs appropriate to the level of the credit to be transferred;

(2) The credit is fully acceptable to the other institution in satisfaction of its own advanced degree requirements; and

(3) The credit is applicable to the student's program of study for an advanced degree at Kansas State University.

b. Master's degrees: Students who hold a master's degree may request transfer of up to 30 hours of that degree toward a doctoral degree. The number of hours accepted depends on the relevance of the course work to a doctoral degree. Students with a master's degree in an area different from that in which they intend to seek a doctoral degree may expect to transfer far fewer than the maximum 30 hours allowed.

c. Other credit: Students may also request to apply graduate credit earned at other accredited institutions toward a doctorate at Kansas State University under the following limitations:

(1) Students who have not earned a master's degree may ask to transfer up to 10 hours of master's or doctoral-level work taken elsewhere. A graduate program may request additional credit be transferred for students in their doctoral program. Graduate programs granted such an exemption to the normal transfer limit, will present evidence of quality of the students' programs of study during periodic program reviews.

(2) Students who have transferred credit from a master's degree (up to the maximum of 30 hours allowed) may normally ask to apply up to 10 more hours of transfer credit for doctoral level work taken at another accredited institution. These hours must represent credit earned beyond a master's degree, even when the master's program included more than 30 hours. A graduate program may request additional credit be transferred for students in their doctoral program. Graduate programs granted such an exemption to the normal transfer limit will present evidence of quality of the students’ programs of study during periodic program reviews.

If a new faculty member requests the transfer to Kansas State University of one of her/his graduate students from the institution they are both leaving, a minimum of 12 Kansas State University credits must be completed before the student can graduate with a doctoral degree from Kansas State University. The supervisory committee must validate the transfer student’s qualifications in two ways: 1.) verifying compliance with the standards established by the University Research Compliance Office and 2.) reviewing and recommending for transfer to Kansas State University any credits from the student’s previous university that will be applied to the student’s new program of study at Kansas State University.

(3) Courses with the grade of C or lower are not acceptable for transfer unless they already form part of the candidate's master's degree received at another college or university.

(4) Credits that were earned more than six years prior to the semester in which the program of study is approved cannot be transferred except as noted above.

D.7 Research Outside the Program

Research conducted outside an academic program cannot be accepted for credit as part of a program of study.

D.8 Off-Campus Research

Special difficulties arise in guiding graduate students when they are engaged in protracted off-campus research, whether that research is in the field, in the laboratory, or in the library. Therefore, supervisory committees must take adequate steps to ensure appropriate guidance. As a minimal requirement, the student must submit to the supervisory committee a well formulated research plan, including objectives and methodology, and the committee must review and approve the plan before the student departs for the research site and indicate approval on the program of study. In addition, the supervisory committee may require:

a. that the major professor and/or a competent local authority who can reliably guide the student provide continuing on-site supervision.

b. that the student provide the supervisory committee with frequent, periodic estimates of performance and progress. The committee may also require that these be authenticated by a competent local authority.

c. that the major professor carry out local inspections of the student's activities.

Regardless of the location at which the research is conducted, the final oral examination must be given on the Manhattan campus. When unusual circumstances arise in the guidance of off-campus students, supervisory committees should consult with the Dean of the Graduate School.

E. Grade Requirements

E.1 graded work.

Graduate work is graded A, B, C, D, F, credit/no-credit, pass/fail, incomplete, or withdrawn. For graduate credit, the grade in a course must be C or higher. To remain in good standing, a student must maintain a cumulative GPA of 3.0 or higher.

To be awarded a graduate degree, the student (a) must not be on probation (see Section F.2), (b) must have a cumulative GPA of 3.0 or higher on graduate coursework and on coursework on the program of study, (c) must meet all the requirements of the Graduate School, the student's academic program area, and the student's supervisory committee, and (d) must be enrolled during the semester in which the degree requirements are completed.

E.2 Non-Graded Work (pass/fail, credit/no-credit)

At the discretion of the graduate faculty of the department or interdepartmental committee, seminars or colloquia in which letter grading conflicts with objectives may be offered on a credit/no-credit or pass/fail basis. Seminars and colloquia that are to be so offered must be listed with the Dean of the Graduate School.

All courses in the program of study, except dissertation research and seminars or colloquia that have been approved for credit/no-credit or pass/fail, must be taken for letter grades. Research for doctoral dissertations is graded credit/no-credit exclusively. Incompletes for research credit hours awarded while research is in progress are not subject to the incomplete policy for course work.

No more than 6 hours of credit/no-credit or pass/fail course work may appear on the program of study for a doctoral degree.

Apart from the program of study, courses may be taken credit/no-credit or pass/fail with the approval of the major professor and of the professor offering the course. These courses do not apply toward a degree.

E.3 Incomplete Policy

The grade of Incomplete (I) is given in regular courses (except for dissertations and directed research courses) upon request of the student for personal emergencies that are verifiable. The faculty member has the responsibility to provide written notification to the student of the work required to remove the incomplete. The student has the responsibility to take the initiative in completing the work and is expected to make up the I during the next semester (Fall or Spring) after receiving the grade (except for dissertations and directed research courses). If the student does not make up the I during the next semester after receiving it, a grade may be given by the faculty member without further consultation with the student.

If after the end of the next semester the I remains on the record, it will be designated as F (previously IX) for record keeping and will be computed in the student's GPA, weighted at 0 points per credit. A grade of NR will be treated in a like manner.

E.4 Retake Policy

If the student received less than 3.0 in a course, the student may retake the course with approval of the major professor and the supervisory committee. If the course is retaken by the direction of the major professor and the supervisory committee, the original grade is noted as retaken and removed from the grade point average. The retake grade will always be used in computing the grade point average regardless of whether it is higher or lower than the original grade. A student may retake a course with subsequent removal of the prior grade only once for each course and for a total of two courses in the program of study. An approved program of study must be on file in the Graduate School at the time the retake request is submitted. Retake requests must be made prior to enrolling in the course.

F. Inactive Status and Probation

F.1 inactive status.

After consultation with the student's department, a student not yet admitted to candidacy will be placed in inactive status under the following circumstances:

a. He or she is not enrolled for two consecutive years, and

b. He or she is in good academic standing.

Once in inactive status a student must reapply to (and be accepted into) a graduate program before being considered for re-entry by the Graduate School. In order to be allowed to resume graduate studies, the student must meet all requirements for entry in force at the time of the new application. Inactive students who seek to regain active status will not, however, be required to recreate materials submitted with their original applications and held in their files by the Graduate School.

If allowed to regain active status, the formerly inactive student will be subject to all requirements in force in his or her graduate program and in the Graduate School at the time the student returns to active status.

F.2 Probation

Students may be placed on probation as a condition of their admission to graduate programs, if warranted by their academic record (Chapter 1.C).

In addition, students who fail to make satisfactory progress in their graduate programs will be placed on probation. Either of the following conditions will warrant probation:

a. A grade point average lower than 3.0,

b. The recommendation of the major professor or student's committee that the student's progress is unsatisfactory.

F.3 Removal from Probation

Students on probation as a condition of admission will acquire good standing if they achieve a cumulative GPA of 3.0 in the first 9 credit hours of graduate level course work.

Students placed on probation for deficient grades will be restored to good standing if they achieve a cumulative GPA of at least 3.0. This must be achieved within 2 semesters for full-time students and within 12 credit hours for part-time students.

Students placed on probation after recommendation by the major professor or supervisory committee may be restored to good standing only following the notification by the major professor and supervisory committee that the students are making satisfactory progress.

G. Dismissal and Reinstatement

G.1 dismissal.

A graduate student will be denied continued enrollment at Kansas State University for any of the following reasons:

a. Failure of a student admitted on probation to achieve a minimum cumulative GPA of 3.0 in the first 9 credit hours of graduate level coursework, or failure of a student to meet other conditions specified in the admission letter.

b. Failure of a student placed on probation for deficient grades to achieve a cumulative GPA of at least 3.0 within 2 semesters for full-time students and within 12 credit hours for part-time students (see F.3).

c. Failure to meet published departmental or University requirements.

d. Failure to maintain satisfactory progress toward a graduate degree.

e. Failure in the preliminary examination (see Chapter 3.K) or the final examination (see Chapter 3.N).

f. Failure to acquire mastery of the methodology and content in a field sufficient to complete a successful thesis or dissertation.

g. Qualifying for placement on probation a second time, except when the first period of probation is a condition of admission (Chapter 1.C) or when the second period is a condition of reinstatement (section G.2).

h. A recommendation for suspension or expulsion by the Honor Council.

G.2 Reinstatement

A student who has been denied continued enrollment may petition for reinstatement to the same program or for admission to a different one. The procedures for reinstatement are described in Appendix C Graduate Student Reinstatement Procedure.

Students whose petitions are granted are readmitted on probation as a condition of readmission. In such cases, the Readmission Committee usually stipulates enrollment in a specific number of hours or courses, as well as other conditions for probation. To regain regular status, the student who has been reinstated must satisfy conditions described in F.3 for removal from probation.

H. Foreign Language Requirement

Any foreign language requirement in a doctoral program is determined by the graduate faculty in that program and they shall establish their own standards. The specific foreign languages for a doctoral candidate are determined by the supervisory committee. In all cases where a language is required, it is understood that foreign language refers to languages other than English and that the languages required have a significant body of literature relevant to the field.

Doctoral students must meet any foreign language requirements at least seven months prior to the final examination.

I. Preliminary Examination

A student must be in good academic standing to take a preliminary examination. The required written preliminary examination may be supplemented by an oral examination as prescribed by the supervisory committee. These are designed to test the student's breadth and depth of knowledge in the proposed field of specialization, as well as the student's ability to explore problems on the boundaries of knowledge. Satisfactory performance in the examination is an indication that the student is prepared to perform independent work toward the doctoral degree and results in the student being classified as a doctoral candidate upon affirmative recommendation by the supervisory committee. The examination may be scheduled after the program of study is filed and at a time deemed appropriate by the supervisory committee. The preliminary examination must be completed at least 7 months before the final oral examination.

Once the supervisory committee and the student decide when the examination is to be taken, the student should notify the Graduate School one month before the scheduled date. A ballot is sent to the major professor by the Graduate School. Copies of the examination are filed with the academic unit and made available on request to any graduate faculty member for a period of two years from the date of examination. Students must enroll in at least one credit hour during any and all semesters in which they are actively engaged in the preliminary examination process.

The results of the preliminary examination are indicated on the ballot by the signatures of those members of the departmental or program examining committee responsible for administration and grading of the examination. The format of the examination and the structure of the examining committee may differ among doctoral programs, and in some programs, the examining committee will differ from the supervisory committee. Within one week following the completion and determination of the results of the preliminary examination, including those of any oral portion, the supervisory committee must sign the ballot indicating that the preliminary examination has been completed and recommending approval or disapproval of the student's admission to candidacy for the doctoral degree. The student is considered to have passed the examination and to be recommended to candidacy if at least three fourths of the supervisory committee voted to approve candidacy.

In case of failure of the first preliminary examination, the supervisory committee may approve a second examination with no more than one dissenting vote. A second examination can be taken no sooner than three months following the initial failure. Once the supervisory committee and the student decide when the second examination is to be taken, the student should notify the Graduate School one month before the scheduled date. The composition of the supervisory committee shall not be changed before a final decision is reached on admission to candidacy. A second failure constitutes denial of admission to candidacy for the doctoral degree in the field of study of the graduate program. As with the first examination, the signed ballot must be returned to the Graduate School within one week of the determination of the results of the examination.

J. Candidacy

A full-time doctoral student should normally complete the preliminary examination within three years of entry into the doctoral program, and, upon satisfactory completion of the examination, the student is automatically advanced to candidacy for the degree.

The period of candidacy may last up to five years from the end of the semester in which the preliminary examination was passed. If a student fails to complete both the dissertation and final oral examination within this period, the student will be dropped from candidacy. Any student whose candidacy has thus lapsed may regain the status of a doctoral candidate by successfully retaking the preliminary examination.

Loss of candidacy occurs if a student fails to maintain continuous enrollment in at least one credit hour from the completion of the preliminary examination until the Graduate School accepts the dissertation.

J.1 Continuous Enrollment

A student working for a doctorate must be enrolled at Kansas State University during the semester in which the preliminary examination is taken and in each subsequent semester until the degree requirements are met and the dissertation is accepted by the Graduate School. Failure to enroll will result in loss of candidacy. To regain candidacy, the student must successfully petition the Readmission Committee of the Graduate School. Although doctoral candidates may make arrangements to enroll by mail, they should request permission to do so by writing to the Graduate School prior to the enrollment period.

J.2. Leave of Absence

If it is necessary to interrupt progress toward the degree after the preliminary examination has been passed, the student or major professor may petition for a leave of absence of up to 1 year. The petition must be submitted at least 1 month before the effective date of leave. Approval must be granted by the major professor, the department head or chairperson of an interdepartmental program, and the Dean of the Graduate School. The Dean will establish the conditions of the leave. An extension of a leave of absence beyond one year may be granted by the Dean of the Graduate School upon recommendation of the student's supervisory committee.

K. Dissertation

A dissertation is required of all candidates for the award of a doctoral degree. Its purpose is to demonstrate the candidate's ability to conduct significant original research of a type appropriate to the academic discipline, to analyze the information obtained from the research, and to present the results in a form acceptable to the supervisory committee. A dissertation must be written in a form appropriate to the discipline. General guidelines about the format of a dissertation appear in Appendix B.

See Appendix R of the Kansas State University Handbook ( http://www.k-state.edu/academicpersonnel/fhbook/fhxs-1.html ) for a full description of University policies and associated institutional procedures for intellectual property.

The candidate must provide a copy of the dissertation to each member of the final examining committee (see below) at least ten working days before the final examination. Following a successful final examination and approval of the final form of the dissertation by the examining committee, the candidate shall submit an electronic dissertation to the Dean of the Graduate School by the required deadlines associated with the commencement at which the degree is to be conferred.

L. Final Examination

The supervisory committee takes on the role of the examining committee for the final examination. The major professor or a co-major professor, as the representative of the Graduate School, is responsible for conducting the final examination in an orderly manner, evaluating it as a test of the candidate's expertise, submitting the final examination ballot, and making other reports as appropriate or required. The major professor or a co-major professor is responsible for returning the signed ballot and evaluation form to the Graduate School immediately after the oral examination.

At least 3/4 of the supervisory committee must sign the ETDR ballot before the ETDR ballot can be processed and the dissertation can be submitted to K-REX and ProQuest.

The major professor is responsible for submitting the ETDR ballot to the Graduate School. By submitting the signed ETDR ballot, the major professor indicates that they have reviewed and approved the final PDF file for electronic submission.

The responsibilities of the examining committee are:

1. A copy of the dissertation that has been approved by the major professor or co-major professors is presented to each member of the supervisory committee at least 10 working days prior to the oral examination. At least 3/4 of the examining committee must agree that it is in acceptable form before the final examination may be scheduled. All members must sign their approval or disapproval. By signing, a faculty member indicates only that the form of the dissertation is acceptable for review and that a final examination may be scheduled. Signing does not imply that the content of the dissertation is satisfactory.

2. If during the 10 working days prior to the scheduled defense, one or more committee members have significant concerns regarding the content or quality of the dissertation, the faculty should consult with the major professor or co-major professors. The major professor should confer with the other members of the supervisory committee and determine whether the orals should be held as scheduled or delayed. The supervisory committee should meet during the scheduled time to provide specific feedback to the candidate regarding the necessary changes. The ballot must be returned to the Graduate School. Once the student has addressed the concerns and made the necessary changes in the dissertation, the orals can be rescheduled. The candidate will provide the supervisory committee with a copy of the dissertation and obtain their signatures on an Approval to Schedule Final Examination form. This form must be submitted to the Graduate School 10 working days prior to the scheduled oral examination.

3. After the dissertation is deemed in an acceptable form, an oral examination at which the candidate presents and defends the dissertation is scheduled. All members of the examining committee (or substitutes appointed by the Dean of the Graduate School) are expected to be present throughout the examination. At least 3/4 of the examining committee including substitutes appointed by the Dean of the Graduate School must approve the candidate's performance before they are deemed to have passed. A refusal to vote by any member of the examining committee shall be recorded as a negative vote. With the permission of at least 3/4 of the committee, a failed oral examination may be retaken but no sooner than three months from the date of the failure.

Normally the oral examination will be open to the public. All or part of the exam may be closed at the request of the major professor with only the committee, candidate and others approved by the major professor, attending the exam. Such a request with a justification for the examination not to be open, such as presentation of data on a pending patent or confidential materials based on existing contract, must be received by the Graduate School before the exam is scheduled and must be approved by the Dean of the Graduate School.

The final oral examination may be taken when the student has completed the program of study and satisfied all other program requirements. All Final examinations must be given on the Manhattan campus and scheduled at least two weeks in advance with the exception of doctoral students completing their degrees via distance or hybrid delivery. Preference is for the doctoral students completing online doctoral programs to complete their final examination on the Manhattan campus. However, arrangements can be made for the doctoral student and the supervisory committee to conduct the defense via video conference. The student must work with the major professor and graduate program director to arrange a physical location for the on-campus faculty members and the public to view the video dissertation presentation. Separate video conference meetings should be scheduled for the open defense and supervisory committee deliberations. The major professor or co-major professors and on-campus faculty members should participate in the same location. The major professor or a co-major professor will be responsible for obtaining signatures on the ballot from all committee members. Committee members should sign the ballot and return the scanned copy to the major professor or a co-major professor or provide their vote via email. The original ballot with committee members’ signatures and the scanned ballots or email message should be delivered to the Graduate School.

When the dissertation has been approved, the oral final examination has been passed, the final examination ballot has been submitted to the Graduate School, the ETDR ballot has been submitted to the Graduate School, the dissertation has been submitted to K-REX and ProQuest, and all other requirements have been met, the candidate is recommended by the Dean of the Graduate School to the Faculty Senate for approval to award the degree.

** Special restrictions apply to visiting, part-time, adjunct, or emeritus faculty and to graduate faculty associates. See Chapter 5, Section D.

• Updated: 8/1/23

Academic Catalog 2023-2024

Course credit guidelines, note about homework and student preparation for class, credit assignment process, defined instructional methods, full-time and half-time experiences, guidelines for assigning credit to courses.

The primary standard for establishing course credit at Northeastern University is the semester/quarter hour, or Carnegie Unit, the standard used by the federal government. One hour of credit is awarded for a lecture/seminar class meeting 50 minutes each week during a 15-week semester or 12-week quarter and also requiring a minimum of two hours of outside preparation each week by the student. An hour of contact time in the rest of the document is based on this 50-minute session.

• 2 semester/quarter hours (100 minutes per week of instruction plus 4–6 hours homework, or equivalent)
• 3 semester/quarter hours (150 minutes per week of instruction plus 6–9 hours homework, or equivalent)
• 4 semester/quarter hours (200 minutes per week of instruction plus 8–12 hours homework, or equivalent)

The Office of the University Registrar maintains the official record for all courses. In the event of error in any publication, the academic record will reflect the correct semester/quarter hours applicable to any degree requirement.

On occasion, course titles change, while the course number remains the same. Despite such title changes, the course is still considered to be the same course. Students who have taken the course under the old title and then take the course again under the new title are considered to have repeated the course.

The credit hour assumes a set proportion of two hours of student preparation or homework for every hour spent in class. Northeastern wishes to emphasize that the federal government has established this as the minimum amount of work expected, and assigning more work does not in itself justify an increase in the credit value of the course. We also wish to note that there is great variation in the amount of time each student will need to devote to each course or to a specific form of study (e.g., reading, writing, completing problem sets), and, therefore, it is not possible to enforce any exact accounting of student work outside of class.

Northeastern uses the Carnegie Unit to determine class meeting time requirements. The actual amount of academic work that goes into a single credit hour is calculated as follows:

• One lecture (taught) or seminar (discussion) credit hour represents one hour per week (50 minutes) of scheduled class/seminar time and two hours of student preparation time. 
• One laboratory or studio credit hour represents one hour per week of lecture or discussion time plus one to two hours per week of scheduled supervised or independent work, or a total of three hours in the lab or studio. 
• Traditional: meets fully on ground in a physical location with instructor present
• Hybrid: meets majority on ground in a physical location with instructor present with some online instructional component
• Live cast: meets fully on ground in a physical location with the instructor in a different location teaching synchronously and supported by an instructional assistant in the physical location
• Online: meets fully online

Academic experiences integral to curriculum and requiring registration (but not credit bearing) have the following required hours of participation:

• Full-time experiences: 32–40 hours per week in a semester for a minimum of 11 weeks or 55 days, or in a quarter for 9 weeks or 45 days
• Half-time experiences: 16–31.99 hours per week in a semester for a minimum of 11 weeks or 55 days, or in a quarter for 9 weeks or 45 days (to achieve full-time status, graduate students must take 3 or more academic credits and undergraduate students must take 4 or more academic credits)
• Summer 1 or Summer 2 semester: minimum of 5 weeks or 25 workdays
• Summer quarter: 6 weeks or 30 workdays

International students must confer with the Office of Global Services to determine CPT requirements as appropriate.

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Graduate School Handbook (GSH)

Graduate school handbook introduction.

The Graduate School Handbook contains the rules, policies, and guidelines applicable to the graduate community at The Ohio State University.

The Graduate School Handbook contains the rules, policies and guidelines applicable to the graduate community at The Ohio State University.

These rules, policies and guidelines are reviewed by the Graduate Council and approved by the Vice Provost for Graduate Studies and Dean of the Graduate School. It is regularly updated throughout the year as the Graduate Council makes or revises rules and guidelines.

All deadlines provided in this handbook are given in reference to the autumn and spring semesters calendar. For corresponding deadlines for May session, summer session and seven week sessions please refer to Appendix A, Academic Deadlines and to the website of the University Registrar .  

When using the Graduate School Handbook, the Graduate School suggests that you use the web-based version by default as the handbook is updated periodically. The option to print is at the bottom of this page and will provide you with the entire current handbook. Each section also has a print version which will provide users with that section only. If you are unable to find specific information, you can use the search button at the top right of every page to search the Graduate School website.

If you have questions please reach out to us through specific channels listed on  our contact page .

Web Version Full Graduate School Handbook

Web Version Section by Section Graduate School Handbook

Table of Contents

Gsh section 1 - administration of graduate education at ohio state.

• Administration of Graduate Education   1.0
• Graduate School   1.1
• Vice Provost of Graduate Studies and Dean of the Graduate School   1.2
• Graduate Council   1.3
• Graduate Studies Committees   1.4
• Graduate Faculty   1.5
• Petitions: Graduate School Rules   1.6

Administration of Graduate Education - 1.0

Graduate education and its governance are shared responsibilities. The most visible activity of graduate education is the intellectual interaction of faculty and students involved in learning and advancing knowledge. Supporting these endeavors are academic leaders in departments, colleges, and central university positions who are committed to providing an atmosphere in which graduate education and research can flourish. Faculty, students, and administrators working together, dedicated to the ideals of scholarship and high standards that characterize graduate education, share the responsibility for ensuring the quality of graduate programs and research.

Graduate School - 1.1

The Graduate School at The Ohio State University is comprised of university faculty (the Graduate Faculty) authorized to give graduate instruction, a representative advisory body (Graduate Council), the Vice Provost for Graduate Education and Dean of the Graduate School, and administrative staff.

The Graduate School maintains a handbook that provides specific details for policies and procedures applicable to all graduate programs at The Ohio State University. In addition, each graduate program maintains a program-specific handbook that includes additional requirements for that program of study. 

Vice Provost of Graduate Studies and Dean of the Graduate School - 1.2

The chief officer of the Graduate School is the dean, who has responsibility for leadership in the activities of the Graduate School (University Rules 3335-3-29 and 3335-3-31). The dean has responsibility for appointing graduate school committees and for conferring with departments or schools in all matters concerning graduate work. The dean is to be consulted by college deans concerning appointment and promotion of faculty members offering graduate courses or advising graduate students. The administration of the Graduate School also includes associate and assistant deans and other staff members who carry out the various programs and services of the Graduate School. 

Graduate Council - 1.3

University Rules, starting at  Section 14  of the Graduate School Handbook, summarize the membership and responsibilities of the Graduate Council, which is the principal advisory body of the Graduate School and which participates in the development of rules, policies, and standards pertaining to graduate education and graduate programs.

Graduate Studies Committees - 1.4

Local Graduate Studies Committees are charged with the responsibility for conducting specific graduate programs within the context of the policies and rules established by the Graduate School. The Graduate School’s rules and policies are the minimum standards within which local Graduate Studies Committees formulate, publish, and enforce their own graduate program policies, rules, and procedures. Graduate Studies Committees serve as the primary liaison between the Graduate Faculty and the Graduate School.  Section 13  of the Graduate School Handbook summarizes the responsibilities of Graduate Studies Committees and Graduate Studies Committee Chairs.

Graduate Faculty - 1.5

University Rules  3335-5-29  through  3335-5-31  cover the membership of the Graduate Faculty, powers and responsibilities, and meetings.  Section 12  of the Graduate School Handbook provides specific information about Graduate Faculty eligibility, responsibilities, and nomination procedures.

Petitions: Graduate School Rules - 1.6

Graduate students are expected to follow the rules approved by the Graduate Council and presented in this handbook. A student who believes that circumstances warrant a waiver of a rule may submit a petition to the Graduate School. 

Petitions about Graduate School rules must be directed to the Graduate School ( [email protected] ), must include a written statement from the student requesting the waiver of a specific rule and describing the circumstances, and must include written statements from the student’s advisor, the course instructor (if appropriate), and the Graduate Studies Committee Chair, reacting to the student’s request and providing any additional information pertinent to the waiver request. 

GSH Section 2 - Admissions

• General Information 2.0
• Application 2.1
• Admission Criteria 2.2
• Admission Materials 2.3
• Admission Classifications 2.4
• Reassignment of Admission Classification 2.5
• Admission Decision Procedures 2.6
• English as a Second Language (ESL) Requirement 2.7
• Spoken English Requirement 2.8
• Transfer of Graduate Program 2.9
• University Faculty and Administrators 2.10

General Information - 2.0

The admission of students to the Graduate School is the joint responsibility of the Graduate Studies Committee of the local program and the Graduate School. However, the Graduate School has the final authority for making admission decisions. The  Office of Graduate and Professional Admissions  receives and processes the application, collecting the application fee, transcripts, and test scores (if applicable). The Office of Graduate and Professional Admissions is also responsible for sending the official admission decision.

Application - 2.1

Online Application . All degree and non-degree graduate applicants must use the online application available at the  Office of Graduate and Professional Admissions  website to obtain graduate program information and apply. 

Application Deadlines . Domestic applicants interested in being considered for a Graduate School Fellowship must apply before deadlines posted by the graduate program of interest. International applicants interested in being considered for a Graduate School Fellowship must apply by the last working day in November. The Graduate School application process opens at the beginning of autumn semester and early applications can be considered by graduate programs as of that time. Graduate Program deadlines for receiving applications may vary but should be no later than May 15 for summer session, July 15 for autumn semester, and December 1 for spring semester. Domestic applicants who apply sixty days prior to the start of a semester or session can be considered for admission to that term. Earlier dates may apply for international applicants who require visa sponsorship. Graduate Studies Committees establish admission application deadlines and are not required to admit students every semester, session or term. 

Application Fee . All Graduate School applicants are required to pay a nonrefundable application fee. Waivers to the application fee are offered by various colleges on campus, as well as, by the Graduate School. If an applicant believes that they meet the criteria for a waiver, they should visit The Office of Graduate and Professional Admissions fee  waiver website  for further details.

Admission Criteria - 2.2

Admission Criteria . An applicant must submit documentation that demonstrates fulfillment of the following admission criteria or equivalent qualifications: 

• An earned four-year baccalaureate degree, graduate degree, or professional degree (or approved equivalent) from a regionally accredited college or university by the expected date of entry. 
• For international students, the cGPA is calculated on the home institution’s grading scheme and the grade key on the transcript is then utilized to approximate an equivalent US grade based on the educational system of that country.  
• Applicants whose last degree relevant to the program of study was earned at an institution with a grading scheme where a numerical cGPA cannot be calculated (e.g. narrative evaluation, satisfactory/unsatisfactory, etc.) require additional Graduate School consideration. Once a graduate program reviews and recommends the applicant for admission, the program is required to submit a petition to the Graduate School for a final determination. 
• Please note that there are other university processes or systems (e.g., the fellowship competition, etc.) that may have different requirements and, as such, may require additional review. These reviews add time to the admissions process. Graduate programs, as well as prospective students, should plan accordingly to ensure that they meet all necessary deadlines. 
• Prerequisite training that will enable the student to pursue the graduate program to which admission is sought. 
• A minimum score of 79 on a valid internet-based Test of English as a Foreign Language (TOEFL-IBT), or 7.0 on the International English Language Testing System (IELTS). This requirement applies only to an applicant from a country where the first language is not English, unless a bachelor’s degree or higher was earned from a country exempt from the English proficiency requirements. Residents of Puerto Rico and asylees in the United States for more than one year are also exempt from providing English language proficiency test scores. 
• Additional criteria published by the Graduate Studies Committee of the local program (e.g., professional accreditation or certification). 
• The Graduate Record Examination (GRE) and the Graduate Management Admission Test (GMAT) are not required for admission to the Graduate School. Certain graduate programs may require the GRE or GMAT and students will need to comply with the program’s admission requirements or have a waiver from the program. The GRE and GMAT are scheduled on a continual basis during the year throughout the United States and overseas. Pre-registration is required, and a fee is charged. Additional information may be obtained from the websites of the  Educational Testing Service .  

Additional Admission Recommendations.  For applicants who received their last degree (relevant to the level of study) from an unaccredited college or university, the Graduate School strongly recommends that programs include other metrics of academic quality such as the GRE, GMAT, or Subject Specific test scores for their admission criteria. Alternatively, these students can enroll in the  Graduate Bridge Program  (GBP) and transition out of the GBP when the program is satisfied the student can be successful in their program. All applicants whose cGPA for the last degree earned is below 3.0 may be conditionally admitted if they meet the criteria for the program. If standardized test scores are required by the program, admission will not be considered until test scores have been received. Programs may opt into the GBP in order to recruit students with a cGPA below 3.0 that may not be candidates for conditional enrollment. The GBP is also an option for students that have a cGPA over the 3.0 minimum but have other reasons for being underprepared for Graduate School at Ohio State. 

Admission Materials - 2.3

Admission Materials . An applicant must submit the following materials (see instructions accompanying The Ohio State University Graduate School admission application for further details): 

• Completed application.
• Non-refundable application fee (unless waived,  Section 2.1 ).
• An official transcript from each college or university attended, listing all courses taken, grades and degrees earned, and dates of graduation (Ohio State students need not submit transcripts from this university; these will be supplied by internal procedures.)
• Letters of recommendation from persons acquainted with the applicant’s academic program, scholastic ability, or professional performance. 
• A brief autobiographical statement describing the applicant’s educational and professional goals and objectives. 
• Additional material required by the graduate program’s Graduate Studies Committee. 
• A curriculum vitae or resume if interested in fellowship consideration. 
• English proficiency requirement (international students). 

Note:  Each admitted international applicant will also be required to submit certain financial documentation indicating that financial resources are available to defray the cost of graduate education. 

Admission Classifications - 2.4

Applicants are admitted to the Graduate School in one of five classifications: regular, provisional, conditional, graduate non-degree, or the  Graduate Bridge Program .

Regular . Applicants who have met all Graduate School and Graduate Studies Committee admission criteria and who have been approved by the Graduate Studies Committee to pursue a graduate degree are designated as regular students.

Provisional . Applicants who are recommended as regular admits but have one or more validating item(s) not available at the time of admission, such as an official undergraduate transcript or other items required by their graduate degree program, are designated as provisional students by the Graduate Studies Committee or by the Graduate School. Additional information may be found on the  Office of Graduate and Professional Admissions  website.

International students who are admitted to an Ohio State graduate program under an international cooperative graduate degree agreement (ICGDA) for a combined or a dual degree program are designated as provisional students by the Graduate Studies Committee or by the Graduate School until the requirements stated in the specific ICGDA are met. 

Conditional .  Applicants whose academic records do not meet requirements for regular admission but indicate the potential to perform satisfactorily in a graduate degree program may be admitted as conditional students by the Graduate School. This classification is assigned for one or more of the following reasons, for example: The applicant has a baccalaureate or professional degree but the college or university is unaccredited, less than an overall 3.0 cGPA in last degree earned with evidence of improvement in latter terms and/or in coursework relevant to the graduate program, and/or subject matter deficiencies as specified by the Graduate Studies Committee. Applicants whose last degree earned was from an institution that does not utilize a grading scheme where a numerical cGPA can be calculated (e.g., narrative evaluation, satisfactory/unsatisfactory, etc.) may also be considered for conditional admission.  

It is recommended that conditional students not enroll for more than nine credit hours per autumn or spring semester and not hold graduate associate (GA) appointments requiring them to give instruction in the area of subject matter deficiency. If the conditional designation results from a low entering cGPA, the candidate is ineligible to hold an appointment as a GA. Conditional students are ineligible for Graduate School fellowships. 

Students admitted to the Graduate School on a conditional basis must maintain a 3.0 cGPA during the first 10 hours of graded graduate credit. Programs petitioning for a student’s conditional admission may also be asked to provide a mentorship plan for Graduate School consideration. 

Conditional Admission for International Students . The Graduate School’s policy on conditional admission based on English proficiency is intended to facilitate admission of academically qualified, degree-seeking international students who have not satisfied the minimum English language requirement, yet are being considered for admission by a graduate program. To be considered for conditional admission, international applicants must meet the following criteria: an IBT TOEFL score of 61 or higher, but lower than the required 79; or an IELTS score of 5.0 or higher, but lower than 7.0; and formal recommendation of the conditional admission from the graduate program. Students who are conditionally admitted under these criteria will attend and successfully complete the American Language Program (ALP) for one autumn semester, spring semester, or summer term and obtain a minimum score of 550 (in the old) or 19 (on each section of the new) paper-based (TOEFL) institutional testing program (TOEFL-ITP). Students are not permitted to hold graduate associate (GA) appointments while attending ALP. 

Graduate Bridge Program (GBP) . The GBP is a bridge to Graduate School that allows potential students who are not regularly or conditionally admitted, for up to one full academic year, to receive mentoring and complete graduate-level coursework before fully transitioning to regular student status within an academic program. The GBP is geared toward prospective graduate students who do not meet the criteria for regular admission and do not have strong enough academic records for conditional admission. Examples of candidates for GBP are those who desire to explore graduate school or enter a graduate discipline very different from their undergraduate discipline, life-long learners returning to the university after a significant lapse of time, and individuals with weak undergraduate records but through relevant life experiences are now better prepared to meet the academic challenges of graduate school. Please see  Appendix G  for additional information regarding the GBP.

Graduate Non-Degree . U.S. applicants who do not intend to pursue a graduate degree at this university may register in the graduate non-degree classification. Eligibility is extended to those who are enrolled in a graduate program at another U.S. university who wish to study for one term as a transient student at Ohio State and transfer course credit back to their home institution and to those enrolled in established exchange programs or special university-sponsored workshops. International applicants with an F or J visa are restricted in their ability to be admitted as a graduate non-degree student. Such applicants will be reviewed by the  Office of Graduate and Professional Admissions .

On verification of a baccalaureate degree from an accredited institution, graduate non-degree students may enroll in the Graduate School at large to take graduate courses open to graduate non-degree students. They are not registered in a specific graduate degree program, nor does their enrollment require the approval of a Graduate Studies Committee. Graduate non-degree students may not register for courses numbered 8998 and 8999. 

If a graduate non-degree student is admitted to a graduate degree program, no more than 10 hours of graduate credit accumulated while in this non-degree classification may be counted toward a graduate degree. If a dual degree student, the credits may not be used as dual or shared credit. If a graduate non-degree student is admitted to a graduate certificate program, no more than four hours of semester graduate credit accumulated while in this non-degree classification may be counted toward the certificate. Within this limit, the number of graduate credit hours is determined by the Graduate Studies Committee of the student’s intended degree program. Regardless of the hours counted toward degree requirements, all courses taken for graduate credit in graduate non-degree status count in the total earned hours; graded courses (A-EN) count in the cumulative grade-point average. Prior to the effective semester, session or term of admission to the degree program, the Graduate Studies Committee notifies the Graduate School of which courses are to count toward that degree. 

Specifying Conditions of Admission.  The Graduate Studies Committee is responsible for specifying the conditions of admission. The committee must state not only the requirements of conditional admission but also the means by which the requirements are to be satisfied and the time limit for completing them. Once a conditional student has been assigned an advisor, the Graduate Studies Committee is responsible for informing the advisor of the admission conditions.

Reassignment of Admission Classification - 2.5

Provisional to Regular . The provisional restriction is removed by the  Office of Graduate and Professional Admissions  upon receipt of the materials pending at the time of admission, or upon meeting the requirements specified in the ICGDA, when applicable Submission of official transcripts should follow the  guidelines  specified by the Office of Graduate and Professional Admissions.

Conditional to Regular . It is the dual responsibility of the Graduate Studies Committee and the Graduate School to monitor the progress of students in the conditional classification. Each semester, the Graduate School notifies the Graduate Studies Committee of students listed as conditional. On completion of the conditions of admission set by the Graduate Studies Committee, the chair asks the Graduate School to change the student’s classification to regular. 

The status of a student admitted in the conditional classification should be changed to regular by the Graduate Studies Committee before the Application to Graduate is submitted. However, if the Graduate Studies Committee Chair signs the Application to Graduate for a conditional student, the Graduate School assumes that the student has fulfilled the conditions of admission and the student’s classification is changed to regular by the Graduate School. Failure to complete the conditional admission requirements within the time limit specified by the Graduate Studies Committee results in the student being denied further registration in that graduate program by the Graduate School. 

Graduate Bridge Program (GBP) to Regular.  It is the dual responsibility of the Graduate Studies Committee and the Graduate School to monitor the progress of students in the GBP. Students in the GBP who have achieved the 3.0 minimum GPA would be enrolled into their mentoring graduate program to which they have been accepted as a regular graduate student or apply to other graduate programs at the end of any term. Students in the GBP with a graduate GPA less than 3.0 may be conditionally accepted into the graduate program, but this is not guaranteed by the GBP commitment. 

Graduate Non-Degree to Regular.   Graduate non-degree students who wish to become regular students at this university must submit another application to the Graduate School through the Admissions Office. 

Admission Decision Procedures - 2.6

Application Worksheet Form . Once the applicant’s application material is complete, the graduate program requests from the Office of Graduate and Professional Admissions a GPA calculation for those applicants the program wishes to review. The GPA calculation is reflected on the Application Worksheet form. The applications are then reviewed by the Graduate Studies Committee of the program for an admission recommendation. 

Admit . If the Graduate Studies Committee recommends admission as a regular student and if the applicant meets minimum Graduate School admission criteria, the Admissions Office notifies the applicant of admission by e-mail. If the Graduate Studies Committee recommends admission as a regular student but the application requires additional consideration (e.g., the student’s last degree earned was from an institution that does not utilize a grading scheme where a numerical cGPA can be calculated, etc.), the program refers the application, via petition, to the Graduate School for a final determination. 

Provisional . If a required document (e.g. an official transcript) is missing in the application material of a student who is recommended for regular admit, or for incoming international students under an approved ICGDA, the Admissions Office notifies the applicant of provisional admission by e-mail.

Conditional . If the Graduate Studies Committee recommends the conditional admission of a student whose record does not meet published Graduate School admission criteria, the program refers the application, via petition, to the Graduate School for a final determination. The candidate is ineligible to hold an appointment as a GA. The Admissions Office notifies the applicant of the final admission decision by e-mail.

Denial of Admission . If the Graduate Studies Committee or the Graduate School recommends denial of admission, the Admissions Office notifies the applicant of that decision by e-mail.

Admission Notice . Graduate School admission is valid only for the autumn or spring semester or summer term and year indicated in the letter/e-mail from the Admissions Office. Admitted students wishing to defer enrollment should contact their graduate program office to see if the program can accommodate the request. All application material becomes the property of The Ohio State University and will not be returned to the applicant or forwarded to another institution.

English as a Second Language (ESL) Requirement - 2.7

Upon arrival, students who are from a country exempted from the  English proficiency requirement  or who have received a bachelor’s degree or higher from a U.S. institution within 24 months of their matriculation into an Ohio State graduate program are exempt from the Academic English Writing Assessment (previously known as the ESL Composition Placement Essay). Based on the essay result, students needing English writing instruction will be placed in EDUTL 5901 or 5902. The student is expected to complete EDUTL 5902 within one calendar year after beginning graduate school. The Graduate Studies Committee in the student’s graduate program may request an extension of the time limit. Such requests must be sent to the Graduate School for review. The Graduate School will monitor the student’s progress toward completing the ESL course sequence. 

Exemption from sitting for the Academic English Writing Assessment may be granted to students who either have a total score of 114 on the IBT TOEFL, or a total score of 101 and a score of 28 on the writing section. Alternatively, students with a score of 9.0 on the IELTS, or an overall score of 8.0 and a score of 8.0 on the writing module are also eligible for exemption. 

Spoken English Requirement - 2.8

International or permanent resident graduate students for whom English is not the first language must certify their proficiency in spoken English before assuming any Graduate Teaching Associate (GTA) instructional duties. They may become certified by scoring 28 or higher on the spoken portion of the TOEFL IBT, 8.5 on the IELTS, or by scoring at the appropriate level on the Oral Proficiency Assessment (OPA) administered by the Intercultural English Language Programs (IELP). 

Transfer of Graduate Program - 2.9

Current students or students who graduated from an Ohio State graduate program within the past three terms are required to notify the Graduate Studies Committee in the current program of their intent to transfer into a new graduate program. Current students may transfer from one graduate program to another by completing an Intra-Graduate Transfer (IGT) application with the  Office of Graduate and Professional Admissions.  This application requires the approval of the Graduate Studies Committee in the receiving program. Graduate Associates should speak with their current advisor and supervisor about any potential impacts to their appointment. 

The Graduate School will verify student-provided information pertaining to the student’s academic performance to the Graduate Studies Committee of the proposed graduate program. The Graduate Studies Committee may require additional material from the student before review. If the Graduate Studies Committee approves the transfer, it will specify the admission classification and the courses already completed that will count toward its graduate degree program. 

The Graduate Studies Committee must notify the Graduate School of the admission classification and courses to count prior to the effective autumn or spring semester or summer term of transfer. Graduate School Fellowships ( Section 10 ) do not automatically transfer with students who are approved for transfer into a different graduate program. Doctoral candidacy status ( Section 7 ) does not transfer to a new graduate program.

University Faculty and Administrators - 2.10

Faculty . No tenure-track faculty member, clinical/teaching/practice faculty member, or research faculty member will be permitted to pursue a degree offered by the tenure initiating unit (TIU) in which the faculty member holds an appointment. In those instances where faculty members wish to pursue degrees in other units or colleges, they are subject to the provisions of University Rule  3335-9-11 .

Administrators . IIn those instances where senior administrative and professional appointees wish to pursue graduate degrees, they are subject to the provisions of University Rule  3335-9-11.

GSH Section 3 - Registration

• Student Status 3.0
• Course Load 3.1
• Procedures 3.2
• Health Insurance 3.3
• Changes in Schedule 3.4
• Official Permanent Record 3.5

Student Status - 3.0

Student status is determined by the number of credit hours attempted each autumn or spring semester or each summer term. Full-time status is determined according to a student’s academic status in the program, type of appointment, fees, financial aid eligibility, and visa requirements. Half-time status is defined as half the number of credit hours required for full-time status. Audited credit hours do not count for financial aid, full-time status, or minimum visa requirements. 

Course Load - 3.1

Masters or Predoctoral Candidates . For full-time status, a student must register for the minimum number of regular credit hours as specified for the categories below. Audited credit hours do not count towards the minimum credit hours required for full-time status. However, audited credit hours can be included within the maximum number of credit hours allowed per autumn or spring semester or summer term.

Full-time status for all graduate students who are not yet doctoral candidates (pre-candidacy) is typically eight to 18 credit hours per autumn or spring semester and eight to 15 credit hours per summer term. This credit-hour requirement is applicable for their visa and/or financial aid eligibility. 

Pre-Candidacy Academic Leave . Pre-candidacy students who want to withdraw from their doctoral program or who plan to take a leave of absence from enrollment for one semester or more (up to one year) are required to complete a Withdrawal from Program or Pre-Candidacy Leave of Absence form to declare withdrawal or leave of absence, respectively. These forms, which may be completed and submitted in  GRADFORMS , require advisor and program approval. Additionally, the Pre-Candidacy Leave of Absence form must specify inclusive dates of leave. Students who do not complete the Withdrawal from Program or Pre-Candidacy Leave of Absence form, or do not enroll after the inclusive dates of leave, will require program and advisor approval to be reinstated in their program. In certain cases, the program may require the student to submit additional documentation for evaluation. 

Doctoral Candidates . Full-time status for all doctoral candidate (i.e., students who have achieved doctoral candidacy status) ( Section 7 ) is three credit hours per autumn or spring semester or summer term.

Continuous Enrollment . All students who successfully complete the doctoral candidacy examination are required to be enrolled in every autumn and spring semester (summer term is excluded) until graduation. These students must be enrolled for at least three credits per autumn and spring semester. These registration requirements can include research hours. This policy is effective for all students. Post-candidacy doctoral students are not eligible for academic leaves. They may apply for a leave of absence due to medical or military reasons, or during periods in which the University has declared a University State of Emergency  Section 7.7 .

International Students . International students are required to register for a minimum of eight credit hours in autumn and spring semesters. Enrollment in the summer term is optional unless the international student is in the first or last term in their program, is participating in a Curricular Practical Training, or is on an appointment as a graduate associate. 

Graduate Associates . All graduate associates ( Section 9 ) regardless of funding, holding 50 percent or greater appointments must register for at least eight credit hours per autumn or spring semester, and at least four credit hours in summer term. This includes GRAs who receive a Matching Tuition and Fees Award. GAs holding a 25 percent appointment must register for at least four credit hours per autumn or spring semester and two credit hours in summer term. Doctoral candidates must register for at least three credit hours each autumn or spring semester or summer term an appointment is held. These registration requirements can include research hours.

Fellows and Trainees.  Students holding the titles Graduate Fellow or Graduate Trainee ( Section 10 ), regardless of the source of the funds, must register for a minimum of 12 credit hours each autumn or spring semester the appointment is held and at least six credit hours in summer term. This includes Fellows and Trainees who receive a Matching Tuition and Fees Award. Graduate Fellows and Graduate Trainees who are doctoral candidates must register for at least three credit hours per autumn or spring semester or summer term an appointment is held. These registration requirements can include research hours.

Exceptions Regarding Course Loads

Non-Graduate Credits . Under certain circumstances non-graduate credit course work may count toward the minimum requirements for GA and fellowship eligibility. Monitoring of the appropriateness of non-graduate credit course work will be the responsibility of the Graduate Studies Committee of the Graduate Program.

Course Load Inconsistent with Full-time Status : In certain situations, graduate students may desire to enroll in more than the number of credit hours required for their full-time status, based on their status in the program (e.g., for pursuing a minor, interdisciplinary specialization, certificate or dual degree). Such students should seek prior approval from their advisor and Graduate Studies Committee and discuss how enrolling for excess credit hours may affect their progress, program of study and any financial implications. This can be especially relevant for Graduate Trainees, Graduate Fellows, or GRAs with a Matching Tuition and Fees Award who receive the graduate fee authorization (GFA) benefit ( Section 11.1 ). The GFA benefit is typically limited to credit hours defined in full-time status.

Other . Information on course loads for students receiving other loans or work-study support is available from the university’s  Office of Student Financial Aid . 

Procedures - 3.2

Registration Process .Once registration information is received, students consult their advisor or, if an advisor has not been assigned, their Graduate Studies Committee Chair, about course selection. Students may use their Ohio State e-mail account information during the appointed window of time to use the online registration system and to view their approved schedule and Statement of Account on their Student Center (via  Buckeye Link ). Students may access online registration to drop courses through the fourth Friday of the semester.

New Students . Registration information is available from the  Office of the University Registrar . Students admitted immediately before the autumn or spring semester or summer term begins can obtain registration information at the Graduate School.

International Students . New international students initiate registration by reporting to the  Office of International Affairs  before visiting the Graduate School.

Distance Learning Students . Students enrolled in online programs (i.e. those programs that are 100% distance with no scheduled in-classroom or on-site activities) should register per the guidelines specified by their program. Students enrolled in online programs should also contact their program and the  Office of Distance Education and eLearning  to confirm the university resources available to them.

Continuing Students . Continuing students will be e-mailed notification of their registration prior to the intended autumn or spring semester or summer term of enrollment. Students may view the Schedule of Classes online. All continuing students must access online registration.

Former Students . Former students returning after an absence of one or more semesters can obtain registration information from the Graduate School. Students wishing to reactivate their enrollment status should discuss reactivation with their specific graduate program. Those who have been absent from their graduate program without an approved leave of absence may require Graduate Studies Committee (and other program permission, if applicable) approval. Students who have been absent for two years or more require Graduate Studies Committee (and other program permission, if applicable) approval before reactivation. Visit  section 7.7  for more information.

Early Autumn Registration . Students may participate in Early Autumn Semester Registration. Registration information for those registered in spring semester will be e-mailed to students. Those not registered in spring semester may request registration information from the Graduate School.

Course Enrollment Permission . Certain courses and certain enrollment designations (e.g., Audit and Undergraduate option) require submission of a completed  Course Enrollment Permission  to the Graduate School by the second Friday of the semester of registration to add a course, and by the fourth Friday of the semester of registration to elect an audit option for a course in which the student is currently enrolled. Forms are available on the  Office of the University Registrar's website . 

Late Registration Penalty . Students registering after published autumn or spring semester or summer term registration deadlines will incur substantial late registration penalties with the Office of the University Registrar. Deadlines are published online on the  Office of the University Registrar's website . 

Fee Payment.  Fees are assessed based on the number of credit hours and the types of courses in which a student enrolls. The Registrar’s website houses an updated  fee table . Students may pay fees online, by mail, or in person at the  Office of the University Bursar . Students with a fee authorization will receive credit for their fees on their Statement of Account. Students who do not intend to enroll may contact the Graduate School.

Late Fee Payment Penalty . Students paying fees after the fee payment deadline are assessed a late fee payment penalty by the Office of the Bursar. The university reserves the right to refuse or cancel registration if fees are not paid by the second Friday of the autumn or spring semester or summer term. The  Office of the University Registrar's website .  contains information on deadlines, penalty fee rates, and refund schedules.

Health Insurance - 3.3

Students who are enrolled at the level of at least half-time status in an in-person program are required to carry health insurance as a condition of enrollment. All such students who take any classroom instruction in person, including regional campus students, are automatically enrolled in  Student Health Insurance  (SHI) upon registration, unless the student obtains an exemption. Late changes to a student’s course enrollment may result in an unintentional disenrollment in the Student Health Insurance Plan, especially if the changes result in a student dropping below the half-time threshold or changing to an all-distance learning mode of instruction. Please contact SHI for more information.

Dependents and Domestic Partners . Students may enroll dependent children and domestic partners into the student health insurance plans. Further information about sponsored dependent benefits is available on the  Office of Human Resources website .

Mental Health and Counseling Services.  The  Counseling and Consultation Services  (CCS) at the Office of Student Life provides individual and group mental health services, psychoeducational prevention and outreach programming to currently enrolled graduate and professional students. CCS also works with spouses/partners of students who are covered by Comprehensive Student Health Insurance.

Exemptions from SHI

Distance Students.  Students enrolled in distance learning programs and/or distance learning (online) courses exclusively are automatically excluded from SHI. Distance-learning students may petition for enrollment in SHI. 

Less Than Half-Time Status.  Students who enroll for less than half-time status in either classroom or distance-learning courses or a combination of both are automatically excluded from SHI. Students with less than half-time status may petition for enrollment in SHI. 

Other Health Insurance Plans.  All domestic students who have coverage through a non-university health insurance plan and who want to waive  SHI  must either list the alternative policy information at the time of registration for courses, or complete the petition to waive at the SHI website. (See  Section 11  for information about health benefits for students with fellowships).

International students who are fully financially sponsored by a government sponsor, or students who are covered as a U.S.-based employee under U.S.-based insurance, or as a dependent of a U.S.-based employee must complete an International Student Health Insurance Waiver form by the published deadline. The waiver form and more information about exceptions for international students can be found on the  Student Health Insurance website . 

Exchange Students.  Ohio State graduate students may participate in a student exchange program with an institution in another country. These programs are typically at least a semester long and involve registration for course work as well as extended stay at the host institution. The graduate tuition and fees and stipend levels for these exchange students will need to be in accordance with the guidelines of the individual exchange programs. Ohio State exchange students who are not concurrently enrolled at Ohio State (while at the host institution), need to only purchase the comprehensive supplemental medical and security insurance policy. Ohio State exchange students who enroll at Ohio State during the exchange program are required to purchase the SHI. Exchange students from another institution who enroll at Ohio State during the Exchange program are required to purchase SHI unless they are covered by government sponsorship, or by a US-based company with US-based insurance.

Changes in Schedule - 3.4

With advisor approval, students may make schedule changes. Academic programs may also make schedule changes on the student’s behalf if the course in question is housed within that program. However, if the change involves a course outside of the home program or cannot otherwise be processed by program staff, the change must be made at the Graduate School. For all academic deadlines, refer to  Appendix A .

Course Addition . Students may add courses to their schedules online through the first Friday of the semester. After the first Friday of the autumn or spring semester or summer term, additions to approved schedules require the permission of the instructor and approval of the student’s advisor and may be submitted on the  Course Enrollment Permission form . After the second Friday of the autumn or spring semester or summer term, any addition to approved schedules is by petition to the Graduate School via the Late Course Petition form via  GRADFORMS . Petitions must be approved by the instructor, advisor, and department chair. Petitions are reviewed in the Graduate School and are not always approved. Both the Permission and the Petition forms are available online on the Graduate School website.

Due to the various enrollment options of the summer term calendar, students are advised to refer to the  Office of the University Registrar’s website  for official deadlines for adding courses. 

Course Withdrawal . Until closing on the fourth Friday of an autumn or spring semester or summer term, a student may withdraw from any or all courses that began in the same semester with no mark entered on the official permanent record.

Withdrawal from any or all courses after closing on the fourth Friday of an autumn or spring semester or summer term requires the approval of the student’s advisor and such requests must be submitted to the Graduate School. After closing on the fourth Friday of a semester and until closing on the tenth Friday of a semester, if a student withdraws from any or all courses that began in the same semester, the Office of the University Registrar enters the mark “W” on the official permanent record for those courses. A dated notation “withdrew” is entered on the official permanent record when the student withdraws from the university. 

After closing on the tenth Friday of the semester, students who, because of circumstances beyond their control, find it necessary to withdraw from any or all courses, must file a petition with the Graduate School. Reasons not acceptable for withdrawal include, but are not limited to, the student’s performance in the course(s), lack of preparation for the course(s), or dissatisfaction with the subject matter offered in the course(s). 

The petition form is available via  GRADFORMS . Petitions must be approved by the instructor and the advisor. Petitions are reviewed in the Graduate School. If the Graduate School approves the petition, a copy is filed with the Registrar, who is then authorized to enter the mark “W” on the student’s official permanent record, and the instructor(s) of the course(s) is/are so notified. If the petition is denied by the Graduate School, the student continues to be enrolled in the course(s), and a final grade(s) must be reported by the instructor(s). 

A student who stops attending a course and does not officially withdraw from it has the final grade of “EN” as reported by the instructor entered on the official permanent record. Such a grade is based on the Rules of the University Faculty. 

Academic Leave or Dismissal from the university during an autumn or spring semester entails withdrawal from all courses in which a student is enrolled during that semester. A graduate student who is involuntarily called to active-duty military service should contact the Graduate School for assistance with Military Leave course withdrawal. 

Please refer to the   Office of the University Registrar’s website  for session information as session deadlines may vary. 

Official Permanent Record - 3.5

The student’s official permanent record contains a list of all courses taken, grades earned, degrees earned, and dates of graduation while enrolled at this university. This record is located in the Office of the University Registrar. Unofficial records for all graduate students are maintained in the Graduate School. Students may examine their unofficial record by accessing their Advising Report in  Buckeye Link .

GSH Section 4 - Course Credit, Marks, and Point-Hour Ratio

• Course Credit 4.0
• Marks (Grades) 4.1
• Grade-Point Average 4.2

Course Credit - 4.0

Graduate Credit . A student earns graduate credit by registering in a graduate course, paying fees, and by being enrolled in the Graduate School when the course is completed. Students registered in other enrollment units such as the professional colleges, the undergraduate colleges, or continuing education do not earn graduate credit for any course completed while in one of those enrollment units. For graduate credit, the course must be listed at 6000-level or above, at 5000-level with appropriate instruction, or 4000 to 4999-level if the course is listed outside of the student’s home program and is taught by a non-graduate student course instructor. These courses may not be counted toward a graduate degree until the student has been admitted to the Graduate School and until the Graduate Studies Committee accepts them and notifies the Graduate School of course acceptance. If approved, the hours are counted in the student’s graduate earned and cumulative credit hours, and the grades are counted in the student’s graduate cumulative grade-point average (cGPA). The level of instruction and the work required in courses numbered 6000 and above is of a highly advanced nature, and therefore these courses are available only for graduate credit. Enrollment in these courses is restricted to graduate students, combined program students, undergraduate students taking courses under Senior Petition, and honors students by petition. A graduate student serving as a Graduate Teaching Associate (GTA) may not be enrolled in the course in which they are also the course instructor. 

Senior Petition . An undergraduate may  submit the senior petition  to take courses for graduate credit provided that: the student is a senior, the credit for the course is not used to meet baccalaureate degree requirements, the student’s cumulative grade-point average is 3.3 or above in their current undergraduate program of study, and the student secures permission by the end of the first day of classes from the instructor in charge of the course, the secretary of the student’s college which the course is offered for graduate credit or the Graduate School. No more than nine graduate credit hours may be completed under Senior Petition unless the student is seeking a combined degree. For more information about combined programs,  see Section 8.1 . Please note that only one course (typically three to four graduate credit hours) may count toward the completion of a graduate certificate. 

Graduate Bridge Program . Graduate students enrolled in the Graduate Bridge Program ( Appendix G ) that continue as graduate students within a Graduate Program may roll credits from the GBP into their Graduate Program with approval by the advisor and Graduate Studies Committee Chair.

Non-Graduate Credit . A student enrolled in the Graduate School does not earn graduate credit for any of the following reasons: the course is numbered at the 3999-level or below; the course is numbered at the 4000-4999 level in the student’s own academic unit; the course is one of the following foreign language courses: German 6101 or 6102, Russian 6171 or 6172, French 6571 or 6572; the course is one of the following ESL courses: EDUTL 5901, 5902, 5050, or 5060; the course is designated “non-graduate credit” (undergraduate “UG” option) by the student’s advisor at the time the student registers or adds the course; or the course is taught by a graduate student enrolled at this university. A student registered for a non-graduate credit course must complete the course requirements. A grade is reported by the instructor. The course title, credit hours, and grade appear on the student’s official permanent record. The credit hours are not included in the cumulative or earned graduate credit hours, and the credit points are not included in the cumulative points. The  Course Enrollment Permission form  or change ticket is marked with a “UG” to indicate that the course is a non-graduate credit course.

Marks (Grades) -  4.1

The following marks and grades are used for graduate students at this university: “A,” “A-,” “B+,” “B,” “B-,” “C+,” “C,” “C-,” “D+,” “D,” “E,” “EM,” “EN,” “I,” “K,” “P,” “R,” “S/U,” and “W.” Graduate students cannot receive a mark of “PA/NP.” All marks and grades are described in  University Rules 3335-8-21 .

The descriptions for audit, credit by examination, and transfer of credit pertain only to graduate students. 

Audit . A student may audit a course with instructor and advisor approval. The student should confer with the instructor regarding any course requirements that must be satisfied in order to audit the course. If a student does not complete an audited course, the student’s course enrollment as an auditor is withdrawn by the Office of the University Registrar.

The  Course Enrollment Permission Form  must be marked as an audit in the course-option column to indicate that the student is enrolled in the course as an auditor. The course title and mark “R” appear on the student’s official permanent record indicating registered audit. If the student does not meet the requirements to earn the mark of “R,” the instructor may not award credit, and the course will be dropped from the student’s record. 

Credit by Examination . A student may earn graduate credit on the basis of graduate-level examinations taken after admission to the Graduate School (“EM” credit). The achievement level necessary to earn “EM” credit is determined by the Graduate Studies Committee. In order for “EM” credit to be added to the student’s official permanent record, it must be approved by the student’s advisor, the Graduate Studies Committee, and the Graduate School. “EM” credits count in the student’s total earned hours, if taken for graduate credit, but do not count in the student’s graduate cGPA. The course title, credit hours, and mark “EM” appear on the student’s official permanent record. “EM” credit is not given to a student for a course in which a grade already has been received at this university. 

Transfer Credit . Graduate credit earned at another university may be transferred to this university. The Graduate School places no limit on the graduate credit hours that may be transferred. However, residence and minimum degree requirements determine the number of graduate credit hours that may be counted toward a graduate degree at this university.  

The following conditions must be satisfied in order to transfer graduate credit: the graduate credit was earned as a graduate student at an accredited university; the student earned at least a grade of “B” or satisfactory in each course for which credit is to be transferred (an exception to this may be the transfer of a complete master’s degree for 30 credit hours); the Graduate Studies Committee approves the transfer.  

Credits should be transferred at the time the student matriculates into the university but no later than the beginning of the final semester of enrollment in the Graduate School, which may be initiated via GRADFORMS. Transfer credits count in the student’s total earned hours but do not count in the student’s graduate cGPA. The credit hours and the mark “K” appear on the student’s official permanent record.  

Students may not transfer graduate credits earned at another institution to a graduate certificate program.  

For any transfer credit to count toward a master’s degree, the courses transferred must have been taken within the time limit established by the Graduate Studies Committee. A master’s degree student must complete eighty percent of the program at Ohio State.  

For transferred graduate credit to count toward the 50 post-master’s graduate credit hours required for the doctoral degree ( Section 7.1 ), it must be in excess of the master’s degree requirements in a field in which the doctoral degree is awarded at the other university. It must be course work normally taken by doctoral students at the other institution. Note that a minimum of 24 graduate credit hours required for the PhD must be completed at this university.    

On receipt and evaluation of a transcript listing courses completed, the Graduate Studies Committee Chair initiates the request for transfer of graduate credit via  GRADFORMS .

Grade Grievance Procedure . Grade grievances are handled following the process described in  University Rule 3335-8-23 .

Grade-Point Average - 4.2

Credit Points . Credit points are assigned per graduate credit hour on the following basis:

• “A” equals 4.0 credit points
• “A-” equals 3.7 credit points
• “B+” equals 3.3 credit points
• “B” equals 3.0 credit points
• “B-” equals 2.7 credit points
• “C+” equals 2.3 credit points
• “C” equals 2.0 credit points
• “C-” equals 1.7 credit points
• “D+” equals 1.3 credit points
• “D” equals 1.0 credit point
• “E” equals 0.0 credit points
• “EN” equals 0.0 credit points

All other grades carry no credit points.

Earned Hours . Earned hours include all graduate credit hours attempted, except for those courses in which a student earns an “E,” an “EN,” or a “U.” 

Cumulative Hours . Cumulative hours include all graduate credit hours attempted for which a student earns a grade “A” through “E,” including “EN.” All course work taken in graduate non-degree status is included in the cumulative credit hour total. 

Cumulative Grade-point Average (cGPA) . (cGPA). A student’s graduate cumulative grade-point average (cGPA) is determined by dividing the total credit points by the cumulative hours.

Repetition of Courses . A student may repeat any course with advisor and instructor approval. The credit hours for a repeated course in no case counts more than once in meeting graduate degree requirements, unless the course is identified as repeatable. When a student repeats a course, both grades are counted in computing the graduate cGPA. 

Fresh Start . A university policy by which any student who reenrolls in the Graduate School after an absence of five or more years may petition the Graduate Studies Committee for previous graduate credit to be eliminated from the total earned hours and graduate cGPA. If the Graduate Studies Committee approves the student’s petition, the Graduate Studies Committee Chair may recommend approval to the Graduate School. No previous credit hours count in the student’s total earned hours, and no previous grades are computed in the student’s graduate cGPA. All previous courses taken and grades earned in the Graduate School remain on the student’s official permanent record. If the “fresh start” option is exercised, it applies to all course work taken prior to the absence. It may not be used selectively on individual courses or if the course work in question was used to receive a graduate degree.

Grade Forgiveness.  Graduate students are not eligible for grade forgiveness. If there are documented circumstances beyond the student’s control that contributed to their deleterious performance, please refer to ‘Course Withdrawal’ in  Section 3.4 .

GSH Section 5 - Academic and Professional Standards

• Introduction 5.0
• Good Standing 5.1
• Professional Standards 5.2
• Poor Performance 5.3
• Reasonable Progress 5.4
• Academic and Disciplinary Dismissal from University 5.5
• Reinstatement 5.6
• Notification 5.7

Introduction - 5.0

The Graduate School and the local graduate program share responsibility for monitoring graduate student academic performance and degree completion. This section describes the minimum academic and professional standards of the Graduate School. 

Good Standing - 5.1

To be in good academic standing in the Graduate School, a student must maintain a graduate cumulative grade-point average (cGPA) of 3.0 or better in all graduate credit courses at The Ohio State University and must maintain reasonable progress toward Graduate School or graduate program requirements. 

A doctoral student who has had two unsatisfactory attempts at the candidacy examination or the final oral examination or professional doctoral examination is not in good standing and will not be afforded another opportunity to complete the examination and will be dismissed from the Graduate School and university. 

Additionally, students who violate university policy (including, but not limited to, the  Code of Student Conduct ,  Research Misconduct Policy  and  Appendix C ) while enrolled in a graduate program are not in good standing in the Graduate School.

Professional Standards - 5.2

Graduate students are required to observe professional ethical standards in their graduate studies and research. Graduate students should talk with their advisors and their Graduate Studies Committee Chair if they have questions about the specific expectations of the local graduate program. Research Standards and Scholarly Conduct ( Appendix C ) describes the Graduate School’s general expectations for ethics and conduct in graduate research and scholarship. University processes exist to address allegations of research misconduct by graduate students. Graduate students have the responsibility to be aware of and to follow these standards.

Research and Scholarly Misconduct.  As a recipient of federal funding, the university is obligated to have an administrative process for reviewing, investigating, and reporting allegations of research misconduct. When the Research Integrity Scholarly Committee (RISC), as defined in the  University Policy and Procedures Concerning Research Misconduct , forwards allegations of research misconduct by a graduate student to the Graduate School, the Graduate School follows the procedure outlined in “Research Standards and Scholarly Conduct” ( Appendix C ).

Academic Misconduct . The university’s  Code of Student Conduct  defines the expectations of students in the area of academic honesty.

Poor Performance - 5.3

Poor Academic Performance . A full-time student with fewer than nine earned hours or whose cGPA is below 3.0 after nine graduate credit hours will receive a warning letter from the Graduate School urging consultation with the advisor and graduate studies committee. A student enrolled in a graduate certificate program ( Section 8.3 ) whose graduate cGPA falls below 3.0 after three graduate credit hours have been attempted will receive a similar warning letter from the Graduate School. 

Remediation.  A student whose graduate cGPA is below 3.0 after nine graduate credit hours have been attempted will, in close consultation with their advisor, Graduate Studies Committee and the Graduate School, enter into a remediation plan for one autumn or spring semester or summer term. The remediation plan would be aimed at increasing the student’s cGPA to a 3.0 or better. Remediation is not available to graduate non-degree students. 

Probation.  Students who do not improve their graduate cGPA after a remediation plan has been attempted will be placed on academic probation for one semester by the Graduate School. A student who is on probation in the Graduate School may not be appointed or reappointed as a graduate associate ( Section 9 ) or a graduate fellow or trainee ( Section 10 ).

Removal from Probation . A student who raises the graduate cGPA to 3.0 or better is removed from probation by the Graduate School. Course work used in raising the cGPA must be a part of normal degree requirements and approved by the Graduate Studies Committee. An international student who is on probation upon admission to an international cooperative graduate degree agreement (ICGDA) program is removed from probation upon meeting the conditions stated in the ICGDA.

Warning of Potential Academic Dismissal . A student on a remediation plan or on academic probation whose record continues to deteriorate will be warned that academic dismissal is likely if the record does not improve. Warnings include performance criteria tailored to the individual student, usually in consultation with the Graduate Studies Committee Chair. 

Reasonable Progress - 5.4

The Graduate School oversees and requires that students satisfy and demonstrate reasonable progress in their program. This includes compliance with good academic standing and professional standards. Continued enrollment in a graduate program is contingent upon the completion of course work or other requirements as approved by the Graduate Studies Committee and the graduate program. 

A student who does not maintain reasonable progress toward a degree or who does not fulfill other graduate program requirements, may be denied further registration in that program by the Graduate School on the recommendation of the Graduate Studies Committee Chair. The Graduate School will send an official warning letter to the student upon receipt of a letter from the Graduate Studies Committee Chair to the student that provides a warning and states that the student is not maintaining reasonable progress toward the degree, based upon program evaluation(s). The Graduate School recommends that the student contact their advisor and Graduate Studies Committee Chair for more details of why they were deemed to not be making sufficient progress and to determine what is needed to comply. No student may be denied further registration in a graduate program without first being warned by the Graduate School, in writing, by utilizing the official contact information maintained by the university. 

A student who has received a warning of potential denial of further registration, but who then satisfies the specified conditions or other requirements as approved by the Graduate Studies Committee, is placed in good standing by the Graduate School. 

Denial of Further Registration . A student who has been warned that further registration may be denied and who does not satisfy the specified conditions is denied further registration in that graduate program by the Graduate School. The student is not permitted to reenroll in the Graduate School unless acceptance is recommended by the Graduate Studies Committee of another graduate program.

A student, specifically an online student, that has been identified as “not in good standing” for more than one semester may be denied further registration until the student contacts the Graduate School’s Registration Services area. 

Academic and Disciplinary Dismissal from University - 5.5

Academic Dismissal . A student who is on probation and who does not raise the graduate cGPA to 3.0 or better at the end of the probation period may be dismissed from the university at the discretion of the Graduate School following consultation with the student’s Graduate Studies Committee Chair. 

Doctoral Students.  A doctoral student who has had two unsatisfactory attempts at the candidacy examination or the final oral examination or professional doctoral examination is automatically dismissed from the Graduate School. (See for additional information.) 

Disciplinary Dismissal . As academic dismissal is tied to a student’s academic performance, it is distinct from disciplinary dismissal. Students enrolled at the university are required to follow all established policies and procedures regarding student behavior including, but not limited to, the  Code of Student Conduct , the  Research and Misconduct Policy , and  Appendix C  of this Handbook. Those students found to have violated university policy (e.g., prohibitions against academic and non-academic misconduct) may be subject to sanction, including disciplinary dismissal from the university. As with academic dismissal, disciplinary dismissal will be noted on a student’s permanent record. Unlike an academic dismissal, students dismissed for disciplinary reasons are ineligible to return to the university. 

Reinstatement - 5.6

A student who has been academically dismissed from the university may petition the original or another Graduate Studies Committee for reinstatement to the Graduate School. If the petition is approved, the Graduate Studies Committee must submit the student’s petition to the Graduate School for review. 

Notification - 5.7

The Graduate School notifies the student, the advisor, and the Graduate Studies Committee Chair in writing whenever any academic action is taken. In addition, when a student is dismissed or reinstated, the Graduate School records this academic action on the student’s official permanent record. 

GSH Section 6 - Master's Degree

Section 6 includes:.

• Introduction 6.0
• General Information 6.1
• Master's Examination 6.2
• Results of the Master's Examination 6.3
• Application to Graduate, Master's 6.5
• Summary of Master's Degree Graduation Requirements 6.6
• Tagged or Professional Master’s Degree 6.7
• Specialist in Education 6.8

Introduction - 6.0

Master’s degrees give students the opportunity to gain additional knowledge and necessary skills in a field in order to engage in research and other scholarly activities, to teach, and to become practitioners. Master’s degree programs consist of a coherent pattern of courses and other educational experiences, a master’s examination, and, in many cases, a thesis or an equivalent demonstration of scholarly work. 

General Information - 6.1

Program of Study . Each student selects a program of study in consultation with an advisor. The program must include a reasonable concentration in a single area or in related academic areas, must be approved by the advisor, and must be within the rules of the Graduate Studies Committee.

Master ’s Degrees . The Graduate School currently oversees over 130 master’s degree programs, including Master of Arts and Master of Science degrees. The Graduate School also oversees professional master’s degree programs, which train students in advanced study with a practical application in their field upon receipt of degree. Please see the  Office of Graduate and Professional Admissions’ website  for a complete list of all master’s degrees offered at the university.

Foreign Language Requirement . The Graduate School has no foreign language requirement for master’s degrees; however, knowledge of one or more foreign languages may be required by the Graduate Studies Committee of specific programs. Students who wish to acquire a reading knowledge of French, German, Latin, Russian, or Spanish may take special courses offered by language departments. Completion of these courses fulfills the language requirement in many graduate degree programs.

Students are advised to take language courses as soon as possible in the program of study. Placement examinations are given by the language departments to assist students in choosing an effective procedure for meeting language requirements. 

Credit Hours and Residency Requirement . A minimum of 30 graduate credit hours is required to earn a master’s degree. Eighty percent of the credit hours required for the awarding of the degree must be new credits and must be completed at this university over a period of at least two semesters. A student must be registered for at least three graduate credit hours the autumn or spring semester or summer term in which graduation is expected.

Time Limit . Each Graduate Studies Committee may establish time limits for the completion of its master’s degree programs.

Former students who have not registered in the Graduate School within the preceding two full calendar years require approval from the Graduate Studies Committee to reenroll. If the petition is approved, the Graduate Studies Committee notifies the Graduate School, which then enables reenrollment. 

Thesis and Non-thesis . There are two program plans for students pursuing Master of Arts or Master of Science degrees: Thesis and Non-thesis. Students may pursue either plan, subject to the rules of the Graduate Studies Committee.

Earning Master’ s Degree on the Basis of Candidacy Examination . A student may earn a master’s degree on the basis of satisfactorily completing the doctoral candidacy examination in the same graduate program under the following conditions: it is recommended by the student’s advisor and the Graduate Studies Committee; the student does not already hold an equivalent master’s degree in the same field; the student submits the Application to Graduate form by the published deadline; graduation deadlines established by the Graduate School are met; and candidacy for the doctorate has not expired. Individual programs of study should specify in their program-specific handbooks if they support earning a Master’s degree on the basis of the Candidacy Examination. Admittance into a PhD program with the sole intent to obtain a Graduate School fellowship of any kind and a master’s degree is not an approved degree pathway. 

Master's Examination - 6.2

The master’s examination is a test of the student’s knowledge of the field. It is the final validation of performance for that degree. The master’s examination is taken after submitting the Application to Graduate on  GRADFORMS  and during the autumn or spring semester or summer term in which the student plans to graduate. A student must be registered for at least three graduate credit hours during the autumn or spring semester or summer term this examination is taken. 

Thesis . The master’s examination for a student pursuing the thesis option must include a written portion (thesis) and an oral portion.

Non-Thesis.  The master’s examination for a student pursuing the non-thesis option must include a written portion and may include an oral portion. The written portion may be a substantial paper, project or examination appropriate to the discipline, demonstrative of scholarly work and consistent with best practices in the field.

Oral Examination . Students must coordinate with their advisor and examination committee to determine a mutually acceptable date and time for the oral exam. Exams must take place during announced university business hours, Monday through Friday. Exams may be held on the Ohio State University campus or via video conference, dependent upon unanimous agreement by the student and committee.

Master ’s Examination Committee . The master’s examination is administered under the auspices of the Graduate Studies Committee. The responsibility for the examination rests with the student’s master’s examination committee. The master’s examination committee is composed of at least two graduate faculty members including the student’s advisor. Other graduate faculty members may participate in generating, administering, or scoring parts of the examination, but the master’s examination committee is finally responsible for the conduct and evaluation of the entire examination. The advisor of a master’s student must hold membership at the category M level or higher in the student’s graduate program. Non-Graduate Faculty members may be appointed as additional external members to the master’s examination committee by approval of the Graduate Studies Committee in the student’s home program and by petition to the Graduate School.

Attendance . If the master’s examination includes an oral portion, the advisor serves as chair. The student can be allowed to deliver a public presentation as part of the exam. The public presentation should be no longer than half an hour and the entire exam should be limited to less than 2 hours. Except when video conferencing is involved, all members of the master’s examination committee must be present during the entire examination and are expected to participate fully in questioning during the course of the examination and in the discussion and decision on the result. Others may attend the public presentation part of the examination, subject to the rules of the Graduate Studies Committee.

Video Conferencing . All master’s examinations involving video conferencing must adhere to the Graduate School’s guidelines for video conferencing ( Appendix B ).

Halting an Oral Examination in Progress . If for reasons of illness, fire, or other emergency, the committee members agree that it is necessary to halt the oral portion of the master’s examination, then the examination shall be rescheduled without prejudice to the student. If, however, the committee members unanimously decide that the examination has been sufficient to reach a decision to pass the student, then they shall consider the examination concluded and report the result to the Graduate School.

Results of the Master's Examination - 6.3

Only the master’s examination committee members are to be present for discussion of the student’s performance and the decision about the outcome. After discussion, the satisfactory/unsatisfactory decision is reached by means of a vote. Each examiner indicates judgment by posting their decision on the Report on Final Examination in GRADFORMS that should be submitted to the Graduate School within 24 hours of the examination’s completion, but no later than the posted deadline for the autumn or spring semester or summer term of graduation.

Satisfactory . The student is considered to have completed the master’s examination successfully only when the decision of the master’s examination committee is unanimously affirmative.

Unsatisfactory . If the examination is judged unsatisfactory, the master’s examination committee must decide whether the student will be permitted to take a second master’s examination in that graduate program and must record that decision on the Report on Final Examination.

Second Master ’s Examination . If a second examination is held, the master’s examination committee must be the same as the original one, unless a substitution is approved by the Graduate School. A student who has failed the master’s examination twice in one graduate program is not permitted to take another master’s examination in that program.

Review . On written appeal by the student or a member of the master’s examination committee, the Graduate School reviews the master’s examination to ensure its conformity to Graduate School rules and to determine if it was conducted fairly and without prejudice to the student. The Graduate Council has established review procedures called “Graduate Student Grievance Review Guidelines” ( Appendix D ).

Thesis - 6.4

Document . A student pursuing the thesis option must submit a complete, written thesis document to the master’s examination committee. The thesis must conform to Graduate School format requirements as described in the “Document Preparation-Dissertations and Theses” section on the  Graduate School website . The student is responsible for ensuring that the information contained within the thesis document is original, complete and does not include material that could be deemed as academic and/or research misconduct. The complete and defensible thesis document must be approved by the master’s examination committee before the student takes the examination, and the final thesis document must be approved by the master’s examination committee prior to uploading the final document to OhioLINK. Students are responsible for ensuring that their final document conforms to all applicable University digital accessibility policies. 

Format Review . Master’s students pursuing the thesis option should submit a complete and defensible thesis draft to the Graduate School for an initial format review before submitting the final version to OhioLINK. It is recommended that the complete and defensible draft be submitted for review around the time of the student’s defense. Format reviews can be done remotely or in person. All reviews will require the student to upload a complete and defensible draft copy of the document as a PDF to  [email protected] . In person format reviews are conducted on a walk-in basis during normal university business hours. 

Approval . If the student satisfactorily completes the master’s examination and if the student presents an acceptable thesis, the master’s examination committee members indicate approval of the thesis by posting their decision on the Report on Final Document by the published deadline for the autumn or spring semester or summer term of graduation.

Restricted Material . Theses must not contain material that may never be allowed to be published. Students whose theses contain material that can be published but requires a delay in public disclosure can request to delay public disclosure on  OhioLINK  (Ohio Library and Information Network). Although the disclosure of a completed thesis may be delayed, the document’s title and abstract will still be available to the public via OhioLINK. Please contact the Graduate School’s  Graduation Services  for additional information.

Electronic Submission . The thesis must be submitted to and approved by the Graduate School by the published deadline for the autumn or spring semester or summer term of graduation. The final thesis must be submitted electronically as a PDF to  OhioLINK . Approved documents submitted via OhioLINK will need to be accepted by the Graduate School by the close of business before the Report on Final Document will be processed. The students must allow adequate time, at least a day or two, before the deadline for approval between submitting their document to OhioLINK and final review/approval by the Graduate School.  

Application to Graduate, Master's - 6.5

It is the dual responsibility of the Graduate Studies Committee and the Graduate School to review the student’s record and ensure that all degree requirements are complete at the end of the expected autumn or spring semester or summer term of graduation. 

Application to Graduate . A student must submit an Application to Graduate on  GRADFORMS  no later than the third Friday of the semester (or third Friday of summer term) in which graduation is expected. The application is valid for that autumn or spring semester or summer term only. Submitting this application indicates that the student is expected to complete all degree requirements that autumn or spring semester or summer term. The form must be submitted by the student and approved by the advisor and the Graduate Studies Committee Chair. The degree plan the student is pursuing and the proposed master’s examination committee members must be listed on the application.

End of Semester or Summer Term . A student who does not meet published graduation deadlines but who does complete all degree requirements by the last business day prior to the first day of classes for the following autumn or spring semester or summer term may graduate the following autumn or spring semester or summer term without registering or paying fees.

Summary of Master's Degree Graduation Requirements - 6.6

• Submission of the Application to Graduate form to the Graduate School no later than the third Friday of the semester (or third Friday of summer term) in which graduation is expected. 
• Registration for at least three graduate credit hours during the autumn or spring semester or summer term in which graduation is expected. 
• Completion of a minimum of 30 graduate credit hours. Eighty percent of those required credit hours must be new credits and must be completed at this university over a period of at least two semesters. 
• Cumulative grade-point average of at least 3.0. 
• For thesis and non-thesis students: satisfactory completion of the master’s examination and committee approval of the Report on Final Examination by the published deadline for the autumn or spring semester or summer term of graduation. 
• For thesis option students: committee approval of the Report on Final Document and electronic submission of the approved thesis to OhioLINK by the published deadline for the autumn or spring semester or summer term of graduation. 
• Receipt of final grades in the Office of the University Registrar by the published deadline. 
• Completion of the master’s degree requirements established by the Graduate Studies Committee.

Students are responsible for meeting all degree and graduation requirements by the requisite deadlines, as well as follow all existing policies and procedures. Failure to do so may prevent the student from graduating on time. See  Appendix H.3  for more information. 

Tagged or Professional Master’s Degree - 6.7

Professional master’s programs contain advanced graduate level coursework, a practice perspective to the learning, and variable levels of scholarly work. Typically more than 30 graduate credit hours are required to earn a professional master’s and these programs are ‘tagged’ with a distinguishing degree name.  Tagged master's programs  provide preparation for advanced training in practicing programs. Professional master’s degrees are frequently a terminal degree or can serve as training for a professional doctoral degree program. 

Professional master’s can be thesis, non-thesis, capstone or course based. Capstone experiences such as a practicum (a supervised internship) or a culminating project (an independent project to develop skills and competencies) may be included as part of a professional master’s. A capstone experience is a multifaceted assignment that serves as a culminating academic and intellectual experience for students, typically during their final year of an academic program. The Summary of Master’s Degree Graduation Requirements ( Section 6.6 ) pertains to the tagged masters’ programs. Please note that a master’s examination may not be required for the completion of a professional master’s degree. Interested parties should contact a professional master’s program of interest for more information. 

Proposals for tagged or professional graduate degree programs should meet the guidelines specified by the  Office of Academic Affairs . These titles, the programs of study, and the determinations of entry and exit (examination) requirements are made according to standards designed for academic degree purposes and must be approved by the Graduate School and undergo similar processes for all program approvals. 

Specialist in Education - 6.8

The Specialist in Education, also referred to as Educational Specialist (EdS or SEd), is a post-master’s terminal professional degree offered by the graduate programs in Education: Teaching and Learning and Educational Studies. An EdS is a postgraduate degree unique to the field of education, which is considered more advanced than a master’s degree, but generally requires less coursework than a PhD or EdD. For professionals who already have a master’s degree, an EdS is a great way to reach the next level without the time or cost required for most doctoral degrees. They generally require between 30 and 65 graduate credit hours of coursework (depending on the specialty and school) and can often be completed in a little over a year (or up to two years) after earning the master’s degree. Most doctorate programs will accept some transfer credits from an educational specialist degree program if an individual decides he or she would like to pursue a doctoral degree. Thirty graduate hours earned in the completion of a master’s degree may be counted toward the completion of the EdS degree. Eighty percent of the remaining post-master’s hours required for the degree must be taken while enrolled as an EdS student at this university. 

There are two EdS degrees here at OSU; one in Education: Teaching and Learning and the other in Educational Studies.  

• Education: Teaching and Learning EdS - An educational specialist is a school-based educator with the depth of theoretical knowledge and wisdom of practice in a defined specialization to provide leadership within a school district, to help shape policy, to design and direct programs, to support and evaluate teaching and learning, to mentor early career educators, and to translate relevant research and theory into sound practice. Students focus their curriculum on one of eight specializations. Students complete a 30 hour master’s program prior to admission into the EdS and complete 38 additional post-master’s hours. 
• Educational Studies EdS - The Educational Specialist (EdS) program in school psychology trains students to provide comprehensive psychological services in schools, particularly urban schools, within an ecological problem-solving framework. The majority of the graduates of the EdS school psychology program are employed by school districts as school psychologists. To complete the EdS degree, students are expected to maintain two years of full-time enrollment (hat may include summers) and to successfully complete one year of internship. All EdS students will obtain the Master of Arts degree after their first year (33 semester hours). The EdS degree must be at least 38 post-master’s semester hours, for a total of 71 semester hours. Successful completion of the internship is required to obtain licensure from the Ohio Department of Education. 

The specific focus of the programs and requirements for admission vary, so consult the respective programs for additional information. The Summary of Master’s Degree Graduation Requirements ( Section 6.6 ) generally pertains to EdS programs. 

GSH Section 7 - Doctoral Degrees

Section 7 includes:.

• Doctoral Degrees Introduction 7.0
• General Information 7.1
• Preliminary Examinations 7.2
• Candidacy Examination 7.3
• Written Portion of the Candidacy Examination 7.4
• Oral Portion of the Candidacy Examination 7.5
• Result of the Candidacy Examination 7.6
• Candidacy 7.7
• Dissertation 7.8
• Final Oral Examination 7.9
• Result of the Final Oral Examination 7.10
• Dissertation Approval 7.11
• Application to Graduate, PhD 7.12
• Summary of PhD Degree Graduation Requirements 7.13
• Interdisciplinary Graduate Programs 7.14
• Doctor of Musical Arts Degree (DMA) 7.15
• Summary of DMA Degree Graduation Requirements 7.16
• Professional Doctoral Degrees 7.17
• Academic Internship Programs 7.18
• Big Ten Academic Alliance Traveling Scholar Program 7.19
• Office of Postdoctoral Affairs 7.20

Doctoral Degrees Introduction -  7.0

Doctor of Philosophy (PhD) or Doctorate of Musical Arts (DMA) degree programs give students the opportunity to achieve a high level of scholarly competence and to develop the capacity to contribute to the knowledge, innovation and creativity of their field. The PhD and DMA degree programs consist of a coherent pattern of courses and other educational experiences to generate new knowledge, a candidacy examination, a dissertation (PhD) or document (DMA), and a final oral examination. 

General Information - 7.1

Program of Study . Each student selects a program of study in consultation with an advisor. It must include a reasonable concentration and breadth of study designed to foster research, scholarship, and knowledge of a specialty in relation to allied academic areas, must be approved by the advisor, and is subject to the rules of the Graduate Studies Committee.

Second Doctoral Degree .  Admission to a second nonprofessional (the PhD or DMA) doctoral program by a student who has completed one such degree requires the approval of the Graduate Studies Committee and the Graduate School.

Foreign Language Requirement . The Graduate School has no foreign language requirement for doctoral degrees; however, knowledge of one or more foreign languages may be required by the Graduate Studies Committee of certain programs of study. Students who wish to acquire a reading knowledge of French, German, Latin, Russian, or Spanish may take special courses offered by language departments. Completion of these courses fulfills the language requirement in many graduate degree programs. Students are advised to take language courses as soon as possible in the program of study. Placement examinations are given by the language departments to assist students in choosing an effective procedure for meeting language requirements. See  Section 2.7  for language requirements to serve in a teaching role.

Credit Hours and Residency Requirements . A minimum of 80 graduate credit hours beyond the baccalaureate degree is required to earn a PhD or DMA degree.

If a master’s degree has been earned by the student, then a minimum of 50 graduate credit hours beyond the master’s degree is required. If a doctoral student has taken a master’s degree at this university and has earned graduate credit in excess of the minimum required for that degree, the student’s advisor, with the approval of the Graduate Studies Committee, notifies the Graduate School of the courses to be counted toward the 50 graduate credit hours required for the doctoral degree. It is recommended that this notification occur by the end of the first semester beyond completion of a master’s degree, but no later than the student’s final semester in the PhD or DMA degree program. If the master’s degree was earned at another university, then its graduate credit hours must be transferred to this university. Of the 50 post-master’s hours, at least 24 graduate hours must be taken at this university. 

A student must be registered for at least three graduate credit hours during the autumn or spring semester(s) or summer term(s) of the candidacy examination, the autumn or spring semester or summer term of the final oral examination, and the autumn or spring semester or summer term of expected graduation. 

Preliminary Examinations - 7.2

The Graduate Studies Committee of certain programs may require students to take preliminary or qualifying examinations prior to taking the candidacy examination. These examinations are under the jurisdiction of the Graduate Studies Committee, and results are not reported to the Graduate School. Although successful completion of such examinations may be a prerequisite for taking the candidacy examination, these examinations are not part of the candidacy examination. 

Candidacy Examination - 7.3

The candidacy examination is a single examination consisting of two portions, written and oral, administered under the auspices of the Graduate Studies Committee in conjunction with the student’s candidacy examination committee and the Graduate School. 

The purpose of the candidacy examination is to test a student’s comprehension of the field, allied areas of study, capacity to undertake independent research, and ability to think and express ideas clearly. For DMA students, the candidacy examination is a test of the student’s fundamental knowledge of the music field as well as of preparation in a specific area of concentration. 

Each Graduate Studies Committee must ensure that a rigorous examination is given and that the student’s performance is evaluated at the time of the exam.   

Timing . The candidacy examination may be taken or begun at any time thought appropriate by the student’s candidacy examination committee and Graduate Studies Committee but must be completed at least one semester before a student can defend and graduate. The student must be in  good standing  in the Graduate School and registered for at least three graduate credit hours each semester or term in which any part of the candidacy examination is taken. Students who plan to take the candidacy examination during the summer term are responsible for making certain that committee members are on duty in the summer. 

Candidacy Examination Committee . The candidacy examination committee is composed of at least four authorized graduate faculty members and may include the student’s advisor consistent with Graduate Studies Committee policy. A Graduate Faculty Representative may be assigned to an initial candidacy exam at the request of the student and advisor. 

Each Graduate Studies Committee decides whether the advisor or another member of the Graduate Faculty serves as the chair of the candidacy examination committee and whether the advisor is a member of the committee. The chair of the committee must hold membership at the Category P level in the graduate program of the student. Once a policy on this point is established, it must be applied uniformly to all candidacy examinations administered by the graduate program until a change is reported to the Graduate School. The chair of the candidacy examination committee is responsible for coordinating the preparation and conduct of both the written and oral portions of the candidacy examination. 

The responsibility for the administration and evaluation of the entire candidacy examination, including the written and oral portions, rests with the candidacy examination committee. Within the rules of the Graduate Studies Committee, other graduate faculty members may participate in generating, administering, or scoring parts of the written portion of the candidacy examination. Non-graduate faculty members may be appointed as additional external members to the candidacy examination committee by approval of the Graduate Studies Committee in the student’s home program and by petition to the Graduate School. 

Written Portion of the Candidacy Examination - 7.4

Procedures . The written portion of the candidacy examination may be administered within a limited time period or given sequentially over an extended time period. Rules for the form, timing, scheduling, sequence, and conduct of the written portion are determined by the Graduate Studies Committee.

Waiver . If, based on evaluating the written portion, the advisor or another member of the candidacy examination committee see no possibility for a satisfactory overall performance on the candidacy examination, the student may be advised to waive the right to take the oral portion. The candidacy examination committee may not, however, deny a student the opportunity to take the oral portion.

If the student decides to waive the right to take the oral portion, a written statement requesting the waiver must be presented to the candidacy examination committee. In such a case, the candidacy examination committee records an “unsatisfactory” on the Report on Candidacy Examination and submits a copy of the student’s waiver request to the Graduate School. 

Oral Portion of the Candidacy Examination - 7.5

Scheduling . The oral portion of the candidacy examination is held after completion of the written portion and must be completed within one month of the written portion. To schedule the oral exam, the student must submit an Application for Candidacy on  GRADFORMS  and have this approved by their program and advisor at least two weeks before the oral’s proposed date. The oral examination must take place during announced university business hours, Monday through Friday. Exams may be held on the Ohio State University campus or via video conference, dependent upon unanimous agreement by the student and committee.

Attendance and Format . Attendance is limited to the student and members of the candidacy examination committee. Except when video conferencing is involved, all members of the candidacy examination committee must be present during the entire oral examination. The oral portion of the candidacy examination lasts no more than two hours. Questioning of the student should occupy the entire period of the examination. All committee members are expected to participate fully in the questioning during the course of the examination and in the discussion of and decision on the result of the candidacy examination. Oral presentation of any proposal or other prepared materials must be made prior to or after the oral examination.

Video Conferencing . All PhD candidacy oral examinations involving video conferencing must adhere to the Graduate School’s guidelines for video conferencing, available from the Graduate School ( Appendix B ).

Halting an Oral Examination in Progress . If for reasons of illness, fire, or other emergency, the candidacy examination committee members agree that it is necessary to halt the oral portion of the candidacy examination, then the examination shall be rescheduled without prejudice to the student. If, however, the committee members unanimously decide that the examination has been sufficient to reach a decision to pass the student, then they shall consider the examination concluded and complete the Report on Candidacy Examination.

Postponement . The oral portion of the candidacy examination is expected to be held as scheduled; however, circumstances (other than failure to pass the written portion) may prompt the advisor to postpone it. Before taking this action, the candidacy examination committee chair must consult the student and other members of the candidacy examination committee, which does not include the Graduate Faculty Representative (if applicable). Prior to the oral examination, the candidacy examination committee chair must notify the Graduate School of the postponement. See  section 7.4  regarding the student’s waiver of the oral portion when the candidacy examination committee judges the written portion to be unsatisfactory.

Result of the Candidacy Examination - 7.6

Decision . The decision about the outcome of the candidacy examination is reached in the absence of the student. After discussion, the satisfactory/unsatisfactory decision is reached by means of a vote. Each examiner indicates judgment by posting their decision on the Report on Candidacy Examination that should be submitted to the Graduate School, within 24 hours of the examination’s completion.

Satisfactory . The student is considered to have completed the candidacy examination successfully only when the decision of the candidacy examination committee is unanimously affirmative.

Unsatisfactory . If the examination is judged unsatisfactory, the candidacy examination committee must decide whether the student will be permitted to take a second candidacy examination and must record that decision on the Report on Candidacy Examination.

Second Candidacy Examination . The nature of the second candidacy examination is determined by the candidacy examination committee. Normally the second exam will include both a written and an oral portion. In cases where the student’s performance on the first written exam was of such a high caliber that the exam committee does not request any rewrites, then only the oral portion needs to be repeated. The advisor should indicate on the Report on Candidacy Examination from the first attempt that a new written exam will not be required for the second attempt. If any portion of the first written exam was not satisfactory, the exam committee must administer a second written exam. A second oral exam will always be required. The candidacy examination committee for a second exam must be the same as the committee for the first attempt, unless a substitution is approved by the Graduate School. The second candidacy examination must be completed no later than one autumn or spring semester or summer term before graduation. All other rules pertaining to candidacy exams must be followed.

Graduate Faculty Representative . A Graduate Faculty Representative (GFR) will be assigned to serve on the second oral examination. For second examinations, a typed copy of the written examination, including questions, the student’s responses, together with a statement of the program’s examination format, policies, and procedures, must be presented to the GFR no less than one week before the oral portion of the exam.

Failure . A student who fails the candidacy examination twice is not allowed an additional examination. After two unsatisfactory attempts at the candidacy examination (including the second candidacy examination), a student is not permitted to be a PhD or DMA candidate in the same or in any other graduate program in the affiliated college(s) at this university. A notation of dismissal will be posted to the student’s academic record and further registration will not be allowed. Such students can seek admission to the master’s degree program by utilizing the transfer of graduate program procedure and securing a support letter from the Graduate Studies Committee Chair of the proposed master’s program.

Review . On written appeal by the student or a member of their candidacy examination committee, the Graduate School Grievance Committee will review that student’s candidacy examination to ensure its conformity to Graduate School rules and to determine if it was conducted fairly and without prejudice to the student. The Graduate Council has established review procedures ( Appendix D ).

Candidacy - 7.7

Definition of Candidacy . Candidacy is defined as that period in a doctoral student’s studies when she or he is deemed ready to undertake independent and original research resulting in a dissertation (PhD) or to meet performance and document requirements (DMA). Doctoral students who have advanced to candidacy by passing the written and oral portions of the candidacy examination will subsequently be termed “doctoral candidates.” 

Candidacy should be reached after doctoral students have taken enough course work to become proficient in the field of study, which is generally two to three years after starting the doctoral program or one year after qualifying or preliminary exams. 

Doctoral students who have achieved candidacy status are deemed to have:

• Acquired the necessary advanced knowledge of the subject (normally by meeting all of the course requirements for the particular PhD program) 
• Developed the needed technical skills (e.g., language, laboratory, computational, etc.) for work in the subject 
• Demonstrated the ability to do the research or scholarship necessary to begin work on a dissertation 

Admission to Candidacy . Provided that the student is in  good standing  at the end of the autumn or spring semester or summer term in which the candidacy examination is completed, satisfactorily completing that examination admits the student to candidacy for the doctoral degree in that program at the end of that semester or term. A student is normally expected to enroll primarily in 8999 or in program-approved courses after satisfactorily completing the candidacy examination. Doctoral candidates who have successfully completed all conditions for candidacy will be considered at full-time status when enrolling for three credit hours. Candidacy status established in one doctoral program is not transferable to another doctoral program. Additionally, candidacy status obtained at another institution cannot transfer to this University. 

Continuous Enrollment . All students who successfully complete the doctoral candidacy examination will be required to be enrolled in every autumn and spring semester of their candidacy (summer term excluded) until graduation. Doctoral candidates must be enrolled for at least three credits per semester. While the Graduate School and the individual graduate programs will monitor the enrollment of all doctoral candidates, it ultimately will be the responsibility of each doctoral candidate to ensure that they are meeting the enrollment provisions of this policy.

Leave of Absence . Doctoral candidates who cannot continue in their doctoral program due to extenuating circumstances (e.g., medical, military, or University State of Emergency) may request leave of absence from their doctoral studies on a semester-by-semester basis for up to a maximum overall leave period of one year ( Section 11.2 ) While there are many situations upon which a leave can be requested, leave will not be granted for the sole reason of financial hardship. A leave request requires the doctoral candidate to submit a Leave of Absence from Program form in  GRADFORMS . Once submitted, the form will be available on  GRADFORMS  for approval by the doctoral candidate’s home program and advisor before being forwarded to the Graduate School for final review. A request for a leave needs to be submitted before the actual leave period begins. Supporting documentation should be included as an attachment on the petition form. If a leave is granted, the doctoral candidate’s candidacy period will be paused until the doctoral candidate returns to continuous enrollment status.

Dismissal from Candidacy . Doctoral candidates who do not enroll in a required semester (unless on an approved leave of absence) will be dismissed from active candidacy status. A doctoral candidate whose candidacy status has been under dismissal will not be allowed to continue on in the doctoral program until reinstated. A hold will be placed on the doctoral candidate’s university record preventing any further registration or access to university resources. A doctoral candidate wishing to be reinstated to the doctoral program and active candidacy status will need to petition the Graduate Studies Committee in their program. If approved, the Graduate Studies chair of the program will send to the Graduate School a formal request to allow the student to resume studies and register.

Upon approval of a doctoral candidacy reinstatement, the doctoral candidate will be retroactively enrolled in every semester of missed enrollment for three credits of 8999 research hours under their advisor. The doctoral candidate will be responsible for paying the past tuition charges as well as the current university per semester late registration penalty. All past due charges will need to be paid before the Graduate School will approve the doctoral candidate for any future enrollment. The doctoral candidate’s five-year candidacy period will not be interrupted in this situation. 

Condition of Reinstatement . As a condition of reinstatement, a doctoral candidate will be required to follow the continuous enrollment guidelines as a doctoral candidate regardless of when they were admitted to the Graduate School.

Time Limit.  If a doctoral candidate fails to submit the final copy of the dissertation or DMA document to the Graduate School within five years of being admitted to candidacy, the candidacy is cancelled. In such a case, with the approval of the advisor and the Graduate School, the doctoral candidate may petition for one extra semester after the conclusion of candidacy to complete all outstanding degree requirements. The doctoral candidate may also petition their advisor and their Graduate Studies Committee to take a supplemental candidacy examination. If the student passes this supplemental candidacy examination, the student is readmitted to candidacy and must then complete a dissertation or DMA document within two years. 

Supplemental Candidacy Examination . The nature of the supplemental candidacy examination and the membership of the candidacy examination committee are determined by the doctoral candidate’s advisor within the rules of the Graduate Studies Committee. The examination committee is comprised of the advisor and at least three other authorized Graduate Faculty members. The supplemental candidacy examination must include a written and an oral portion that lasts no more than two hours. A Graduate Faculty Representative is appointed if a prior unsatisfactory examination result is on record. All other rules pertaining to candidacy examinations must be followed. 

Withdrawal from Doctoral Program .

Doctoral candidates who decide to permanently withdraw from their doctoral program must submit a Withdrawal from Program form on GRADFORMS. This form is to be completed prior to the semester in which the withdrawal status will take effect. The candidacy status will be deactivated and university records will reflect that the doctoral candidate will not be permitted to enroll without the approval of the graduate program and submission of a  Reactivate Enrollment Eligibility  form to the Graduate School.

Should the doctoral candidate later be reactivated in the doctoral program, a new candidacy examination will be required, and the doctoral candidate will have five years from the successful completion of this exam to complete the dissertation. A doctoral candidate may also need to complete additional course work at the discretion of the graduate program. 

Dissertation - 7.8

The dissertation is a scholarly contribution to knowledge in the doctoral candidate’s area of specialization. By researching and writing a dissertation, the doctoral candidate is expected to demonstrate a high level of knowledge and the capability to function as an independent scholar. 

Dissertation Committee . The dissertation committee is composed of the advisor who must be a Category P graduate faculty member in the doctoral candidate’s graduate program and at least two other authorized graduate faculty members. Additional graduate faculty members also may serve on the dissertation committee. The advisor serves as chair of the dissertation committee. Selection of the committee members is the responsibility of the advisor and is subject to the rules of the Graduate Studies Committee. Non-graduate faculty members may be appointed to the dissertation committee as additional external members ( Section 12 ) by approval of the Graduate Studies Committee in the doctoral candidate’s home program and by petition to the Graduate School. 

The dissertation committee is established at a time thought appropriate by the doctoral candidate and the advisor. Doctoral candidates are responsible for making certain that committee members are on duty in the autumn or spring semester or summer term of the defense. 

External Members . With the approval of the Graduate School, faculty from other universities or persons with special academic or technical expertise may be appointed to the dissertation committee. Adjunct appointments are not needed for those members.

Format Review . The doctoral candidate must submit a complete and defensible dissertation or DMA document draft to the Graduate School for format review at the time the Application for Final Examination form is submitted. The dissertation must conform to Graduate School format requirements as described in the  document preparation guidelines  available on the Graduate School website. Students are responsible for ensuring that their final document conforms to all applicable University digital accessibility policies before submitting to OhioLINK. Format reviews for PhD dissertations can be done remotely or in person. All reviews will require the student to upload a complete and defensible draft copy of the document as a PDF to  [email protected] . In person reviews are conducted at the Graduate School office on a walk-in basis during normal university business hours.

All dissertations submitted for format review and defense must be of a caliber similar to that expected of an article submitted to a journal for review. Documents that are missing tables, graphs, citations, chapters or sections, etc., are considered incomplete and cannot be reviewed or defended. The student is responsible for ensuring that the information contained within the dissertation is original, complete and does not include material that could be deemed as academic misconduct. 

Final Oral Examination - 7.9

The final oral examination tests originality, independence of thought, the ability to synthesize and interpret, and the quality of research presented. The final oral examination concerns principles and historic perspective as well as data. The final oral examination includes, but is not limited to, discussion of the dissertation. The examiners often pursue lines of thought and argument from the data and concepts that have contributed to the research and to its critical evaluation by the doctoral candidate. 

Final Oral Examination Committee . The final oral examination committee is composed of members of the doctoral candidate’s dissertation committee, plus the Graduate Faculty Representative. Other graduate faculty members may be added to the committee, subject to the rules of the  Graduate Studies Committee . The advisor serves as chair of the final oral examination committee. Responsibility for conducting and evaluating the final oral examination rests with the doctoral candidate’s final oral examination committee. 

Dissertation Approval . Before a defense can be held, the doctoral candidate must submit a complete dissertation or DMA document to the dissertation committee for review and approval or disapproval. Doctoral candidates must ensure that they meet the completion timeline set forth by the Graduate Studies Committee.

Scheduling . A dissertation committee member’s approval of the complete and defensible dissertation draft means that the committee member judges it to be of sufficient merit to warrant holding the final oral examination. To schedule the final exam the doctoral candidate must submit an Application for Final Examination on  GRADFORMS  and have this approved by each dissertation committee member at least two weeks before the proposed defense date. After the final oral examination committee has been approved by the Graduate School and the Graduate Faculty Representative has been assigned, the Report on Final Examination and Report on Final Document are made available to the examination committee. The final oral examination must take place during announced university business hours, Monday through Friday. Exams may be held on the Ohio State University campus or via video conference, dependent upon unanimous agreement by the student and committee. 

Graduate Faculty Representative . Once the final oral examination is scheduled, the Graduate School appoints the Graduate Faculty Representative (GFR). The GFR is a Category P graduate faculty member who is neither a graduate faculty member in the doctoral candidate’s graduate program nor a member of the dissertation committee. No less than one week before the final oral examination, a complete and defensible dissertation or DMA document draft must be presented to the GFR for reference. 

The presence of the GFR is required at the oral examination for its entire duration. The GFR is a full voting member of the final oral examination committee and is invited by the advisor to ask questions. The GFR has the right to ask at least one question and renders an opinion by observation of the student’s answers to all questions. The purpose of the GFR on the final oral examination committee is: 

• To assess the rigor of the examination process. 
• To assess the fairness, professionalism and integrity of the examination process. 
• To assess conformity to rules of the Graduate School (e.g., duration of the exam, adequate time for questions by the committee members). 

The GFR reports a judgment of the above to the Graduate School once the final oral examination is completed through an evaluation form on  GRADFORMS , preferably within 48 hours after the examination. 

Attendance and Format . All members of the final oral examination committee are expected to be present during the entire examination. All committee members are expected to participate fully in questioning during the course of the examination and in the discussion of and decision on the result. The final oral examination lasts no longer than two hours.  

The Graduate School recommends that a public presentation of the dissertation research by the doctoral candidate be held at some point before the end of their graduate program. The public presentation may be attended by other faculty members (who are not members of the final oral examination committee) and graduate students, subject to the rules of the Graduate Studies Committee. A public presentation of the dissertation research, including questions from the public, is allowed within the two-hour period of the final oral examination, but is recommended to last about one-half hour.  

At least one hour of the two-hour examination period, however, must be allotted to discussion of the research and to questions by the final oral examination committee members and answers by the doctoral candidate. The Graduate School recommends a closed questioning session (limited to the committee members) in which the committee members pose substantial questions for the oral examination. Local programs may develop additional local protocols and procedures. 

Video Conferencing . The use of video conferencing during the final oral examination is permitted for committee members not present during the oral examination to enable them to remain connected for the duration of the examination. If a connection is lost for more than five minutes, the oral examination will be halted and resumed upon reestablishment of the connection. All doctoral final oral examinations involving video conferencing must adhere to the Graduate School’s guidelines for video conferencing   (see  Appendix B ).

Postponement . The final oral examination is expected to be held as scheduled; however, circumstances may prompt the advisor to postpone it. Before taking such action, the advisor must consult the doctoral candidate and the other members of the dissertation or DMA document committee, which does not include the GFR. Prior to the examination, the advisor must notify the Graduate School of the postponement. 

Halting an Oral Examination in Progress . If for reasons of illness, fire, or other emergency, the committee members, including the Graduate Faculty Representative, agree that it is necessary to halt the final oral examination, then the examination shall be rescheduled without prejudice to the doctoral candidate. If, however, the committee members unanimously decide that the examination has been sufficient to reach a decision to pass the doctoral candidate, then they shall consider the examination concluded and shall report the result to the Graduate School. 

Result of the Final Oral Examination - 7.10

Decision . Only the final oral examination committee members, including the Graduate Faculty Representative are to be present for discussion of the doctoral candidate’s performance and the decision about the outcome. After discussion, the satisfactory/unsatisfactory decision is reached by means of a vote. Each examiner indicates judgment by posting their decision on the Report on Final Examination in  GRADFORMS  that should be submitted to the Graduate School within 24 hours of the examination’s completion, but no later than the posted deadline for the autumn or spring semester or summer term of graduation. 

The examination is expected to follow all established university policies. 

Satisfactory . The doctoral candidate is considered to have completed the final oral examination successfully only when the decision of the final oral examination committee (including the GFR) is unanimously affirmative.

Unsatisfactory . If the examination is judged unsatisfactory, the final oral examination committee must decide whether the doctoral candidate will be permitted to take a second final oral examination and must record that decision on the Report on Final Examination. Should the GFR cast the only negative vote at the conclusion of the examination, the matter will be referred to the Graduate School for review. Typically, second attempts are only reserved for situations in which the doctoral candidate has met almost every requirement of the final oral exam examination (namely, originality, independence of thought, the ability to synthesize and interpret and the quality of research presented), but needs to make minor adjustments or improvements. 

During the examination, if the GFR finds that the examination is not fair, professional or rigorous, the GFR is encouraged to express their concerns prior to a decision being posted and then to submit their evaluation and vote after discussion. If the GFR judges that additional time or information would be needed to render a vote, the GFR should contact the Graduate School immediately after the examination has concluded and before they report their vote. The Graduate School will review the issues raised by the GFR. The GFR will then record their vote, preferably within 48 hours after the examination. The Graduate School will take appropriate action based on the GFR vote. 

Second Final Oral Examination . If a second examination is held, the final oral examination committee must be the same as the original one unless a substitution is approved by the Graduate School. All other rules pertaining to final oral examinations must be followed.

Failure . A doctoral candidate who fails the final oral examination twice is not allowed an additional examination. After two unsatisfactory attempts at the final oral examination, a doctoral candidate is not permitted to be a doctoral candidate in the same or in any other graduate program in the affiliated college(s) at this university. A notation of dismissal will be posted to the doctoral candidate’s academic record and further registration will not be allowed. Such doctoral candidates can seek admission to a master’s degree program at this university by utilizing the transfer of graduate program procedure and securing a support letter from the Graduate Studies Committee Chair of the proposed master’s program.

Appeal . Upon written appeal by the doctoral student or a member of the final oral examination committee, the Graduate School Grievance Committee will review that doctoral candidate’s final oral examination to ensure its conformity to Graduate School rules and to determine if it was conducted fairly and without prejudice to the doctoral candidate. The Graduate Council has established review procedures ( Appendix D ).

Dissertation Approval - 7.11

Final Approval . Final approval of the dissertation cannot occur until the final oral examination has been completed satisfactorily. Each dissertation committee member indicates approval by posting their decision on the Report on Final Document in  GRADFORMS  that must be submitted to the Graduate School by the published deadline for the semester or summer term of graduation. 

Restricted Material . Dissertations must not contain material that may never be allowed to be published. Students whose dissertations contain material that can be published but requires a delay in public disclosure can request to delay public disclosure on  OhioLINK  (Ohio Library and Information Network). Although the disclosure of a completed dissertation may be delayed, the document’s title and abstract will still be available to the public via OhioLINK. Please contact the Graduate School for additional information.

Electronic Submission . The final dissertation must be submitted to and approved by the Graduate School by the published deadline for the autumn semester, spring semester, or summer term of graduation. All approved doctoral dissertations must be submitted electronically through  OhioLINK . All Ohio State dissertations are also archived with  ProQuest/UMI . Approved documents submitted via OhioLINK will need to be accepted by the Graduate School by the close of business before the Report on Final Document will be processed. The students must allow adequate time, at least a day or two, between submitting their document to OhioLINK and final review/approval by the Graduate School. 

Abstract . The student must write an abstract of 500 words or less for entry onto the  OhioLINK  submission screen. The abstract must contain the principal findings of the student’s research.

Fees . Appropriate fees must be paid by the published deadline for the autumn or spring semester or summer term of graduation.

Application to Graduate, PhD - 7.12

It is the dual responsibility of the Graduate Studies Committee and the Graduate School to review the student’s record and ensure that all degree requirements are completed at the end of the expected autumn or spring semester or summer term of graduation. 

Application to Graduate . A student must complete and submit the Application to Graduate on  GRADFORMS  no later than the third Friday of the semester (or third Friday of summer term) in which graduation is expected. The application is valid for that autumn or spring semester or summer term only. Submitting this application indicates that the student expects to complete all degree requirements by the end of that semester or term. It must be submitted by the student and approved by the advisor and the Graduate Studies Committee Chair. The dissertation advisor must be listed on the form.

End of Semester or Summer Term . A student who does not meet published graduation deadlines, but who does complete all degree requirements by the last business day prior to the first day of classes for the following autumn or spring semester or summer term, may graduate the following autumn or spring semester or summer term without registering or paying fees

Summary of PhD Degree Graduation Requirements - 7.13

• Satisfactory completion of the candidacy examination and submission of the approved Report on Candidacy Examination.
• Registration for at least three graduate credit hours during the autumn or spring semester or summer term when the candidacy and final oral examinations are taken and during the autumn or spring semester or summer term in which graduation is expected. 
• Submission of the Application to Graduate form to GRADFORMS no later than the third Friday of the autumn or spring semester (or third Friday of summer term) in which graduation is expected. 
• Completion of a minimum of 80 graduate credit hours, at least 50 of which must be completed beyond the master’s degree. For a master’s degree earned at another institution to count toward the 80 hours, it must be officially transferred. Of the 50 post-master’s hours, at least 24 graduate hours must be taken at this university. 
• Approval of complete and defensible dissertation draft by the dissertation committee members and submission of the Application for Final Examination and the complete and defensible dissertation draft to the Graduate School at least two weeks before the date of the final oral examination. 
• Satisfactory completion of the final oral examination and verification that the Report on Final Examination form has been approved (via GRADFORMS) by the published deadline. 
• Electronic submission of the approved dissertation and a separate 500-word or less abstract by the published deadline for the semester or summer session of graduation. 
• Committee approval of the Report on Final Document and completion of Survey of Earned Doctorates after electronic submission and acceptance of dissertation by the published deadline for the autumn or spring semester or summer term of graduation. 
• Completion of PhD degree requirements within five years after being admitted to candidacy 
• Completion of PhD degree requirements established by the Graduate Studies Committee. 

Students are responsible for meeting all degree and graduation requirements by the requisite deadlines, as well as follow all existing policies and procedures. Failure to do so may prevent the student from graduating on time. See Appendix H.3 for more information. 

Interdisciplinary Graduate Programs - 7.14

Interdisciplinary Graduate Programs (IGP) are graduate programs spanning across multiple departments and colleges. There are five IGPs recognized by the Office of Academic Affairs and reporting fiscally to the Graduate School. Each is overseen by its own graduate studies program coordinator (Section 13). These are: 

• Ohio State Biochemistry Program  (PhD) 
• Biophysics Program  (PhD) 
• Environmental Science Graduate Program  (MS/PhD) 
• Molecular, Cellular, and Developmental Biology Program  (PhD) 
• Neuroscience Graduate Studies Program  (PhD) 

Admission.  Students need to submit independent application(s) for each of the IGPs. The PhD degree requirements for IGPs are as described in  Section 7.13 .

Doctor of Musical Arts Degree (DMA) - 7.15

The doctoral degree rules presented in this document apply to students pursuing the DMA degree. 

DMA Document . After admission to candidacy and in place of a dissertation, the DMA student must demonstrate competence by presenting recitals (in performance) or original works (in composition) and by writing a scholarly document. The student is responsible for ensuring that the information contained within the scholarly document is original, complete and does not include material that could be deemed as academic misconduct. 

The DMA document gives evidence of the candidate’s ability to make a scholarly investigation and to present its results in a clear, concise style. It is a detailed analytical, historical and/or technical study of a coherent segment of the performance literature; or, for composers, it is a study related to composition. The DMA document must conform to Graduate School format requirements as described in the “ Guidelines for Preparing Theses, Dissertations, and DMA Documents .” 

DMA Committee . The DMA committee is established before the first recital or composition presentation and is subject to the rules of the Graduate Studies Committee. The DMA candidacy committee is composed of the advisor and three authorized graduate faculty members. The DMA final examination committee is composed of the advisor and two authorized graduate faculty members, as is for the PhD degree. The advisor must have an authorized P status with a DMA degree or equivalent in the student’s home program and whose major instrument is the same as that of the student. The other members of the candidacy and final examination committee must have a graduate faculty M status or an authorized P status. A graduate faculty representative will serve on the final examination committee.

Final Oral Examination . For DMA students in performance, the final oral examination is concerned primarily, but not exclusively, with the document, the major performance area, and its repertoire. For DMA students in composition, the final oral examination is concerned primarily, but not exclusively, with the DMA document, the area of composition, and music theory.

Electronic Submission of DMA Document . The DMA document must be submitted electronically through  OhioLINK  (Ohio Library and Information Network) by the published deadline for the semester or summer session of graduation. All DMA documents are also archived with  ProQuest/UMI . Approved documents submitted via OhioLINK will need to be accepted by the Graduate School by the close of business before the Report on Final Document will be processed. The students must allow adequate time, at least a day or two, between submitting their document to OhioLINK and final review/approval by the Graduate School.

Summary of DMA Degree Graduation Requirements - 7.16

• Satisfactory completion of the candidacy examination and submission of the approved Report on Candidacy Examination presentation of recitals or compositions.
• Submission of the Application to Graduate form on GRADFORMS no later than the third Friday of the semester (or third Friday of summer term) in which graduation is expected. 
• Approval of complete and defensible DMA document draft by the DMA document committee members and submission of the Report on Final Examination form and the complete and defensible document draft to the Graduate School at least two weeks before the date of the final oral examination. 
• Satisfactory completion of the final oral examination and submission of the Final Oral Examination Report form to the Graduate School by the published deadline for the autumn or spring semester or summer term of graduation deadline for the autumn or spring semester or summer term of graduation. 
• Committee approval of the Report on Final Document and completion of Survey of Earned Doctorates after electronic submission and acceptance of document by the published deadline for the autumn or spring semester or summer term of graduation. 
• Completion of DMA degree requirements within five years after being admitted to candidacy. 
• Completion of DMA degree requirements established by the Graduate Studies Committee in Music. 

Students are responsible for meeting all degree and graduation requirements by the requisite deadlines, as well as following all existing policies and procedures. Failure to do so may prevent the student from graduating on time. See  Appendix H.3  for more information. 

Professional Doctoral Degrees - 7.17

Professional doctoral degrees prepare students for advanced professional knowledge with a practice perspective to the learning, and variable levels of scholarly work. Frequently, professional doctoral degrees will contain training and advanced knowledge that is required by a relevant licensing board and professional organization. The professional doctoral examination, final document, and exit requirements are components that provide examination and capstone experiences consistent with the profession’s standards and the Graduate School’s expectations for professional doctoral programs. 

Please note that these degrees differ from professional programs that have been established, report to the Office of Academic Affairs, and are not overseen by the Graduate School ( Section 8.1 ).

The following professional doctoral degrees are offered at the university and are overseen by the Graduate School:

Doctor of Audiology  (AuD)

Doctor of Education  (EdD) 

Doctor of Education in Kinesiology  (KINESIO-ED)

Doctor of Nursing Education  (DNE)

Doctor of Nursing Practice  (DNP)

Occupational Therapy Doctorate  (OTD)

Doctorate of Physical Therapy  (DPT) 

Admissions Criteria . An applicant must submit documentation that demonstrates fulfillment of the admission criteria or equivalent qualifications as listed in Section 2.2 .

Program of Study . Students follow a course of study established by the professional doctoral degree program. Professional doctoral degree programs include a professional doctoral examination, final document, and exit requirement. Professional doctoral degree programs include practicum, internship, or similar clinical or professional experiences designed to provide mastery of the skills needed by doctoral-level practitioners in the field. Professional doctoral degree programs may also have additional discipline-specific requirements that reflect licensing or accreditation standards.

Credit Hours.  A minimum of 80 graduate credit hours, or the minimum credit hours approved by the Graduate School for a program, beyond the baccalaureate degree is required to earn a professional doctoral degree.  .

If a master’s degree has been earned by the student, then a minimum of 50 graduate credit hours, or the minimum credit hours approved by the Graduate School for a program, beyond the master’s degree is required. Of the 50 post-master’s hours, at least 24 graduate hours must be taken at this university. If the master’s degree was earned at another university, it must be transferred to this university. When a professional doctoral student has taken a master’s degree at this university and has earned graduate credit in excess of the minimum required for that degree, the student’s advisor, with the approval of the Graduate Studies Committee, notifies the Graduate School of the courses to be counted toward the 50 graduate credit hours required for the professional doctoral degree. 

A student must be registered for at least three graduate credit hours during the autumn or spring semesters or summer term of the professional doctoral examination, the autumn or spring semester or summer term of the exit requirement, and the autumn or spring semester or summer term of expected graduation. 

Professional Doctoral Examination . Students are required to take a professional doctoral examination testing the student’s understanding of the theoretical and applied fundamentals of the field as well as the student’s readiness to engage in a sustained clinical or professional experience. The timing of the professional doctoral examination is set in accordance with the requirements of professional preparation but generally precedes a sustained clinical or professional experience. 

The Professional Doctoral Examination cannot be taken the same autumn or spring semester or summer term as the exit requirement or expected graduation. The student must submit an Application for Professional Exam on  GRADFORMS  at least two weeks prior to the scheduled date of the exam. 

Failure . A student who fails the professional doctoral examination twice is not allowed an additional examination. After two unsatisfactory attempts at the professional doctoral examination, a student is not permitted to be a doctoral candidate in the same or any other graduate program at this university.

Final Document . Students in professional doctoral programs submit an original final document demonstrating original thinking and the ability to evaluate research in the field analytically. Students in professional doctoral programs are expected to follow the document formatting standards of their disciplines. Each committee member indicates approval of the student’s final document by posting their decision on the Report on Final Document in  GRADFORMS . The final version of the student’s final document is retained permanently by the student’s program. Final documents must not contain material restricted from public disclosure.

Professional Doctoral Exam Committee . The final exam committee is composed of the advisor, who must be a Category P, or Category M with a degree of the Professional Doctorate, or equivalent, of the student’s home program, as well as at least one other current graduate faculty member, and one faculty member approved by the program. Graduate Faculty Representatives do not serve on the final exam committee. If a second final exam is held, the final oral examination committee must be the same as the original one unless a substitution is approved by the Graduate School. All other rules pertaining to final oral examinations must be followed. 

Exit Requirement . Students are required to complete an exit requirement designed by the professional doctoral program to demonstrate candidates’ preparation for advanced application and/or practice in the profession. The exit requirement is structured around the final document. 

External Reviewers . External reviewers may assist in the evaluation of professional doctorate candidates by reviewing the final document or by participating in the exit requirement.

Time to Degree . Professional doctoral degree requirements must be completed within five years after a student passes the professional doctoral examination.

Review . On written appeal by the student, the Graduate School Grievance Committee will review the professional doctoral examination or exit requirement to ensure its conformity to Graduate School rules and to determine if it was conducted fairly and without prejudice to the student. The Graduate Council has established review procedures ( Appendix D ).

Summary of Professional Degree Graduation Requirements

• Submission of an approved Application for Professional Exam to the Graduate School at least two weeks before the exam date. 
• Satisfactory completion of the professional doctoral examination and submission of the approved Report on Professional Exam.  
• Registration for at least three graduate credit hours during the autumn or spring semester or summer term when the professional doctoral examination and exit requirement are completed and during the autumn or spring semester or summer term in which graduation is expected.  
• Submission of the Application to Graduate form on GRADFORMS no later than the third Friday of the semester (or third Friday of summer term) in which graduation is expected.  
• Completion of a minimum number of graduate credit hours required for the professional doctoral degree. If the student has earned a master’s degree, a minimum of 50 graduate credit hours, or the minimum credit hours approved by the Graduate School for a program, beyond the master’s degree is required. Of the 50 post-master’s hours, at least 24 graduate credit hours must be taken at this university. If the master’s degree was earned at another university, it must be transferred to this university. See Section 7.17.5 for additional information.  
• Approval of the final professional document by the professional doctoral exam committee members and submission of an approved Report on Final Document by the published deadline. 
• Satisfactory completion of the exit requirement designed by the professional doctoral program and submission of an approved Report on Final Exam by the published deadline. 
• Completion of professional doctoral degree requirements within five years after successful completion of the professional doctoral examination. 
• Completion of professional doctoral degree requirements established by the corresponding Graduate Studies Committee. 

Students are responsible for meeting all degree and graduation requirements by the requisite deadlines, as well as follow all existing policies and procedures. Failure to do so may prevent the student from graduating on time.  See Appendix H.3 for more information. 

Academic Internship Programs - 7.18

The graduate school supports internship experiences for graduate students that advance their program of study and develop skills that prepare them to be successful for a broad range of academic and non-academic career paths. These internship opportunities should complement the academic and professional training of the student and be integrated with their program of study. 

Students and their advisor(s) in consultation with the graduate studies committee should carefully consider the benefits of the proposed internship and ensure that the internship experience does not adversely affect the credit-hour and other program requirements and timeline for graduation. Typically, these internships are recommended for students who have achieved doctoral candidacy status to avoid conflicts with course-load and credit-hour requirements(s) during the academic semester(s). Participation in these internships, which are expected to be synergistic with the student’s program of study, typically counts toward the doctoral candidate’s five years of candidacy. 

Students pursuing an internship opportunity are subject to the continuous enrollment policy and must register and pay fees at Ohio State. Internship opportunities for graduate students should ideally provide funds that allow for payment of stipend, tuition and fees, and/or travel and relocation fees for the graduate student as applicable. 

Big Ten Academic Alliance Traveling Scholar Program - 7.19

The  Big Ten Academic Alliance  (BTAA), the consortium of the Big Ten universities and the University of Chicago, established the Traveling Scholar Program to increase the cooperative use of its member institutions’ resources. The program enables doctoral students at any BTAA university to take advantage of educational opportunities at any other BTAA university. 

Eligibility . A student who wishes to become a BTAA Traveling Scholar first consults with the advisor to determine if such an option would enhance the program of study and would not duplicate educational opportunities offered at this university. The student’s advisor discusses the proposed visit with a colleague at the host university. Both faculty members must agree that the student is qualified to take advantage of the visit. 

The student must fill out the   BTAA Traveling Scholar Application  (submit no later than the normal registration deadline for the relevant semester or term). If approved by the Graduate School, it is forwarded to the graduate school at the host campus for approval. The student and advisor are notified regarding the decision of the host campus. 

Enrollment . Traveling Scholars register and pay fees at their home university. They normally register for independent study courses or research credit (8999) and earn a grade of Satisfactory (“S”) or Unsatisfactory (“U”), which appears on the student’s official permanent record. The actual courses taken and grades earned appear on the host university’s transcript returned by the host BTAA institution at the end of the quarter or semester.

Time limit . Visits of Traveling Scholars may not exceed two academic semesters and/or a total of 12 months.

Office of Postdoctoral Affairs - 7.20

Postdoctoral trainees are not Graduate Students and therefore are not directly overseen by the Graduate School. However, as part of Graduate Studies (advanced learning beyond the baccalaureate degree), postdoctoral trainees are overseen by the  Office of Postdoctoral Affairs  that reports to both the Office of Research and the Vice Provost for Graduate Education and Dean of the Graduate School. The Office of Postdoctoral Affairs prepares the next generation of research leaders by enhancing the postdoctoral experience at The Ohio State University through the promotion of career development opportunities, advancing the quality of the training environment for postdoctoral scholars, and providing resources and support to faculty members. 

Support is provided through (but is not limited to):

• Funding the university’s membership to the National Postdoctoral Association (NPA).
• Fellowship Awards Program.

GSH Section 8 - Special Graduate Programs

• Enhancement of Graduate Degrees 8.0
• Combined Programs 8.1
• Dual Degree Programs 8.2
• Graduate Certificates 8.3
• Graduate Minors and Graduate Interdisciplinary Specializations 8.4
• Areas of Specialization and Program Tracks 8.5
• Customized Programs 8.6
• International Cooperative Degree Programs 8.7

Enhancement of Graduate Degrees - 8.0

Graduate degrees can be customized with low-credit hour minors, specializations, dual and combined degrees, and certificates. 

Current graduate students can discuss with their graduate faculty advisor and graduate studies committee about enhancement options for their graduate degree and how it aligns with their research and career interests and degree completion timeline. 

The academic standing and standards stated in  Section 5  apply to all students pursuing any enhancement option.

Combined Programs - 8.1

Students in combined programs are enrolled concurrently in the Graduate School and in a professional or undergraduate college or school. The purpose of combined programs is to give outstanding students an opportunity to pursue, simultaneously, two degrees in different colleges or schools by reducing the amount of time required to complete both sets of degree requirements. 

The following Professional Programs report to the Office of Academic Affairs (OAA) and not to the Graduate School. Dual degrees involving two professional degrees also do not report to the Graduate School. However, the following professional programs also offer combined programs (e.g., MS or PhD) with the Graduate School: 

• Veterinary Medicine

The following undergraduate colleges and schools offer combined programs recognized by the Graduate School: 

• Agriculture
• Arts and Sciences
• Engineering
• Environment and Natural Resources
• Health and Rehabilitation Sciences
• John Glenn College of Public Affairs
• Public Health

Admission . Students enrolled in combined programs are admitted by the Graduate School, the Graduate Studies Committee, and the professional or undergraduate college or school.  The  Office of Graduate and Professional Admissions  receives application material, determines when the application is complete, calculates the official grade point average (GPA), and notifies the applicant of the admission decision. Please note that students may only pursue a combined degree in a program that has been officially recognized as “combined” by both the University and the Ohio Department of Higher Education. 

Criteria . To be admitted as a graduate student in a combined program, the applicant must submit documentation that demonstrates satisfactory fulfillment of the following admission criteria: 

• Completion of a minimum of 90 undergraduate credit hours, for those enrolling in an undergraduate/graduate combined program. 
• A minimum of 3.5 cGPA in all previous undergraduate work for those enrolling in an undergraduate/graduate combined program (including credit hours from other institutions). 
• An earned baccalaureate or its equivalent or completion of the first year of a professional program for those enrolling in a professional/graduate combined program. 
• A minimum of 3.5 cGPA in all previous undergraduate work for those enrolling in a professional/graduate combined program who hold a completed bachelor’s degree and have not completed one year in the professional program. Students who have completed one year in their professional program must be in good academic standing, admitted to the Graduate School without conditions, and approved by the professional college dean, director, or chair. 
• Prerequisite training that will enable the student to pursue the graduate degree program selected. 

Students may not be admitted to the undergraduate/graduate or the professional/graduate combined program in conditional or graduate non-degree status. 

Credentials . Applicants must submit the same credentials required of other Graduate School applicants.

Procedures . Applicants must consult the appropriate professional or undergraduate college or school about admission requirements and procedures for its combined program students. In addition to the appropriate admissions applications, the student must also submit a Combined Degree Program form in GRADFORMS. The form must be submitted at least two weeks prior to the beginning of the semester or term of the combined program. Additional information regarding these procedures may be found on the Graduate School website or by clicking  this link .

Advisor . At the time of admission, a Graduate Faculty member is appointed to advise the student as their primary advisor ( Section 12.1 ). This graduate advisor may be the same as the professional or undergraduate advisor. The Graduate Studies Committee and the student’s graduate advisor are responsible for monitoring progress toward the graduate degree. 

Course Load . The number of credit hours a student in a combined program attempts each semester or term is determined by the student and the advisor(s) and must be consistent with the course loads described in  Section 3  and by the professional or undergraduate college or school.

Course Credit .  Students will list the courses being counted toward the undergraduate/professional and graduate degrees on the Combined Degree Program form in GRADFORMS. Once the form is submitted, it will be routed to both programs for approval before the Graduate School reviews it to ensure all combined program requirements have been met.  Section 4.0  outlines the criteria for hours to count as graduate credit.

Cumulative Grade-point Averages . Students enrolled in combined programs have two cGPAs, one including all credit counted toward the graduate degree and one including all credit counted toward the professional or undergraduate degree. 

Master’s and Doctoral Degree Requirements . A student pursuing a combined program must submit the Application to Graduate on  GRADFORMS  to the Graduate School no later than the third Friday of the autumn or spring semester (or third Friday of summer term) in which graduation is expected. All master’s and doctoral degree requirements apply to students enrolled in combined programs. 

Graduate Appointments . Students enrolled in professional/graduate combined programs may hold GA appointments ( Section 9 ) or Fellowships and Traineeships ( Section 10 ) provided all eligibility criteria are met. Students enrolled in a bachelor’s/master’s combined program may hold GA appointments that do not involve teaching of other students provided all other eligibility criteria are met. 

Withdrawal . Students who are denied further registration in or who withdraw from the graduate portion of their combined program may either retain their graduate credit in the Graduate School should they reenroll at a later time or transfer that graduate credit earned to the other degree program, subject to the rules of the other college or school. 

Dual Degree Programs - 8.2

A dual degree program is defined as a graduate student’s pursuit of any two graduate degrees concurrently, with the exception of two PhD programs. A dual degree program can be the concurrent pursuit of a master’s degree and any other graduate degree (master’s, PhD, or a professional doctorate) or a PhD and a professional doctorate. The dual program does not apply to students pursuing a master’s and a PhD in the same graduate program. Students cannot pursue two PhD programs concurrently at Ohio State. 

Program of Study . The student and advisor(s) in each graduate degree program plan an integrated course of study to satisfy the requirements of both degree programs. The  Application for Dual Degree Program Plan  must be completed and submitted to the Graduate School via  GRADFORMS  at least one semester or term prior to the semester or term in which one or both degrees are awarded. Per the dual degree being pursued, students must also abide by all other rules and requirements for doctoral degree programs ( Section 7 ) and/or master's programs ( Section 6 ). All master’s and doctoral exams must remain unique to their respective program degree requirements and cannot be used as substitutes for the second program. 

Credit Hours . Students must satisfy the credit hour requirements for each degree program. A minimum of 50 percent of the hours counted toward the credit hour requirement for each degree must be unique to that degree and cannot be used for dual credit. The Graduate Studies Committee of either program may establish a minimum higher than 50 percent. Dual degree students who also pursue a certificate program ( Section 8.3 ) cannot count any of the credits used for completing the certificate as dual credit toward either major degree program and must comply with the 50 percent unique credit policy for each degree. Dual degree students who are pursuing a master’s degree and a PhD degree simultaneously and who have a previous master’s degree that is being counted for 30 hours toward the PhD cannot utilize any dual credits between another master’s and the PhD. In this case the Dual Degree Program Plan will be submitted by the student to reflect the appropriate number of credits needed for the completion of each degree, but there can be no overlap of credits between the two programs. The dual credit section of the Dual Degree Program Plan will be blank. Students interested in counting earned PhD credit toward a second master’s degree should inquire with the Graduate School as to its relevance to the dual degree program. 

Tuition and Fees . When a tuition difference exists between the two degree programs, students in the dual degree programs will be charged the higher tuition rate for all enrolled courses in a given semester. Students who are on a graduate fellowship cannot be enrolled as a dual degree student while in the fellowship period. 

Graduate Certificates - 8.3

Certificate programs provide students an opportunity to demonstrate competence in a coherent curriculum or area of specialization. Certificates often supplement previous advanced degrees or further professional preparation. Certificates may also serve as an entry point to additional advanced graduate study. Graduate certificates can be free-standing programs; students are directly admitted into these certificate programs. Students may also be simultaneously enrolled in a master’s or doctoral degree program. 

Program of Study . Graduate certificates are administered by a Graduate Studies Committee. Students must select a program of study and are encouraged to contact the certificate program prior to application. Information regarding specific requirements for each certificate is available from the Graduate Studies Committee responsible for the certificate program. A complete list of current certificate programs is available on the  Graduate School website . Students must meet the minimum admissions standards of the Graduate School. Please note that students pursuing a professional (i.e., category 5b) certificate while also enrolled in a graduate degree or graduate certificate program (i.e., categories 3a or 3b) must maintain the Graduate School’s minimum GPA requirement and make adequate progress toward degree/certificate completion. 

Credit Hours .  Graduate certificate programs must consist of at least 12 credit hours. Students must achieve a cumulative graduate GPA of at least a 3.0 to be considered for the awarding of a certificate. Only grades of “A” through “C-,” as well as “S,” may be counted toward the completion of the certificate program. Up to 100 percent of relevant credit hours required for the certificate may count towards a degree, upon approval by the degree program. Students may not transfer graduate credits earned at another institution to a graduate certificate program.

Application for Certificate Completion . A student pursuing a graduate certificate program must submit the  Application for Certificate Completion  to the Graduate School no later than the third Friday of the autumn or spring semester (or third Friday of summer term) in which completion from the student’s certificate program is expected. 

Graduate Minors and Graduate Interdisciplinary Specializations - 8.4

The Graduate Minor and the Graduate Interdisciplinary Specialization (GIS) are two options that facilitate the access of graduate students to interdisciplinary study and provide formal recognition of such study on the student’s transcript. In addition, these options recognize and benefit faculty interested in developing interdisciplinary courses/clusters as part of the Graduate School’s effort to support interdisciplinary scholarship. Individual students may not create their own minors and interdisciplinary specializations. These are offered instead by graduate programs or groups of graduate programs. Detailed information, including criteria, procedures for development, and operating procedures for  Graduate Minors and Graduate Interdisciplinary Specializations  are available from the graduate programs involved or the Graduate School. 

Program of Study . All academic aspects of the Graduate Minor and the Graduate Interdisciplinary Specialization (e.g., program of study, examination requirements) are subject to approval by the graduate programs that offer the minor and interdisciplinary specialization. 

Graduate Minors . A graduate minor involves one program outside a student’s major graduate program. A graduate minor requires a minimum of 10 hours of graduate-level course work in at least three courses. Twenty hours of graduate level courses is the maximum allowance for graduate minors. The student must receive a grade of “B” or better or “S” in each course comprising the graduate minor. The completed graduate minor will appear on the student’s transcript after the student has completed the transcript designation form available through  GRADFORMS .

Graduate Interdisciplinary Specializations . A GIS involves two or more graduate programs outside the student’s major graduate program. A GIS requires a minimum of 10 hours of graduate-level course work in at least three courses. Twenty hours of graduate-level courses is the maximum allowance for a GIS. Nine hours taken for the GIS must be completed outside of the student’s home program in at least three courses. The student must receive a grade of “B” or better or “S” in each course comprising the GIS. The completed GIS will appear on the student’s transcript after the student has completed the transcript designation form available through  GRADFORMS .

Areas of Specialization and Program Tracks - 8.5

A graduate specialization represents a significant, widely recognized division of an overall field of study that is broader than an individual faculty member’s area of interest or an individual student’s thesis or dissertation topic. A graduate program track is a specific series of courses and/or other curricular requirements that may be selected by students who wish to develop depth in a particular discipline area. 

Both areas of graduate specialization and program tracks must be within the student's graduate program. Specializations that lie outside the student's program are designated as graduate minors or GIS. 

Program of Study . Graduate specializations are approved by the Graduate School for the student’s graduate degree program. The student, together with their advisor, may select an approved specialization and forward a request for approval to the local Graduate Studies Committee. If the committee approves the student’s request, the committee forwards the request, together with notice of approval, to the Graduate School.

Upon the student’s graduation, the Graduate School posts the graduate specialization in the student’s permanent record so that it appears on the student’s Ohio State transcript with the student’s graduate program. 

Unlike graduate specializations and minors, program tracks are not formally approved by the Graduate School, and are not designated on the student’s transcript. The completion of a program track is administered at the program level. Approval by the Graduate School of new program tracks or substantial changes to program tracks is required only when the changes constitute at least 50% of the existing graduate program. 

Customized Programs - 8.6

Individual graduate programs may be developed on a case-by-case basis by the local unit in consultation with the Graduate School and in accordance with the  guidelines and procedures  for review and approval of new graduate degree programs.

Proposals for new graduate minors, GIS and specializations need to follow the  Graduate School guidelines  for the process of approval. Students interested in pursuing a customized degree should first contact the local unit to determine the feasibility of this option. 

International Cooperative Degree Programs - 8.7

The purpose of an international cooperative degree program is to give outstanding international students an opportunity to pursue, simultaneously, two degrees in different international universities by reducing the amount of time required to complete both sets of degree requirements. The opportunity to gain an international experience in graduate education provides a means of access to new information and perspectives, innovative concepts and methods, emerging research technologies and unique populations and environments not typically available at a single institution and country. 

The international cooperative graduate degrees are implemented after an approved international cooperative graduate degree agreement (ICGDA) exists between Ohio State and an international partner institution. In this arrangement, a part of the undergraduate or graduate degree requirements are met by the students enrolled at the partner institution, following which the students enroll for and complete the requirements of the graduate program at Ohio State. International cooperative degrees can be formalized for any existing combined or dual degree programs at Ohio State in accordance with the guidelines outlined in the specific programs and in the ICGDAs.  

All international cooperative graduate degrees proposed under the approved ICGDA will need to undergo program review at the Graduate School, and must align with Ohio State rules and protocols. The extent of required review will be determined as follows: 

• Cooperative degree programs that make use of existing graduate programs at Ohio State will require review of administrative arrangements, potential impact on enrollment and availability and adequacy of the faculty and facilities available for the proposed program.  
• Cooperative programs that propose a significant (>50%) revision to an existing degree will need to undergo review by the associated college, the Graduate School and the Council on Academic Affairs (CAA).
• Newly designed degree programs will need review at the state level via the  Chancellor's Council on Graduate Studies  (CCGS) in the Ohio Department of Higher Education.

GSH Section 9 - Graduate Associates

• Graduate Associates Introduction 9.0
• General Information 9.1
• Terms of Appointment, Reappointment, or Termination 9.2
• Appointing Unit Responsibilities 9.3
• Petitions: Graduate Associate Policies 9.4
• Grievances Procedures 9.5
• Externally Funded Students 9.6

Graduate Associates Introduction - 9.0

A graduate student’s principal objective is to earn a graduate degree. The graduate school recognizes that paid apprentices for research, teaching or service activities at the university can form an enriching experience for graduate students. This section summarizes the major types of paid apprenticeships for graduate students, graduate associate (GA) appointments. In addition, during their program of study some graduate students can support themselves directly through external sources. These include federal aid and loans, sponsorships and scholarships provided by entities external to the university, (summarized in  Section 9.6 ). Additional information may be obtained from the student’s appointing unit, the Graduate Studies Committee, or the Office of Human Resources. Each office participates in the formulation of GA rules. 

General Information - 9.1

Titles . The three graduate associate (GA) titles are: Graduate Administrative Associate (GAA), Graduate Research Associate (GRA), and Graduate Teaching Associate (GTA). 

Appointment as a GA contributes to the overall objective of earning a graduate degree by providing an apprenticeship experience along with financial support. This apprenticeship complements formal instruction and gives the student practical and personal experience that can be gained only by performing instructional, research, or administrative activities. It is expected that GA responsibilities will not interfere with a student’s reasonable progress ( Section 5.4 ) toward completion of the graduate degree and may align and support the student’s graduate degree. It is important for the student, the advisor and the academic unit employing the GA, to understand that the student is to work a maximum of 20 hours per week on duties that are not directly related to their graduate degree. The monitoring of these activities will vary by unit. 

Responsibilities . Specific GA responsibilities are determined by the appointing units. These may include teaching classes, recitations, and labs; advising and counseling students; grading papers; gathering and analyzing data; writing reports; and assisting faculty members and administrators. 

Eligibility . To hold a GA appointment, a student must satisfy the following eligibility requirements. The student: 

• Must be pursuing a graduate degree at this university. 
• Must meet minimum Graduate School registration requirements: 
• Take eight graded (i.e., A-E or S/U, non-audited) credit hours during each semester when a 50 percent or greater GA appointment is held, except during the summer term, when the minimum is four. 
• Take four graded (i.e., A-E or S/U, non-audited) credit hours during each semester a 25 percent appointment is held, except during the summer term, when the minimum is two. 
• For doctoral students who have achieved candidacy status, take three graded (i.e., A-E or S/U, non-audited) credit hours each semester or term when a 50 percent GA appointment is held. Students are required to be continuously enrolled after passing the candidacy examination (Section 7.7). 
• Must be in good standing in the Graduate School when the appointment or reappointment becomes effective. 
• Must maintain reasonable progress toward a graduate degree. It is the responsibility of each Graduate Studies Committee to determine what constitutes reasonable progress in its degree programs. 
• Must certify proficiency in spoken English before assuming GTA duties involving direct student contact (applies only to international and permanent resident non-English speaking graduate students). 
• Must satisfy other requirements published by the Graduate Studies Committee or appointing unit. 
• Must, if enrolled in a bachelor’s/master’s combined program, hold only a GA appointment that does not involve teaching of other students. 

Audited courses do not count toward these requirements. 

Monitoring . Responsibility for monitoring of eligibility for GA appointments is the joint responsibility of the Dean of the Graduate School and the Graduate Studies Committee. It is also the Graduate Studies Committee’s responsibility to ensure that GAs are only performing the work associated with their specific type of appointment (e.g., GRAs should not teach courses, etc.). 

Terms of Appointment, Reappointment, or Termination - 9.2

Offer of Appointment . Any student accepting a GA appointment must be provided with a Recruit-to-Hire (new appointments) or Period Activity Pay (reappointments) document stating the terms of the appointment ( Appendix E ). 

Time of Offer . The following timetable is suggested for the offer and acceptance of appointments and reappointments by appointing units and students. This timetable provides adequate time for students to make course scheduling and other necessary decisions. This university adheres to the Council of Graduate Schools’ resolution regarding GAs as summarized below: 

In those instances in which a student accepts an offer before April 15 and subsequently desires to withdraw that acceptance, the student may submit in writing a resignation of the appointment at any time through April 15. However, an acceptance given or left in force after April 15 commits the student not to accept another offer without first obtaining a written release from the appointing unit to which the commitment has been made. 

Those appointing units offering initial appointments after April 15 must make offers as early as possible during the spring semester and summer term. 

Period of Appointment.  A typical GA appointment is for autumn and spring semesters; however, work patterns are determined locally and may vary due to summer term staffing needs. GAs should be hired for no less than a full semester, unless prior approval has been established with the Graduate School. The following appointment dates should be used to direct the efforts for GAs each semester: 

• Autumn Semester: August 16 through December 31.  
• Spring Semester: January 1 through one business day prior to the start of Summer Term. 
• Summer Term: The first day of Summer Term through August 15. 

Note: these dates may be variable depending upon the day of the week on which they fall. 

Percent Time .  The majority of GAs are appointed at 50 percent time with an average load of 20 hours per week over the duration of the appointment period. Appointments that routinely require more than 20 hours per week must be made at the appropriate percentage level. (For instance, an appointment regularly requiring 22 hours per week must be made at the 55 percent level and be paid accordingly.) A GA may not hold an appointment for more than 75 percent time, whether as a single appointment or combination of appointments.

International students may not be appointed for more than 50 percent time either as a single or a combined appointment. 

GAs may be appointed for less than 50 percent (partial appointment). With the approval of the Graduate School, GAs may be appointed at 25 percent time, averaging 10 hours per week; however, only one half of their fees will be authorized. 

Stipend .  This university establishes a minimum stipend for GAs. The current minimum stipend is $21,280 for a nine-month 50 percent GA appointment and $28,373.33 for a 12-month 50 percent GA appointment. Appointing units determine stipend levels above the minimum within university stipend policies. Levels of responsibility, years of experience, progress toward a graduate degree, and performance as a GA are the most common factors used by appointing units to determine stipend levels.

Resignations .  Doctoral candidates who have successfully completed all program degree requirements and responsibilities associated with their GA appointment or fellowship may petition the Graduate School for early termination of their GA appointment. This petition must include confirmation from the doctoral candidate’s advisor and Graduate Studies Committee Chair that all program degree requirements have been completed and that the program supports the early termination of the GA appointment. If the Graduate School approves the doctoral candidate’s petition, all benefits associated with the graduate associate or fellow appointment will remain on the doctoral student’s account for the duration of the appointment period.

Reappointments .  Academic performance and prior GA performance are among the criteria for reappointment. If a reappointment is not made, the appointing unit must notify the GA as soon as possible. Reasons for non-reappointment must be stated in writing. For two weeks after the date of the non-reappointment notice, a GA has the right to initiate an appeal to the head of the appointing unit.

Termination Criteria . GA appointments may be terminated prior to the end of the appointment period only with the written approval of the Graduate School. If a GA appointment is terminated prior to the end of the appointment period for any of the following reasons, the GA will no longer be enrolled in the Graduate School. This has significant consequences for the student, including a transfer of the cost of the tuition and fees for the semester to the student. 

• The GA is registered for fewer than the number of credit hours required for a GA appointment or fewer than three credit hours for a doctoral student who has achieved candidacy status. 
• Performance or conduct as a GA is determined to be unsatisfactory by the appointing unit; the appointing unit has the discretion to reassign or relocate the GA during the time that the University is investigating or reviewing the GA relating to performance and/or conduct. 
• Unsatisfactory academic performance. 
• Breach of the Code of Student Conduct and/or university policies. 
• The appointing unit has insufficient funds. 

Volunteer GAs .  Under no circumstances should graduate students serve as “volunteer” GAs where they are expected to provide service with no stipend, at a stipend not commensurate with the expected load, or without an appropriate payment of tuition and fees. Course credit cannot be awarded to a student performing in the role of a GA in lieu of a stipend.

GAs Teaching Graduate Students .  Graduate associates may not be assigned to teach courses in which graduate students are enrolled for graduate credit.

Outside Employment .  A GA should determine whether the Graduate Studies Committee of their program has an established policy governing this issue. Graduate Studies Committees are encouraged to establish a policy on outside employment for graduate associates. A GA who is considering additional employment outside the university should consult their graduate advisor. A careful evaluation of the impact of additional commitments on the student’s academic progress and on the student’s GA responsibilities should be made. A GA may not hold any staff position at the university, nor may a GA concurrently hold an hourly student assistant position.

Appointing Unit Responsibilities - 9.3

Within the above-stated rules, each unit appointing GAs must develop, publish, and make available its GA rules, processes, and procedures. In addition, all GAs should be informed in writing of the person or persons from whom they should seek guidance and advice about their GA responsibilities. Each unit appointing GAs must provide the following information or direct students to a publication where it is located: 

• Section 9 ,  Appendix E  and  Appendix F  of the Graduate School Handbook.
• Local criteria and procedures for selecting GAs. 
• Local criteria and procedures for reappointing GAs. 
• Period of appointment. 
• Availability of summer term appointments. 
• Stipend levels. 
• Dates for notifying students of appointments and for receiving acceptances or refusals. 
• Copies of any Recruit-to-Hire and/or Period Activity Pay documents. 
• Criteria and procedures for evaluating and reporting GA performance, including information about the Student Evaluation of Instruction (SEI) form and other student evaluations. 
• Criteria and procedures for terminating GA appointments. 
• Grievance procedures within the appointing unit, including where to address concerns and those individuals at the local and college levels charged with resolving issues. 
• Appropriate space and facilities necessary to carry out GA teaching, research, or administrative duties. 

Petitions: Graduate Associate Policies - 9.4

The GSCC or head of the appointing unit considers petitions concerning waiver of rules established by the appointing unit. 

Grievances Procedures - 9.5

It is generally preferable for problems related to GA appointments to be settled at the local level. Regular, clear communication between GAs and their advisors and supervisors is key to establishing and maintaining an effective work environment. However, if talking to an advisor or immediate supervisor does not resolve a problem or potential grievance, GAs are encouraged to consult Graduate Program Handbooks and other materials provided by the appointing unit to ascertain grievance guidelines that may be in place. Graduate Studies Committee Chairs and heads of appointing units can also provide information about such program guidelines. If resolution of the issue cannot be mediated locally, Graduate Studies Chairs should request assistance from the department, the college, and the Graduate School. The staff of the Graduate School is also available to provide consultation with graduate students about problems or potential grievances. There may be instances in which recourse to these persons does not provide resolution. The Graduate Council has established grievance procedures (see  Appendix D ).

Externally Funded Students - 9.6

There are several types of external funding that graduate students may receive from sources outside the university. Externally funded graduate students may not be eligible for the Health subsidy provided to Graduate Associates. Such externally funded students are not hired as GAs. The payment of tuition and fees and student stipend levels will be independently dictated by these external funding agencies. A few examples include: 

• The Post-9/11 GI Bill® provides financial support for education and housing to individuals with at least 90 days of aggregate service on or after September 11, 2001, or individuals discharged with a service-connected disability after 30 days. You must have received an honorable discharge to be eligible for the Post-9/11 GI Bill®. 
• Government sponsorship. US or non-US government organizations will often directly pay Ohio State for the cost of tuition and fees. 
• Industry sponsorship. Employees of private sector may avail of graduate tuition and fees as an employee benefit from their employer. 

GSH Section 10 - Graduate Fellowships

• Graduate Fellowships Introduction 10.0
• Types of Graduate School Fellowships 10.1
• Eligibility 10.2
• Nomination 10.3
• Fellowship Selection and Activation 10.4
• Terms of Appointment and Termination 10.5
• Non-Graduate School Funded Fellowships/Traineeships 10.6

Graduate Fellowships Introduction - 10.0

A graduate fellowship is a financial award made by the university or an external agency directly to a graduate student to provide support during a portion of the graduate degree program. Fellows are typically selected on the basis of academic or performance merit criterion through a university-wide or a national competition, without respect to financial need. Graduate fellows cannot be required to perform a service in return for receiving a stipend. 

Types of Graduate School Fellowships - 10.1

Two distinct kinds of Graduate School fellowships are awarded on a competitive basis as described below:

Graduate Recruitment Fellowships  are for students applying to begin a graduate program at Ohio State. The purpose of a graduate recruitment fellowship is to attract and retain a diverse, high quality graduate student population. Some graduate recruitment fellowships include a second and/or dissertation year of support.

For more information regarding the different types of Graduate School recruitment fellowships that are currently being offered, please visit the Fellowship Guidelines .

Presidential Fellowships provide support to students completing their major terminal degree as a doctoral student or a student in a 3-year terminal degree program (e.g., Master of Fine Arts (MFA). This award recognizes the student’s demonstrated research potential and scholarly achievements and provides financial support to students so that they may complete their dissertation (and similar) requirements unencumbered by other duties. 

For more information regarding the Presidential Fellowship, please visit the Fellowship Guidelines .

Eligibility - 10.2

The eligibility criteria for a Graduate School fellowship vary by kind of fellowship. However, recipients of all fellowships must meet the following minimal eligibility criteria. 

The student: 

• Must be admitted to the Graduate School. 
• Must be pursuing a graduate degree at this university on a full-time basis. 
• Must maintain good standing (Section 5.1) in the Graduate School during the period of appointment. 
• Must maintain reasonable progress (Section 5.4) toward a graduate degree as determined by the Graduate Studies Committee. 
• Must hold no other appointment or employment during the term of appointment as a Graduate School fellow. The Graduate School supports GTA and GRA experiences occurring during intervening years. 

Additional Eligibility Criteria for Graduate Recruitment Fellowships.

The student must:

• Be entering a new graduate program at Ohio State in a summer or autumn semester of the competition year. 
• Meet minimum grade-point average  as specified for the type of fellowship  for the undergraduate degree or a Master’s degree if applicable. 
• Must meet the nationality and other requirements as specified for the type of fellowship. 
• The Graduate School does not require standardized test scores. Scores should not be submitted if they are not required by the program. However, official notification of standardized scores (e.g., GRE and subject specific standardized test scores, GMAT, etc.) should be included as an Application Management Engine (AME) sheet from the Office of Graduate and Professional Admissions if the program requires standardized test scores and mentions standardized test scores in the justification statement as support for the quality of the nominee. 

Additional Eligibility Criteria for Presidential Fellowships.

Presidential Fellowships are awarded for demonstration of excellence and are research-based.  In general, eligibility for the Presidential Fellowship is limited to doctoral (PhD and DMA) students. However, students in three-year terminal degree programs, such as the Master of Fine Arts (MFA), who are entering their final year of study and the final stages of their required major terminal degree projects are also eligible. It is expected that students nominated for the Presidential Fellowship will complete their degree requirements and graduate within the fellowship period. Graduate programs are strongly urged to provide support through graduation for any student awarded a Presidential Fellowship who does not complete their degree within the fellowship tenure period. 

All applicants must:

• Meet minimum GPA (3.6) requirements for all graduate course work at Ohio State.

Doctoral applicants must also:

• Have achieved the candidacy status prior to the Presidential Fellowship competition deadline.
• Have completed all PhD or DMA course work and enroll for 8999 hours only.

Nomination - 10.3

Candidates for the graduate recruitment and Presidential fellowships are nominated by the Graduate Studies Committee of the local graduate program. Candidates may not apply directly. Students interested in being considered for the Presidential Fellowship should state their interest to their advisor or Graduate Studies Committee Chair. 

Procedures have been established for submitting graduate recruitment and Presidential fellowship nominations to the Graduate School. The dates of each fellowship competition and nomination procedures are communicated to each Graduate Studies Committee prior to each competition and are posted on the Graduate School’s website. Questions about nominating procedures, deadlines, and related matters should be directed to the Graduate School. 

Fellowship Selection and Activation - 10.4

Selection of students to receive either the graduate recruitment or the Presidential fellowships is made by committees of graduate faculty appointed by the Dean of the Graduate School for that purpose. The committee establishes detailed procedures and guidelines for a comprehensive review of nominations. In case of declination of a fellowship by a nominated student, the criteria for reallocation of Graduate School recruitment fellowships are provided in the Graduate School  Fellowship Guidelines .

Tenure . Graduate recruitment fellows are normally appointed for up to one academic year—autumn semester through summer term. Presidential Fellowships are awarded for a maximum of 12 consecutive months (two semesters and summer term). All graduate fellowship appointments are considered to be for 100 percent (full-time) effort toward the graduate student’s completion of degree requirements. Monthly stipend payment will terminate at the end of the semester or term in which graduation occurs, at the end of the month when all degree requirements are met and all documentation is submitted to the Graduate School for students meeting the end of semester or term deadline, or when students accept employment or another appointment. 

Dissertation Year of Multi-Year Fellowships . Activation of the dissertation year of multi-year fellowships must conform to the following process: 

A request for the activation of the dissertation year portion of a DDUF, DUF, DGE, DDGE, or Osmer Fellowship is made with the strong expectation that the fellow will complete all degree requirements and graduate within the dissertation year. The dissertation year must be activated by the student’s sixth year of graduate study. The graduate program is under no obligation to provide funding to the student after the dissertation year if the student does not complete their dissertation and graduate at the end of the dissertation year, or if the student has received a total of six years of support. 

Requests to activate the dissertation year portion must be made by the fellow’s Graduate Studies Committee Chair to the Graduate School. The request must provide assurance that the fellow 1) has met the minimum cGPA of 3.6 for DDUF and DUF fellows or a minimum cGPA of 3.2 for DGE and DDGE fellows or a minimum cGPA of 3.1 for Osmer fellows; 2) has successfully completed the candidacy examination and is within the five-year time period; 3) completed all doctoral course work. It is expected that enrollments will be limited to research and departmental seminars; however, fellows may register for other degree-related course work with advisor approval. The dissertation year fellowship may not be used to support any course work taken for another degree program; and 4) has received continuous departmental support during the intervening years between the first and dissertation fellowship years. 

Terms of Appointment and Termination - 10.5

Award . Nominated graduate students who receive a Graduate School fellowship are notified by the Dean of the Graduate School. Graduate programs are responsible for notifying unsuccessful nominees.

Stipend . EEach year the Graduate School establishes the stipend for graduate recruitment and Presidential fellows. Please see the Fellowship Guidelines document for additional information regarding fellowship stipends.

Credit hours . Fellows who are not yet doctoral candidates must be registered in the Graduate School for at least 12 hours of graduate credit (excluding audited courses) during any semester in which a fellowship appointment is held. Pre-candidacy fellows who maintain their appointments during summer term must enroll in six credit hours. Doctoral candidates must register for at least three credit hours.

Termination Criteria . A Graduate School fellowship may be terminated at the discretion of the Graduate School prior to the end of the award period for any of the following reasons:

• The fellow is no longer enrolled in the Graduate School. 
• The fellow is registered for fewer than 12 hours of graduate credit in a semester (or fewer than six hours in summer term) or fewer than three graduate credits if the fellow is a doctoral candidate. 
• The fellow receives a terminal degree. 
• The fellow fails to maintain reasonable progress toward meeting graduate degree requirements or fails to maintain good standing. 
• The fellow changes enrollment status outside the limits of the original agreement, including entry into a graduate and/or professional combined program or transfers to another graduate and/or professional program, without obtaining prior written approval from the appropriate graduate programs and the Graduate School to transfer the fellowship. Such a change could result in the loss of the fellowship and/or full fee authorization support. (The transfer of graduate program and the transfer of fellowship are two separate procedures.) 
• The fellow accepts employment or any other type of financial support without the approval of the Graduate School. 
• The fellow has been found in violation of the professional codes of ethics and responsibilities of the university. These codes include, but are not limited to, the  Graduate Student Code of Research and Scholarly Conduct  and the  Code of Student Conduct . Violations are determined through the formal disciplinary and/or grievance procedures established by recognized bodies of the university.

Non-Graduate School Funded Fellowships/Traineeships - 10.6

Administration and Approval . Students may receive fellowship or traineeship support from other university units (e.g., college or departmental fellowships) or external sources (e.g., fellowships from the National Science Foundation, National Institutes of Health, the American Heart Association or the Fulbright, etc.). In these cases, the unit responsible for the fellowship and its administration will vary. In most cases these students receive non-graduate school funded fellowships through the Ohio State payroll system administered through the home unit. Students who receive their stipends directly from a funding agency are considered External Fellows and may not be eligible for student health insurance.

Credit Hours . Fellows who have not yet completed the candidacy examination must be registered in the Graduate School for at least 12 (excluding audited courses), but no more than 18, hours of graduate credit during any semester of the academic year in which a fellowship appointment is held. Pre-candidacy fellows who maintain their appointments during summer term must enroll in six credit hours. Doctoral candidates must register for at least three credit hours.

Fellows with up to 25 percent GA.  The unit responsible for administering the fellowship must verify that the external funding source permits concurrent employment/appointment.

Payment of Tuition and Fees.  The payment of a student’s academic tuition and fees may or may not be included in the award. In certain cases, the graduate program or the administrative unit may request a pre-approval for a matching tuition and authorization from the Graduate School Fee Match program. The Graduate School has a competitive fee match program that can provide tuition and fees as a match to extramurally funded stipends from extramural sources that do not pay tuition and fees. External fellows who receive tuition and fee authorizations funded by the Graduate School are not permitted to hold additional appointments or employment during the semester(s) they receive Graduate School funding. Supplemental pay to increase the fellowship stipend is permitted.

Tenure . The length of appointment and stipend level are determined by the funding source. All appointments are 100 percent (full time). Fellows cannot be required to render a service for the stipend received.

GSH Section 11 - Benefits for Graduate Associates, Fellows and Trainees

• Benefits for Graduate Associates, Fellows and Trainees 11.0
• Graduate Fee Authorization (GFA) 11.1
• Time Off 11.2
• Health Benefits 11.3
• Miscellaneous Benefits 11.4

Benefits for Graduate Associates, Fellows and Trainees - 11.0

The Ohio State University offers several benefits and services to graduate students who are appointed as graduate associates (GA), fellows or trainees. These benefits help support students as they pursue their graduate degrees while balancing academic, employment, and personal goals. 

Graduate Fee Authorization (GFA) - 11.1

Graduate Associates.  Every graduate associate (GA) (GTA, GRA, and GAA) appointed for at least 50 percent time receives a full tuition and fee authorization. This GFA covers payment of the instructional and general fees, nonresident tuition and learning technology fees. Notice of fee authorizations appears on the student’s Statement of Account. A GA may not be denied a fee authorization. This is a requirement that accompanies the title of GA. By the same token, no graduate student may receive a fee authorization without an accompanying eligible appointment.

Graduate Fee Authorization Funding . GAs appointed on various grants and special projects also receive a GFA, although in their case the fees may be charged back to the grant or appointing unit. A GA on a less than 50 percent appointment who holds a concurrent appointment at 25 percent (or less) receives the fee authorization from the unit supporting the 50 percent appointment. Fee authorizations for concurrent appointments of equal FTE (e.g., two 25 percent appointments) are split equally between appointing units. 

Summer Fee Authorization . Graduate students holding a 50 percent or greater GA appointment for autumn and spring semesters are entitled to a full fee authorization during the immediately following summer term without being on appointment. Students holding a 25 percent GA appointment for two consecutive semesters are entitled to a summer fee authorization at half the full fee authorization rate. MS students and predoctoral students using the summer fee authorization must be registered for at least four hours of credit. Post-candidacy doctoral candidates must register for at least three hours of credit. A graduate student who elects not to enroll during the summer may not defer the use of the summer fee authorization. Students on a summer fee authorization may hold a 25 percent or less GA appointment. Fellows, Trainees, or non-GA appointments for one or both semesters are not eligible for the summer term fee authorization. Student Associate titles are not meant to be used as a substitute for GA appointments during the summer term.

Graduate Fellows and Trainees . Students holding graduate recruitment and Presidential Fellowships from the Graduate School receive a fee authorization for each academic semester or summer term on appointment. The authorization covers payment of the instructional and general fees, nonresident tuition, and learning technology fees. Students receiving fellowships or traineeships from sources outside the graduate school ( Section 10.6 ) may also be eligible to receive GFA. However, requests for GFA with an accompanying non-graduate school fellowship are handled by the appointing unit and the Graduate School on a case-to-case basis through the  Graduate School Matching tuition and Fee award program .

Other Fees . Other fees, including parking and late penalties as well as the program fees (if applicable) and student activity fee and the mandatory COTA fee, must generally be paid by the student.

Time Off - 11.2

Most graduate associates are part-time student employees (50 percent time) and therefore do not meet the eligibility criterion for the Family and Medical Leave Act (FMLA)  Policy 6.05 . GAs, fellows and trainees do not accrue vacation or sick leave. Rules regarding time off during semester or term breaks or other times are determined by the GA’s appointing unit. GAs must check with their appointing units to determine when they are expected to be on duty. GAs that have held an appointment for more than 60.1 percent FTE for an entire 12 month period may qualify for leave under FMLA and should contact their local unit and  FML Administrator  to determine eligibility. 

Legal Holidays . GAs are not required to work on legal holidays noted on the university calendar. When university offices are required to maintain services on certain holidays and GAs are scheduled to work on a holiday, they must be given an alternate day off.

Each program unit can determine the policy or guidelines for graduate student paid leave. Any leave additional to legal holidays is optional, but are strongly encouraged by the Graduate School. One day off for students working 20 hours per week is recommended to be assessed as 4 hours/day over 5 working days. The Graduate School has the following guidelines that are strongly encouraged for students holding a GA, fellow or trainee appointment. 

• Sick/Bereavement Leave . A period of one to three consecutive days at a time for up to a maximum of three times for personal and/or family illness each spring or autumn semester may be taken. Sick days do not accrue beyond a semester. Many GAs have nine-month appointments and thus sick leave would not be granted in the summer term. If the student is a summer GA, fellow or trainee, then 1-3 days off up to twice per summer term is recommended. 
• Personal Leave . A period of up to 10 business days per year (two weeks per year) for vacation and/or personal reasons may be taken. Personal leave does not accrue.
• Professional Development Leave . It is recommended that at least 5 business days per year be allotted for professional development activities such as attending workshops, or attending and presenting scholarly work at national and international meetings. 
• Parental Leave . Up to 3 weeks of leave may be granted for childbirth or adoption. Up to 3 additional weeks for health recovery of the birth mother is recommended (Appendix F). One suggested allocation would be to use remaining sick-leave, personal leave, and professional leave followed by paid leave for up to 3 or 6 weeks as applicable. Parental leave should be discussed and planned with the advisor and local unit.

The university has formalized a set of practices to be used by academic and administrative units at Ohio State to support GAs, fellows, and trainees during instances of personal and/or family illness, bereavement, childbirth, and adoption ( Appendix F ). Each situation will be individually addressed according to the specific research, teaching, or administrative context and the individual’s reason for requesting the leave. In the case that medical leave extends longer than recommended or leads to poor performance, the unit and GA, Fellow or trainee, can contact   Integrated Absence Management and Vocational Services  for guidance.

All GAs, fellows, and trainees who are in good academic standing, making reasonable progress toward their degrees, and paid through the Ohio State payroll system, regardless of appointment length, type or FTE, are eligible to request use of the sick/bereavement leave as consecutive days, such that up to 9 consecutive business days could be taken for this purpose. This paid absence is to recover from a personal illness or to grieve the death of an immediate family member. This request should be an uncommon instance, and will require prior approval and documentation to the appointing unit because the consequences to the student may be significant. If the length of leave does not permit continued enrollment in classes, then the tuition and fees will default to the student. GA tuition and fees are not paid if the student is not enrolled. 

Unpaid Academic Leave . 

In some cases, a funded graduate student may request to take a period of time off from both academic program and appointment responsibilities (e.g., an academic leave for pre-candidacy students). A funded graduate student should discuss options with their advisor, Graduate Studies Committee Chair and administrative supervisor. Students who are approved for an academic leave should understand that the time of leave is unpaid, and what impact, if any, the time off will have on their expected funding opportunities upon their return to their graduate programs. Funded graduate students’ academic leaves must be on file with the Graduate School. 

Self-funded students who take time off from their studies (i.e., are not registered for classes) are not eligible for the leaves of absence.  

Students may request an academic leave ( Section 3.1 ), for up to one year, by submitting a Pre-Candidacy Leave of Absence form on  GRADFORMS . The advisor, program, and Graduate School must approve this form before the leave period begins. If approved, the Graduate School will update university records to reflect the date of return. Students can go on academic leave for up to two years, but must seek approval from the Graduate Studies Committee for reenrollment. Post-candidacy students who do not enroll are subject to the continuous enrollment policy. Please refer to   Section 7.7  for more information regarding the continuous enrollment policy.  

Military Leave.  GAs who are members of the Ohio National Guard or any other reserve component of the United States Armed Forces or who are ordered involuntarily to extended United States military service are granted leave without pay in accordance with the  Ohio State Military Call for Active Duty policy . The GA is required to submit to the supervisor a copy of military orders or other statement in writing from the appropriate military authority as evidence of the call for training or duty. Students on military leave are encouraged to withdraw from all Ohio State courses and have no expectation to make progress toward their graduate degree during the time of leave. However, the graduate program and the college/regional campus office may exercise professional judgement on a case-by-case basis. Depending on the time of the term, course workload, percentage of work completed or other relevant factors, a student on military leave may be allowed to remain in one or more courses.  

Within 90 days from the date of honorable discharge or completion of training or active duty, the GA will be returned to the former position or its equivalent, without loss of seniority, upon application for such a position and reenrollment as a graduate student. 

More detailed discussion of leave circumstances can be found in   Appendix F .

Health Benefits - 11.3

Health Insurance . GAs, fellows, and trainees who are enrolled at least half-time are required to carry health insurance as a condition of enrollment. The university provides a health subsidy for graduate students with a fellowship, traineeship, or GA appointment paid through the Ohio State payroll system. The university provides a 100 percent subsidy for the cost of the  Student Health Insurance  (SHI) premium, which includes single, spouse, and dependent coverage. Students appointed at a 25 through 49 percent FTE receive a 50 percent subsidy for the cost of the SHI premium. Externally funded fellows or trainees who are paid outside of the Ohio State payroll system are not eligible for the university health insurance subsidy. See  Section 3.3  for other benefits related to SHI, including mental health benefits.

Miscellaneous Benefits - 11.4

Taxes . The monthly stipend received by GAs, fellows and trainees may be subject to federal, state and local taxes. Whenever there is a change in the GA’s status that affects the tax deduction, name, or W-2 Tax mailing address, the GA must use the Employee Self Service site to update their W-4. 

Workers ’ Compensation . In general, GAs are eligible to participate in the  Ohio Public Employees Retirement System  (OPERS). GTAs who have established membership with the  State Teachers Retirement System of Ohio  (STRS), based on other Ohio teaching service, are required to continue contributions to that system or to request STRS membership exemption. Exemptions from either system must be made within 30 days of the first day of the appointment. All GAs are also eligible to contribute to voluntary 403(b) or 457(b) retirement accounts, which allow additional retirement dollars to be contributed on a pre-tax basis. 

Retirement . In general, GAs are eligible to participate in the Ohio Public Employees Retirement System ( OPERS ). GTAs who have established membership with the State Teachers Retirement System of Ohio ( STRS ), based on other Ohio teaching service, are required to continue contributions to that system or to request STRS membership exemption. Exemptions from either system must be made within 30 days of the first day of the appointment. All GAs are also eligible to contribute to voluntary 403(b) or 457(b) retirement accounts, which allow additional retirement dollars to be contributed on a pre-tax basis.

Unemployment Compensation . Because a GA is viewed as a part-time student employee position by the Ohio Department of Job and Family Services, GAs are ineligible for unemployment benefits when their appointment ends (between academic terms or after leaving the university).

Parking Permits . Graduate associates and fellows are permitted to purchase “C” student or “B” staff parking permits, either for Central or West Campus. If the B permit is requested, written verification of the associateship or fellowship must be submitted to  CampusParc  at the time of purchase. Daytime garage permits are available.

GSH Section 12 - Graduate Faculty Membership

• Graduate Faculty Membership Introduction 12.0
• Graduate Faculty Categories 12.1
• Functions of Graduate Faculty 12.2
• Appointment of Graduate Faculty 12.3
• Qualifications, Rights and Responsibilities 12.4
• Committee Service 12.5
• Review of Graduate Faculty Status 12.6

Graduate Faculty Membership Introduction - 12.0

The Graduate Faculty ( 3335-5-32 ) are those members of the general faculty approved to conduct graduate education at Ohio State. Appointment to the general faculty must precede appointment to the graduate faculty. A faculty appointment, however, does not in itself confer graduate faculty membership.

Graduate faculty play a significant role in the graduate student’s academic experience. Academic freedom and academic responsibilities of the graduate faculty, as well as collaboration between student and committee members, is an integral component of the degree completion process. The Graduate School recognizes that these important relationships develop over time and, when faculty leave the university either through resignation or retirement, there remains a responsibility to advise the student through the dissertation and to completion of the degree. 

Graduate Faculty Categories - 12.1

Faculty . Current tenure-track faculty and research track faculty at the university are eligible for appointment as Category M or P Graduate Faculty. Clinical track faculty are eligible for appointment as Category M Graduate Faculty. Graduate Faculty accept the responsibilities of that role as detailed in  Section 12.4 . Faculty title definitions are established by the university’s Board of Trustees in its Bylaws and Rules (see  Chapter 3335-5-19  for more information).

Primary Advisor.  This graduate faculty member will serve as the advisor of record for the graduate student and the point of contact with the Graduate School and is listed on  GRADFORMS . He/she will be responsible for the coordination of the graduate program of the student.

Co-Advisor . This graduate faculty member assists the primary advisor in coordination of the graduate program of the student and is listed on  GRADFORMS . In circumstances where the primary advisor is no longer at the university, the co-advisor will become the point of contact with the Graduate School. 

Emeritus Faculty . The designation “emeritus” may be conferred at retirement upon recommendation by the regular faculty member’s chair, dean, and the executive vice president and provost. See 3335-5-19. Emeritus Faculty who remain active in research and scholarship must request the Graduate School to retain their graduate faculty status. The request must be based on the same criteria used by the Graduate Studies Committee to appoint regular Graduate Faculty and must be approved by the Graduate Studies Committee, the department chair, and the dean of the college. The request must specify a fixed term, not to exceed five years, after which it may be extended by another request following the same process. Emeritus faculty who retain graduate faculty status accept all responsibilities of that role as detailed in  Section 12.4 . Emeritus faculty who do not request to retain graduate faculty status are subject to the rules pertaining to faculty who retire or leave the university under the Continuing Graduate Committee Service policy. 

Continuing Graduate Committee Service. Graduate programs must approve a request to continue graduate committee service prior to a graduate faculty member’s retirement or resignation. With the approval of the graduate program and the Graduate School, faculty who have retired or leave the university may: 

• Continue to serve as the primary advisor for their students who are in candidacy or who are master’s students at the time of the faculty member’s retirement or resignation. A current Category P faculty committee member in the student’s home program with contractual obligation to the university must be named to serve as the student’s co-advisor. 
• Remain as a regular member of a dissertation committee of a student in candidacy at the time of the faculty member’s retirement or resignation for a period up to the expiration of the student’s initial five-year candidacy status. Only one such member of any dissertation committee can be identified as counting toward the required number of valid committee members. 
• Serve as an extra member on new dissertation committees for students who are pre-candidacy or for students not in progress toward a master’s at the time of resignation or retirement. 
• Not serve as the advisor for a new student. 

Associated or Auxiliary Faculty.  Associated faculty are “persons with adjunct titles, clinical practice titles, visiting titles, and lecturer titles; also professors, associate professors, assistant professors, and instructors who serve on appointments totaling less than 50 percent to the university” ( University Rule 3335-5-19 ). Associated faculty are not eligible for appointment to the graduate faculty. Associated faculty may serve on master’s and doctoral examination committees upon petition by the Graduate Studies Committee of the student’s program and approval by the Graduate School. Associated faculty may, under extraordinary circumstances, serve as an external co-advisor upon petition by the Graduate Studies Committee and approval by the Graduate School.

Ex Officio Members . The Executive Vice President and Provost, the Vice President for Research, the Vice Provost for Graduate Education and Dean of the Graduate School, the College Deans, and the Director of Libraries are granted a courtesy appointment as Graduate Faculty and are ex officio members of the graduate faculty. Ex officio members can maintain their already existing M or P status if applicable. Ex Officio members who do not have an existing M or P status may need to apply for such a status to a graduate program if needed. 

Functions of Graduate Faculty - 12.2

Only Graduate Faculty members are authorized to perform of the following functions: 

• Serve as advisor for master’s degree students. 
• Direct master’s theses. 
• Serve as advisor for doctoral degree students. 
• Direct doctoral PhD dissertations or DMA documents. 
• Serve as Graduate Faculty Representative (GFR) on second candidacy examination and final oral examination committees. 
• Participate in the governance of graduate education at all levels within the university. 

Preclusion . A faculty member whose highest degree was awarded by this university and who is approved for graduate faculty membership at any category may not serve as an advisor for or serve on the master’s examination, candidacy examination committee, or final oral examination committee of former fellow students.

Appointment of Graduate Faculty - 12.3

Appointment can be directly to either Category P or M. The two categories do not imply a sequence. The appropriate category level (P or M) is determined by the faculty member’s qualifications and the functions the faculty member is expected to perform by the graduate program. 

Nominations, Appointment, and Notification . The Graduate Studies Committee appoints Category M Graduate Faculty members and notifies the Graduate School of its actions. The Graduate Studies Committee submits nominations for Category P membership on the graduate faculty to the Graduate School and certifies by appropriate documentation that those nominated meet published Graduate School criteria as detailed in  Section 12.4  of this Handbook. Graduate programs may establish additional local criteria.

Multiple Appointments . Faculty may hold graduate faculty appointments in more than one graduate program. For faculty already holding Category P status in one program, a Category P appointment in another program is made by the Graduate School upon written nomination by that program’s Graduate Studies Committee.

Advisor’s Appointment . The advisor of a master’s (thesis or non-thesis) or doctoral (including professional doctorate) student must hold graduate faculty membership at the appropriate level (at least Category M for a master’s student and only Category P for a doctoral student) in the graduate program of the student. Associated faculty may, under extraordinary circumstances, serve as an external co-advisor upon petition by the Graduate Studies Committee and approval by the Graduate School.

Qualifications, Rights and Responsibilities - 12.4

Minimum Category P Qualifications .

The faculty member: 

• Holds a tenure-track or research faculty appointment. 
• Holds an earned PhD or DMA. 
• Is engaged and primarily directs an active program of research, scholarship, or creative activity, or demonstrates significant promise of establishing such a program. 
• Has engaged and demonstrated experience in mentoring graduate students. 

Rights and Responsibilities of Category P Graduate Faculty .

• Acts as the primary advisor for master’s and doctoral students. 
• Participates in the governance of graduate education at all levels within the university. 
• Serves on doctoral examination committees. 
• Serves as a GFR on second candidacy examinations and final oral examinations. 

Minimum Category M Qualifications .

• Holds a tenure-track or clinical faculty appointment. 
• Holds a master’s degree or higher, or equivalent.

Rights and Responsibilities of Category M Graduate Faculty .

• Acts as the primary advisor for master’s students. 
• Serves on doctoral examination committees at the discretion of the Graduate Studies Committee. 

Committee Service - 12.5

Graduate faculty with M or P status may serve on master’s and doctoral (candidacy and final oral) examination committees as listed below. The advisor for a student must have appropriate graduate faculty status in the student’s graduate program. 

A  Master’s examination committee  includes at least two current graduate faculty members, including the primary advisor. Both members can have M or P status.

A  Specialist in Education (EdS) examination committee  ( Section 6.8 ) includes at least two current graduate faculty members, including the primary advisor. The primary advisor must have P status while the other committee member can be M or P.

A  Doctoral candidacy committee  includes at least four current graduate faculty, including the primary advisor and the co-advisor (if applicable). The primary advisor must have P status while the rest of committee members can be M or P.

A  Doctoral final examination committee  includes at least three graduate faculty members, including the primary advisor and the co-advisor (if applicable). The primary advisor must have P status, while the rest of the committee can be M or P.

A  Professional doctoral examination committee  includes at least three members, with an option for one of the members to be a non-graduate faculty member. The primary advisor can be M or P, but if M must have a PhD or an equivalent professional degree that is in line with the respective professional doctorate program.

Former graduate faculty members who have retired or left the university and are no longer current graduate faculty at Ohio State are allowed to serve on their students’ masters or doctoral final examination committee(s) under the Continuous Service policy ( Section 12.1 ) upon petition by the student submitting a Committee and Examination Petition on  GRADFORMS . Faculty approved under this policy will count toward the regular number of graduate faculty members needed for a valid committee. Retired or resigned faculty who are not approved under the Continuous Service policy can only serve as an additional external member for a doctoral candidacy exam upon petition by the student using  GRADFORMS .

External Member . Persons who are not graduate faculty members at Ohio State may serve on master’s or doctoral (candidacy and final oral) examination committees upon the recommendation of the Graduate Studies Committee of the student’s program as an external member of the committee upon request by the student submitting a Committee and Examination Petition on  GRADFORMS . Petitions will need to include a curriculum vitae for the external member. Approval by the Graduate School is granted upon special petition by the Graduate Studies Committee, outlining the special qualifications and expected contributions of the proposed committee member.

Review of Graduate Faculty Status - 12.6

The Graduate Studies Committee should review, on a regular basis, the membership categories of graduate faculty in its graduate program. The reviews may include the track record of a graduate faculty member in advising and mentoring graduate students, evaluation of the faculty by past graduate students and service on graduate examination committees. The review may also consider any written complaint(s) filed against the faculty member by graduate students as per faculty rule  3335-5-04 , Based on this review, the Graduate Studies Committee may recommend to the Graduate School that the category P level be continued, reduced (changed from P to M) or removed, or that the faculty member’s graduate faculty P status be considered probationary until certain specified conditions are met. Appropriate documentation must accompany such a recommendation, including verification that the faculty member has been notified of the possible action and has been allowed to respond in writing within a timeline specified by the Graduate Studies Committee. The faculty member’s response, if any, must be included in the information sent to the Graduate School. The Graduate School will review the recommendation and determine a final action. The Graduate School can approve, deny or work with the Graduate Studies Committee and/or Chairs and Deans to define a probationary remediation plan.

GSH Section 13 - Graduate Studies Committee

• Graduate Studies Committee Introduction 13.0
• General Responsibilities of the Graduate Studies Committee 13.1
• Rules and Procedures of Graduate Studies Committees 13.2
• Decisions Regarding New, Current and Former Students 13.3
• Academic Standards and Program Quality 13.4
• Master’s Degree Programs 13.5
• Doctoral Degree Programs 13.6
• Graduate Associates and Fellows 13.7

Graduate Studies Committee Introduction - 13.0

Each graduate program authorized to offer a graduate degree must have a Graduate Studies Committee (GSC). The Graduate Studies Committee oversees and administers its graduate degree programs and is the liaison between the Graduate School and the graduate faculty members in the graduate program. 

Membership . Only graduate faculty members and graduate students in the graduate program are eligible to serve officially on the Graduate Studies Committee. The committee must have a minimum of three members, and the Graduate School strongly recommends that at least one current graduate student and at least one faculty member from each departmental unit (if applicable) serve as committee members.

Selection . The graduate faculty members in the graduate program determine the rules by which the Graduate Studies Committee’s members and its chair are selected and their terms of office specified. The head of the academic unit or department chair may be a member of the committee but normally does not serve as its chair.

General Responsibilities of the Graduate Studies Committee - 13.1

Decisions made by Graduate Studies Committees must comply with Graduate School rules. The Graduate Studies Committee assumes other responsibilities as assigned to it by the Graduate School, the graduate faculty members in the graduate program, the head of the academic unit, or the committee members. The committee reports on its actions taken during the year to graduate faculty members in the graduate program. The following sections summarize the responsibilities of the Graduate Studies Committee. This list is not exhaustive.

Rules and Procedures of Graduate Studies Committees - 13.2

The GSC formulates rules and procedures relevant to its own graduate programs within the policies established by the Graduate Council and the Graduate Faculty members in the graduate program. 

• Publishes and makes readily available to students and faculty in the graduate program an updated (at least every five years) graduate program handbook containing the policies, rules, and procedures relevant to its own graduate programs, including pathways to report concerns. Programs should use the Graduate School Handbook as the foundation for their graduate program handbook.  
• Establishes procedures for assigning and changing advisors. 
• Considers and acts on student petitions that pertain to its rules. Student academic concerns or petitions to the program that cannot be mediated by the advisor, GSC, department, or college may be referred to the Graduate School for consideration. Concerns regarding Graduate School policy should also be referred to the Graduate School.  
• Establishes rules respecting thesis and non-thesis master’s degree programs and guidelines for demonstration of scholarly work ( Section 6 ). 
• Considers and recommends action on curricula, program changes, and graduate courses proposed for graduate credit to Graduate Council. 
• Considers and acts on requests for non-graduate faculty members to teach courses for Graduate credit (5000-8000-level courses). More information may be found in the  University’s Faculty Appointments Policy . 
• May propose other plan options for tagged master’s degrees ( Section 6.7 ) to the Graduate Council (e.g., inclusion of graduate certificate or minor on diploma or transcript). 
• Appoints faculty for Category M membership on the graduate faculty. 
• Nominates faculty for Category P membership to the Graduate School. 
• Approves emeritus faculty members to continue specified graduate faculty functions. Reviews graduate faculty membership. 
• Maintains a list of graduate faculty and their activities in graduate education, including the number of candidacy exams and dissertations on which they have served as the Graduate Faculty Representative. The Graduate School encourages participation in as many examinations as the GFR as they have used for their own graduate students’ examinations. 

Decisions Regarding New, Current and Former Students - 13.3

Admission . The GSC specifies admission criteria and admission credentials in addition to those required by the Graduate School. The GSC: 

• Makes admission recommendations. 
• Specifies and monitors the conditions that must be satisfied by students admitted in the conditional classification. 
• Approves provisional classification extensions and may withdraw the provisional offer of admission or recommend denial of further registration. 
• Approves changes in a student’s admission classification. 
• Approves extensions of the English as a Second Language time limit.

Transfers ( Section 2.9 ), Reinstatement ( Section 5.6  and  Section 7.8 ), Senior Petition ( Section 4.0 ) and Fresh Start ( Section 4.2 ).

The GSC reviews requests from current and former graduate students for changes in program, registration, and credits. 

• Considers and acts on requests from students to transfer into its graduate program. 
• Establishes rules for reenrollment of former students. 
• Considers petitions to reinstatement from students who have been denied further registration or dismissed from a graduate program. 
• Approves courses taken under Senior Petition to be counted toward the graduate degree. 
• Determines achievement level required and number of graduate credits that may be earned through credit by examination (“EM” credit). 
• Recommends approval of graduate courses to be transferred from another university. 
• Determines if the fresh start rule applies to former graduate students. 

Academic Standards and Program Quality - 13.4

The GSC establishes and enforces rules, procedures, and practices consistent with high quality graduate programs 

• Determines program-specific policies on time limits for completing degree requirements consistent with Graduate School rules. 
• Reviews students’ academic performance. 
• Determines reasonable progress and recommends action. 
• May establish a foreign language requirement. 

Master’s Degree Programs - 13.5

The GSC enforces Graduate School rules regarding master’s degree programs. The GSC may:

• ​Recommend awarding a master’s degree on the basis of passing the doctoral candidacy examination or completion of satisfactory scholarly work for a thesis or approved non-thesis work. 
• Establish rules for designating master’s degree areas of specialization ( Section 8.5 ) to be recorded on student transcripts. 
• Establish rules and procedures for the conduct of the master’s examination, including attendance by graduate students and faculty members other than the master’s examination committee members. 
• Review student records to ensure that master’s degree requirements are met. 

Doctoral Degree Programs - 13.6

The GSC enforces rules regarding doctoral degree programs.The GSC may:

• Establish rules for designating doctoral degree areas of specialization to be recorded on student transcript. 
• Establish a foreign language requirement. 
• Establish rules and procedures for the conduct of preliminary examination ( Section 7.2 ) if applicable. 
• Establish rules and procedures for the conduct of the candidacy examination ( Section 7.6 ). 
• Determine whether students may take a second candidacy examination. 
• Establish rules and procedures for selecting the dissertation committee. 
• Establish rules and procedures for the conduct of the final oral examination ( Section 7.9 ). 
• Determine if other faculty members and graduate students may attend the final oral examination according to the rules of the Graduate School. 
• Decide whether the advisor or another member of the graduate faculty serves as chair of the candidacy examination committee and whether the advisor is a member of this committee and reports this decision to the Graduate School. 

In addition, the GSC of  Combined Programs  also:

Monitors progress of combined program students.

In addition, the GSC of  Certificate Programs  also:

• May establish rules for graduate certificate programs of study.

Graduate Associates and Fellows - 13.7

The GSC enforces Graduate School rules regarding graduate associates. The GSC:

• Determines whether students are eligible to hold GA appointments. 
• Monitors appropriateness of non-graduate credit courses in meeting minimum GA registration requirements. 
• May establish policy on outside employment by GAs in the graduate program according to the rules of the Graduate School. 
• May submit nomination of eligible candidates for Graduate School fellowships to the Associate Dean of Research for their respective college. 

GSH Section 14 - Graduate Council

• Purpose and Responsibilities of the Graduate Council 14.0
• Membership of the Graduate Council 14.1
• Committees of the Graduate Council 14.2
• Council of Graduate Students 14.3

Purpose and Responsibilities of the Graduate Council - 14.0

The Graduate Council is the principal advisory body of the Graduate School and has the following responsibilities:

• To serve as an advisory group to the Vice Provost for Graduate Education and Dean of the Graduate School. 
• To participate in the development of rules, policies, and standards pertaining to graduate education and graduate programs and to act upon any question affecting those policies. 
• To participate in the establishment of rules, policies, and standards governing graduate associates and graduate fellowships, including overseeing eligibility and allocation procedures for Graduate School fellowships. 
• To review proposals for new or revised graduate degree programs, graduate minors, graduate interdisciplinary specializations, and other curricular matters. 
• To submit to the Council on Academic Affairs recommendations about adopting or abolishing academic degrees administered by the Graduate School. 
• To participate in oversight of interdisciplinary graduate programs. 
• To make recommendations about establishing, affiliating, and abolishing academic centers and other comparable organizations that are engaged in research or graduate education and make recommendations for determining the membership and authorities of their boards or governing bodies. 
• To approve, modify, or reverse actions taken by its standing or ad hoc committees.

Membership of the Graduate Council - 14.1

Faculty Members . Twelve members of the graduate faculty are appointed for terms of three years by the Vice Provost for Graduate Education and Dean of the Graduate School in consultation with the executive deans and University Senate faculty leadership (the chair and vice-chair of Faculty Council, the chair of the University Senate steering committee, and the secretary of the University Senate). Three of the twelve shall be members of the University Senate. 

Graduate faculty members of the Graduate Council should have experience as a Graduate Studies Committee Chair or other significant involvement in graduate education. Nine of the twelve graduate faculty members will be nominated by executive deans from lists solicited from the faculty of their respective colleges; three by the executive dean of the College of Arts and Sciences; three by the executive dean of the Health Sciences; and three by the executive dean of the professional colleges. Three of the twelve graduate faculty members will be appointed by the Vice Provost for Graduate Education and Dean of the Graduate School. 

Alternate Faculty Members . Alternate graduate faculty representatives will be identified and nominated by colleges and approved by the Graduate School as alternates. Faculty alternates have the general powers and privileges as regular members when in attendance. If a graduate faculty member of the GC cannot attend the GC meetings then the alternate faculty members should be informed to serve as a proxy.

Graduate Student Members . Two graduate students shall be appointed by the  Council of Graduate Students . These members shall serve terms of one year and shall be eligible for three consecutive terms.

Alternate Student Members . Alternate student representatives will be identified by the Council of Graduate Students (CGS). Student alternates have the general powers and privileges as regular members. If a graduate student member of the CGS cannot attend the GC or CGS meeting(s) then the alternative student representative(s) should be informed to serve as proxy.

Non-Voting Members . The President of the CGS and the Vice President for Research are non-voting members of the Graduate Council.

Chair . A faculty chair of the Graduate Council will be elected annually from and by the members of the Graduate Council. The chair will sit on the University Senate’s faculty cabinet.

Administrator . The Vice Provost for Graduate Education and Dean of the Graduate School or the Dean’s designee serves as the chief administrator for the Graduate Council.

Committees of the Graduate Council - 14.2

Curriculum Committee . The Graduate School/Council on Academic Affairs combined curriculum committee is the only standing committee of the Graduate Council. 

Ad Hoc Committees.  Ad hoc committees to address issues requiring specific expertise will be convened at the discretion of the Vice Provost for Graduate Education and Dean of the Graduate School or Graduate Council.

Council of Graduate Students - 14.3

The  Council of Graduate Students  (CGS) is the student government for the approximately 11,000 graduate students at The Ohio State University. The CGS promotes and provides academic, administrative, and social programs for the graduate students and provides a forum in which the graduate student body may present and discuss academic and non-academic issues at the Ohio State University. The CGS holds at least four regular meetings every semester or summer term.

The CGS directly serves and supports graduate students and the university community in a number of ways, including:

• Officially representing graduate student interest in university governance through the appointment of graduate students to university committees. 
• Providing an outlet for the graduate student community to discuss and engage issues related to their interests at the university. 
• Providing a forum for graduate student research (Edward F. Hayes Graduate Research Forum). 
• Providing travel funds for professional development (Edward J. Ray Travel Award for Scholarship and Service). 
• Seeking competitive compensation and benefits for graduate students. 
• Planning special events for graduate students. 

The CGS is composed of delegates selected by the graduate students of the graduate program or by other criterion as determined by the CGS. Members of the CGS are graduate students in good standing. 

The CGS annually elects from the graduate student body the following Executive Officers: President, Vice President, Secretary, and Treasurer. 

The President of the CGS serves as a liaison between CGS and the Graduate School, the University administration, and the Ohio State Board of Trustees. 

GSH APPENDIX A - Academic Deadlines

Autumn deadlines.

Last day to add courses online (full semester and first session) – 1st Friday. 

Last day to add courses with instructor permission (full semester and first session) – 2nd Friday. 

Last day to add courses online (second session) – 9th Friday. 

Last day to add courses with instructor permission (second session) – 10th Friday. 

Adding courses beyond these days of the semester requires a Course Petition. 

Last day to drop courses online (full semester) – 4th Friday. 

Last day to drop courses with advisor approval (W) (full semester) – 10th Friday. 

Last day to drop courses online (first session) – 2nd Friday. 

Last day to drop courses with advisor approval (W) (first session) – 5th Friday. 

Last day to drop courses online (second session) – 10th Friday. 

Last day to drop courses with advisor approval (W) (second session) – 13th Friday. 

Dropping courses beyond these days of the semester requires a Course Petition. 

Last day to change registration to Audit (full semester) – 4th Friday. 

Last day to change registration to Audit (first semester) – 2nd Friday. 

Last day to change registration to Audit (second semester) – 10th Friday. 

Changing registration to Audit beyond this day of the semester requires a Course Petition. 

Spring Deadlines

Last day to add courses online (second session) – 8th Friday. 

Last day to add courses with instructor permission (second session) – 9th Friday. 

Last day to drop courses online (second session) – 9th Friday. 

Last day to drop courses with advisor approval (W) (second session) – 12th Friday. 

Last day to change registration to Audit (first session) – 2nd Friday. 

Last day to change registration to Audit (second session) – 9th Friday. 

Changing registration to Audit beyond these days of the semester requires a Course Petition. 

Summer Deadlines

Last day to add courses online – 1st Friday. 

Last day to add courses with instructor permission – 2nd Friday. 

Adding courses beyond these days of the term requires a Course Petition. 

Last day to drop courses online – 4th Friday. 

Last day to drop courses with advisor approval (W) – 10th Friday. 

Dropping courses beyond these days of the term requires a Course Petition. 

Last day to change registration to Audit – 4th Friday. 

Changing registration to Audit beyond this day of the term requires a Course Petition. 

GSH APPENDIX B - Guidelines for Video Conferencing Relating to Master's and Doctoral Examinations

Guidelines for video conferencing relating to master's and doctoral examinations - b.1.

Graduate programs must adhere to the following if a master’s oral examination, the oral portion of the doctoral candidacy examination, or the final oral examination involves video conferencing. 

Facilities and Support Requirements

• At minimum, the video communications facilities must be such that the candidate and all members of the examination committee can see and hear one another during the entire examination. 
• There must be adequate provision for the transmission of any text, graphics, photographs, or writing referred to or generated during the examination. 
• The use of audio-only communications is not permitted. 
• All participants should confirm in advance that the video communications facilities are satisfactory. The student must agree in writing in advance to the conduct of the examination by video communications. Immediately prior to the examination, the student may cancel the examination without prejudice if the facilities differ significantly from those previously inspected. 
• Any technical support staff required to operate equipment is bound by university policy to observe strict confidentiality. 
• The oral examination must be scheduled for a two-and-one-half-hour time period to allow for any delays resulting from video communications use. 
• In the event of a technical failure, the advisor in consultation with the other committee members will decide whether to cancel the examination without prejudice to the student. 
• In all cases, all members of the committee must record their vote on the Report on Final Examination form and Report on Final Document form as necessary. Both forms may be found at GRADFORMS. 
• The advisor should, in advance, notify the student, committee members, and GFR (if applicable) of any materials that may be accessible to the student during the examination, especially if the examination is to be conducted remotely. 
• Graduate students, committee members, and/or GFRs may be physically present for examinations. 
• Programs must ensure that students are well advised about videoconference procedures and guidelines related to an examination. 
• Students in dual degree programs with international institutions can defend remotely at the foreign institutions. However the student must register for 3 graduate credits at Ohio State during the semester of the candidacy exam, final defense, and graduation. If the student defends at the foreign institution, they will need to set up the video conference arrangements for the Ohio State committee members and the assigned GFR. 

GSH APPENDIX C - Research Standards and Scholarly Conduct

• Research Standards and Scholarly Conduct C.1
• Investigation of Allegations of Research Conduct by a Graduate Student C.2

Research Standards and Scholarly Conduct - C.1

Graduate students and Graduate Faculty aspire to professional behavior that is consistent with the highest ethical and moral standards. The Graduate School at The Ohio State University expects that graduate students will demonstrate responsibility and integrity in pursuing their creative and scholarly interests. The academic enterprise is dependent upon such behavior. Graduate students are responsible for learning about appropriate standards for ethical research and scholarly conduct and for following all university policies related to ethical research and scholarly conduct. 

When graduate students join the Ohio State community, they become members of disciplinary, scholarly, and professional communities that extend beyond the university. Graduate students are expected to learn, respect, and abide by the professional codes of ethics and responsibilities that are commonly accepted in their field of study or area of research. These codes include but are not limited to the following: a responsibility to contribute an original body of work to one’s chosen discipline and the recognition that one’s work is based on the work of others which must be respected and properly acknowledged. Graduate students also have the responsibility to treat university faculty, staff, and other students respectfully and professionally. 

Graduate Faculty, advisors, and graduate programs should actively encourage their students to participate as members of their chosen disciplinary, scholarly, and professional communities. Graduate students should be encouraged to seek and share knowledge wherever and whenever possible. Academic advisors and other faculty members should educate graduate students through example and discussion, addressing such issues as academic honesty, research, publication, recruitment, and hiring practices, and applicable fellowship and graduate associateship responsibilities. Disciplinary codes of ethics and norms should be discussed among graduate students and faculty. Such communication is a means of setting high standards of behavior in graduate study and beyond. 

Investigation of Allegations of Research Conduct by a Graduate Student - C.2

The process used to review allegations of research misconduct by graduate students is detailed in the document “ Research Misconduct Policy .” 

Allegations of research misconduct must be referred to the Office of Research Compliance (ORC). If it is determined by the Research Integrity Officer (RIO) in consultation with the Dean of the graduate student’s college that an allegation of research misconduct warrants an inquiry, an inquiry will be conducted by the RIO and staff in ORC, in consultation with the appropriate subject matter expert(s) from the research integrity standing committee (RISC), as needed. RISC members conduct inquiries and investigations to ensure that the University’s policy and procedure for dealing with research misconduct are consistent with federal regulations and emerging best practices. The RISC is composed of a pool of 20-30 senior University faculty members from a variety of disciplines. Members serve a three-year term, and at least three represent the interests of the Graduate School. 

If the final decision from the inquiry is that an investigation is warranted, the RIO, in consultation with the Deciding Official and relevant college dean(s), will form an investigation committee with a minimum of three (3) voting members selected from the RISC. 

When the Graduate School receives notice that a graduate student was found to have engaged in research misconduct, the case is referred to the  Committee on Academic Misconduct  for review of recommended corrective actions and determination of sanctions under its case adjudication process, as outlined in the  Code of Student Conduct . 

GSH APPENDIX D - Graduate Student Grievance Review Guidelines

• Overview D.1
• Procedures D.2
• Conduct of Hearing D.3
• Hearing and Committee Decision D.4

Overview - D.1

The Graduate School is specifically authorized by the graduate faculty and Graduate Council to review grievances related to graduate examinations and graduate associate appointments. The purpose of this document is to outline the process for the systematic review of grievances filed by graduate students related to graduate examinations and graduate associate appointments. The aim of the guidelines is to ensure that a graduate student who is unable to resolve a dispute over a graduate examination or a GA appointment locally has access to a review by a knowledgeable group of neutral faculty and graduate students who are not associated with the student’s graduate program or appointing unit or who in any other way have a conflict of interest. 

Graduate programs should have local procedures for resolving grievances, such as discussions with an advisor, supervisor, Graduate Studies Committee Chair, department chair, or college dean. Graduate associates should also consult their Recruit-to-Hire and Period Activity Pay documents. 

The Graduate School is occasionally called upon to address a complaint by a graduate student related to other academic matters. The Graduate School becomes involved in such matters only after all reasonable local efforts to resolve the problem have failed. In accordance with university policy, complaints of harassment, sexual or otherwise, and allegations of scholarly misconduct are directed to the appropriate offices authorized to address them. Complaints involving discrimination, harassment or sexual misconduct are reported to the  Office of Institutional Equity , while allegations of scholarly misconduct are reported to the  Committee on Academic Misconduct  or  the Office of Research Compliance . Workplace complaints may be reported to  Employee and Labor Relations  or via the university’s  Anonymous Reporting Line . 

Interested graduate students are strongly encouraged to submit a Graduate School grievance request as soon as possible to ensure a timely review and decision.  

Procedures - D.2

When the dean or associate dean of the Graduate School receives a petition for the review of a grievance related either to a graduate examination or to a graduate associate appointment, the dean or associate dean will determine first that all viable options for resolution of the problem at the local graduate program or individual appointing unit level have been exhausted. If such a resolution is not achieved, the dean or associate dean will review the petition and determine if the matter should be referred to the chair of the Graduate School Grievance Committee. 

Upon receipt of such a request from the dean, the Graduate School Grievance Committee will conduct, expeditiously, a hearing for the review of the grievance. The Graduate School grievance committee will consist of the following members: 

• Three graduate faculty members of Graduate Council (voting). 
• Two graduate student members of Graduate Council (voting). 
• An associate or assistant dean of the Graduate School (nonvoting), who will serve as chair of the Grievance Committee. In the event of a tie vote, the chair casts the deciding vote. 
• In cases where any of the individuals serving in these roles have a conflict of interest or perceived conflict of interest, substitutions will be permitted with the permission of the dean of the Graduate School. 

The chair of the Grievance Committee will convene the hearing. Faculty members or graduate students who are members of the graduate program(s) involved are disqualified from sitting on the grievance committee. 

At least one week prior to the hearing, the chair of the Grievance Committee will provide the materials listed below to all members of the Grievance Committee and to all parties to the grievance, depending on the nature of the grievance: 

• A letter detailing the nature of the grievance and establishing the time, location, and expected duration of the hearing. 
• A copy of these guidelines. 
• A copy of the complainant’s letter to the dean. 

Each party is expected to attend the hearing in person to present their case and may call witnesses on their behalf. A party unable to attend the hearing may submit a written statement. 

Parties are defined as follows: 

• Graduate Examination Grievance: a) the student, and b) the members of the examination committee, including the graduate faculty representative (doctoral-level examinations only). 
• Graduate Associate Grievance: a) the student, and b) the student’s GA supervisor and/or head of the GA appointing unit. 

Additional persons who may attend the hearing include the Graduate Studies Committee Chair of the student’s graduate program and resource personnel from the Graduate School. 

The parties may submit written statements related to the charges. Such documents must be received no later than three working days prior to the scheduled date of the hearing. All materials so submitted will be shared with all parties and the grievance committee members on a confidential basis. 

Notice must be given to the Graduate School at least one week prior to the hearing if any of the parties is to be accompanied by witnesses and/or legal counsel. 

Conduct of Hearing - D.3

At the beginning of the hearing, the chair will outline the procedures to be followed in the hearing: 

• The chair shall allocate a specific amount of time to each party to state their case. 
• Members of the Grievance Committee shall be present during the entire testimony portion of the hearing. 
• Parties to the grievance are expected to be present to hear and participate in the entire testimony portion of the hearing. 
• Legal counsel, if present, may not participate in the hearing. Involvement of legal counsel will be limited to consultation with the client, who answers all questions directed to the student. 
• Witnesses, if called by either party, may attend only the portion of the hearing directly related to their testimony. 

The testimony presented at the hearing will be recorded on audiotape. A party to a grievance may request a copy of the tape. 

Committee members may ask questions to obtain a full understanding of the case. 

At the conclusion of the testimony portion, all persons attending the hearing are excused except for the Grievance Committee members and the Graduate School personnel. The parties to the hearing will be asked to wait in a designated location outside the hearing room until freed to leave by the chair. 

Hearing and Committee Decision - D.4

The decision of the Grievance Committee is reached in closed session, with only the hearing committee members and the Graduate School personnel present. 

All members of the Grievance Committee vote on the outcome. The Graduate School personnel, including the associate dean who serves as the chair, may participate in the discussion and decision, but they do not vote (except when the chair votes to break a tie vote). 

• The Grievance Committee will decide on the basis of a simple majority as follows: 
• The Grievance Committee shall decide whether the master’s examination, candidacy examination, or final oral examination was conducted in conformity with Graduate School rules and those of the local graduate program. 
• The Grievance Committee shall decide whether actions taken with respect to a graduate associate appointment were in conformance with the rules of the appointing unit and the Graduate School. As stipulated in the Graduate School Handbook, the appointing unit is required to develop, publish, and make available its graduate associate rules. 
• The chair of the Grievance Committee will report the committee’s finding in writing to the Dean or Associate Dean of the Graduate School. 
• If the Grievance Committee finds that a violation of Graduate School rules or other violation has occurred, the chair of the committee will also communicate a recommended resolution. 
• The Dean of the Graduate School shall make the final decision regarding the grievance and the recommendation of the Grievance Committee and shall notify all the participants in the proceeding. There are no avenues to appeal the Dean of the Graduate School’s final decision.  

GSH APPENDIX E - Graduate Associate Appointment Policies and Procedures

Graduate associate appointment policies and procedures, introduction - e.1.

Graduate associate (GA) appointment policies and procedures are formulated by the Graduate School through the Graduate Council, the Office of Human Resources, the appointing unit, and the graduate studies committee of the student’s academic unit. Graduate associates are expected to be familiar with all relevant policies, including those in the Graduate School Handbook, particularly  Section 9 . The Graduate School policies and rules consulted the most are summarized below.

Percent Time and Load . The majority of GAs are appointed at 50 percent time (an average load of 20 hours per week over the duration of the appointment period). The average hours per week for appointments at other percentages are prorated according to this equation. 

Note :  International students may not hold a GA appointment for more than 50 percent time. 

Duration of Appointment .  A GA appointment may be terminated prior to the end of the appointment period for the reasons listed in Section 9. Early termination of the appointment requires the written approval of the Graduate School. International students on appointment who graduate may not work beyond the date of their commencement unless on OPT or continuing for another graduate degree in the term immediately following their graduation. 

Duties .  The specific duties of GA positions are determined by appointing units. 

Note :  for GRA appointments: Graduate Research Associate (GRA) appointments fall into two broad categories: 

GRAs on 50 percent appointments should spend approximately 20 hours per week on their appointment duties and should be aligned with their academic learning for their degree.  

For many GRAs, their appointment duties overlap with research for their own dissertations or master’s theses. In these cases, it is difficult to separate the number of hours devoted specifically to the associateship. It is the responsibility of the faculty member to clarify expectations, including policies related to publication and intellectual ownership. 

Stipend.  The university establishes minimum stipends for GAs. Within the university’s stipend policies, appointing units determine stipend levels, guided by such factors as levels of responsibility, years of experience, degree progress, previous GA performance, and stipend levels at peer institutions. 

Verification of Eligibility for Employment .  The university is required by federal law to verify the identity and employment authorization of all new appointees, and GA appointments are contingent on such verification. GA appointments may be contingent upon the completion of a criminal background check, at the discretion of the appointing unit. 

Paperless Pay .  The Ohio State University uses a paperless system for all paychecks and pay stub information. All faculty, staff and student employees are encouraged to sign up for direct deposit and can receive their pay stub information online. To access pay stubs visit the  Workday system . 

Fee Authorization .  Every GA appointment of at least 50 percent FTE receives a full tuition and fee authorization covering all instructional and general fees, including nonresident fees, and the technology (learning) fee. This also applies to GAs having multiple appointments that cumulatively equal or exceed 50 percent. GAs holding a 25 percent FTE will receive one-half of instructional and general fees, including nonresident fees, technology fee, and student health insurance subsidy. 

Tax Treatment .  Because GTAs and GRAs are engaged in teaching or research activities, the value of their tuition and fee waivers is excluded from their taxable income under Section 117 of the Internal Revenue Code. Because GAAs are not engaged in teaching or research activities, their tuition and fee waivers are excluded from their taxable income under Section 127 of the Internal Revenue Code, up to a total of $5,250 annually. 

Benefits .  Additional information is available in the Graduate Associate booklet, available from the  Office of Human Resources . Benefits are also discussed in Section 11.2 of the Graduate School Handbook. 

Withdrawal/Disenrollment/Resignation .  A GA who is considering withdrawal should discuss the timing of the withdrawal and possible forfeiture fees with their advisor, supervisor, and/or graduate studies program coordinator. Other possible consequences should be discussed with the relevant office. Effects on health insurance coverage and subsidy, for instance, should be determined with the Student Health Insurance Office, the appointing unit’s fiscal/human resources officer, and others as appropriate. Visa implications for international students should be reviewed with the  Office of International Affairs . 

If a GA chooses to leave (withdraw from) the university or is suspended or dismissed, the GA will be billed for the value of the tuition and fees billed for that semester, session, or term in question based on the university’s tuition and fee refund schedule (follow the “important dates” link at Office of the University Registrar). 

If, for example, an unfunded student withdraws from the university during the second week of the semester, that student would be eligible for a 75 percent refund of tuition and fees paid. Since GAs on appointment do not pay their own tuition and fees, a GA on an appointment in a similar situation would be responsible for the 25 percent of the tuition and fees forfeited by the GA sponsor because of the withdrawal. If, however, a GA resigns their appointment prior to the completion of the appointment period, but remains enrolled, they will be billed for the full amount of the fees. 

Health Insurance .  Columbus campus-based, degree-seeking graduate students who are enrolled at least half- time are required to carry health insurance as a condition of enrollment. All students, including regional campus students, are automatically enrolled in the Student Health Insurance Plan (SHIP) upon registration, unless the student submits a waiver by the required deadline. GAs may elect to enroll in Prime Care Advantage instead of SHIP. Enrollment must be completed no later than 31 days after the beginning of the GA’s appointment in the first semester of the qualifying appointment each year and must remain in effect for the remainder of the academic year. A GA must also complete the Prime Care Advantage enrollment form and waive the SHIP coverage by the applicable deadline in order to enroll in Prime Care Advantage. Additional information is available in the Graduate Associates booklet, and on the  Office of Human Resources  website under Benefits. 

Note :  for international students: International students are required to enroll in the SHIP unless covered under a government sponsor, select international organization, or are a covered dependent of a U.S. based employee. Additional information is posted at  Student Health Insurance . 

Health Insurance Subsidy .  The university pays 100 percent toward the 50 percent or higher GA’s SHI health insurance coverage, and 100 percent toward dependent coverage if the GA, and, if applicable, the GA’s dependent(s), enrolls in the Student Health Insurance (SHI) plan. Additionally, the university pays 50 percent toward the SHI health insurance coverage for GAs with a 25 to 49 percent appointment and their eligible dependents. The subsidy amount of SHI will also be applied toward Prime Care Advantage premiums if the GA (and the GA’s dependents, if applicable) decides to enroll in Prime Care Advantage instead of SHI. This subsidy applies to GAs who are paid through the Ohio State payroll system. See Section 11.3 of the Graduate School Handbook and the  Graduate Associates booklet . 

Retirement .  All GAs are eligible to participate in the Ohio Public Employees Retirement System (OPERS). GTAs who have established membership with the State Teachers Retirement System of Ohio (STRS), based on other Ohio teaching service, may elect either to continue contributions to that system or to request STRS membership exemption. GAs are automatically enrolled into the retirement system and exemptions from either system must be made within 30 days of the first day of the appointment. Additional information about eligibility, exemptions, and contributions is available in Section 11.4 of the Graduate School Handbook and the  Office of Human Resources . All GAs are also eligible to contribute to voluntary 403(b) or 457 retirement accounts, which allow additional retirement dollars to be contributed on a pretax basis. 

Additional Fees .  The Office of Human Resources has implemented a Payroll Deduction Plan for graduate students supported as graduate associates, graduate fellows, and graduate trainees who are paid through the university payroll system. This plan allows graduate students to pay “Other Student Fees” via a monthly payroll deduction. A detailed listing of fees and the associated rates can be found on the  Office of the University Registrar’s website . GAs appointed at a 25 percent appointment (or greater) will participate in the monthly payroll deduction. 

Other Charges .  Each GA is responsible for other miscellaneous fees, such as athletic ticket fees and any penalties or late fees that he or she incurs. 

Parking Permits .  GAs may purchase “C” (student) or “B” (staff) parking permits for central or west campus. GAs are responsible for fees associated with the level of pass purchased as well as any other charges related to parking. 

Summer Fee Authorization .  Students who have held 50 percent or greater GA appointments for both autumn and spring semesters are entitled to a full fee authorization during the immediately following summer term without being on appointment. A graduate student who elects not to enroll during the immediately following summer term may not defer the use of the summer fee authorization. 

Graduate students who have been appointed under the Fellow/Trainee title during any point of the year are not eligible to for the summer fee authorization benefit. 

Note :  for 25 percent GA appointments: Students who have held between a 25 percent and 49 percent GA appointment for consecutive autumn and spring semesters have one-half of their fees authorized during the immediately following summer term without being on appointment, as detailed in Section 9 of the Graduate School Handbook. GAs who have multiple appointments that cumulatively equal or exceed 50 percent for consecutive autumn and spring semesters are entitled to a full fee authorization during the immediately following summer term without being on appointment, as detailed in the section above. A graduate student who elects not to enroll during the immediately following summer term may not defer the use of the summer fee authorization. 

Time Off .  Rules regarding time off during semester breaks or other times are determined by the appointing unit. When university offices must maintain services on university holidays and GAs are scheduled to work, they must be given the equivalent time off on another day. 

Short-Term Absences and Leaves of Absence .  GAs may request time off to manage personal and/or family illness, bereavement, childbirth, and adoption. See Section 11.2 of the Graduate School Handbook. 

Military Leave .  Information is available in Section 11.2 of the Graduate School Handbook. 

Academic Requirements.   A pre-candidacy student must be enrolled for a minimum of 8 credits each semester (4 for summer term) in order to hold a graduate associate appointment. A post-candidacy student must be enrolled for 3 credits each semester, including summer term, in order to hold a graduate associate appointment. A GA must also maintain reasonable progress toward their degree and maintain good academic standing with the Graduate School and their academic program each semester or session or term. 

Note :  for GA appointments below 50 percent: A student on a GA appointment below 50 percent must enroll for a minimum of 4 credit hours each semester (2 credit hours in summer term), make reasonable progress toward their degree, and maintain good academic standing with the Graduate School and their academic program each semester or session or term. GAs who have multiple appointments that cumulatively equal or exceed 50 percent have greater registration requirements, as described above. 

Additional GA Appointments or Employment . A GA may not hold an appointment of more than 75 percent FTE, whether as a single appointment or combination of appointments. International students may not hold a single GA appointment, or combination of appointments, for more than 50 percent FTE. GAs must consult with their graduate advisors and/or supervisors before engaging in employment outside the university to ensure that these additional commitments would not interfere with their academic progress or GA responsibilities. International students are not permitted to hold an appointment for more than 50 percent FTE. 

Fellowships Held Concurrently with GA Appointments .  A GA who wishes to accept a concurrent external fellowship appointment (i.e., not receiving funding from the Graduate School, including Fee Match support or Graduate School fellowship support) may do so by petitioning the GA’s graduate studies committee and obtain written approval of the Graduate School, provided the GA appointment does not exceed 25 percent and all other conditions for holding GA and fellowship appointments are met.  

Supervisor.  A GA should be informed, in writing, about the name(s) of the person(s) who will oversee GA responsibilities. GAs should also consult their supervisor immediately when any questions arise regarding the terms of their GA appointment (e.g., duties, schedule, etc.). 

Training.  Most training requirements are established by units appointing graduate associates. The university requires that all Graduate Teaching Associates receive a baseline of preparation and ongoing support for their teaching. GTAs must be notified by their appointing units when they are required to attend training provided through the Drake Institute of Teaching and Learning, the appointing unit, or another office. Specific requirements apply to international students appointed as Graduate Teaching Associates. (See Section 9 of the Graduate School Handbook.) 

Graduate Student Codes of Conduct and Research Ethics.  Graduate students are expected to learn, respect, and abide by the professional codes of ethics and responsibilities of the university and those commonly accepted in the student’s field of study or area of research. These codes include but are not limited to the university’s  Code of Student Conduct  and  Research Misconduct Policy . 

Intellectual Property and Other Research Policies.  GAs should be familiar with Ohio State’s policies on intellectual property, including copyrights and, when applicable, patents. GAs should work with their supervisors from the beginning of their appointments to clarify the relationship of their work to intellectual property and other research policy issues. Research policies are governed by the  Office of Research . 

Performance Expectations.  Units that appoint GAs are expected to provide information in writing about GA duties and responsibilities. GA-appointing units are also expected to inform GAs in writing about the criteria and procedures for evaluating and reporting GA performance, including information about the  Student Evaluation of Instruction  (SEI) form and other student evaluations. GAs who are not meeting the specified responsibilities should be notified in writing and provided a plan as to how they can meet the expectations. 

Renewal of Appointment.  Appointment renewals are contingent on many factors, including the availability of funds and need for services as well as the student’s prior satisfactory performance as a GA, satisfactory progress toward degree completion, and good standing in the Graduate School. Renewal is not guaranteed. 

Nondiscrimination.  The Ohio State University is committed to building and maintaining a diverse community to reflect human diversity and to improve opportunities for all. The university is committed to equal opportunity, affirmative action, and eliminating discrimination. This commitment is both a moral imperative consistent with an intellectual community that celebrates individual differences and diversity, as well as a matter of law. 

Ohio State does not discriminate on the basis of age, ancestry, color, disability, gender identity or expression, genetic information, HIV/AIDS status, military status, national origin, race, religion, sex, sexual orientation, protected veteran status, or any other bases under the law, in its activities, programs, admission, and employment. 

Problem-Solving.  Regular, clear communication between GAs and their advisors and supervisors is essential to establishing and maintaining an effective work environment. Should problems related to a GA appointment arise, all attempts should be made to settle them at the local level. If, however, talking with an advisor or immediate supervisor does not resolve a problem or potential grievance, a GA should consult program handbooks and other materials provided by the appointing unit to learn about problem-solving approaches and grievance guidelines that may be in place. GAs may also seek assistance from graduate program chairs, heads of appointing units, or Graduate School staff. GAs can seek additional guidance from the Graduate Advising Best Practices section of the Graduate School Handbook. For instances in which recourse to these individuals does not lead to resolution, the Graduate Council has established grievance procedures, which are available in Appendix D of the Graduate School Handbook. 

Workers’ Compensation.  GAs are protected by the provisions of the Ohio Workers’ Compensation Law. 

Unemployment Compensation.  Because a graduate associateship is a student position, GAs are not eligible for unemployment benefits when their appointments end. 

GSH APPENDIX F - Guidelines for Time Off for Graduate Students Appointed as GAs, Fellows, and Trainees

• Introduction F.1
• Types of Leaves of Absence F.2
• Eligibility Criteria F.3
• Procedures and Guidelines for Leaves of Absence F.4
• Funding for Leaves of Absence F.5
• Selected Definitions for Medical Conditions F.6
• Relevant Selected Definitions for Parental Leave of Absence F.7

Introduction - F.1

These guidelines formalize a set of expectations, strongly encouraged by the Graduate School, to be used by academic and administrative units at Ohio State to support graduate associates (GAAs, GRAs, and GTAs, collectively referred to hereafter as GAs), fellows and trainees during instances of personal and/or family illness, bereavement, childbirth and adoption as well as other instances that may require time-off. The specific details of these expectations are found in   Section 11.2 .

It is impossible to list every life circumstance and every academic situation that an individual graduate student might face. It is also impossible to list every situation that a faculty or administrative supervisor might face in a teaching, research, or administrative setting. These guidelines recognize that it is important for faculty and administrative supervisors to retain flexibility in working with individual students to determine the most fitting response to a particular student’s situation.  At the same time,  Section 11.2  sets out guidelines that are intended to provide more consistency across the university in managing leaves of absence for funded graduate students. Nothing in these guidelines should be read to require the alteration or diminution of policies presently in place in programs that go beyond what is presented here. 

Whenever possible and academically appropriate, these guidelines aim to preserve student status and the student’s means of financial support (including stipend, fee authorization, health care subsidy, and other appointment benefits). 

Leaves of absence for GAs, fellows, and trainees should be less than one semester in duration.  

Types of Leaves of Absence - F.2

Types of leaves of absence include Sick/Bereavement Leave, Personal Leave, Professional Development Leave, and Parental Leave (see  Section 11.2  for details).

Eligibility Criteria - F.3

Ohio State graduate or professional students must:

• Be on fellowship, traineeship ( Section 10 ) or associateship ( Section 9 ) appointments of at least 50 percent FTE paid through the Ohio State payroll system (hereafter collectively referred to as “funded graduate students”). 
• A GTA, GRA or GAA must hold an appointment of at least 50 percent FTE (or multiple concurrent appointments combined for at least 50 percent FTE) paid through the Ohio State payroll system to be approved for a leave of absence. In the case of multiple appointments, different appointing units should work together with the student (and their enrolling unit, where appropriate) to create a coherent plan for the leave of absence. 
• Fellows and trainees funded by external agencies are also subject to the guidelines established by the funding agency.
• Be making reasonable progress ( Section 5.4 ) toward the degree.
• Be in good academic standing ( Section 5.1 ).
• Be enrolled at the level required to hold the appointment ( Sections 9  and  10 ) Requirements for full-time enrollment may be reduced with the approval of the appropriate Graduate Studies Committee, the Graduate School, and other relevant entities (such as a funding agency, Office of International Affairs, etc.).

Procedures and Guidelines for Leaves of Absence - F.4

Unexpected absences are usually the most difficult to manage, since they require careful balancing of the student’s personal needs with academic and administrative policies, the student’s academic standing and degree progress, unit or principal investigator needs, and funding realities. Appropriately addressing these challenging life situations, which can also jeopardize degree progress or degree completion, typically involves not only the graduate student and their supervisor but also the student’s advisor, Graduate Studies Committee Chair, and often the department head. Some situations may require additional expertise (from the Graduate School, the Office of International Affairs, the Office of Human Resources, the Office of Student Financial Aid, or other areas). 

Notification/Documentation.  To be granted a leave of absence, the students must notify their advisor, in writing, as soon as possible. For parental, personal and professional leaves, advisor approval must occur before deciding to take these leaves of absence. All requests for leaves must be approved by the graduate advisor and/or the appointment unit, as applicable. Graduate associates and fellows in need of leave or workplace accommodations related to a medical condition should be directed by their advisor and/or their graduate program to contact  Integrated Absence Management and Vocational Services  (IAMVS) within the  Office of Human Resources . IAMVS provides assistance/consultation to units and employees (faculty, staff, and student employees) regarding FMLA leave, disability benefits including workers’ compensation, and workplace accommodations related to a disability (e.g., scheduling adjustments, physical limitations, leave as an accommodation, assistive technology, etc.). Furthermore, in order to maintain confidentiality, supporting medical documentation is requested by and maintained solely within IAMVS.

Approval Process . The Graduate School has made these suggestions based on reasonable actions, but requests for all leaves of absence are handled at the local level. When in need of a leave of absence, the funded graduate student would make a request in writing (via e-mail) as promptly as possible to their immediate academic and/or administrative supervisor. A completed  GA request for leave form  should be attached to the student’s e-mail. In the case of short-term absences (less than 2 weeks) such as sick or professional development leaves, it is suggested at least the advisor make the decision. In the case of leaves of absence of longer duration, the academic and/or administrative supervisor should consult with the student’s advisor and chair of the Graduate Studies Committee in the student’s program of study. The appointing unit may designate additional individuals who must approve requests for leaves of absence. In some cases it may be necessary for the supervisor and/or student to consult with other entities (such as a funding agency, the Office of International Affairs, etc.). For students on a Graduate School fellowship appointment, the student’s program of study must notify the Office of Fellowship Services of the student’s leave of absence.

Denial.  A request for a leave of absence without requiring makeup time may be denied by the advisor, graduate committee, supervisor of the unit, or IAMVS due to an inappropriate or unreasonable request, including inadequate documentation; repeated requests for leaves of absence; documented unsatisfactory performance; and/or incompatibility with funding agency or other institutional guidelines (such as requirements applying to international students). 

Appeal Process . If a dispute over a request arises, the graduate student should follow the appointing unit’s appeal guidelines. Such guidelines often begin with an informal discussion with an advisor, Graduate Studies Committee Chair, department chair, college dean, and/or unit director. Such discussions will often lead to a successful resolution. In cases where a successful resolution cannot be reached at the local level, the Graduate School is available to offer advice and, in certain situations, to provide a formal hearing and adjudication. The Office of Human Resources can also provide information and consultation.

Appointment and Stipend Protection . Whenever possible and academically appropriate, the funded graduate student’s appointment and stipend (including fee authorization, health care subsidy, etc.) should be protected and should extend as long as is necessary by proper documentation, or until the end of the academic semester or summer term, whichever comes first. A funded graduate student who has been appointed for more than one year at or above 1,250 hours/year may be eligible for FMLA or ADA benefits. However, leave consideration is not contingent upon FMLA eligibility.

Extension of Leave of Absence . In some cases, it may be appropriate to extend a leave of absence into a new, contiguous appointment. Leaves of absence that need to be extended beyond the initial appointment may be stipend-protected (in whole or in part) for reasons stated in  Section F.5  and  Section F.6  and at the sole discretion of the appointing unit.

Registration Requirements . Graduate students on stipend-protected leaves of absence must meet the minimum Graduate School registration requirements to hold an appointment ( Sections 9  and  10 ). Students on an approved medical leave of absence may request a reduced course load during their absence period. The student may also discuss with their advisor the possibility of registering for courses with more flexibility such as research credits or courses offered online. 

Coverage of Responsibilities . Funded graduate students who are requesting paid or unpaid leaves of absence must follow the procedures established by their appointing units to cover responsibilities in cases of absence. When managing coverage of duties for an absent funded graduate student, appointing units must be sensitive to the load of other graduate students.

Appointing units currently use a variety of practices to manage leaves of absences that extend beyond two weeks. Approaches include temporary assignment of responsibilities to another funded graduate student, accompanied by a temporary increase in that graduate student’s appointment percentage (e.g., from 50 percent to 75 percent) or a special payment to that graduate student to compensate for additional effort over a period of time. 

In some situations it is not necessary to cover the duties and the assignments can be held until the student returns from a leave of absence. In some cases, a graduate student who is not funded is placed on a new appointment to cover the duties. Graduate students may not serve as “volunteer GAs” for the duration of a leave of absence; that is, graduate students may not serve without a stipend, at a stipend not commensurate with the expected load, or without appropriate payment of tuition and fees. Circumstances that may warrant an exception must be approved in advance by the Graduate School. 

Funding for Leaves of Absence - F.5

Appointing units at Ohio State currently manage the financial aspects of GA leaves of absence within their departmental budgets, seeking assistance from their colleges, the Graduate School or other offices (such as the Office of Research) in cases of hardship. College deans have expressed preference for continuing to use the present approach of managing GA leaves of absence locally. 

As current practices are formalized, it is not intended that appointing units would experience financial hardship in managing leaves of absence. It is also recognized that principal investigators with externally funded research grants may have issue with the requirements of particular grants, where flexibility may be limited. If such concerns arise, appointing units should contact their college offices or the Office of Sponsored Programs (for PIs). The Graduate School will also be available to help with problem-solving. 

In many cases, the costs associated with GA leaves of absence are fairly modest, such as the cost of temporarily increasing a funded graduate student’s appointment percentage (e.g., from 50 percent to 75 percent) or making a special payment to that graduate student to compensate for additional effort over a period of time. In some cases, it is not necessary to cover the duties, and the assignments can be held without harm until the student returns from a leave of absence. 

There are cases where a person who is not currently on a university appointment has to be placed on a new appointment to cover the duties; this person would most often be another graduate student but, especially in the case of the performance arts, could be an instructor or lecturer with special skills. In such situations, costs could potentially include a stipend or salary and any benefits associated with the appointment, such as coverage of tuition and fees. 

Selected Definitions for Medical Conditions - F.6

Serious Health Condition . An illness, injury, impairment, or physical/mental condition that meets either one of the following:

• Involves inpatient care in a hospital, hospice, or residential medical care facility, including any period of incapacity or any subsequent treatment in connection with such inpatient care. 
• Continuing treatment by a health care provider that consists of a period of incapacity that also involves treatment multiple times by a health care provider or treatment at least once by a health care provider that results in a regimen of continuing treatment and continuing incapacity. 
• Chronic conditions, episodic incapacity (e.g., diabetes, epilepsy, etc.), permanent/long-term conditions (e.g., Alzheimer’s, cancer, etc.) or multiple treatments (e.g., chemotherapy, dialysis, etc.). 

Relevant Selected Definitions for Parental Leave of Absence - F.7

This leave of absence allows for a specified period of appointment- and stipend-protected leave associated with the birth or adoption of a child. 

A funded graduate student on an approved paid leave of absence from appointment responsibilities for childbirth or adoption may receive 100 percent of their stipend and other benefits associated with the appointment (fee authorization, health care subsidy, etc.).  See  Section 11.2 .

The same appointment status (with equivalent benefits, pay, and other terms) is to be available after this leave of absence has been taken, provided the appointment or reappointment would normally have been available. Assigned duties, however, may be subject to change. 

A leave of absence following the birth or adoption of a child is not to have a negative impact on appointment status or opportunities. 

For funded graduate students who are eligible for leave:

• The birth mother’s stipend is to be maintained for up to six weeks (See  Section 11.2  for details) or until the last day of the appointment, whichever comes first.
• Non-birth parent’s (up to two parents per new birth or adoption) stipend is to be maintained for up to three weeks or until the last day of the appointment, whichever comes first.

Definitions .

• Birth mother , a female who gives birth to a child.
• Father , a male who is legally responsible for child rearing as the male spouse or domestic partner of the birth mother.
• Domestic partner , a same- or opposite-sex adult partner who has met the requirements of and has a completed Affidavit of Domestic Partnership for Funded Graduate Students’ Leaves of Absence on file with the Graduate School.
• Adoptive parent , a parent who has taken a child into one’s family, through legal means, to raise as one‘s own child. This is not applicable to foster parents.

Use . A leave of absence for childbirth or adoption for a funded graduate student should generally commence immediately following the birth or adoption of a child and not be used intermittently. In some instances parental leave may commence prior to the event when deemed medically necessary or when requisite to fulfill the legal requirements for an adoption. 

If both parents are funded graduate students, parental leave can be taken consecutively but is not intended to be used intermittently. 

A leave of absence for childbirth or adoption is available for each funded graduate student, for each birth or adoption event. The number of children involved does not increase the length of a leave of absence granted for that event. 

GSH APPENDIX G - Graduate Bridge Program for Under-Prepared Students, Administered by the Graduate School

• Graduate Bridge Program Overview G.1
• Graduate Bridge Program Rationale G.2
• Eligibility for Graduate Bridge Program G.3
• Difference from Non-Degree and Conditional Designations G.4
• Graduate Bridge Program Mechanism G.5
• Graduate Bridge Program Outcomes G.6

Graduate Bridge Program Overview - G.1

The Graduate Bridge Program (GBP) is a graduate-admission designation, for up to one full consecutive academic year (SU-AU- SP, in any order) allowing under-prepared students, and others in special circumstances, to have graduate standing before entering a program and a full load of prerequisite and/or degree-applicable coursework. 

Graduate Bridge Program Rationale - G.2

Some individuals and graduate programs would benefit from a bridge graduate program that would support graduate students who may be appropriate recruits for the program, but need additional time, mentoring, coursework, adaptation, or a lower course load to have a successful transition into a full-time graduate program at The Ohio State University. This program would also provide flexibility in acceptance dates and graduate enrollment prior to the student’s transition into a targeted graduate program. 

These students would be mentored as bridge students by their graduate programs as potential recruits. The programs would design the student’s bridge experience to mature the student’s talent to excel in their programs. The GBP would serve as a conduit for a supportive, flexible, environment for the student’s professional development. The students eligible for this program face challenges in the current graduate admission process that can impede them from fulfilling their educational and, in some cases, professional goals. The GBP would create opportunities for such individuals without impacting the rigors of graduate education at Ohio State, thus providing a professional development opportunity and fostering better opportunities for life-long learning and contributions for these students. 

Eligibility for Graduate Bridge Program - G.3

The GBP benefits students who do not qualify for regular or conditional admission and require a pathway, or bridge, to access a graduate education. Such students who benefit from a bridge year are described below. (These categories are neither mutually exclusive nor exhaustive): 

• Exploring: Those with qualifications and interests in multiple fields and/or who have not been able to make application decisions in time to meet the Graduate School’s program deadlines. 
• Re-Calibrating: Those developing specialized interests late in their under-graduate careers, especially those who want to enter programs with extensive pre-requisites that do not offer rolling admission. 
• Life-Long Learning: Those returning to study who are years away from their last degree and thus may have neither academic records that fully reflect current abilities and interests nor referees who can speak convincingly to the necessary audience in the graduate-academic setting. 
• New Evidence of Academic Ability/Personal Growth: Those with an undergraduate grade point average (cGPA) well below 3.0 but with later evidence to demonstrate the potential to meet the academic challenges of graduate school through relevant life experiences (e.g., work experience relevant to the graduate degree program, certifications, and/or other competency-building training).

These categories of students may benefit from a term of up to one year of mentored graduate experience to nurture and develop their talent but may not be fully served as non-degree students due to a desire for graduate status to enhance their career development. 

Graduate programs and prospective students should be aware that students with a cGPA well below 3.0 (e.g., less than 2.7) in their last degree earned relevant to the graduate degree of acceptance may be targeted by the Graduate School for GBP participation. 

Difference from Non-Degree and Conditional Designations - G.4

Non-Degree . Individuals with an accredited undergraduate degree may currently take graduate courses as non-degree students; however, they have no standing within the Graduate School and, should they subsequently be accepted into a graduate program, could only receive credit for 10 hours towards their eventual degree. The GBP would grant admission into the Graduate School and accrue more degree-readying hours and advance the career development of students.

Conditional Admission . This designation requires that a particular degree program petition the Graduate School to waive a requirement or requirements. The student must be able to transition to a regular student on a timeline and obtain the 3.0 average GPA for all graduate work on schedule. Conditional admits who are unsuccessful count against the success-rate numbers of a program, thus there is little incentive for graduate committees to extend chances to prospective students with unconventional profiles. Yet, such prospects might not only be deserving of the opportunity but in position to make unexpected contributions. The GBP could provide such students the chance to prove their readiness for advanced graduate work and to generate faculty relationships without risk to a program’s reputation or metrics for standings.

Graduate Bridge Program Mechanism - G.5

Letters . Graduate programs (i.e., Graduate Studies Chair, Department Chair, or Associate Dean of Graduate Studies) should provide the Graduate School with copies of two letters: (1) a letter petitioning for the student’s participation in the GBP and intent to accept the student if the student maintains a GPA of 3.0 in the GBP and meets all other requirements for the program, and (2) a letter of commitment to mentor the student, which requires signatures from the program advisor and the Graduate Studies Committee Chair. A  template letter  of commitment can be found on the Graduate School website.

Application . Students do not typically apply for admission into the GBP. Instead, programs opt into the GBP when they have identified a student to enroll. The Graduate School may also admit newly accepted students for GBP participation. Prior to acceptance into the GBP, a Graduate Faculty Member of a graduate program identifies a student and agrees to mentor the student such that a letter of commitment is submitted at the time of application and prior to acceptance. This mentor would be expected to meet with the student and guide course load and selection and make recommendations for tutoring if desired. A  template letter  of commitment can be found on the Graduate School website. The Letter of Commitment submitted with the application will require a signature of the program advisor and the Graduate Studies Committee Chair and must be uploaded with the application. Graduate programs nominating accepted students for GBP participation should also include an explanation as to why they believe the individual may be a successful Ohio State graduate student in their petition to the Graduate School. 

Enrollment . GBP students enroll into the Graduate School. The Graduate School recommends that these students enroll in summer term (when schedules permit) for a limited S/U course selection, then enroll for autumn for 3-4 credits of didactic course load (must be minimum of 4 credits for participation in the GBP) and remaining S/U credits, then graduate spring semester for a fuller course load, as deemed appropriate. The Graduate School does not generally recommend that GBP students enroll in a full didactic course load (i.e., 12+ graduate credit hours) in any semester or summer term. This approach will help the student adapt to the rigors of graduate education at Ohio State and their potential program with the best opportunity to achieve course grades that would permit success in a graduate program with the goal of achieving the necessary graduate GPA of 3.0 for continuation in the graduate program. Students accepted into a graduate certificate program are encouraged to enroll in 3 credits of didactic coursework during the first semester/term of the GBP, then transition back to the certificate of acceptance the following semester/term (provided all GBP completion requirements have been met). 

Completion . Graduate programs are responsible for determining if, and when, a student has met all requirements necessary for GBP completion (e.g., GPA, terms of the mentorship letter, subject-matter proficiency, etc.). Students who achieve a 3.0 minimum GPA after one, two, or three semesters/terms would subsequently be enrolled as a regular graduate student in the mentoring graduate program to which they were originally accepted, or apply to other graduate programs at the end of the term. Graduate programs should notify the Graduate School of the student’s need to transition to regular admission. Alternatively, students may, by the end of the final GBP semester or term, file a Completion of Graduate Program form on  GRADFORMS , signed by the Graduate Studies Committee Chair, to receive the Bridge Certificate.

Students enrolled in the GBP that want to transfer to another graduate program and continue in the GBP, must have a letter on file at the Graduate School signed by the new advisor and Graduate Studies Committee Chair to replace their application letter. 

Students that have completed at least two terms of the GBP, have a 3.0 GPA in the GBP, completed a minimum of 12 credit hours, and are in good standing with the Graduate School, would be eligible to receive a Graduate Bridge Certificate designation on their transcript. For students that receive the Bridge Certificate, up to ½ or a minimum of 6 credit hours, could be applied to their continuation in their graduate program. 

For students that do not meet the criteria for the  Bridge Certificate  or elect to not receive the Bridge Certificate, then credits that meet the requirements of the graduate program in which they enroll would be applied to their graduate program. Students in the GBP with a graduate GPA less than 3.0 may be conditionally accepted into the graduate program, but this is not guaranteed by the GBP commitment. 

Graduate Bridge Program Outcomes - G.6

Graduate Bridge Program students may successfully roll into a graduate program at Ohio State or transfer to another institution. Graduate Bridge Program students that successfully complete two semesters or more of the Graduate Bridge Program may be eligible for a Bridge certificate credential notation on Graduate transcripts. 

Students in the Graduate Bridge Program are not likely to be eligible for financial aid or graduate associate appointments. Students in the Graduate School Bridge Program are also not eligible for Graduate School Fellowships. 

GSH APPENDIX H - Graduate Advising Best Practices

• Graduate Advising Best Practices Overview H.1
• Communication and Graduate Advising H.2
• Graduate Student Responsibilities H.3
• Graduate Advisor Responsibilities H.4
• Graduate Program Responsibilities H.5

Graduate Advising Best Practices Overview - H.1

Graduate advising is best understood as a relationship between graduate student and faculty advisor where both parties can expect that the other party will follow best practices in fulfilling their responsibilities as graduate student or advisor. 

The relationship between a graduate student and advisor is one that can have a great impact on the academic achievements and life of a graduate student. This relationship can greatly encourage the academic pursuits of the graduate student, proving to be one of the most influential interactions of the scholar’s life. A relationship in which mutual expectations are not understood, however, may diminish a graduate student’s potential. 

This document outlines the minimum expectations for best practices in graduate advising at The Ohio State University. It is meant to be a spring board for each graduate program to discuss, develop, or reevaluate its local advising expectations and practices. This document was created in 2012 by the Council of Graduate Students in consultation with the Graduate School and approved by the Graduate Council. 

Communication and Graduate Advising - H.2

As valued members of the Ohio State community, graduate advisors and graduate students should act responsibly and be treated with respect. Regular and clear communication is essential to good graduate advising, especially when students are completing their studies at a distance. It is recommended that as much communication as possible occur in person or over the phone to enhance clarity, reduce ambiguity and misunderstanding, and to resolve conflict. Written communication, e.g., via mail and e-mail, is appropriate, especially to document situations and potentially contentious issues. Problems that arise should be addressed immediately and clearly so that both parties can work to remedy issues in an expedient manner. Graduate students and advisors should recognize that social media can blur the line between professional and personal lives and should be used only if deemed appropriate by both parties. It is recommended that graduate students and advisors meet between weekly to monthly depending on circumstances. The full graduate committee should meet twice a year, or annually in some circumstances. 

Graduate Student Responsibilities - H.3

• Conduct academic pursuits in an ethical manner and develop professionally. 
• Uphold Ohio State’s  Code of Student Conduct . 
• Uphold  academic integrity  for all coursework, including distance learning courses. Academic integrity is a commitment to five fundamental values of education: honesty, trust, fairness, respect and responsibility. 
• Pursue opportunities that advance career as a graduate student and beyond. 
• Take ownership of academic progress and perform duties in a conscientious and timely manner. 
• Keep aware of Graduate School policies by reviewing both Graduate School and local unit handbooks, especially during the periods prior to the start and end of semesters and terms, GA appointment processing, Graduate School fellowship acceptance, administration of candidacy and final examinations, the semester of graduation, and commencement. 
• Identify and meet all stated University deadlines, policies, and procedures, including those of the Graduate School (e.g., enrollment and graduation deadlines). 
• Devote significant and productive time toward degree completion. 
• Stay abreast of requirements for degree completion through active and regular discussions with advisor. 
• Communicate career goals and concerns related to academic progress clearly. 
• Initiate communication with the advisor. 
• Respect the responsibilities of the advisor. 
• Maintain open communication with advisor. 
• Communicate need for time off or reasonable accommodations for health conditions and familial responsibilities. 
• Allow sufficient time for the advisor to provide feedback in advance of deadlines. 
• Maintain professionalism by keeping up with graduate student responsibilities even when advisor is not present. 
• Explore and utilize all campus resources that the student may find beneficial to them. Examples of campus resources include, but are not limited to, the Office of Ombuds Services ( https://ombuds.osu.edu/ ), Counseling and Consultation Service ( https://ccs.osu.edu/ ), and the Student Advocacy Center ( https://advocacy.osu.edu/ ).

Graduate Advisor Responsibilities - H.4

• Conduct advising in an ethical manner, including when recruiting advisees. 
• Communicates with the co-advisor, the student’s candidacy or dissertation committee and the Graduate Studies Committee regarding the student’s program of study. 
• Communicate clear intentions, expectations, and requirements to potential and current advisees, including how long the advisor expects to stay in their current position and the amount of funding support available to advisees. 
• Address problems immediately so both parties can remedy issues expediently. 
• Maintain open lines of communication with graduate students, including those enrolled in distance programs, and interact with graduate students in a professional manner. 
• Communicate clear expectations for time to degree completion and publication expectations. 
• Provide periodic and regular evaluations of progress toward degree. 
• Provide timely written feedback on advisee’s professional writing (article drafts, dissertation chapter drafts, etc.). 
• Give students appropriate credit for their work (e.g., as reflected in author strings in journal articles or books). 
• Aid in preparing students to be the best professional they can be. 
• Initiate conversations about academic progress and stay current about degree requirements and procedures. 
• Initiate conversations with advisee about career goals. 
• Support traditional and non-traditional career goals. 
• Help graduate students develop professional skills that will make them competitive for employment in their given field. 
• Encourage students to take part in activities that will enrich their academic development, e.g., by participating in professional conferences and other networking activities. 
• Respect advisees’ academic and non-academic commitments and responsibilities. 
• Provide prompt and honest feedback on student’s work. 
• Allow reasonable time for students to prepare requested materials. 
• Do not require that a student continue to provide a service (e.g., teaching, laboratory management, mentoring of other students, etc.) under terms that can hinder a student’s degree completion. 

Graduate Program Responsibilities - H.5

Establish graduate advising best practices that pertain specifically to the local graduate program and its graduate degrees. 

• Maintain an updated graduate program handbook that is aligned with the practices in the Graduate School Handbook, including the steps and processes for students to complete degree requirements and grievance procedures for graduate students and advisors. 
• Create and maintain an easily accessible online list of information for graduate students that contains links to the Graduate School Handbook and other relevant links (e.g. eRequests and travel requests) and university resources. 
• Provide yearly written review of performance for graduate students and advisors. 
• Maintain clear communication with students and advisors and facilitate the communication between students and advisors, particularly during adverse events or tense communications. Enable students to have access to a formal and unbiased grievance and arbitration process. 
• Hold a yearly orientation to familiarize new students and faculty with the graduate program and the university. 
• Outline all steps a student and/or advisor may take to resolve issues at the local and/or college level. Many graduate programs have local procedures for resolving grievances, such as discussions with an advisor, supervisor, Graduate Studies Committee Chair, department chair, or college dean.  

Credit Hour Policy

Policy statement.

The Johns Hopkins University’s nine academic divisions operate under a variety of semester and other term systems, in which credits (equivalently, credit hours) are awarded, and alternative systems with equivalent measures wherein credit hours are not awarded. The Credit Hour Policy (“Policy”) codifies practices across Johns Hopkins University (“JHU” or “University”) schools regarding the awarding of credit hours, in accordance with Federal, State, and accreditation guidelines. This Policy applies equally to all credit-bearing courses regardless of duration, mode of delivery, or instructional format.

Full Policy

The full policy  can be found in the JHU Policy and Document Library. 

School of Nursing Specific Information

The School of Nursing Academic Credit Hour Policy describes how academic credits are calculated for clinical hours including laboratory clinical hours.

For clinical/laboratory experiences, one academic credit is equal to 4 hours of clinical/laboratory experience in all programs and tracks except the DNP Nurse Anesthesia Track. Thus, one clinical/laboratory/practicum credit hour is calculated as 4 clock hours per week per semester week, which is equal to 56 clock hours/semester for 1 credit.

One academic credit is equal to 8 hours in the clinical setting in the DNP nurse anesthesia track (112 clock hours).

One hour of simulation is equivalent to 2 hours of clinical in the MSN Entry into Nursing Program. 

This policy applies to students enrolled in a Johns Hopkins School of Nursing course.

Section 5: Tuition and Fees: Doctoral Tuition

• Section 5: Tuition and Fees
• Undergraduate Tuition
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Doctor of Education (EdD)

Doctor of healthcare administration (dha), doctor of human services, doctor of information technology (dit) (quarter), doctor of nursing practice (dnp), doctor of public administration (dpa), doctor of public health (drph), doctor of social work (dsw), phd in clinical psychology, phd in counselor education and supervision, phd in criminal justice, phd developmental psychology, phd in education, phd in forensic psychology, phd in health education and promotion, phd in health services, phd human services  (previously phd in human and social services), phd in industrial/organizational psychology, phd in management, phd in nursing, phd in psychology, phd in psychology professional programs (clinical/counseling), phd public health, phd in public policy and administration, phd in social work, psyd behavioral leadership, doctor of business administration (dba) (semester), doctor of information technology (dit) (semester), doctor of business administration (dba) (quarter).

• Tempo Learning® Tuition
• Skills Courses
• Certificate Tuition
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• Program Fees
• Financial Aid

Tuition rates effective on or after February 26, 2024.

$645 per quarter credit hour for coursework

Tuition rates before February 26, 2024.

$630 per quarter credit hour for coursework

$745 per quarter credit hour for coursework

$730 per quarter credit hour for coursework (This rate applies only for students beginning August 30, 2021, and forward.)

$630 per quarter credit hour for coursework (This rate applies only for students beginning prior to August 30, 2021.)

$655 per quarter credit hour for coursework

$640 per quarter credit hour for coursework

$675 per quarter credit hour for cousework

$660 per quarter credit hour for coursework

$905 per quarter credit hour for coursework

$80 practicum rate

$880 per quarter credit hour for coursework

$670 per quarter credit hour for coursework

$655 per quarter credit hour for coursework

$620 per quarter credit hour for coursework

$610 per quarter credit hour for coursework

$650 per quarter credit hour for coursework 

$635 per quarter credit hour for coursework

$525 per quarter credit hour for coursework

$2,020 Internship

$515 per quarter credit hour for coursework

$1,980 Internship

$615 per quarter credit hour for coursework

$605 per quarter credit hour for coursework

$675 per quarter credit hour for coursework.

Fast-Track Option Tuition

$7,325 per term

$7,180 per term

KAM-Based Tuition (flat fee)

$5,600 per term

$730 per quarter credit hour for coursework

$5,490 per term

$7325 per term

$625 per quarter credit hour for coursework

$5,710 per term

$7,040 per term

Tuition rates effective on or after February 26, 2024

$765 per quarter credit hour for coursework

$735 per quarter credit hour for coursework (students who started prior to March 2015)

Completion Program Tuition

Tuition includes one required residency and one required dissertation intensive . Standard program fee still applies

Mixed-Model Tuition (flat fee)

$750 per quarter credit hour for coursework

$720 per quarter credit hour for course work (students who started prior to March 2015)

$790 per quarter credit hour for coursework

$775 per quarter credit hour for coursework

$685 per quarter credit hour for coursework

$650 per quarter credit hour for coursework

Tuition rates effective on or after January 8th, 2024 .

$1,025 per semester credit hour for coursework

Tuition rates before January 8th, 2024 .

$980 per semester credit hour for coursework

$1,060 per semester credit hour for coursework 

$1,060 per semester credit hour for coursework

$680 per quarter credit hour for coursework

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Doctorate Degrees - Ph.D. & D.N.P.

College of education, college of engineering, college of interdisciplinary studies, whitson-hester school of nursing.

Exceptional Learning

Exceptional Learning Ph.D. Overview

The Exceptional Learning Ph.D. (ELPhD) program focuses on the characteristics, strengths, and educational needs of individuals and groups whose learning potential and opportunities for success are frequently unrealized. Exceptional populations include people for whom social, economic, and physical characteristics may serve as a barrier to development and learning. We offer five concentrations and two strands allowing students to focus on specific areas of professional and research interests.

• Applied Behavior Analysis
• Critical Discourse and Literacy Studies
• Health Behaviors and Wellness Education
• Program Planning and Evaluation
• STEM Education

The ELPhD program offers robust academic preparation of professionals who serve their communities, public school systems, institutions of higher education, and non-traditional educational environments. Our graduates are leaders who work across local, regional, national, and international platforms to effect positive change in diverse populations of exceptional learners and educational contexts, addressing barriers to learning, primarily through research and service activities.

Exceptional Learning Ph.D. Admission Requirements A multifaceted approach is taken in the application and admissions decision process.  The applicant will be evaluated on the criteria listed below in order to determine the applicant's overall potential for success in the ELPhD program.  Please note, however, that fulfillment of the minimum requirements does not guarantee admission.

• GPA : Consideration for admission to the program is based on the applicant's grade point average (GPA) in the last graduate degree or the last sixty hours of undergraduate work if no graduate degree has been completed. An average of 3.0 (on a 4.0 scale) or above from a recognized baccalaureate, graduate, or professional degree from a regionally accredited (e.g. SACS) college or university, or an international equivalent based on a four-year curriculum is required for admission.
• GRE : Valid GRE scores (score date within 5 years of application) must be submitted as part of the ELPhD application.
• Scholarly Writing :  Students must demonstrate scholarly writing skill and mastery by submitting a reference-based paper, thesis, or other written document in which information from various sources has been synthesized. The applicant must be the sole author.
• Statement of Intent : One to two pages that address the following: intended enrollment (semester and year), intended concentration, autobiographical statement, educational and professional goals, and area of interest for future research.  Applicants to the ABA concentration must indicate the strand in which they wish to enroll: School-Aged and Adult Populations (ABAS) or Young Children & Families (YCF).
• Three Letters of Recommendation :  Recommendation letters should be from individuals, preferably professors, who are able to comment on the student's qualifications and scholarly aptitude for doctoral study.  The letters should also address characteristics that will contribute to the student's success as a doctoral student should you be accepted in the ELPhD program.  Consideration will be made based upon the content of the letters.  Please make certain the recommenders know they must submit a letter as well as evaluate the applicant on a series of qualities (done when submitting the letter).  Applications without three letters may not receive full considerations.
• Professional Curriculum Vitae (CV)/Resume
• Interviews with Ph.D. Doctoral Program Faculty Applicants who pass the initial evaluation will be required to have an interview with the ELPhD program faculty and director of graduate programs.

Fulfilling the minimum requirements does not guarantee admission.

*Please note the STEM Education concentration requires the following additional admission requirements:

1. Three years of STEM teaching/outreach (P-16)

2. Masters Degree and one of the following:

a. minimum of 18 semester hours of graduate credit in a STEM discipline

b. Teacher Licensure in a STEM discipline (Grades 7-12)

c. Teacher Licensure (K-6/8) with Highly Qualified Status in a STEM discipline based on 24 semester hours in math/science or a passing score on the PRAXIS II middle grades math or science test

Exceptional Learning Catalog

Higher Education

Overview: The online Ph.D. in Higher Education is designed for professionals in the field who are interested in using data science to best prepare students and confront challenges facing higher education.

Success and informed professionalism in these areas is vital in today’s competitive university landscape. A terminal (doctoral) degree provides students an opportunity to move into professional roles as they gain more experience. In today’s data-driven, evidence-based context, the knowledge and skills garnered through this program will contribute to additional growth and success and situate them for greater contributions to their institutions.

The program will provide preparation to be adapted to any postsecondary role with a focus to improve college access, student success, and persistence to completion. Driven by data science, program candidates will apply actionable approaches to face challenges confronting higher education.  Ph.D. candidates will also learn to use cutting-edge to best serve students and guide higher education practices and policies. 

Graduates will use their data science knowledge and skills to guide colleges and universities, state higher education agencies, foundations, and related associations. 

Admissions Requirements

•  Statement of intent (1-2 pages) detailing intended enrollment, autobiographical statement, educational and professional goals, and area of interest for future research;
• Two letters of recommendation that speak to the individual’s scholarly aptitude and capability, particularly with respect to graduate-level work;
•  Official academic transcripts sent directly to Graduate Studies from all institutions attended;
•  An academic writing sample that demonstrates excellent scholarly writing ability (applicant must be sole author);
• Based on the applicant’s GPA in the last graduate degree or the last 60 hours of undergraduate work (for those with an undergraduate degree only);
• From a recognized baccalaureate, graduate, or professional degree from a regionally accredited college or university, or an international equivalent based on a four-year curriculum
•  CV/resume

Higher Education Doctoral Catalog

Counseling and Supervision

The Counseling and Supervision, Ph.D. is designed to Meet CACREP Standards with an Emphasis on Rural Mental Health Issues.

Features of the Degree include:  The Ph.D. consists of a minimum of 48 credit hours of advanced coursework, a 100-hour clinical practicum, a 600-hour internship, and dissertation research. The program is offered as an annual fall admission cohort.

Counseling and Supervision Admissions Requirements

The Ph.D. in Counseling and Supervision is a terminal degree.  The department offers admission to applicants who appear to have the highest potential for success and the appropriate disposition for counseling and supervision in the Ph.D. program.

The recommended admission requirements are:

• A 3.5 grade point average (GPA) from an accredited Master's level program in counseling or closely related program. Preference will be given to individuals who graduated from a CACREP-accredited program.
• Official transcripts from an accredited undergraduate and graduate institution, as well as transcripts from any additional institutions of higher education attended.
• Three acceptable letters of recommendation for graduate study from either former faculty members or other persons with adequate knowledge of the applicant's professional qualities and/or potential for success in a Ph.D. program (faculty review committee reserves the right to determine suitability of the letters).
• While not required, an applicant may submit GRE General Test (GRE) scores for consideration to address their aptitude for graduate-level academic work.
• An English proficiency equivalent of Level 18 in FLS (applicable to those applicants from countries in which the official language is other than English).
• Successful interview with the faculty review committee with a focus on dis-positional congruence, personal intent, and professional aspirations.

Counseling and Supervision Catalog

Engineering

Doctoral Program Overview

A graduate program leading to a Doctor of Philosophy (Ph.D.) in Engineering is offered by the College of Engineering with several distinct concentrations. Currently, the departments of Chemical Engineering, Civil and Environmental Engineering, Computer Science, Electrical and Computer Engineering, and Mechanical Engineering offer concentrations in their respective fields. The general requirements for a Ph.D. in Engineering are the same for all departments. The admission requirements, application procedures, admission to candidacy, degree requirements, and other such details may be found in the Graduate Catalog.

Ph.D. Concentration Areas Include: Chemical Engineering Computer Science Civil Engineering Electrical and Computer Engineering Mechanical Engineering

Engineering Ph.D. Admission Requirements   A graduate program leading to a Doctor of Philosophy (Ph.D.) degree in Engineering is offered by the College of Engineering. When applying for admission, a student must state on the application the major area of study for which admission is requested.  The following concentrations are available in the Engineering Ph.D.: Civil Engineering Chemical Engineering Computer Science Electrical and Computer Engineering Mechanical Engineering

The basic admission standards for the Ph.D. program are: The basic admission standards for the Ph.D. program are the same as for the MS programs , except that, additionally, an applicant is expected to have completed an MS degree in an academic area appropriate to the proposed area of study and to have earned an MS GPA of at least 3.5 on a 4.0 scale. In addition, a GRE score is not required for applicants to the PhD in Engineering with a Computer Science concentration if an applicant's undergraduate degree or Master's degree is from a U.S.-based institution.

Though the general requirement for admission to the Ph.D. program is a master's degree in an appropriate discipline, students with a bachelor's degree may be admitted to the Ph.D. program directly on exceptional basis, provided the applicant has a record of excellent academic performance in an appropriate engineering program undergraduate program. The applicant's test scores, personal recommendations, and relevant work experience must indicate a high potential for success in doctoral studies and research. In addition, factors such as appropriateness of the applicant's research objectives to the research interests of the program faculty, availability of faculty to supervise the applicant's research, and prior research accomplishments of the applicant will also influence the admission decision.

Fulfilling the minimum requirement does not guarantee admission; an applicant who does not meet the above minimum, but appears to have reasonable potential for success as a Ph.D. student, may be admitted to provisional standing. His/her status may be changed to full standing after satisfying requirements specified by the Associate Dean of Engineering for Graduate Studies and Research, in consultation with the appropriate departmental chairperson, at the time of admission.

If admitted in provisional standing at either the MS or Ph.D. level, the student must remove all deficiencies and apply for reclassification to full standing prior to the completion of 15 graduate hours.

Sometimes a master's-level student takes more graduate-level courses than are required for the degree because the student is expecting to continue on to the Ph.D. program and hopes to use the extra courses to satisfy the Ph.D. coursework requirement. When this is the case, the student can request when registering for the course(s) that the course(s) be "banked" for the Ph.D. program. If the student lacks no more than 12 semester hours on the master's degree, he/she may accumulate a maximum of nine (9) semester hours which may be applied toward the Ph.D. When this is the case, the student's advisory committee must initiate approval via memo with consensus of the departmental chairperson, dean of the college, and the Director of Graduate Studies. Banked courses then show up on the student's transcript as courses taken for the Ph.D. rather than being shown as a part of his/her M.S. program. Banking course does not guarantee admission to the Ph.D. program, or, if admitted, that the student's Ph.D. advisory committee will approve the course as part of the student's Ph.D. program of study.

Degree Requirements for the Ph.D. Degree in Engineering The Ph.D. is a research degree. The minimum requirements for a Ph.D. degree in Engineering are the same for all departments.  Each department may include additional stricter degree requirements for students pursuing specialization in that department. 

Students Admitted with a Master's Degree

• A minimum of 18 semester credits of course work beyond the master’s degree, acceptable to the student's advisory committee. Additional six semester credits of either graduate level course work or research experience as per the policy of the student's major department. No 5000-level courses are to be used to meet the minimum requirements of course work.
• The equivalent of 24 semester credits of doctoral research and dissertation built upon the student’s course of study and making a significant contribution to the state of knowledge or to the art of the engineering profession is required; not more than 9 credits may be earned in a particular semester.
• Residence of four (4) semesters beyond the master’s degree, with at least two semesters in continuous residence, is required. All requirements, including the dissertation, must be completed within a period of eight consecutive years.
• Maintenance of a minimum quality point average of 3.0 and adherence to the general regulations of the Graduate School are expected.

All students in the program must follow a plan of study and research developed in conjunction with an advisory committee, satisfactorily complete a comprehensive examination, achieve candidacy, and satisfactorily defend the dissertation.

Students Admitted Directly from the Bachelor's Degree A student admitted with a bachelor's degree on exceptional basis, must successfully complete a qualifying examination based mostly on undergraduate materials before the end of the second semester of enrollment. This examination will be aimed at determining the student's mastery of the basic concepts in the discipline and the potential for successfully conducting research at the doctoral level. Based on the student's performance on the qualifying examination, the student may be (i) permitted to continue in the Doctoral Program, or (ii) advised to transfer to a MS Degree program in an appropriate discipline in the College, or (iii) recommended for termination from the graduate program of the College.

If permitted to continue in the doctoral program, the student, as described elsewhere in the catalog, will select a research advisor, form an advisory committee, and submit a program of study satisfying the following requirements.

The program of study should have a minimum total of 72 semester credit hours of academic work, consisting of course work and dissertation work, beyond baccalaureate work, subject to the following:

• The program of study should include a minimum of 42 semester credits of appropriate graduate level course work consisting of a maximum of 9 semester credits at the 5000-level, acceptable to the student's advisory committee.
• It should also include an additional 6 semester credits of either graduate level course work or research experience as per the policy of the student's major department.
• A minimum of 24 semester credit hours of doctoral research and dissertation, built upon the student's course of study and making significant contribution to the state of knowledge and the art of the engineering profession, is required; no more than nine credit hours may be earned in a particular semester.

The other requirements, such as residency, grade point average, comprehensive exam, and dissertation are the same as those for students admitted with a master's degree , as described in the catalog.

Chemical Engineering Doctoral Catalog  Civil Engineering Doctoral Computer Science Doctoral Electrical & Computer Engineering Doctoral Mechanical Engineering Doctoral

Program Overview

Environmental Sciences Biology

Environmental Sciences - Biology Ph.D. Admission Requirements

• Bachelor’s or master’s degree in a biological science;
• Grade Point Average of 3.5 or above for the highest degree earned;
• International applicants must satisfactorily complete the English Language Requirement on one of the following: TOEFL, IELTS, PTE Academic, FLS, ELS, TOEIC, CEFR, SLEP.
• In addition, a graduate faculty member must have agreed to direct the student’s doctoral program and financial support must have been identified for a stipend and for research needs. Please click here for the form: Graduate Advisor Acceptance Form (PDF)

Applicants who do not fully meet the above requirements may be admitted in Provisional Standing on the basis of a favorable recommendation to the College of Graduate Studies by the appropriate departmental chairperson and the Director of the Environmental Sciences doctoral program.

Environmental Sciences Biology Catalog

Environmental Sciences Chemistry

Environmental Sciences - Chemistry Ph.D. Admission Requirements

• Bachelor’s or master’s degree in science, mathematics, engineering, or environmental science;
• Grade Point Average of 3.0 or above on a 4.0 scale;

Environmental Studies Chemistry Catalog

Environmental Sciences Agriculture

Environmental Sciences Agriculture, Geosciences, & Integrated Research Admissions Requirements

Environmental Sciences Ph.D. Admissions Requirements for Agriculture, Geosciences, and Integrated Research Concentrations must have the following (other requirements will be updated as they are determined):

Environmental Studies Agriculture Catalog

Environmental Sciences Geosciences

Environmental Studies Geosciences Catalog

Environmental Sciences Integrated Research

• In addition, a graduate faculty member must have agreed to direct the student’s doctoral program and financial support must have been identified for a stipend and for research needs. Please click here for the form: Graduate Advisor Acceptance Form (PDF)  

Environmental Studies Integrated Research Catalog

Doctorate of Nursing Practice

Doctor of Nursing Practice (D.N.P.) Admission Requirements   Admission requirements for the joint DNP program are as follows:

• a completed application with payment of nonrefundable application fee;
• official transcripts of all previous undergraduate and graduate coursework
• a written essay.

There are different levels of admission depending upon prior credentials of applicants and whether or not they hold a BSN, MSN, or a BSN and a master’s in another discipline. Additional requirements for admission to the DNP program include:

• A bachelor's degree in nursing is required;
• For international applicants, a bachelor's degree in nursing or equivalency (for BSN to DNP applicants), or a non-nursing master's degree or equivalency (for MSN to DNP applicants) from a nationally accredited nursing program or comparably recognized non-U.S. institution, with a cumulative grade point average of at least 3.0 on a 4-point scale;
• Certification in the selected nursing specialty for the concentration. For example: Certified FNP for FNP concentration, Certified WHNP in the WHNP concentration, etc.; OR
• Master’s in Nursing in a specialty different than the intended concentrations (WHNP, PNP, ACNP, PMHNP, FNP, Nursing and Healthcare Leadership) will require a longer program of study adapted to the previous Master’s specialty and nursing experience; OR
• Non-nursing master’s with a BSN from a nationally accredited nursing program will require a longer program of study adapted to the previous Master’s specialty and nursing experience; OR
• For the General (No Concentration) MSN-DNP, Master’s in Nursing with advanced practice registered nurse (APRN) certification (Nurse Practitioner, Clinical Nurse Specialist, Nurse Midwife, or Nurse Anesthetist) or master’s level nursing administration/ healthcare systems leadership concentration;
• NOTE: All four MSN options for the Nursing and Healthcare Leadership concentration require at least one year of experience in a nursing administration role.
• Nursing and Healthcare Leadership applicants must have an MSN or a BSN and a Master's in a non-nursing business or health related field (MBA, MPH, MHA, MMCH, etc.); 
• Licensure as a Registered Nurse in the United States and eligibility for licensure in Tennessee or equivalency for international students;
• All applicants are required to have at least two years of full-time work experience (or equivalent) in nursing as a registered nurse;
• Three letters of recommendation are required: one from the applicant’s current (most recent) supervisor, one from a faculty member who has worked directly with the applicant during previous academic study, and one from an individual selected by the applicant;
• All applicants will be required to complete a writing sample describing a problem the applicant has identified in clinical practice, whether as a student or a practicing RN, and what steps were taken to resolve or improve the situation; 
• All applicants will participate in an interview;
• All applicants must submit a cover letter expressing the applicant’s personal goals for doctoral study; and
• All applicants must submit a current resume or vita.

Nursing and Healthcare Leadership Admissions Requirements:

Applicants seeking admission to the DNP program must fulfill all the requirements for admission to the Graduate School.

There are different levels of admission depending upon prior credentials of applications and whether or not they hold a BSN, MSN, or a BSN and a master's In another discipline. Additional requirements for admission to the DNP Program include:  1. BSN-DNP applicants:     1. A bachelor's degree In nursing Is required;     2. For international applicants, a bachelor's degree in nursing or equivalency (for BSN to DNP applicants), or a non-nursing master's degree or equivalency (for MSN to DNP applicants) from a nationally accredited nursing program or comparably recognized non-U.S. institution, with a cumulative grade point average of at least 3.0 on a 4-point scale; 

2. MSN-DNP applicants:     1. MSN     2.  BSN and a Masters In a non-nursing business- or health related field (MBA, MPH, MHA,MMCH, etc.)  NOTE: A gap analysis Is conducted to evaluate completion of graduate level courses in Leadership, Finance, Quality Improvement, and master's level clinical hours in a specialty. Additional courses and/or clinical hours to the admitted student's program of study may be required. 

3. Unencumbered licensure as a Registered Nurse in the United States and eligibility for licensure in Tennessee or equivalency for lnternational students; 4.  Three letters of recommendation are required: one from the applicant's current (most recent) supervisor, one from a faculty member who has worked directly with the applicant during previous academic study, and one from aln individual selected by the applicant;

5. All applicants will participate in an interview;

6. All applicants will be required to complete a writing sample describing a problem the applicant has identified in practice that the applicant might explore In the DNP program; 7.  All applicants must submit a cover letter expressing the applicant's personal goals for doctoral study; and 8. All applicants must submit a current resume or vita.

The completed application form and fee, transcripts of all previous undergraduate and graduate work, essay, documentation of nursing licensure In the United States, MSN certification (where applicable), letters of recommendation and resume or vita must be submitted to the ETSU College of Graduate and Continuing Studies or the TTU Graduate College, depending upon the applicant's choice. International students must also forward the additionally required documentation to the appropriate school.  Factors given consideration in the admission decision include: previous grade point average (GPA), clarity of the applicant's selected problem as stated in the writing sample and during the interview, writing ability, professional work experience and achievements, professional honors and awards, Interest In rural and underserved population groups, and quality of references/recommendations. The ETSU-TTU DNP Program Admission Committee may recommend admission to a promising applicant who has not met all the admission standards on a conditional or provisional basis. The completed application form and fee, official transcripts of all previous undergraduate and graduate work, essay, documentation of nursing licensure in the United States, MSN certification(where applicable), letters of recommendation and resume or vita must be submitted to the ETSU School of Graduate Studies or the Tennessee Tech Graduate College, depending upon the applicant’s home school. International students must also forward the additionally required documentation to the appropriate home school.

Doctorate of Nursing Practice Catalog

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