Policies and Procedures

Graduate School Policies and Procedures

General Policies and Procedures

TitleFormDescription
Academic Grievance ProcessNoA summary of the formal graduate student academic grievance process with a link to the official policy.
Grades and IncompletesYesLearn more about the minimum grade requirements for graduate students, as well as information on incomplete grades.
Graduate ClassificationsNoReview the variety of classifications regarding degree seeking and non-degree seeking graduate students.
Graduate Student Involvement in AdmissionsNoGraduate students may be welcomed to introduce input in the admissions process, but graduate students may not vote on any admissions decisions. Review more information on why here.
Legal Sex, Gender, and Sexual Orientation Data CollectionNoAs required by Oregon law, the University of Oregon has updated the collection of biographical data to include two new questions regarding gender identity and sexual orientation alongside an existing question on legal sex designation.
Research Ethics and ComplianceNoEthical research practice requires that all students conduct their research in an open and honest manner and make every effort to ensure the accuracy of their findings.
Satisfactory ProgressNoGraduate students are responsible for being aware of and in compliance with all Graduate School and university requirements, including but not limited to those related to enrollment and registration, grades, and time limits.
Waive a Graduate Academic PolicyYesGraduate students may file a petition to waive a graduate academic policy or requirement, such as removing an incomplete or extending the 7-year deadline. Review petition procedures and forms.

Enrollment and Residency Policies and Procedures

TitleFormDescription
Continuous Enrollment PolicyNoTo remain in compliance with the continuous enrollment policy, graduate students must be registered for a minimum of three graduate credits each term.
Credit Limits and Full-Time Course LoadNoInformation about credit limits for each term and minimum enrollment requirements.
Enroll in a WRGP/WICHE Regional Graduate ProgramNoThe Western Interstate Commission for Higher Education coordinates the Western Regional Graduate Program, an exchange program for students from western states and U.S. territories to apply for admission to selected programs and be treated as resident students.
Final Term Registration Exceptions for Thesis and Dissertation StudentsNoIn general, graduate students must be registered for at least 3 credits during their final term with a few exceptions.
Joint-Campus RegistrationNoInformation on how University of Oregon graduate students can enroll in graduate courses at Oregon State University and Portland State University.
On-Leave StatusYesStudents may request on-leave status for reasons such as a medical condition, family emergency, birth or adoption of a child, to conduct independent research, etc. Review what defines on-leave status and the eligibilities surrounding it.
Reservation of Graduate CreditYesAn undergraduate student who wishes to register for a graduate-level course must request permission by submitting a reservation of graduate credit form with the Graduate School.

Master's Policies and Procedures

TitleFormDescription
Minimum Degree RequirementsNoThese are Graduate School minimums. Your specific graduate program may have higher or more stringent requirements.
Transfer of Graduate CreditYesSome graduate programs allow master’s students to request a maximum of 15 graduate credits to be transferred.
Master’s Advisory CommitteeNoPolicies for master’s committees vary from department to department.
Master's Residency RequirementNoAt least 30 credits must be completed at the University of Oregon during at least two terms of study.
Degree Completion DeadlinesNoTerm-by-term deadlines for master's degree completion

Thesis Formatting Guidelines

NoThe thesis and dissertation style and policy manual was created as a guide to help graduate students establish the physical format and appearance of an electronic thesis or dissertation (ETD).
Thesis Prefatory Page TemplatesNoGraduate students are encouraged to use this template to ensure that they’re in formatting compliance for their thesis submission.
Thesis Submission InstructionsNoThese instructions will guide graduate students through the ProQuest thesis submission process
Graduation ChecklistNoSteps for graduation for thesis and non-thesis master's students.

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Doctoral Policies and Procedures

TitleFormDescription
Residency RequirementsNoAt least one full-time academic year—the residency year—must be completed.
Credit RequirementNoDoctoral candidates must complete the equivalent of at least 81 quarter credits of graduate-level work beyond the baccalaureate degree, over the course of at least three calendar years.
Transfer of Graduate CreditNoEach program sets its own policy regarding acceptance of transfer credits.
Advancement to CandidacyNoAdvancing to candidacy signifies that the student has completed their coursework, as well as other requirements as defined by their graduate program, and is ready to move forward to the dissertation phase.
Dissertation Committee PolicyNoReview who is and who isn’t eligible to be a committee member for graduate students.
Graduate Faculty Policies and ProceduresNoPolicies regarding who are graduate faculty and who can serve on dissertations.
Oral Defense ProceduresNoA formal public defense must take place on campus at a date set by the committee chair and approved by the Graduate School.
Oral Defense Waiver of AttendanceNoThe best practice is to have all members of the dissertation committee physically present at the final oral defense, but in cases where that is not possible, some exceptions can be made.
Degree Completion DeadlinesNoTerm-by-term deadlines for master's degree completion
Graduation ChecklistNoSteps for graduation for doctoral students.
APA Internship Policies for Clinical, Counseling, and School Psychology Doctoral StudentsNoDoctoral students who are studying clinical, counseling, and school psychology are required, by the American Psychological Association to complete a 1-year internship before being awarded their doctoral degree.
Dissertation Formatting GuidelinesNoThe thesis and dissertation style and policy manualwas created as a guide to help graduate students establish the physical format and appearance of an electronic thesis or dissertation (ETD).
Dissertation Prefatory Page TemplatesNoGraduate students are encouraged to use this template to ensure that they’re in formatting compliance for their dissertation submission.
Dissertation Submission InstructionsNoThese instructions will guide graduate students through the ProQuest dissertation submission process.

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Graduate Employee (GE) Policies and Procedures

General GE Policies and Procedures

TitleFormDescription
Complete Withdrawal from the UniversityNoStudents are both academically and financially responsible for all classes in which they register until they officially withdraw from the university.
Disability Accommodations for GEsNoGraduate students with an underlying physical or mental condition that is interfering with their ability to perform the duties of their position may qualify as an individual with a disability under the Americans with Disabilities Act.
Exceptions to the .49 FTE Limit During Summer TermYesA department may only hire a GE over .49 FTE under certain conditions during Summer term. Review the requirements and restrictions.
Full-Time EquivalentNoFull-time equivalent (FTE) is a unit that indicates the workload of an employee.
GEs Assisting Instructor-of-Record GEsYesTypically, GEs are not assigned to other GE’s who have been appointed as an instructor-of-record. However, there may be some circumstances under which it is appropriate for a GE to be assisted by another GE.
GEs in Graduate-Level CoursesYesUnder certain circumstances, GE’s may be able to assist with a graduate course. Review the specific restrictions for this placement.
GrievancesNoGraduate students with complaints arising from their employment as graduate employees should follow the grievance procedures specified by their collective bargaining agreement.
Language Requirement for International & Non-Native English-Speaking GEsNoNon-native speakers of English who accept graduate employee positions (GE) for teaching-related positions must submit to a test of their English-speaking ability.
Levels of AppointmentNoReview the definitions for the three levels of GE appointments.
Paid and Unpaid AbsencesYesInformation for students, academic departments, and GE hiring units when a graduate student needs to take prolonged absence—sick day, short-term absence, longer-term absence, family and medical leave—that may affect their ability to make progress toward the degree and/or carry out their GE duties.
SEVIS Fee Reimbursement for GEsYesEligibility information and instructions for SEVIS fee reimbursements.
Summer Tuition Waiver YesInformation about the summer tuition waiver benefit.

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GE Hiring Policies and Procedures

TitleFormDescription
Appointment CostsNoDetails on costs associated with employing a GE.
Cost Charging GuidanceNoDetails on how tuition, fees, insurance and OPE are charged; hiring a GE from a different college; centrally supported administrative GEs; tuition support for grant-funded level III GEs; and the financial implications of hiring a GE from a different college.
Employment Verification and References for GEsNoStudents must submit consent forms to their hiring unit in order for information to be released for employment and reference verifications.
GDRS InformationNoThe GDRS is a document that outlines the GE hiring, appointment/reappointment, and evaluation procedures that are followed in each hiring unit.
Hiring DocumentsNoThere are a number of documents that must be submitted directly to the Payroll Office for those students who are being hired for the first time, for those who are international, and for those who've had a lapse in employment
Hiring Payroll ProceduresNoInformation for students about the GE appointment process.
Hiring ProcessNoInformation for departments on the GE hiring process. Submit a GE job announcement
Hiring a GE vs. a Student Hourly EmployeeNoDetermine whether the graduate student can be hired as a student hourly employee or must be hired as a GE
Institutional Priority and Strategic Alliance GE PositionsNoInformation for administrative units about applying for Institutional Priority and Strategic Alliance (IP/SA) GE positions.
Making Changes to a GE AppointmentNoThe steps required to make a change to a GE appointment.
Personnel FilesNoReview the guidelines for housing GE performance and evaluation files
Preparing an Electronic Payroll Request Form (ePRF)NoHiring units must complete and submit an ePRF for every GE appointment and reappointment by the established deadline for the term of appointment.
Processing Teaching Awards to GEsNoAwards made to GEs in recognition of teaching excellence are to be processed through the payroll system.
Records RetentionNoThe Graduate School retains PRFs and appointment contracts for five years in the Graduate School and for an additional 70 years in offsite storage by the UO Libraries.
Resignations and TerminationsNoGE separation paperwork must be created when a GE resigns or is terminated. The hiring unit must also contact the Payroll Office.
Summer Teaching GE AppointmentsNoGEs appointed over summer term have specific hiring restrictions, requirements, and deadlines.

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Specialization Policies and Procedures

TitleFormDescription
Pursuing a Graduate SpecializationYesInformation for students about the requirements for completing a graduate specialization.
Proposing a Graduate SpecializationYesInstructions for creating a new graduate specialization.

Administering a Graduate Specialization

NoThere are several requirements needed for a student to pursue a specialization. Review the requirements needed in order to successfully pursue or administer a specialization.

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Graduate Certificate Policies and Procedures

TitleFormDescription
Pursuing a Graduate CertificateYesInformation for students about the requirements for completing a graduate certificate.
Administering a Graduate Certificate ProgramNoInformation for departments about graduate certificates.

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Concurrent Graduate Degree Policies and Procedures

TitleFormDescription
Pursuing Concurrent DegreesYesFor Students: Students pursuing concurrent degrees must follow the appropriate steps before their degree plan is approved.
Administering Concurrent Graduate DegreesNoFor Faculty and Staff: Students pursuing concurrent degrees must follow the appropriate steps before their degree plan is approved.

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Faculty/Staff/Department Policies and Procedures

TitleFormDescription
Access and TrainingNoThe Graduate School offers training and also welcome requests for individual or small group trainings, invitations to present to departments, and suggestions for future training topics related to graduate education.
Best Practices in MentoringNoLearning how to be an effective mentor is a skill that anyone can obtain. Review some material from various graduate resources on how to be the best mentor.
Concurrent Faculty-Student StatusNoFaculty members, including officers of administration, who wish to pursue a UO graduate degree must petition to the dean of the Graduate School for approval to hold concurrent faculty/graduate student status
Course Enrollment for Faculty and Staff MembersYesFaculty and staff members who want to take graduate courses should refer to the Office of Human Resources for information regarding staff registration benefits.

Curriculum Changes

NoThere are four potential stages of review for new or revised graduate programs. The nature of the proposal will determine which stages of review are required. Refer to this policy for guidance.
PDF iconDirector of Graduate Studies HandbookNoDGS is a fculy member who serves a conduit between graduate students, faculty, and the Graduate School. This handbook was written with Directors of Graduate Studies (DGS) in mind, but Graduate Coordinators, Department Heads, and graduate students may also find it helpful. 
Excellence AwardsYesInformation about the Excellence Award for Directors of Graduate Studies, the Excellence Award for Graduate Coordinators, and the Excellence Award for Outstanding Mentorship in Graduate Studies.
Graduate Fellow Identification and RateYesResident rates may be requested for students on certain training grants and external fellowships.
Graduate Coordinator MeetingsNoThe Graduate School hosts quarterly meetings of departmental graduate coordinators to provide information and updates and facilitate discussions about issues relevant to staff who support graduate students.

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