Stanford
Graduate Academic Policies and Procedures

Archive

September 2022

  1. GAP 4.2 Coterminal Degrees was updated to reflect changes in academic progress monitoring.  

June 2022

  1. GAP 7.1 General Funding Guidelines and Definitions was updated to reflect the change in the Cardinal Care Subsidy.

In March and April 2022, the following GAP documents were updated:

  1. GAP 3.2 Registration, Enrollment, and Academic Progress (to clarify policy language and processes concerning Graduate Residency Transfer Credit)
  2. GAP 4.7 Doctoral Degrees, University Oral Examinations & Committees (to clarify non-Academic Council committee membership)
  3. GAP 4.8 Doctoral Degrees, Dissertations & Dissertation Reading Committees (to clarify non-Academic Council committee membership and remove the paper submission process of dissertations)
  4. GAP 5.7 Conferral of Degrees (to clarify the process for students to submit late applications to graduate)
  5. GAP 5.4.1 Program Discontinuation and Reinstatement (to clarify policy language and processes concerning Program Discontinuation and Reinstatement)
  6. GAP 5.8 Exchange Programs (to remove the UCSC Exchange option for students in selected fields related to the study of the ocean per termination confirmation from faculty leaders from the University of California, Santa Cruz (UCSC) and Stanford’s Center for Ocean Solutions.)

In July 2021, the following GAP documents were updated:

  • GAP 3.1 Registration, Enrollment, and Academic Progress (to provide guidance, transparency, and clarity for students, faculty, and staff regarding physical presence on campus. The impact of the COVID-19 pandemic on graduate education had illuminated areas of ambiguity in this university policy. This was approved by the Faculty Senate on June 24, 2021; see SenD#7982.)
  • GAP 3.2 Residency Policy for Graduate Students (to delegate decision making to faculty and staff in degree programs who have the expertise to determine whether prior academic work should be accepted for transfer. The update also allows online courses to be transferred, which is critical after the pandemic forced courses online. This was approved by the Faculty Senate on June 24, 2021; see SenD#7982.)
  • GAP 4.6 Doctoral Degrees, Candidacy (to reaffirm that doctoral students are expected to complete degree program qualifying procedures and apply for candidacy by the end of their second year in the program. This update also affirms local decision-making authority for extensions of the pre-candidacy period and provides more transparency for students by incorporating guidance that was provided by the Committee on Graduate Studies in 2012. This was approved by the Faculty Senate on June 24, 2021; see SenD#7982.)
  • GAP 4.7 Doctoral Degrees, University Oral Examinations & Committees (to reaffirm that in-person oral examinations and dissertation defenses are the norm per university policy. The update also allows more flexibility and delegates decision-making authority to the degree programs. This was approved by the Faculty Senate on June 24, 2021; see SenD#7982.)
  • GAP 4.8 Doctoral Degrees, Dissertations & Dissertation Reading Committees (to confirm the streamlined electronic dissertation approval process that was implemented due to COVID-19. This was approved by the Faculty Senate on June 24, 2021; see SenD#7982.)

In August 2020, the following GAP documents were updated:

  • GAP 7.3 Assistantships (section 7.3.10 Unpaid Teaching Experience for Fully Funded Students to clarify procedures and conditions for mentored teaching experiences )

Temporary 2020-21 Policy Changes in Response to COVID-19

  1. GAP 3.1 Registration, Enrollment, and Academic Progress: COVID-19 POLICY UPDATE: The enrollment policies for graduate students have not been changed in 2020-21 in response to COVID-19 (see Stanford Bulletin). Graduate students are required to enroll full-time in Autumn, Winter and Spring, unless they are on an approved leave of absence or have an accommodation through the Office of Accessible Education or a childbirth accommodation. Graduate students are generally not required to be enrolled in Summer quarter, though some programs and funding sources may require enrollment. Read more under General Enrollment Requirements below. 
  2. GAP 3.2 Residency Policy for Graduate Students: COVID-19 POLICY UPDATE: The university policy restricting graduate residency credit for online or correspondence courses has been temporarily lifted by the Faculty Senate, acting in administrative session, for courses taken during 2020-21 (see Faculty Senate Steering Committee approves policy changes for 2020-21). The process for applying for graduate residency credit remains unchanged (see 5. Transfer Credit for Graduate Work Done Elsewhere).
  3. GAP 4.6 Doctoral Degrees, Candidacy: COVID-19 POLICY UPDATE: On March 26, 2020, the Faculty Senate approved the Committee on Graduate Studies' recommendation allowing degree programs to delay until Autumn 2020 the university candidacy deadline for current 2nd-year doctoral students. Following completion of the degree program’s qualifying procedure, admissions to candidacy are normally required by the end of the 2nd year. No further extensions to the candidacy deadline have been approved.
  4. GAP 4.7 Doctoral Degrees, University Oral Examinations & Committees: COVID-19 POLICY UPDATE: Approval for a partially or fully remote oral dissertation has been delegated by Vice Provost Stacey F. Bent to DGSs or department chairs through Summer 2021 (see GAP 4.7 Doctoral Degrees, University Oral Examinations & Committees).

In October 2019, the following GAP documents were updated:

In August 2019, the following GAP documents were updated:

In July 2019, the following GAP documents were updated:

 

In April 2019, the following GAP documents were updated:

  • GAP 3.3 General Requirements, Progress, and Milestones (to add a new section, GAP 3.4 Faculty Directors of Graduate Studies, with new policy requiring departments and programs to designate a faculty director of graduate studies approved by the Faculty Senate; see SenD#7658) 

In March 2019, the following GAP documents were updated:

In December 2018, the following GAP documents were updated:

In November 2018, the following GAP documents were updated:

In October 2018, the following GAP documents were updated:

In September 2018, the following GAP documents were updated:

  • GAP 5.8 Exchange Programs (Policy and Implementation: to align language and update link to new IvyPlus Exchange Scholar Program Application and to note renewal of IvyPlus Exchange Scholar Program approval by participating universities )

In August 2018, the following GAP documents were updated:

In July 2018, the following GAP documents were updated:

In June 2018, the following GAP documents were updated:

  • GAP 5.7 Conferral of Degrees (to align with clarifications to Bulletin language about graduation expectations)

In April 2018, the following GAP documents were updated:

  • GAP 2.1 Admitting Graduate Students to Matriculated Study (Policy & Implementation; to remove University requirement for GRE general scores, as approved by Faculty Senate on April 12, 2018 (SenD#7841))
  • GAP 3.3 Academic Advising (to add requirement that departments establish advising expectations and to reaffirm the role of Academic Council faculty as principal dissertation advisors, as approved by Faculty Senate on April 12, 2018 (SenD#7842 and SenD#7843 ))
  • GAP 3.3 Academic Advising (to clarify language to be more consistent and reorder sections to be more rational, as per Committee on Graduate Policy discussions)
  • GAP 4.8 Doctoral Degrees, Dissertations & Dissertation Reading Committees (to align with changes to GAP 3.3 affirming role of AC faculty to serve as principal dissertation advisors, as approved by Faculty Senate on April 12, 2018)

In March 2018, the following GAP documents were updated:

In January 2018, the following GAP documents were updated:

In August 2017, the following GAP documents were updated:

In September 2016, the following GAP documents were updated:

In February, 2016, the following GAP documents were updated:

In January 2016, the following GAP documents were updated:

In October 2015, the following GAP documents were updated:

In February 2015, the following GAP documents were updated:

A new category of Leave of Absence for pregnant students, new birth parents, and non-birth parents was adopted. GAP 5.9 was renamed to reflect the expanded policies.

In September 2014, the following GAP document was updated:

The UCSC Exchange Program for students studying the ocean was added.

In August 2014, the following GAP document was updated:

New versions of the Affiliation Agreement, Attachment, and Biodemographic Form uploaded.

In July 2014, the following GAP documents were updated:

Describes the process for requesting an extension of one year limit on grades of Incomplete.

Affirms that a master's degree must include 45 units.

Includes professional conduct.

In May 2014, the following GAP documents were updated:

Delineated limits on supplemental support for full fellowships in summer quarter.

Explicitly stated that students must maintain active candidacy through the conferral of the degree.

On February 26, 2014, the following GAP document was updated:

The 2015-16 minimum salaries for Research and Teaching Assistants were announced. 

In January 2014, the following GAP document was updated:

Health insurances policies for students on leave of absence were clarified.

In November 2013, the following GAP document was updated:

Students from France pursuing the Diplome d'Ingenieur are eligible for admission.

In October 2013, the following GAP documents were updated:

Policies for course transfer and academic progress were updated.

The name of the Involuntary Leave policy was changed to the Mandatory Leave policy.

In September 2013, the following GAP documents were updated:

The expectation and definition of full-time enrollment were added.

Students in Joint Degree Programs that include the PhD may not also transfer units.

Effective Autumn quarter, 2013, an application fee will be charged. 

Effective Autumn quarter, 2013, the source of funds for assistantships outside of the school of medicine are charged 60% of TAL and general funds pays 40%.