Section One
ACADEMIC PROGRAMS, REQUIREMENTS AND POLICIES

PROCEDURES FOR REGISTRATION

This section includes discussion of:

• Registration Process/Axess
• Tuition
• Leaves of Absence
• Reinstatement
• Reapplication
• Change of Degree Programs
• Graduation Quarter
• Conferral of Degrees
• Finances

All students are strongly encouraged to read and keep as a reference the Stanford Bulletin, available before the start of each Autumn Quarter for pick-up from the Office of the University Registrar. The sections on "Graduate Degrees: General Requirements," "Academic Policies and Statements," and "Grading Systems" are especially recommended; students are responsible for all information contained therein.

The following services can be obtained from the Office of the University Registrar in support of registration. Registrar's Offices in the Schools of Business, Law, and Medicine interact with the Office of the University Registrar and administer additional procedures locally.

Office of the University Registrar
Information Windows
630 Serra Street,
723-2041
http://registrar.stanford.edu/

• Axess information
  
  
• Changes of name and marital/domestic partner status
  
  
• Distribution of Registrar's Office publications, e.g., Stanford Bulletin and Summer Bulletin (the quarterly Time Schedule is distributed from the Stanford Bookstore)
  
  
• In Absentia registration
  
  
• Annulment of registration for future terms
  
  
• Withdrawal from current or future quarters
  
  
• Information about grading policy
  
  
• Information on retaking courses
  
  
• Preparation and distribution of official transcripts
  
  
• Enrollment or degree verification (for the purposes of loan deferment or employment)
  
  

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Registration Process/Axess

As early as possible, but no later than the second Sunday of the quarter, students (including those with TGR status - see below) must submit to the Office of the University Registrar, via Axess (http://axess.stanford.edu), a study list to enroll officially in classes for the quarter. Students may not enroll in more units than their tuition charge covers, nor enroll in courses for zero units unless those courses, like TGR, are defined as zero-unit courses. The University reserves the right to withhold registration from, and to cancel the advance registration or registration of, any student having unmet obligations to the University.

For full registration procedures, see the quarterly Time Schedule.

Access to Stanford student privileges (housing, financial aid, access to courses and facilities, etc.) is contingent upon timely and accurate completion of the following primary activities each term:

1. confirm, through Axess, that the University has your correct address(es) and phone number(s);
   
   
2. ensure that your University Bill is paid in-full by required deadlines;
   
   
3. clear all holds that may block your ability to enroll in classes;
   
   
4. file your study list (the list of courses in which you wish to enroll) and maintain that study list (by required deadlines) throughout the term, via Axess;
   
   
5. if all of your holds have been cleared and Axess does not allow you to enroll in classes, go to the Information Window in the Office of the University Registrar for assistance.
   
   

Deadlines are set for each of these activities. For example, there are dates set each quarter for submission of the study list, for dropping or adding courses or units, for electing CR/NC (credit/no credit) grading instead of letter grading for a course, for withdrawing from a course, etc. The quarterly Time Schedule lists these dates.

The requirements specifying the terms when a graduate student must register are strictly enforced. See the "Registration Requirements" section in this handbook for more information.

Graduate students must pay for the number of units for which they are enrolled. Students on fellowships and assistantships who carry more units than are paid for by the fellowship or assistantship are responsible for paying the additional amount.

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Tuition

Matriculated graduate students are expected to enroll for at least eight units. Schools and departments may set a higher minimum enrollment.

The following reduced-tuition categories can be requested by matriculated graduate students in the final stages of their degree programs:

1. Terminal Graduate Registration (TGR)
   
   Doctoral students who have been admitted to candidacy, completed all required courses and degree requirements other than the University oral exam and dissertation, completed 135 units (or accrued 10.5 quarters of residency, if under former residency policy), and submitted a Doctoral Dissertation Reading Committee form may request Terminal Graduate Registration (TGR) status to complete their dissertations. Students pursuing Engineer degrees may apply for TGR status after admission to candidacy, completion of all required courses, and completion of 90 units (or six quarters of residency, if under former residency policy). Students enrolled in master's programs with a required project or thesis may apply for TGR status upon completion of all required courses and completion of 45 units.
   
   TGR status may also be granted for one quarter only to a graduate student who is returning after a leave of absence or after reinstatement, or to graduate students who register for one final term to take a University Oral Examination, submit a thesis or dissertation, or file an Application to Graduate. Doctoral students applying for one quarter TGR status must also meet the doctoral criteria above. Requirements for one quarter TGR for master's and Engineer students are as above.
   
   Each quarter, all TGR students must enroll in the 801 (for master's and Engineer students) or 802 (for doctoral students) course in their department for zero units, in the appropriate section for their adviser. TGR students register at a special tuition rate: $2,760 in 2006-07. Within certain restrictions, TGR students may enroll in additional courses, at the appropriate unit rate.
   
   
2. Graduate Tuition Adjustment.
   
   Graduate students who need only a few remaining units to complete degree requirements or to qualify for TGR status, may register for one quarter on a unit basis (3 to 7 units) to cover the deficiency. This status may be used only once during a degree program.
   
   
3. Graduation Quarter.
   
   Students who meet the specified requirements may be eligible for a reduced tuition rate during the quarter in which they receive their degree (see description below). This status may be used only once during a degree program.
   
   

Additional information on these registration categories is available from the Office of the University Registrar.

Matriculated graduate students who have Stanford fellowships or assistantships that require less than full-tuition registration may register at the unit rate required by their award. Honors Cooperative students register at the unit rate.

During the Autumn, Winter, and Spring quarters, matriculated graduate students in most departments may register at the 8-, 9-, or 10-unit rate if their enrollment plans are accepted by their departments. Students in the School of Engineering may register at the 8-, 9-, or 10-unit rate. Students in the schools of Law and Business, or the M.D. program in the School of Medicine, should consult appropriate school officers about tuition reduction eligibility.

Registration in Summer Quarter is not required and does not substitute for registration during the academic year. Students in schools and departments affiliated with the Honors Cooperative Program may not register for fewer than 11 units (8-unit minimum in Statistics only).

Nonmatriculated graduate students pay the same tuition rates as matriculated students, but must register for at least 8 units. Visiting researchers do not enroll in courses and pay the TGR rate. Within certain restrictions, postdoctoral students may enroll in courses if the appropriate unit rate for tuition is paid.

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Leaves of Absence

The following paragraphs summarize Stanford's leave of absence policies. The actual policies are set forth in the Stanford Bulletin and in the bulletins of the Schools of Business, Law, and Medicine. A Leave of Absence Form including instructions for filing is available through the Office of the University Registrar website [ pdf file ].

   Description

Various factors may make it desirable or even imperative for graduate students to interrupt their studies for one or more quarters. Among these are maternity, family emergencies, illness or injury, financial difficulties, and academic opportunities (e.g., a Fulbright award). For this reason, the University makes it possible for graduate students to obtain a leave of absence for a specified period and to regain their student status at the end of the period.

The basic meaning of a "leave of absence" is that a student leaves the University temporarily, neither paying tuition or fees nor receiving any of the privileges, instruction, or services associated with being a registered student. This "no fees/no services" arrangement generally works well for students who need to move away from the area or whose studies are interrupted for more than a quarter.

Graduate students who do not meet the requirement for continuous registration during the academic year must obtain an approved leave of absence, in advance, for the term(s) they will not be registered. The leave of absence must be reviewed for approval by the chair or director of graduate studies of the student's major department and, if the student is in the United States on a visa, by the Bechtel International Center. The granting of a leave of absence is at the discretion of the department.

Leaves of absence are granted for a maximum of one calendar year, with leaves for longer periods approved only under exceptional circumstances. During the leave, the student may apply for an extension of the leave, if needed. All requests for extension must be filed before the end of the originally approved leave. Extension of leave for students in master's programs or for doctoral students not yet admitted to candidacy requires the approval of the school dean as well as the department and will be approved only in very unusual circumstances. Leaves of absence may not exceed a cumulative total of two years.

   Medical, Maternity, and Paternity Leaves

The University makes special arrangements for graduate students who need a one-quarter leave because of health requirements of a relatively short-term nature.

Although the University's general policy is that students must be registered to be eligible for campus housing, one-quarter exceptions are made, upon petition, in certain circumstances such as maternity/paternity. For specific guidelines, contact the Housing Assignment Services.

Students who are registered during the Autumn Quarter and are on the insurance plan can arrange to have the Stanford student health insurance continued during a subsequent leave quarter of that academic year. To make this arrangement, contact Vaden Student Health Service.

Students who have not reached TGR status but who need a maternity/paternity or medical leave for only one quarter can apply for a Permit to Attend for Services Only (PSO) which gives them access to most student services (the University libraries, computer services, Vaden, athletic and recreational facilities). PSO also qualifies an individual to purchase Stanford student health insurance during the Autumn Quarter. There is a fee for this status (equivalent to TGR tuition), which is available by petition only from the Office of the University Registrar Information Windows (723-2041).

   Alternative Strategies

Sometimes a leave of absence is not the best solution to one of the problems mentioned above. In the case of maternity or paternity, a better course might be to remain enrolled on a part-time basis for one or even two quarters. However, part-time enrollment requires the permission of the student's department and the Office of the University Registrar, and may be precluded as an option by the terms of the student's fellowship or visa.

Stanford's Childbirth Accommodation Policy is intended to provide an accommodation for the demands placed on a woman by late-stage pregnancy, childbirth, and the care of a newborn. It is designed to make it possible to maintain the mother's full-time, registered student status, and to facilitate her return to full participation in classwork, and, where applicable, research, teaching, and clinical training in a seamless manner. (See full text in the "Policies" section of this Handbook.)

Problems of a long-range nature, such as serious doubts about a vocation for graduate work, are sometimes better addressed by resigning from the degree program. In such cases students should discuss their options not only with their adviser but also with other faculty members they know and with student services staff in their department.

   Cautions

Because of the potential adverse effects of leaves on academic progress, the University sets some limits on when and for how long they may be taken. These limits are listed above under the subheading "Description."

As noted under "Registration Requirements" (above), students must be registered during a quarter when they fulfill a University or departmental degree requirement such as a university oral exam or dissertation submission. They must also be registered in order to be eligible for any form of University financial aid (e.g., a teaching or research assistantship, a Stanford fellowship). International students must be registered in any term of the academic year for which they have non-immigrant status (e.g., a J-1 or F-1 visa).

When contemplating a leave, students should always consult with the sources of their funding, whether an outside agency or a Stanford department, to find out whether a leave might entail long-term financial losses.

To the extent possible, departments act on the principle that a leave of absence "stops the clock" with regard to eligibility for Stanford-based financial aid (University fellowships, teaching/research assistantships). However, because both academic programs and financial aid packages are usually carefully sequenced over a period of years for particular cohorts of students, individual interruptions of normal academic progress and scheduled employment - especially interruptions of more than a quarter - could result in partial loss of future funding and slower time to degree. For example, in the sciences and engineering, leaves, especially if longer than a quarter, can mean that students will have to join a new project when they return, with the likelihood that their research will take longer to complete. Irrespective of field of study, whenever a leave is being considered, students should work out a plan for continuation with their adviser and gain a clear understanding of what their future funding opportunities will be.

Some outside funding agencies frown on interruptions to a degree program. Some only allow leaves for medical reasons or military service. Others require prior approval of the fellowship agency.

Students with outstanding educational loans need to consider carefully the effect of taking a leave on their loan status. For many student loans, a grace period for repaying the loan begins once the student stops registering. If the leave period is longer than the grace period, then the student will have to begin repaying the loan while on leave of absence. Prior to taking a leave, Perkins and University Long Term Loan borrowers should arrange to have an exit interview with the Student Financial Services Office. Stafford and SLS borrowers should go to the Financial Aid Office and also contact their lender(s).

Students on leave for a given term may not fulfill any official department or University requirements during that term. For example, they may not take qualifying exams or the University oral exam.

Leaves never delay candidacy expiration or master's program expiration. Departments may set their own policies about whether leave periods are counted against the time allowed for meeting departmental degree progress milestones. It is important to clearly understand the effect of the potential leave on expectations for degree progress.

Students on leave are permitted to make up incompletes, resolve registration holds (such as financial obligations blocking their future registration at Stanford), and request changes in their degree programs.

   Refund of Tuition and Other Fees

Eligibility for fee refund depends upon when the student's leave is approved and when s/he last used University resources (attended classes, etc.). Requests for withdrawal during the current term should be made to the Registrar's Office as soon as possible, as any refund of tuition or other fees will depend on the date of the withdrawal. More information is available from the "Refunds" section of the Stanford Bulletin or the Office of the University Registrar.

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Reinstatement

Students who fail to be either enrolled by the study list deadline or approved for a leave of absence by the start of a term are required to apply for reinstatement through the Graduate Admissions Office before they can return to the same degree program. Students seeking re-enrollment in multiple degree programs must file a reinstatement application for each program.

The decision to approve or deny reinstatement is made by the student's department or program. Departments are not obliged to approve reinstatements of students. Reinstatement decisions may be based on the applicant's academic status when last enrolled, activities while away from campus, the length of the absence, the perceived potential for successful completion of the program, and the ability of the department to support the student both academically and financially, as well as any other factors or considerations regarded as relevant by the department.

Reinstatement information is available from the Graduate Admissions Office. A fee is required. A completed and department approved reinstatement application must be received in the Graduate Admissions Office on or before the first day of the term in which re-enrollment is requested.

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Reapplication

Individuals who have previously applied for admission to a graduate program (whether admitted or rejected) and who have never enrolled at Stanford are required to file a new Application for Admission for Graduate Study.

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Change of Degree Programs

Graduate students are admitted to Stanford for a specific degree program. Students who have attended Stanford for at least one term and who are currently enrolled or on an approved leave of absence may submit a Graduate Program Authorization Petition to make one of the following changes:

1. change to a new degree program in the same department;
2. change to a new degree program in a different department;
3. add a new degree program in the same or a different department to be pursued with the existing program.

Coterminal students must have the bachelor's degree conferred before adding a second advanced degree program.

It is important that the attempt to add or change degree programs be made while enrolled. Otherwise, a new Application for Graduate Admission must be submitted and an application fee paid. The Graduate Program Authorization Petition is submitted directly to the department in which admission is requested. If applying for a higher degree program, students may also be required to submit other application materials such as GRE Subject Test scores, a statement of purpose, or new letters of recommendation. Decisions on the petitions are made by the programs or departments to which they are directed, and are at the discretion of those programs or departments.

International students changing departments or degree programs must also obtain the approval of the Foreign Student Adviser at the Bechtel International Center. If the requested change lengthens their stay, they also are required to submit verification of sufficient funding to complete the new degree program.

Students who wish to terminate study in a graduate program should submit a Request to Permanently Withdraw from Degree Program (Registrar's Office form, http://registrar.stanford.edu/pdf/permanent_withdraw.pdf). To return to graduate study thereafter, the student is required to apply for reinstatement (if returning to the same degree program) or admission (if applying to a different program). Both applications require payment of a fee.

Note: coterminal students use the Graduate Program Authorization Petition to:

1. Apply for a second Master's degree, which would begin only after the conferral of the Bachelor's degree
   
   
2. Apply for a Ph.D. program (GRE scores will be required)
   
   

Departments may require additional application materials.

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Graduation Quarter

Students who meet the following conditions are eligible to be assessed a special tuition rate for the quarter in which they are receiving a degree:

1. all course work and residency requirements have been met; graduate or professional students must enroll in the applicable 801 or 802 section relevant to their degree during Graduation Quarter;
   
   
2. the graduate or professional student must have been enrolled in the term immediately preceding the term chosen as the Graduation Quarter;
   
   
3. the student has formally applied to graduate;
   
   
4. the student has only to submit the dissertation thesis or project by the deadline for submission in the Graduation Quarter;
   
   
5. the student has filed all necessary forms before the first day of the Graduation Quarter.
   
   

Students on Graduation Quarter are registered at Stanford and considered to be in full-time status. Only one Graduation Quarter may be requested within a degree program. There is a registration fee of $100 for the Graduation Quarter.

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Conferral of Degrees

Upon recommendation to the Senate of the Academic Council by the faculty of the relevant departments or schools and the Committee on Graduate Studies, degrees are awarded four times each year, at the conclusion of Autumn, Winter, Spring, and Summer terms. All diplomas, however, are prepared and awarded in Spring Quarter. Stanford University awards no honorary degrees.

Students must apply for conferral of a graduate degree by filing an Application to Graduate by the deadline for each term. The deadlines are published in the Time Schedule of Classes. A separate application must be filed for each degree program and for each conferral term. Applications are filed online through Axess.

Requests for conferral are reviewed by the Office of the University Registrar and the student's department to verify completion of degree requirements. Students must either be registered or on Graduation Quarter in the term of degree conferral. Students with unmet financial obligations resulting in the placement of a hold on their registration will not receive a transcript, statement of completion, degree certificate, or diploma until the hold is released by the Office of Student Financial Services.

Students are typically expected to apply to graduate during the term in which they expect to be awarded a degree. The University, however, reserves the right to confer a degree on a student who has completed all of the requirements for a degree even though the student has not applied to graduate; such an individual would then be subject to the University's usual rules and restrictions regarding future enrollment or registration.

Students who wish to withdraw a request for conferral or make changes to the Application to Graduate should notify the Office of the University Registrar in writing. Students who withdraw their graduation applications or fail to meet degree requirements must reapply to graduate in a subsequent term.

Commencement Ceremonies

Commencement ceremonies are held each June for students who have received degrees at the end of the previous Summer, Autumn, and Winter terms and for students whose degrees are conferred in June. Information on Commencement activities and the distribution of diplomas is mailed in mid-April to all those eligible to receive a diploma at the ceremonies.

Students who wish to participate in the Commencement ceremonies in advance of conferral of their degrees may do so by filing a Graduate Student Petition to Walk Through Commencement Exercises with their department early in Spring Quarter. The Walk Through petition should only be requested if there is no possibility of completing degree requirements before the June conferral.

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