Graduate School Academic Guidelines 2008-2010

Add-Drop [ back to the index]

Students should consult the Registrar's Web site, registrar.wisc.edu, for essential information and important deadlines. Courses may be added or dropped through the Student Center in My UW-Madison, my.wisc.edu, before and during the first two weeks of a semester (first week in the general eight-week summer session). To add or drop courses after these deadlines, see registrar.wisc.edu for further instructions.

If a student drops a course or withdraws from the university, tuition and fee refunds are dispensed following a strict schedule detailed at registrar.wisc.edu/students/fees_tuition/tuition.php. Modular courses and summer session courses have a shorter refund period.

International students are not allowed to drop below full-time enrollment unless they have first received authorization from International Student Services (ISS), 217 Armory and Gymnasium (Red Gym), 716 Langdon Street, 262-2044, iss@odos.wisc.edu, iss.wisc.edu. This will ensure that students remain in compliance with Department of Homeland Security (DHS) visa regulations.

If students enroll for a course and do not attend, they must drop it or receive a grade of NW (No Work) or, for audited classes, NR (No Report). If students make a course change after the fee refund deadlines (including audited, modular, and zero-credit courses) they may be charged a fee even if the total number of credits enrolled for does not change. The Bursar's Office will notify students if they owe additional fees or are entitled to a refund.

See Authorization vs. Enrollment, Course Changes, Credit Changes, Credit Load, Dean's Approval, Fees and Tuition, International Student Services (ISS), Refunds, Withdrawal.

Addition/Change of Major (Program/Plan/Subplan) [ back to the index]

To add or change a major, submit the form, Application for Change of Major/Addition of Major for Currently Enrolled Graduate Student, http://info.gradsch.wisc.edu/education/forms/index.html, to the program office of the student's intended major.

Check with the intended major program concerning admission requirements (for example, GRE scores or letters of reference). Upon receipt of a recommendation from the program, the Graduate School will notify students of the decision. Questions regarding the status of an application are best directed to the program. If a student is admitted, the Graduate School will notify the student's former program.

If a dissertator wants to add a major (typically a master's program) or a certificate program, they cannot hold dissertator fee status while pursuing a graduate degree (or certificate) in a field other than the Ph.D. major. Dissertators who add a major or a certificate program must enroll and pay fees as a regular graduate student.

International students who add a major or a certificate program should contact International Student Services (ISS), 217 Armory and Gymnasium (Red Gym), 716 Langdon Street, 262-2044, to discuss the possible effects this change of major could have on immigration status.

See Change of Degree Level, Change of Degree Option, Dissertator (FAQs), International Students Maintaining Legal Status.

Admissions [ back to the index]

See Addition/Change of Major, Change of Degree Level, Dual Degrees, Graduate School, Joint Degrees, Leave of Absence, Minimum Credit Requirement, Reentry to Graduate School, Time Limits, International Students Maintaining Legal Status

Admission to Candidacy [ back to the index]

See Certificate of Philosophy

Advanced Opportunity Fellowship (AOF) [ back to the index]

The Advanced Opportunity Fellowship program is for qualified underrepresented minority students and/or certain or select non-minority students. Prospective fellows must be admissible to or enrolled in a graduate program and be United States citizens or permanent residents. Students should check with their department/program for specific eligibility requirements. Students are nominated by their department/program for this fellowship. Awards pay full tuition (including segregated fees) and a stipend for one annual or one academic year. Recipients are eligible for health insurance.

See http://info.gradsch.wisc.edu/education/funding/aof.html for more information on this and other sources of financial support.

Advisor [ back to the index]

Every graduate student must have an Advisor, and it is a student's responsibility to select an appropriate tenure track faculty Advisor. If students do not have an Advisor, the Graduate School may suspend them from further graduate study at UW-Madison. However, in some cases, particularly for incoming students, the department/program assigns an Advisor. A committee often accomplishes advising in the early stages of study.

An Advisor is a faculty member or a committee from the major department/program responsible for providing advice regarding graduate studies and for supervising a student's degree program (including research). An Advisor (sometimes referred to as the "major professor" or "mentor") generally serves as the dissertation Advisor or chair of a student's final examination committee. The Advisor/student relationship is one of mutual agreement, which may be terminated by either party. If students change Advisors, they need to notify their department coordinator.

 

Affirmative Action [ back to the index]

See Equity and Diversity, Office for (OED).

Animal Care and Use in Research [ back to the index]

The Research Animal Resource Center (RARC) provides support and training necessary to provide the highest quality care for the university's research animals. Contact the RARC at www.rarc.wisc.edu, to learn about the rules and regulations governing the care and use of research animals. Training and protocol approval are required before one can begin research projects involving animals.

See Research Regulatory Compliance.

Annual Register of Grant Support [ back to the index]

Published annually, this is an invaluable directory of educationally related funding sources including federal grants. This directory is available in the Memorial Library, Room 262. For more information about this directory and others, see "Graduate and Postgraduate Funding: Selected Resources in Print" at grants.library.wisc.edu/individuals/graduate.html.

See Grants Information Collection, Libraries.

Appeals [ back to the index]

See Grievances and Appeals.

Assistantships [ back to the index]

Departments/programs determine eligibility for most teaching, research, and project/program assistantships. Other possible university appointments include fellowships and traineeships. Students should contact their department/program for information.

See Fellowships, Maximum Levels of Graduate Assistant Appointments, PA (Project or Program Assistant), RA (Research Assistant), TA (Teaching Assistant), Traineeships, Appendix 2 (Payroll Benefits).

Attendance Policy [ back to the index]

It is against university policy to attend classes without being enrolled. Faculty and instructors may require enrolled students to attend scheduled meetings of a class and/or to participate in other course-related activities, including distance learning. Students are responsible for materials presented in such meetings or activities. Because courses are designed and conducted in diverse ways, faculty and instructors should inform students in writing at the beginning of each course if there are specific expectations for attendance/participation, including whether any component of the grade is based on such attendance/participation.

See Religious Observances.

Auditing Courses [ back to the index]

Audits are not free; a course taken for audit costs the same as a course taken for credit. If a student is not paying full-time fees, they will be assessed per-credit fees for an audit course. If a student audits a course and does not attend or drops it, they will receive a grade of NR (No Report). Dissertators who audit a course in addition to the three-credit research requirement will be removed from dissertator fee status and assessed regular graduate student fees.

To audit a course, a student must first obtain the consent of the instructor. They must follow the procedures established in the department/program offering the course. Instructors may limit the number of auditors in a course. Not all courses may be audited. For example, courses that by their nature require participation (seminars, research, laboratory, or performance courses) are not appropriate for auditing.

Students auditing a course are expected to attend classes on a regular basis as an observer. Auditors may not take examinations or submit class work. Auditors will receive a final grade of either S (Satisfactory) or NR (No Report). Audit courses carry no degree credits, nor do they count in determining minimum or maximum credits permitted in each term. However, the enrollment system counts all credits in determining maximum credit loads. Even though audit courses are not considered graduate-level credits, an overload form is required if a student's total credit load exceeds the maximum limit per term. Students should consult the Timetable, registrar.wisc.edu/timetable, for essential information and important deadlines.

See Authorization vs. Enrollment, Course Changes, Credit Changes, Credit Load, Dean's Approval, Dissertator (FAQs), Full-Time Status, Overloads, Refunds.

Authorization vs. Enrollment [ back to the index]

Online enrollment authorization is required for certain courses. Once authorized by the department/program offering the course, students must then make the course changes. Situations requiring authorizations are: conference courses, auditing courses, permission to take a course when a student does not meet course controls or prerequisites, or permission to enroll in a closed course.

See Add-Drop, Auditing Courses, Conference Courses, Credit Changes, Pass/Fail.

Benefits [ back to the index]

Project/program, research, and teaching assistants, fellows, and trainees who hold at least a 33.33% appointment (or an equivalent) may be eligible for health insurance, vacation, sick leave, and remission of tuition. Students should contact their department's/program's staff benefits coordinator for details.

See Insurance & Medical Benefits, Tuition Remission, Appendix 2 (Payroll Benefits)

 

Biological Safety [ back to the index]

The Office of Biological Safety (OBS) assists faculty, students, and staff in observing safe practices in research in the biological sciences as prescribed by the Centers for Disease Control and Prevention (CDC) and the National Institutes of Health (NIH), and endeavors to ensure that research is done in secure facilities in compliance with all local, state, and federal regulations. As an institution receiving NIH research funds, UW-Madison is subject to the NIH Guidelines for Research Involving Recombinant DNA Molecules (rDNA). OBS provides the administrative mechanism by which research involving rDNA can be reviewed, thereby assuring compliance with the NIH Guidelines. This institution adheres to the guidance of the CDC/NIH publication, Biosafety in Biomedical and Microbiological Laboratories. Institutional policies are described in the campus biosafety manual, Biohazard Recognition and Control. See www.fpm.wisc.edu/biosafety for additional information.

Campus ID Number [ back to the index]

The campus ID number is an essential part of a student's record at UW-Madison and will be associated with their permanent record. A student's campus ID number is a university generated ten digit number (e.g. 9000001234). Students with questions about their student campus ID number may contact Enrollment Services at (608) 262-0920, or visit the Office of the Registrar, 21 N. Park Street, room 7223.

Canceling Enrollment [ back to the index]

See Withdrawal

Capstone Certificates [ back to the index]

The university offers certificates for students not currently enrolled in a UW-Madison degree program. Applicants must have completed a baccalaureate degree or its equivalent, seek a certificate to "cap off" their undergraduate training, or be professionals returning to school to receive specialized training in the area of the certificate. Capstone programs do not lead to the conferral of a graduate degree.

See Certificate Programs, Specialist Certificates.

Certificate of Philosophy [ back to the index]

You can request a Certificate of Philosophy as recognition of your admission to candidacy for the Ph.D. degree. To obtain the certificate, contact the Graduate School Office of Admissions and Academic Services, 217 Bascom Hall, 262-2433. Admission to candidacy is defined as (1) passing the comprehensive preliminary examination in the major field, (2) obtaining approval of the proposal for meeting the minor requirement, and (3) presenting the title or special field of the proposed dissertation, approved by the Advisor. The certificate itself does not certify dissertator status, but does show the date of the preliminary examination.

See Dissertator (FAQs).

Certificate Programs [ back to the index]

The university offers several programs of study to students already admitted to or enrolled in a graduate degree-granting program. These programs may not grant graduate degrees but do coordinate teaching and research among scholars active in interrelated disciplines. Consult the certificate program regarding recognition of program completion. Certificate programs monitor their own course and satisfactory progress requirements.

See Capstone Certificates, Specialist Certificates.

Certificates (Capstone) [ back to the index]

See Capstone Certificates.

Certificates (Specialist) [ back to the index]

See Specialist Certificates.

Certification of Enrollment Status [ back to the index]

For purposes of certification to government or private agencies, the Office of the Registrar determines enrollment status as full-time or part-time according to institutional policies. These may differ from full-time or part-time requirements imposed by individual schools or departments/programs. Certification of official enrollment for loan deferment, medical and auto insurance forms and credit card applications can be obtained by going to the Registrar's Web site at registrar.wisc.edu/students/acadrecords/enrollment_verification.php

Veterans Certification-- Student Veterans who are eligible for Federal and State Educational Benefits should apply for certification of enrollment at Student Veterans Services, 21 N. Park Street, 7th floor, 265-4628. Students receiving veterans' benefits are required to promptly report any credit change or withdrawal from school to the Student Veterans Services office.

See Full-Time Status.

Certification of Graduation [ back to the index]

Master's and Ph.D. degrees do not appear on transcripts until about four to six weeks after the end of a semester. Students may obtain a certificate that verifies degree completion before a transcript posting after all grades are finalized and their dissertation (Ph.D.) or thesis (if required for the master's degree) is approved and deposited. To request such certification, go to
registrar.wisc.edu/students/acadrecords/completion_letters.php, or call 262-3782.

See Diploma, Holds.

Change of Degree Level (Academic Plan) [ back to the index]

A student's major program must report changes in degree level to the Graduate School (for example, if a student has completed his/her master's degree and wants to continue in the same major for their doctoral degree). If this change is not reported to the Graduate School, students may not be able to enroll or receive financial aid; and international students will be considered out of status. International students should contact International Student Services (ISS) to file the appropriate forms for maintaining legal status after the degree level is changed. International students should take the new admit letter from the department/program specifying the new degree level and financial documentation to ISS. ISS will process a new I-20. To pursue a graduate degree in a different major, see Addition/Change of Major.

Change of Degree Option (Subplan) [ back to the index]

A student's major program must report changes in degree option to the Graduate School.

See Degree Option.

Change of Major (Academic Program) [ back to the index]

See Addition/Change of Major.

CIC (Committee on Institutional Cooperation) [ back to the index]

The Committee on Institutional Cooperation (CIC), www.cic.uiuc.edu, sponsors many programs. CIC is comprised of:

• University of Chicago
• University of Illinois at Urbana-Champaign
• Indiana University, Bloomington
• University of Iowa, Iowa City
• University of Michigan, Ann Arbor
• Michigan State University, East Lansing
• University of Minnesota, Minneapolis
• Northwestern University, Evanston, IL
• Ohio State University, Columbus
• Pennsylvania State University, University Park
• Purdue University, West Lafayette, IN
• University of Wisconsin-Madison
• University of Wisconsin-Milwaukee

See FLEP (Foreign Language Enhancement Program), Traveling Scholar Program.

Commencement [ back to the index]

Degrees are granted in May, August and December. Commencement ceremonies are held only in May and December. Master’s and doctoral degree candidates planning to participate in commencement must notify their program coordinator. If done by early November (December degree candidates) or by early April (May degree candidates), their names will be published in the commencement program. Degree candidates planning to attend commencement in a semester different from the semester in which their degree is granted (i.e., all August degree candidates, December degree candidates attending the May ceremony, and May degree candidates attending the December ceremony) should notify the Office of the Secretary of the Faculty (133 Bascom Hall, 262-3956) by early November (for December ceremony) or by early April (for May ceremony) if they wish to add their names to the commencement program. Ph.D., D.M.A. and M.F.A. candidates are accompanied at the ceremony by a faculty escort. Master's students should check with the Graduate School Web site for deadlines to participate in the ceremonies.

For specific information about commencement, including deadline dates, ordering commencement attire, etc., visit www.secfac.wisc.edu/commence or call the commencement information hotline at 262-9076.

 

Committees (Doctoral/Master's) [ back to the index]

Committees may advise and evaluate satisfactory progress, administer preliminary and final oral examinations, evaluate a thesis or dissertation, and/or sign a degree warrant. Students should consult their Advisor and their program's student handbook for the specific function of degree committees in their department/program.

The Graduate School must approve degree committees. The following defines graduate faculty status and eligibility for membership on graduate examination committees. Every department/program must abide by these Graduate Faculty Executive Committee rules for the selection of graduate examination committee members:

• The graduate faculty includes all tenured and tenure-track faculty holding professorial (full, associate, or assistant) rank in any department/program with graduate-program authority, including those faculty with zero-time appointments. Graduate faculty status includes the right to serve as an Advisor and to serve on doctoral and master's examination committees.

• Tenured and tenure-track faculty members may retain graduate faculty status for one year after their retirement or resignation. Annual extensions of graduate faculty status for retired or resigned faculty can be recommended by the department executive committee for consideration and approval by the Graduate School dean or designee. When the Graduate School reviews such recommendations, major considerations will include: 1) whether or not the student’s interests are best served by having a committee member who no longer holds a full-time faculty position on campus; 2) whether or not the former faculty member continues to provide important contributions to the student’s research field; 3) whether or not such mentorship imposes an undue obligation on the former faculty member; 4) whether or not the committee service creates an institutional commitment to the former faculty member; 5) whether or not the former faculty member is still the best-qualified person in the field to serve on the student’s committee and cannot be replaced.

• Tenured and tenure-track faculty members in departments/programs without graduate-program authority may be granted graduate faculty status by the Graduate School upon recommendation of the executive committee of a department with graduate-program authority.

• Without prior approval of the Graduate School, the executive committees of departments with graduate-program authority may appoint either a tenured or tenure-track faculty member from a department/program without graduate-program authority or a visiting professor to serve as one of five faculty members on a doctoral committee, one of four faculty members on an M.F.A. examination committee, or the faculty member(s) on an M.A. or M.S. examination committee. However, no more than one member of a master's or doctoral committee may be a visiting professor, retired professor, or professor from a department/program without graduate-program authority.

• The executive committee of a department may believe that an academic staff member other than a visiting or emeritus professor should be appointed to an examination committee. The executive committee can, without approval of the Graduate School, appoint such an academic staff member (for example, scientist or clinical hospital staff) to serve as a member of an expanded six-member doctoral examination committee, an expanded five-member M.F.A. examination committee, or an expanded M.S. or M.A. examination committee. All appointed committee members have the right to vote and sign the warrant. Department executive committees may consider academic staff for membership on an examination committee if the academic staff member has a Ph.D. or other terminal degree and has research or practical experience relevant to the degree candidate's thesis or dissertation.

See Final Oral Examination Committee.

Compassionate Leave Policy [ back to the index]

The university considers some type of compassionate refund if students are unable to continue in classes due to compelling circumstances beyond their control. Compassionate refunds are warranted after the traditional refund period in case of a life-threatening or disabling illness/accident of an enrolled student, or death of an immediate member of the "family or household" of an enrolled student. "Family or household" includes spouses, children, partners/significant others, parents, stepparents, and in-laws.

The Graduate School determines the effective withdrawal date and will determine if students are eligible to be considered for a compassionate refund. See the schedule below for adjusted refunds involving compassionate circumstances after the normal refund schedule has expired.

Weeks 5 through 8	30% refund
Weeks 9 through 12	20% refund
Week 13 and later	10% refund

 

Completion Fee [ back to the index]

See Degree Completion Fee.

Conference Courses [ back to the index]

All individualized study courses (independent study, research, and thesis courses) are considered conference courses. Conference courses require the instructor's consent and department/program online authorization prior to enrollment.

See Add-Drop, Auditing Courses, Authorization vs. Enrollment, Course Changes.

Continuation [ back to the index]

See Satisfactory Progress.

Continuous Enrollment Requirement [ back to the index]

Once students achieve dissertator status they are expected to maintain continuous enrollment until completion of the doctoral degree. In order to maintain continuous enrollment, dissertators should enroll each fall and spring semester for three graduate-level credits (300 or above) directly related to their dissertation research (generally research and thesis and/or required seminars). Fall and spring enrollment are required whether or not they reside in Madison.

Audits and pass/fail do not satisfy this requirement. Additional courses taken audit or pass/fail will result in removal of dissertator fee status.

Summers are exempt from the requirement to enroll unless students are defending and depositing their dissertation or have a research assistantship, fellowship, or traineeship that requires summer enrollment, or are using university facilities (including faculty and staff time).

If students do not maintain continuous enrollment, once they achieve dissertator status, they will be assessed a degree completion fee equal to twelve times the current per-credit rate in effect at the time they submit their dissertation to the Graduate School for final review.

See Degree Completion Fee, Dissertator (FAQs), Summer Enrollment.

 

Cooperative Master's Degree Programs (Co-ops) [ back to the index]

The Cooperative Program is available only through the Department of Educational Leadership and Policy Analysis. Participating universities are UW-Madison, UW-Whitewater, and UW-Oshkosh. The Cooperative Master's Degree program is a minimum of 30 credits. At least 15 of the 30 required credits must be UW-Madison course work. Information regarding the program, admission and course requirements is available on the Educational Leadership and Policy Analysis Web site at www.education.wisc.edu/elpa. For further information contact the department/program at 608-263-2701.

Copyright [ back to the index]

Copyright is the exclusive right given by federal law to the creator of a literary or artistic work to use, reproduce, or display the work. Normally full copyright in the dissertation/thesis belongs to the individual student. One method of registering copyright for a dissertation/thesis is the payment of an additional fee at the time the student deposits their dissertation/thesis. Another method is to write to the U.S. Copyright Office,101 Independence Ave. S.E., Washington, D.C. 20559-6000
Access information online at www.loc.gov/copyright.

See Dissertation.

 

Course Changes [ back to the index]

Always consult registrar.wisc.edu for instructions and deadlines. For course changes that cannot be made via My UW-Madison, students must complete a Course Change Form at http://info.gradsch.wisc.edu/education/forms/index.html.

If a course change is made after the fee refund deadlines (including audited, modular, and zero-credit courses) students may owe additional money, even if the total number of credits enrolled for does not change. The Bursar's Office will notify students if they owe additional fees or are entitled to a refund.

International students considering a course change that may drop them to part-time status must first receive authorization from International Student Services (ISS), 217 Armory and Gymnasium (Red Gym), 716 Langdon Street, 262-2044, iss@odos.wisc.edu, www.iss.wisc.edu. This will ensure that they remain in compliance with Department of Homeland Security (DHS) visa regulations.

See Add-Drop, Auditing Courses, Authorization vs. Enrollment, Conference Courses, Credit Changes, Fees and Tuition, Full-Time Status, International Student Services (ISS), Pass/Fail, Refunds, Section Changes, Tuition and Fee Information.

Course Numbering System [ back to the index]

The number assigned to a course gives an indication of the level of difficulty and indicates for whom the course is intended. Courses numbered 100-299 are undergraduate-level courses. Courses numbered 300-699 are open to either undergraduate or graduate students. Courses numbered 700-999 are graduate-level and professional courses including research/thesis and seminars.

See Continuous Enrollment Requirement, Credit Load, Minimum Credit Requirement.

Credit Changes [ back to the index]

Students are not allowed to enroll for more or fewer credits than indicated for a course in the Timetable. For more information about deadlines and credit changes visit registrar.wisc.edu/students/reg_enrlmnt

See Auditing Courses, Course Changes, Dean's Approval, Fees and Tuition, Pass/Fail, Variable Credit Courses.

Credit Load [ back to the index]

• Dissertators are required to enroll for three graduate-level credits (generally research and thesis or required seminars) directly related to their dissertation research. Additional courses for credit, audit, or pass/fail will result in removal of dissertator status and paying tuition at the regular graduate rate.
• Dissertators, who enroll for the summer take three credits during the general eight week (DHH).
• Non-dissertators minimum credit load for fall and spring semester is two graduate –level credits (300 or above).
• Non-dissertators minimum credit load for summer is one graduate-level (300 or above). Two graduate-level credits (300 or above) are required for RAs, fellows, trainees, and graduating Masters students.
• Non-dissertators maximum credit load for fall and spring semester is 12 graduate-level credits (300 or above); master’s program in social work allows up to 15 graduate credits, and master’s programs in business allow up to 18 graduate credits.
• Courses taken pass/fail, for audit , or below 300-level do not count toward these minimums or maximums. Such course may, however, fulfill internal department course requirements or prerequisites. For exceptions to the full-time credit requirement, see Appendix 7.
• International students are required to maintain full-time enrollment. Exceptions must be approved by International Student Services (ISS) in order to be compliant with U.S. Citizenship and Immigration Services (USCIS) regulations.

See Dissertator (FAQs), Full-Time Status, International Student Services (ISS), International Students Maintaining Legal Status, Overloads, Summer Enrollment, Underloads.

Credit/No Credit Grades [ back to the index]

Courses that have been designated in the Timetable as credit/no credit are entered on transcripts as either CR, if students earned credits for which the course was offered, or N, if students did not earn any credit, even though they were enrolled for the course. Approval to offer a course on a credit/no credit basis requires action by the appropriate Divisional Executive Committee and college dean, and the course must be designated as such in the current Timetable. Any course that is taken at the graduate level (300 or above) for credit/no credit will count as course credit and toward the Graduate School minimum credit requirement (including 300-level courses in English as a second language).

Deadlines [ back to the index]

Students are responsible for learning about and complying with campus deadlines. Failure to meet deadlines for enrollment, payment of fees, changing courses or credits, and receiving a degree can cost time, money, or both. The Timetable, registrar.wisc.edu/timetable, lists enrollment, fee payment, and course change deadlines. The documents, Expecting Your Master's Degree? Procedures to Help, and The 3-D's: Deadlines, Defending, Depositing Your Ph.D. Dissertation, list the deadlines for achieving dissertator status or receiving a degree in any given semester.

See Add-Drop, Course Changes, Refunds, Withdrawal.

Dean of Students, Offices of the [ back to the index]

The mission of the Offices of the Dean of Students is to help all students succeed at UW-Madison by providing effective out-of-classroom programs, services, and learning opportunities; developing and influencing campus-wide policies which positively impact student lives; and fostering a more healthful, multicultural, and respectful campus community. In addition to the main administrative office in Bascom Hall, associated units include Associated Students of Madison, International Student Services, LGBT Campus Center, McBurney Disability Resource Center, Multicultural Student Center, Student Advocacy and Judicial Affairs, and Student Organization Office.

Some common reasons students contact one of the associated Dean of Students offices:

• Feeling overwhelmed by course material or homework assignments.
• Searching for a place to go to feel supported and understood.
• Experiencing short-term financial difficulty.
• Looking for ways to become more involved on campus or meet new people.
• Hoping for some job-related experience or leadership development opportunities.
• Believing they have been the target of discriminatory harassment or unfair treatment on campus.
• Needing academic accommodations for a disability.
• Wanting to learn more about other cultures and expand their world view.

Students are encouraged to bring questions, concerns, and complaints in person (75 Bascom Hall), by phone (263-5700, TTY 263-2400), fax (265-5646), or e-mail at dean@odos.wisc.edu.

See Disabilities, International Student Services (ISS), Student Advocacy and Judicial Affairs, Student Organizations.

Dean's Approval [ back to the index]

The Graduate School acts as the dean's office for all graduate students. If a student needs a dean's approval or authorization, they should contact the Office of Admissions and Academic Services, 217 Bascom Hall, 262-2433, gsacserv@bascom.wisc.edu.

See Graduate School.

Degree Completion Fee [ back to the index]

For Master's Students. In lieu of enrollment, the Graduate School may approve payment of a degree completion fee for a master's degree candidate who has completed all of the degree requirements except thesis defense, comprehensive examination(s), presentation of a final project, or removal of an incomplete grade. To be eligible students must have submitted their final thesis or project paper to their Advisor while they were enrolled. This fee is comparable to two graduate credits at the current "resident" rate. Students should ask their department/program to submit a Degree Completion Fee Request Form to the Graduate School on their behalf.

For Dissertators. The Graduate School requires that all dissertators maintain continuous enrollment. In rare circumstances where this is not possible, a degree completion fee is assessed to recognize the inevitable use of university facilities (including faculty and staff time) up to and including the successful defense of the dissertation. The fee is equal to twelve (12) times the current per-credit dissertator rate in effect at the time the dissertation is deposited. The fee is assessed at the time dissertators bring their dissertation to the Graduate School for final review and is based on the resident or nonresident status dissertators had at their last term of enrollment. If dissertators break enrollment and then reenter and enroll for less than four continuous terms before completion, they will pay the 12 credit fee minus all continuous enrollment credits paid since the time of readmission. If enrollment is broken, but a dissertator reenters and enrolls for at least four continuous terms, then a completion fee is not assessed.

See Continuous Enrollment Requirement.

Degree Option (Subplan) [ back to the index]

Some majors have identified areas of concentration within their field, known as degree options or subplans. These subplans appear on the transcript with degree conferral. The Graduate Faculty Executive Committee must approve official subplans.

See Change of Degree Option.

Degree Summary [ back to the index]

A computerized graduate degree summary is not prepared for graduate students. Students' departments/programs, particularly their Advisors, are responsible for ensuring timely fulfillment of Graduate School and major requirements. Students should consult their department's/program's satisfactory progress criteria in their department's/program's student handbook, or in the Graduate School Catalog, www.wisc.edu/grad/catalog.

See Advisor, Satisfactory Progress, Appendix 5 (Graduate School Minimum Degree Requirements--Master's Degrees), Appendix 6 (Graduate School Minimum Degree Requirements--Doctoral Degrees).

Degrees [ back to the index]

The Board of Regents authorizes departments/programs to offer specific degree(s). For a list of majors and degrees offered by graduate programs, see Academic Programs online at www.wisc.edu/grad/education/acadprogs.html. Also see the current Graduate School Catalog, www.wisc.edu/grad/catalog.

See Appendix 1 (Graduate Degrees Offered at the University of Wisconsin-Madison).

Diploma [ back to the index]

A student's name will be printed on the diploma as it appears on the student's official university record. To change the way a student's name is currently listed requires legal authorization, that is, a signed statement filed at the Office of the Registrar, 21 N. Park Street, room 7223. For a student's name change to appear on the diploma, the change must be made before the degree deadline in the semester the student will graduate.

The Office of the Registrar will mail diplomas after the close of the term that degrees awarded are certified by the Graduate School, the Registrar finalizes the degrees, and the diplomas are embossed by the manufacturer--approximately four months from the end of the term in which students graduate. The Office of the Registrar will post the degree on a student's transcript approximately 4-6 weeks from the end of that term. The Office of the Registrar will send diplomas to a student's home address (not a student's mailing address) approximately 12 weeks after degree conferral. Students should update their home address via My-UW, my.wisc.edu, prior to leaving campus, unless they are an international student.

International students should not update their home address for diploma mailing purposes. If international students want their diplomas mailed to their home address, they should send an email to degreeaudit@em.wisc.edu and include their student ID number and confirmation that they want the Office of the Registrar to mail their diploma to their home address.

If students want the Office of the Registrar to use a different address, they should send an email to degreeaudit@em.wisc.edu, include their student ID number and the address for sending their diploma, OR visit the Customer Service counter in room 7223, 21 N. Park Street, and fill out a diploma address card.

See Certification of Graduation, Commencement, Deadlines, My UW-Madison, Name/Address Changes.

Disabilities [ back to the index]

Students with disabilities are encouraged to inform the faculty of their need for disability-related accommodations in a timely manner. Implementation of reasonable accommodations is a shared faculty and student responsibility. The McBurney Disability Resource Center provides direct services, information and referral services, disability-related counseling, and advocacy to students who have made their disabilities known. Faculty, either directly or in coordination with the McBurney Disability Resource Center, are expected to work with students to identify reasonable accommodations and to provide them or arrange for them. For further information on access and accommodation policies, see www.wisc.edu/adac.

Discrimination [ back to the index]

In conformance with applicable federal and state law and with university policy, UW-Madison does not discriminate on the basis of age, ancestry, color, creed, disability, ethnicity, marital or parental status, national origin, pregnancy, race, religion, disability, retaliation for making a complaint of discrimination or taking part in an investigation relating to discrimination, sex, sexual orientation, or veteran's status with regard to treatment of students in the educational programs or activities that the university operates.

Should students wish to speak to someone about discrimination or harassment protected by federal or state laws or campus policies, they should contact the Office for Equity and Diversity (OED), 179A Bascom Hall, 263-2378, Wisconsin Telecommunications Relay Service 7-1-1, fax 263-5562; or the Offices of the Dean of Students, 75 Bascom Hall, 263-5700.

See Dean of Students, Equity and Diversity, Office for (OED).

 

Dissertation [ back to the index]

A Ph.D. dissertation must be a dissertator's own work. If it is the result of research enterprises in which others have collaborated, a substantial portion must represent the dissertator's own contribution.

Publication of the doctoral dissertation is required. The university uses UMI ProQuest Information and Learning, Ann Arbor, Michigan, to publish the dissertation on microfilm and to publish an abstract of the dissertation in Dissertation Abstracts, a monthly publication. Dissertators must pay the cost of microfilming the dissertation and publishing the abstract.

All Ph.D. dissertations are reviewed and deposited in the Graduate School Office of Admissions and Academic Services, 217 Bascom Hall, 262-2433. Find more information in The 3-D's: Deadlines, Defending, Depositing Your Ph.D. Dissertation, http://info.gradsch.wisc.edu/education/completedegree/ddd.html.

Most master's theses at UW-Madison are not published through ProQuest, although a student may choose to do so. If students want to publish their master's thesis through ProQuest, they should contact the Graduate School Office of Admissions and Academic Services, 262-2433.

See Copyright.

 

Dissertation Abstracts [ back to the index]

See Dissertation.

Dissertator (FAQs) [ back to the index]

Q: What is dissertator status?

A: Dissertator is a unique fee status for students who have completed all requirements for a Ph.D. degree except for the dissertation. To be eligible for dissertator fee status, you must:

• Pass the preliminary examination(s).
• Satisfy the Ph.D. minimum credit requirement.
• Complete all minor requirements.
• Complete all major requirements except the dissertation.
• Clear all Incomplete grades or Pass in non-research courses.
• Return the signed preliminary exam warrant to the Graduate School.

Q: Must all final grades be reported before I am eligible for dissertator status?

A: Outstanding grades in research (usually Progress grades in 990) may remain. All others courses must have final grades.

Q: Is there a deadline date by which these requirements must be met?

A: Yes. All requirements must be met before the first day of classes to be a dissertator for any given semester.

Q: What if all requirements are completed before the first day of classes but the prelim warrant does not get to the Graduate School by that deadline?

A: That's OK; get it in as soon as possible. You can go ahead and enroll for three credits of research (usually 990).

Q: I know students who tried to enroll before they were dissertators and the enrollment system indicated they were not eligible for that course. Why?

A: The enrollment system does not "care" if you are a dissertator. If you had problems getting into a course, it is probably because the course is a conference course and you forgot to obtain instructor's permission. All individualized study courses, like research and thesis, require instructor's permission and online authorization before enrollment is possible. If you have trouble with enrollment, contact the Registrar's helpline, 262-0920. See Authorization vs. Enrollment, Conference Courses.

Q: Does my course work have to be research (990)?

A: Courses other than 990 must be directly related to your dissertation research.

Q: What about fees?

A: Fees are due by the end of the first week of classes. If paperwork is not processed by then, you pay regular graduate fees. The fee difference is refunded when dissertator status is indicated in the system.

Q: Where do I check on my dissertator status?

A: Ask your department's graduate student coordinator.

Q: For how many credits do dissertators enroll?

A: Three graduate level credits.

Q: What if dissertators want to take more than three credits?

A: A dissertator who enrolls for more than three credits will be removed from dissertator status for the fall or spring term in which the enrollment exceeds the three-credit maximum. During the summer, however, an enrolled dissertator may ask their advisor to request an overload of one to two additional credits in a short session and still retain dissertator fee status.

Q: What are the consequences of loss of dissertator status?

A: (1) Graduate assistant (TA/PA/RA) salary rates may have to be adjusted to the non-dissertator rate, or percent limitations. See Maximum Levels of Graduate Assistant Appointments. (2) Fees are assessed at the non-dissertator rate. (3) Full-time status may change to part-time, possibly affecting loan deferral, visa status, etc.

Q: Do dissertators have to enroll during the summer?

A: See Summer Enrollment.

Q: What happens if I fail to maintain continuous enrollment after achieving dissertator status?

A: See Continuous Enrollment Requirement, Degree Completion Fee.

Q: What if I want to pursue a graduate degree or certificate in another area?

A: Dissertator fee status will be discontinued and regular graduate fees will be assessed, with possible consequences listed above. See Addition/Change of Major.

Q: Must I enroll as a dissertator during the semester or summer I expect to earn the PhD?

A: Yes. See Continuous Enrollment Requirement, Summer Enrollment.

Distance Education [ back to the index]

Graduate-level distance education is offered by individual departments and faculty members. Consult the department(s)/program(s) for further information, or check the Timetable, registrar.wisc.edu/timetable.

Division [ back to the index]

For purposes of research and academic responsibilities, all departments and programs offering graduate degrees are grouped into four academic divisions: Arts and Humanities, Biological Sciences, Physical Sciences, and Social Studies. Each division elects a divisional executive committee.

The division is independent of the schools or colleges. A division draws faculty, departments, and programs from more than one school or college.

See Divisional Executive Committee.

Divisional Executive Committee [ back to the index]

The executive committee for each of the four academic divisions (Arts and Humanities, Biological Sciences, Physical Sciences, Social Studies) reviews course offerings; approves new courses or modifications of existing courses; and advises about tenure appointments and other matters of personnel, educational policy, and selection of personnel to serve on various committees (for example, the Graduate Faculty Executive Committee).

Double Degrees [ back to the index]

A double degree is two same level - master's or doctoral degrees - from two separate graduate majors and can be earned at either the master's or doctoral level. Students may apply for an additional major at the time of original application, or add a major at any time during their enrollment at UW-Madison.

To receive a double degree students must:

• Be admitted to both programs.
• Complete the specific degree requirements for each major.
• Fulfill the Graduate School's minimum credit requirement for each degree.
• Have no more than a 25% credit overlap between degrees.
• Have an advisor from each major.

Approval of the double degree:

At the time of graduation, each department/program will submit to the Graduate School a list of the courses being used to satisfy that department's/program's requirements. Some departments/programs have a standard double degree form that may be substituted. In both formats, the advisors must sign the course lists as indication of approval. The Graduate School will review the course lists for credit overlap between degrees.

International students must contact International Student Services (ISS), 217 Armory and Gymnasium (Red Gym), 716 Langdon Street, 262-2044, before adding a second degree program.

For additional information, contact the Graduate School's Office of Admissions and Academic Services, 217 Bascom Hall, 262-2433, gsacserv@bascom.wisc.edu.

See Addition/Change of Major, Change of Degree Level, Dual Degrees, Joint Degrees, Minimum Credit Requirement, International Students Maintaining Legal Status.

Dual Degrees [ back to the index]

A dual degree is two degrees, one of which is granted in a graduate major, and the other in a professional school (e.g., MD, JD, DVM, DPharm, MPH).

To receive a dual degree students must:

• Be admitted to both programs.
• Complete the specific degree requirements for each school.
• Fulfill the Graduate School minimum credit requirement for the graduate degree.

Tuition is determined by a combined fee schedule table. Assessed fees are roughly halfway between graduate fees and professional fees. Credit limits each semester coincide with the professional schools' higher credit maximums. For additional information, contact the Graduate School's Office of Admissions and Academic Services, 217 Bascom Hall, 262-2433, gsacserv@bascom.wisc.edu.

See Addition/Change of Major, Double Degrees, Joint Degrees.

Enrollment [ back to the index]

Course enrollment is available through the Student Center in the My UW-Madison Web portal at my.wisc.edu. Once enrolled, students should confirm their enrollment and print their course grid. Students should enroll early to avoid a late initial enrollment fee and classes being canceled due to low enrollment. Enrollment deadlines are available at registrar.wisc.edu.

Enrollment Accountability [ back to the index]

Students are responsible for the accuracy of their class schedule and for all tuition, fees, and academic consequences that result from that schedule. Continuing students in good standing may enroll for the next term without special permission from the Graduate School. Before enrolling, students should consult their advisor to approve their class schedule for that term and to determine if they need authorization for any proposed courses.

All students must use the online enrollment system. Instructions on how to enroll using My UW-Madison, my.wisc.edu, are available at registrar.wisc.edu/students/reg_enrlmnt/. All students will receive an e-mail message about their assigned enrollment appointment time. Students can expect to receive this notification from the Office of the Registrar about one week prior to the beginning of the Priority Enrollment Period. There are extra fees for late initial enrollment and late fee payment. These deadlines are available at registrar.wisc.edu.

See Conference Courses, Enrollment, Full-Time Status, Holds, Late Enrollment, Overloads, Reentry to Graduate School, Timetable, Underloads.

Enrollment Confirmation [ back to the index]

Students should enroll early. Students can confirm their current enrollment through My UW-Madison, my.wisc.edu.

Failure to receive a student account invoice does not relieve students of the obligation to meet established fee payment deadlines as displayed in the My UW Student Center- Class Search. If a student does not receive an invoice by late August (mid-January for spring semester), they can get a copy at the Bursar's Office, 21 N. Park Street, Suite 7101, 262-4031.

See My UW-Madison.

Equity and Diversity, Office for (OED) [ back to the index]

The Office for Equity and Diversity (OED) is an administrative office within the Office of the Provost. The OED provides leadership and education to university employees and students on principles of equity and diversity to promote respectful and supportive work and learning environments. The office coordinates campus compliance with affirmative action and equal opportunity requirements and serves as a resource for schools, colleges, divisions, and committees regarding equity and diversity issues.

Federal and state laws prohibit discriminatory practices in student services, programs, courses, and facilities. Federal law prohibits discrimination because of race, color, national origin, sex, religion, or disability. In addition, Wisconsin law also prohibits discrimination on the basis of ancestry, creed, age, sexual orientation, marital status, pregnancy, or parental status.

Forms of employment discrimination prohibited by federal law include: race, color, national origin, sex, religion, age 40 or over, disability, disabled and Viet Nam era veterans, and retaliation. Wisconsin law prohibits these forms of discrimination, as well as discrimination on the basis of ancestry, creed, age, sexual orientation, marital status, arrest or conviction record, and Guard or Reserve status.

The UW-Madison Prohibited Harassment Policy protects both students and employees. The policy prohibits harassment by campus employees, including sexual harassment and harassment on the basis of gender, race, religion, ethnicity, sexual orientation, or disability.

Contact the OED at 179A Bascom Hall, 263-2378, Wisconsin Telecommunications Relay Service 7-1-1, fax 263-5562, www.oed.wisc.edu.

See Discrimination.

ESL (English as a Second Language) [ back to the index]

The Program in English as a Second Language, Department of English, offers an array of support courses and administers the English as a Second Language Assessment Test (ESLAT) to incoming students. The ESLAT and enrollment in an ESL course, if recommended, is required for many new graduate students as a condition of admission. If a student is required to take the ESLAT, this information will be listed in My UW-Madison Student Portal, the Graduate School's online applicant information system. A student's program cannot waive the ESL testing and course requirements.

In addition to support courses, the ESL Program offers training and testing for international TA applicants and courses designed for international graduate students in speaking and presentations, writing, and pronunciation.

For test schedules and offerings, see mendota.english.wisc.edu/~ESL/ESLindex.htm, or contact the ESL office at 263-3780 for additional information.

ESLAT (English as a Second Language Assessment Test) [ back to the index]

See ESL (English as a Second Language).

Exchange Students [ back to the index]

Students who were enrolled in an exchange program and are subsequently admitted into a graduate program, may be allowed to have their work done as an exchange student count toward the Graduate School's minimum credit requirement. To have this change reflected on the transcript, a student's major program must appeal to the Graduate School on their behalf. If the appeal is approved, the Graduate School notifies the Office of the Registrar. For each semester changed to graduate status, students will be charged the difference between graduate and special student fees. Students have one semester to pay the fee differential before a hold is placed on enrollment and records.

Questions regarding this policy should be directed to the Office of Graduate School Office of Admissions and Academic Services, 262-2433, gsacserv@bascom.wisc.edu.

See International Student Services (ISS), International Studies, Divison of (DIS), Minimum Credit Requirement.

Extension Courses [ back to the index]

A student paying full-time fees at the UW-Madison campus, may ask to take courses at UW-Extension for no additional cost (if the total credit load does not exceed their maximum credit load). A student's advisor must submit a completed UW-Madison Tuition Waiver Request Form, registrar.wisc.edu/forms/student, along with a letter of endorsement to the Graduate School. If the Graduate School approves, the student may take the course without paying additional fees. Courses completed at UW-Extension do not fulfill the Graduate School's minimum credit requirement. This option is applicable only to correspondence (not outreach) courses. It is not available to dissertators.

See Credit Load, Dissertator (FAQs), Full-Time Status, Overloads, Appendix 7 (Full-Time Credit Requirement).

Faculty (as Committee Members) [ ba-ck to the top ]

See Committees (Doctoral/Master's).

Faculty (as Graduate Students) [ back to the index]

A UW-Madison faculty member may pursue a graduate degree provided arrangements have been made to avoid conflicts of interest and to satisfy time commitments. (See section 8.03 of Faculty Policies and Procedures for specific regulations.)

See Faculty Policies and Procedures, Maximum Levels of Graduate Assistant Appointments.

Faculty Policies and Procedures [ back to the index]

Faculty Policies and Procedures (FPP) is the governing document of the faculty. This document defines the university faculty and its governance structure including the Faculty Senate, school/college faculties, departmental faculties and executive committees, the four faculty divisions, university-wide committees, faculty rights and responsibilities, and faculty discipline and dismissal procedures, as well as other pertinent academic matters. FPP is available online at www.secfac.wisc.edu/governance/FPP/Table_of_Contents.htm or from the Office of the Secretary of the Faculty, 133 Bascom Hall.

Failure [ back to the index]

Courses numbered 300 and above that are graded F will be included in the graduate GPA but will not count toward the Graduate School's minimum credit requirement.

See GPA Requirement, Minimum Credit Requirement, Repeating Courses.

Fee Remission [ back to the index]

See Tuition Remission.

Fees and Tuition [ back to the index]

If a student drops a course or withdraws from the university, fee and tuition refunds are dispensed following a strict schedule detailed at registrar.wisc.edu/timetable. Students should be aware that modular courses and summer session courses have a shorter refund period.

See Refunds, Tuition and Fee Information, Tuition Remission, Withdrawal.

Fellowships [ back to the index]

A fellowship is an award that enables a graduate student to pursue a degree full-time. Fellowship recipients are chosen through a competitive process at the national, university, school/college, or program level.

Colleges and departments also use gifts, grants, trusts, and special program funds to finance fellowship awards for their students. Students should ask their major department about these fellowships.

University Fellows are selected in a campus-wide fellowship competition. Departments must nominate candidates for these fellowships. Students should contact the fellowship coordinator in their program regarding eligibility. Awards may be for an annual or academic-year. The program sends fellowship offer letters in early spring.. For further information about Graduate School fellowships, contact the Office of Admissions and Academic Services, 217 Bascom Hall, 262-2433, gsacserv@bascom.wisc.edu, http://info.gradsch.wisc.edu/admin/fellowships.

Advanced Opportunity Fellowships (AOF) are available for targeted minorities and economically disadvantaged students. Departments nominate eligible students for these fellowships.

Some fellowships require GRE or GMAT scores, even if the program does not require these scores for admission. The fellowship application requirements indicate whether or not students need to provide these test scores.

Many federal and nonfederal fellowship programs require special application forms and have separate deadlines. Information about these fellowships is available at info.gradsch.wisc.edu/admin/fellowships/url.html or at the Memorial Library's Grants Information Collection, www.library.wisc.edu/libraries/Memorial/grantshp.htm.

The International Fellowships Office, of the International Institute, serves as a resource center and provides information and support to faculty, students, and staff interested in identifying international research grants, scholarships, and other funding opportunities. The International Fellowships Office also manages and coordinates international fellowship competitions for UW-Madison faculty and students, including programs sponsored by Fulbright, Social Science Research Council (SSRC), National Security Education Program, International Research and Exchanges Board, Deutscher Akademischer Austauschdienst (DAAD), HEA (Higher Education Act) Title VI-FLAS (Foreign Languages and Area Studies), and other major national competitions. Questions about funding international research should be directed to the International Fellowships Office at 328 Ingraham Hall, 265-4753, www.intl-institute.wisc.edu.

See Full-Time Status, Libraries, Maximum Levels of Graduate Assistant Appointments, Third-Party Deferrals, Summer Enrollment, Tuition Remission, International Students Maintaining Legal Status, Appendix 2 (Payroll Benefits).

Final Oral Examination [ back to the index]

The final oral examination normally covers a student's dissertation and major and minor areas of study. Students may not take the final oral examination until they have satisfied all other requirements for their degree. Students' records must be cleared of incomplete grades and progress grades (other than research) before they can take the final oral exam.

Students have five years from the date of passing their preliminary examinations to take their final oral examination and deposit their dissertation. Arrangements for the final oral examination and the oral examination committee's approval of the dissertation are the responsibilities of a student's program. A form for establishing the examination committee, Ph.D. Final Oral Committee Approval Form, is available through the student's program or at the Graduate School's Office of Admissions and Academic Services, 217 Bascom Hall, 262-2433. A student's advisor and the department chair must sign this form and file it with the Graduate School at least three weeks before the final oral examination.

Upon approving the examination committee, the Graduate School forwards to the program a student's final examination packet, which contains the examination warrant, UMI publishing forms, and a dissertation checklist. The student's advisor arranges the time and place of the examination.

To pass the examination, students must receive no more than one dissenting vote from their final oral examination committee. A missing signature is considered a dissent. After students pass the examination, it is recorded by their program on the warrant in their final packet. For details on this process, refer to The 3D's: Deadlines, Defending, Depositing Your Ph.D. Dissertation, http://info.gradsch.wisc.edu/education/completedegree/ddd.html.

See Preliminary Examinations, Time Limits.

Final Oral Examination Committee [ back to the index]

A student's program arranges a committee with appropriate expertise to afford the breadth and depth needed in degree examinations.

An M.F.A. final examination committee must have at least four members. Other master's degree final examination committees vary from one to three members. A Master's thesis final examination committee must have at least three members.

A Ph.D. final examination committee must have at least five UW-Madison faculty members representing more than one graduate program, and at least one of the members must be from a field outside of the student's major. In all cases, a student's advisor chairs the committee. The responsibilities of individual committee members are determined by the program. The final oral exam committee membership must be submitted to the Graduate School three weeks before the examination date. Students should contact their program's graduate coordinator for more information.

See Committees (Doctoral/Master's), Dean's Approval.

Financial Aid [ back to the index]

The Office of Student Financial Services assists graduate students whose personal resources are not adequate to cover the cost of attending UW-Madison. Federal financial aid, administered through the Office of Student Financial Services, consists of Federal loans and Work-study. Emergency short-term loans are also available to qualified students. The office also provides counseling in effective money and debt management as well as information about potential resources, such as program and non-university scholarships, and UW and off-campus employment.

For more information, see www.osfs.wisc.edu or contact the Office of Student Financial Services, 262-3060, finaid@finaid.wisc.edu.

See Fellowships, Financial Aid Satisfactory Progress Rules, Full-Time Status, PA (Project or Program Assistant), RA (Research Assistant), TA (Teaching Assistant), Traineeships.

Financial Aid Satisfactory Progress Rules [ back to the index]

Graduate students need to be familiar with the requirements that their programs have regarding adequate academic progress. The Office of Student Financial Services limits aid to ten semesters. For more information about financial aid satisfactory progress rules, check the Office of Student Financial Services Web site or contact the office at 262-3060, finaid@finaid.wisc.edu.

Five-Year Rule [ back to the index]

Students have five years from the date of their preliminary exam to take their final oral examination.

See Preliminary Examinations, Time Limits.

FLEP (Foreign Language Enhancement Program) [ back to the index]

The Committee on Institutional Cooperation (CIC) awards scholarships to graduate students pursuing foreign language study during the summer. Typical scholarships of $2,000 are awarded to cover living expenses incurred while attending a CIC host institution. This program allows students to take advantage of language offerings not available at UW-Madison. FLEP recipients may also apply for the Traveling Scholar Program, which enables students to attend a host CIC institution while paying tuition and fees at UW-Madison.

For application information, contact the Graduate School Office of Admissions and Academic Services, 217 Bascom Hall, 262-2433, gsacserv@bascom.wisc.edu. For more information on the program, see www.cic.uiuc.edu/programs/FLEP.

See CIC (Committee on Institutional Cooperation), Traveling Scholar Program.

Full-Time Status [ back to the index]

The Graduate School considers full-time enrollment to be 8-12 graduate-level credits (300 and above; no audits or pass/fail) during the fall and spring terms (8-18 credits for master's programs in business, 8-15 for master's program in social work), and 4-8 graduate credits during the eight-week summer session (4-9 credits for master's programs in business or social work).

Dissertators are considered full-time with three graduate-level credits (generally research and thesis or required seminars).

Non-dissertator teaching and project assistants (TAs, PAs) who hold a term appointment of at least 33.33% and are enrolled for six graduate credits, or who hold an appointment of at least 50% and are enrolled for four graduate credits, are considered full-time by the registrar for loan deferment and for certification of student immigration status.

Both the F-1 and J-1 student visa regulations require students to be full-time each fall and spring term. Summer enrollment is not required by the U.S. federal government regulations for F-1/J-1 visa holders. Failure to maintain full-time status can result in the loss of F-1/J-1 student benefits, including on-campus employment and practical/academic training options. Any exceptions to full-time enrollment must be authorized by International Student Services (ISS), 217 Armory and Gymnasium (Red Gym), 716 Langdon Street, 262-2044, iss@odos.wisc.edu, iss.wisc.edu/. This authorization will ensure that students remain in compliance with Department of Homeland Security visa regulations. For more information about what are considered allowable exceptions, see the application form, Reduced Course Load for F-1 and J-1 Students, http://iss.wisc.edu/upload/documents/rcl.pdf.

If students elect not to enroll as full-time students as defined by the Graduate School, they are responsible for knowing about possible obligations that may require full-time status. Such obligations include visa eligibility, financial aid, fellowships, assistantships, external funding agencies, and program satisfactory progress requirements. Students should enroll for the highest amount of credits they need.

See Auditing Courses, Certification of Enrollment Status, Credit Load, Enrollment Accountability, Extension Courses, Fellowships, Financial Aid, International Student Services (ISS), International Students Maintaining Legal Status, Maximum Levels of Graduate Assistant Appointments, PA (Project or Program Assistant), RA (Research Assistant), Senior-Graduate Status, Special Student Status, Summer Enrollment, TA (Teaching Assistant), Traineeships, University Health Services (UHS), Appendix 7 (Full-time Credit Requirement).

GPA Requirement [ back to the index]

The Graduate School requires that students maintain a grade-point average (GPA) of 3.00 (on a 4.00 scale) for graduate-level courses (numbered 300 and above, excluding research) to receive a degree. Many programs impose higher standards. Students should check with their program. Courses taken for audit, credit/no credit, or pass/fail do not affect the GPA.

 

Grade Change Form [ back to the index]

Grade changes originate with the instructor of the course. The instructor submits a Grade Change Form, and the department chair signs and forwards it to the Graduate School via campus mail for approval. While changes from Incomplete or Progress to a final grade are routine and raise no questions, changes from one final grade to another are more serious matters. Doing extra work to improve a final grade is not allowed. Faculty legislation states that final grades can be changed only because of clerical error. Once an instructor announces course grades, a decision to re-evaluate the course work for all or some of the students breaks faith with those students. The university's primary concern is that all students in a course are treated consistently and fairly when assigned final grades. Grade Change Forms are available only in the programs.

Grade Reports [ back to the index]

Student grade reports are not automatically mailed out at the end of each term. As soon as faculty grades have been reported to the Office of the Registrar and entered into the computer system, students can see their grades by accessing the Grades and Courses module in the Student Center on My UW-Madison, my.wisc.edu, or by requesting a UW student record on the Student Center page or at the Office of the Registrar, 21 N. Park Street. Grade reports can be printed using the Print Grade Report module in the Student Center after all grading has been completed for the term.

See My UW-Madison, Transcripts.

Grading System [ back to the index]

UW-Madison uses a 4.00 grading scale (A=4.00, AB=3.50, etc.). Grades are assigned only by instructors and are reported by letter grade. Plus and minus grades are not used.

To convert UW-Madison Law School numerical grades to the Graduate School's grading scale, the Graduate School uses the following scale:

85-100	A
83-84	AB
77-82	B
75-76	BC
72-74	C
67-71	D
65-66	F

International equivalencies may be available in the Wisconsin Directory of
International Institutions.

For courses listed as research, the only permissible grades are P (Progress), S (satisfactory), or U (unsatisfactory). This policy is in effect for courses beginning Summer 1999. If a P grade is assigned, it will remain until the faculty member assigns a grade of S or U. All previously assigned P grades in research courses will revert to an S or U upon assignment of the final grade. Research courses (even with grades from terms earlier than Summer 1999) do not count in a student's GPA. Research courses are traditionally reserved for graduate students; however, other students (law, medical, undergraduate, etc.) occasionally enroll for a research course. In these cases, the student's college can decide to have the course count in the GPA with an academic action to the Office of the Registrar.

See GPA Requirement, PI (Permanent Incomplete) Grades, P (Progress) Grades, Appendix 3 (Grading System), Appendix 4 (Grade-Point Average Calculation).

Graduate Faculty [ back to the index]

See Committees (Doctoral/Master's).

Graduate Faculty Executive Committee (GFEC) [ back to the index]

The GFEC consists of 16 elected members of the graduate faculty, the Graduate School dean, and four associate deans as appointed by the dean. The GFEC exercises the powers of the graduate faculty including, but not limited to, establishing or modifying graduate degree programs (including degrees, degree options, and minors), reviewing graduate programs, and setting more degree requirements and standards for admission of graduate students. The GFEC also serves as the final review body for grievances and appeals (of procedural issues only) if a student is not satisfied with the Graduate School's ruling.

See Degrees, Degree Option, Grievances and Appeals, Minors.

Graduate/Professional Degrees [ back to the index]

See Dual Degrees.

Graduate School [ back to the index]

The mission of the Graduate School is to foster excellence in both research and graduate education. The Graduate School has responsibility for graduate studies, research and compliance, and cross-college research centers. The Graduate School is administered by a dean who serves as the senior administrative officer for both graduate studies and research. The faculty of the Graduate School consists of tenure-track faculty in programs that offer graduate degrees. See http://info.gradsch.wisc.edu/admin/gradschoolorgchart.pdf for the Graduate School organization chart. Graduate School offices are housed on the second, third, and fourth floors of Bascom Hall and 21 N. Park Street, 6th floor and include:

Admissions and Academic Services

217 Bascom, 262-2433
gsacserv@bascom.wisc.edu (for questions about: policy and procedural, degree completion, conferral of graduate degrees)
gradadmiss@bascom.wisc.edu (for questions about the admissions process)

This office coordinates the application process for all graduate degree programs to ensure that minimum admission standards are maintained and to facilitate graduate student diversity. In addition, this office interprets and monitors graduate faculty policy for satisfactory progress toward degree completion. It is also the clearinghouse for internal fellowship administration and the dean's office for all graduate students. Admissions and Academic Services also facilitates and coordinates the conferral of graduate degrees.

Accounting

317 Bascom, 262-5835

The accounting office assists in the development and communication of research and graduate student support policies, facilitates processing of financial documents, and supports operational and accounting needs.

Administration (Academic and Associate Deans)

333 Bascom, 262-1044

The deans provide administrative leadership for graduate education, research policy, graduate center research; analyzes data; develops and implements policy; establishes partnerships between campus and external groups; and serves as liaison to promote excellent relations with both internal and external constituencies.

Graduate Student Collaborative (GSC)

408 Bascom, 262-0201

The Graduate Student Collaborative, part of the office of Outreach and Graduate Student Professional Development, originated from student feedback. GSC is dedicated to enhancing the involvement, personal development, and quality of life of UW-Madison graduate students by acting as a resource, a voice, and a link within the Graduate School. GSC is engaged in outreach, professional development, and social programs that serve student needs.

The Graduate Student Collaborative produces the Guide to Graduate Student Life, http://info.gradsch.wisc.edu/admin/gsc/gradguide, which addresses many non-academic issues, particularly for new graduate students.

To receive more information, or to provide feedback or suggestions, please contact the Graduate Student Collaborative, Room 408 Bascom Hall, 262-0201, gsc@bascom.wisc.edu

Graduate Student Diversity Resources

217 Bascom, 262-2433

The mission of the Office of Graduate Student Diversity Resources is to promote a diverse and inclusive graduate community by helping programs recruit, mentor, and graduate targeted minority students.

Human Resources

307 Bascom, 262-5802

This office develops and oversees the implementation of personnel policies of human resources, develops budget requests and allocates state funds for Graduate School research centers and Graduate School administration, and develops and implements graduate student financial support policies.

Information Technology (IT)

330 Bascom, 262-4959

This office works with all staff to ensure they have the technical infrastructure and skills to be successful in their jobs, consults with the various working groups regarding their business goals, and develops and maintains technology solutions that support the mission of the Graduate School.

Multicultural Graduate Network (MGN)

408 Bascom, 265-9704

The Multicultural Graduate Network (MGN) serves as a nexus for targeted minority and economically disadvantaged graduate students who seek to strengthen their cultural, academic, and professional networks. This program within the Office of Graduate Student Diversity Resources in the Graduate School, partners with the Graduate Student Collaborative, the Wisconsin Alumni Association, department/program coordinators, and graduate student organizations to connect new and continuing graduate students with resources to enhance academic pursuits and enrich their cultural experiences.

MGN highlights opportunities for assistance, information, support, advice and friendship through its Signature events, co-sponsored professional development workshops and monthly newsletters . Students new to the Graduate School can find out how the MGN can network for them by visiting www.grad.wisc.edu/mgn, or contacting the MGN office, 265-9704 or mgn@bascom.wisc.edu

Outreach and Graduate Student Professional Development

333 Bascom, 262-1044

The office of Outreach and Graduate Student Professional Development coordinates, communicates, and promotes learning opportunities to foster the academic, professional, and life skills of the graduate education community.

Research and Sponsored Programs (RSP)

21 N. Park Street, Suite 6401, 262-3822

This office promotes and facilitates research, education, and the outreach mission of the university by supporting and administering extramural-sponsored programs.

Research Policy

231 Bascom Hall, 262-0558

The Office of Research Policy coordinates, develops, and oversees the implementation of research-related policies for the campus.

Research Services

317 Bascom Hall

Provides oversight to pre and post-award grants administration for Graduate School Administration and the Graduate School Centers, coordinates institutional grant nominations and tech transfer grant programs, and performs equity review of University inventions.

Graduation [ back to the index]

To receive a master's degree, a student should contact their program office at the beginning of the term in which they intend to graduate. Their program office will check that they have met department/program requirements and will request a warrant from the Graduate School on the student's behalf . Students need to be enrolled for a minimum of two graduate-level credits (300 or above) for a grade (audits and pass/fail do not satisfy this requirement) during the term in which they intend to graduate. For more information and for deadlines, see Expecting Your Master's Degree? Procedures to Help at http://www.grad.wisc.edu/education/completedegree/mdegree.html.

Ph.D. candidates should submit their Final Oral Committee Approval Form at least three weeks before the anticipated date of their final dissertation defense. Ph.D. candidates must be enrolled during the term in which they intend to graduate. For more information, see The 3-D's: Deadlines, Defending, Depositing Your Ph.D. Dissertation, http://info.gradsch.wisc.edu/admin/academicservices/ddd.html.

See Certification of Graduation, Commencement, Deadlines, Degree Completion Fee, Diploma, Dissertation, Final Oral Examination.

Grants Information Collection [ back to the index]

Memorial Library's Grants Information Collection is part of the Foundation Center's Cooperating Collections, a national network of authoritative information on foundation grants. In addition to publications from the Foundation Center, Memorial Library's Collection includes other resources on private foundations and corporate and federal funding agencies, as well as a sampling of books, periodicals, and pamphlets on fund raising, proposal writing, and philanthropy. Books on scholarships, loans, and grants available to individuals are also in the Collection.

The Grants Information Collection is in the Reference Department on the second floor of Memorial Library, Room 262. Students can use the collection during regular library hours. Any member of the public seeking information on grants can use the Grants Information Collection. The Collection does not circulate, but photocopy and scanning machines are available in the library. Most of the funding information in electronic format can be downloaded, printed, and/or e-mailed. Users do their own research, although Reference Department staff provide assistance whenever the reference desk is open.

Memorial Library offers workshops on how to search for funding in specific print and electronic resources. These workshops are free to anyone and cover grants for individuals or organizations. However, the workshops do not cover funding for business or personal welfare assistance. For further information, see grants.library.wisc.edu, or contact the Grants Information Collection, Reference Department, Memorial Library, 728 State Street, 262-6431, grantsinfo@library.wisc.edu.

See Annual Register of Grant Support.

Grievances and Appeals [ back to the index]

If a student feels unfairly treated or aggrieved by faculty, staff, or another student, the University offers several avenues to resolve the grievance. Students’ concerns about unfair treatment are best handled directly with the person responsible for the objectionable action. If the student is uncomfortable making direct contact with the individual(s) involved, s/he should contact the advisor or the person in charge of the unit where the action occurred (program or department chair, section chair, lab manager, etc.). Many departments and schools/colleges have established specific procedures for handling such situations; check their web pages and published handbooks for information. If such procedures exist at the local level, these should be investigated first.

In addition, the following administrative offices have procedures available for addressing various concerns:

Offices of the Dean of Students (for all grievances involving students)
75 Bascom Hall
www.wisc.edu/students/
263-5700

Office for Equity and Diversity (for discrimination or harassment issues)
179A Bascom Hall
608-262-2378
www.oed.wisc.edu/

Employee Assistance (for conflicts involving graduate assistants and other employees)
256 Lowell Hall
608-263-2987
eao.wisc.edu/

Ombuds Office for Faculty and Staff (for graduate students and post-doc issues as well as faculty and staff)
523-524 Lowell Center
608-265-9992
www.ombuds.wisc.edu/

Ombuds Office for Medical School and Public Health (for students, faculty, and staff in the MSPH)
2262 Health Sciences Learning Center
608-265-9666
www.med.wisc.edu/Ombuds

Graduate School (for informal advice at any level of review and for official appeals of program/departmental or school/college grievance decisions)
217 Bascom Hall
500 Lincoln Drive
Madison, WI 53706-1380
608-262-2433
www.grad.wisc.edu

Graduate School Appeal Process:

An official review of procedures can be initiated by the Graduate School if a student feels that his/her grievance was not appropriately handled or resolved at the program/department or school/college level or through consultation with other resources listed above. Initial contact may be made through the Associate Dean in the student's division (Arts and Humanities, Biological Sciences, Physical Sciences, or Social Studies; 608-262-1044) or through the Assistant Dean of Graduate Admissions and Academic Services (AAS; 608-262-2433).

If the student wishes to file an official appeal of a grievance decision, s/he should consult with the Assistant Dean of AAS and then send the following material to the Assistant Dean in 217 Bascom Hall:

• A detailed statement on the situation of the grievance and efforts to resolve the situation;
• Copies of any previous communications regarding the situation;
• Any determinations or actions taken by the program/department/School/College or other resource office.

Upon receipt of all of the above materials:

• The Assistant Dean will forward the formal grievance to the appropriate divisional Associate Dean for consultation and follow-up;
• The student will be notified in writing, within twenty days after the materials arrive in the Graduate School, acknowledging the receipt of the formal appeal and giving the student a time line for the review to be completed;
• If necessary, the Associate Dean will request additional materials relevant to the issues raised in a student’s grievance from the student and/or the program/department (i.e., departmental handbook explaining grievance procedures);
• If necessary, the Associate Dean will arrange a meeting with the student and an appropriate designee of the Graduate School’s Office of Admissions and Academic Services;
• If necessary, the Associate Dean will arrange a meeting with the advisor and/or program/department chair and the same member of the Graduate School’s Office of Admissions and Academic Services;
• The Associate Dean will meet with the other Divisional Associate Deans who will vote on a decision. The Dean of the Graduate School will not vote on this decision;
• The Associate Dean will notify the student, the advisor and/or program/department chair, in writing, of the decision, with a copy to the Assistant Dean for AAS.

Graduate School Final Appeal Process:

If a student is not satisfied with the initial appeal to the Graduate School Associate Deans, s/he may make a final appeal to the Graduate Faculty Executive Committee (GFEC) within thirty days of date of the above written decision:

• The student should send a request for a final appeal to the Assistant Dean for AAS, asking to reopen her/his file and including any new information pertinent to the appeal;
• The Assistant Dean for AAS will forward the complete file to the Dean of the Graduate School for follow-up;
• The Dean of the Graduate School will appoint five members from GFEC to review the appeal. At least two of the members, but not all the members should be representative of the student’s academic division. One of the two divisional members will chair the committee. The Graduate School Associate Deans will not be a part of the appointed GFEC subcommittee;
• The Dean of the Graduate School will issue an official charge and an appropriate time frame (usually two to three months during the academic year) for completing a review;
• The GFEC subcommittee will review the student’s final appeal, including all materials previously submitted, and will determine if additional information and/or meeting with the student and/or program/department is needed;
• Once determined, the subcommittee will report its recommendation to the next appropriate GFEC meeting. (Meetings occur every October, November, December, February, March, April, and sometimes May.) The full GFEC, with the exception of the Dean and Associate Deans, will vote on the appeal and advise the Graduate School Dean of its recommendation. The final decision, made on the basis of this recommendation and all other pertinent material, will be conveyed in writing by the Graduate School Dean to the student and the department/program, with a copy to the Assistant Dean for AAS.
• No further appeals are allowed.

Harassment [ back to the index]

All students are encouraged to report harassment of any kind, whether it is by a faculty or staff member or another student. Students may contact the Offices of the Dean of Students in person (75 Bascom Hall), e-mail dean@odos.wisc.edu, call 263-5700 and ask to speak to the Dean on Call, or fill out a Bias Incident Reporting Form at www.wisc.edu/students/pdf/bias%20form.pdf.

If the harasser is a student, university disciplinary action may be possible if the harassment involves conduct or behavior beyond words and if the person being harassed wants disciplinary action. Other informal means are available to confront offenders. Our goal is that students be heard and helped if there is a problem.

If students feel that they may be the victim of sexual harassment, they should talk to someone they trust about the situation. Sexual harassment may or may not involve a tangible injury (e.g., economic loss, lowered grades). A sexually harassing environment, in and of itself, may constitute a harm. Students may feel embarrassed or worried that they did something to provoke the unwanted behavior, but they have the right to pursue their education or perform their job in an environment free from this type of interference. If students feel comfortable taking this step, let the offender know that the behavior is unwelcome by telling him/her directly or in writing. Students need not face the situation alone. Schools, colleges and divisions have designated Sexual Harassment Contact Persons who are available to anyone wishing to inquire about sexual harassment, discuss an incident or receive information about options for resolving complaints. To contact a resource for advice please visit www.oed.wisc.edu/sexualharassment/assault.html. Students may also contact their dean, department chair, supervisor, or labor representative. Students may consult in private with someone from the Offices of the Dean of Students to discuss their situation and review options.

Campus resources:

• Office for Equity and Diversity, 179A Bascom, 263-2378; WTRS: 7-1-1; www.oed.wisc.edu
• Offices of the Dean of Students, 75 Bascom Hall, 263-5700 (TTY 263-2400), dean@odos.wisc.edu
• UW-Madison Police and Security (for personal safety reasons; non-emergency), 1429 Monroe Street, 262-2957 (TTY 262-2957)
  Bias Incident Reporting Form, http://www.wisc.edu/students/pdf/bias%20form.pdf
  See Equity and Diversity, Office for (OED), Dean of Students, Grievances and Appeals.

Holds [ back to the index]

When using the enrollment system, students may encounter a hold on their records, preventing them from enrolling in classes. Holds can also prevent students from obtaining a transcript, certification of status, or a diploma. Their enrollment notification will indicate the type of hold and where it must be cleared. Hold information is also available on My UW-Madison, my.wisc.edu. Direct questions to the originator of the hold.

Honors [ back to the index]

The Graduate School does not use honors titles (e.g., Magna Cum Laude, Dean's List, etc.). Graduate students are not eligible to take courses designated for Honors students.

Human Research Protections [ back to the index]

In accordance with federal regulations and UW-Madison policies, all research involving human subjects must be reviewed and approved by an Institutional Review Board (IRB) prior to any research intervention with participants. All graduate research involving human subjects for inclusion in a master's thesis or doctoral dissertation must be approved by an IRB before beginning the research. Training is required before a project is submitted to an IRB for review. For additional information, see http://info.gradsch.wisc.edu/research/compliance/