Policies for Graduate Students

Most of the rules and regulations that govern graduate students at the University of Rochester can be found in the Graduate Bulletin. However, there are other policies, listed below, with which you should be familiar.

Policy on Registering a PhD Thesis during the Academic Year

The final oral examination for the degree Doctor of Philosophy during the regular academic year cannot be held until at least 20 full working days have elapsed after the dissertation has been registered in the Office of Graduate Studies, 218 Lattimore. This policy supersedes the published 15 full working day rule (“Regulations and University Policies Concerning Graduate Studies”, Final Oral Examination) for the academic year.

University Policy for PhD Defenses for Summer

The final oral examination for the degree Doctor of Philosophy during the summer cannot be held until at least 25 full working days have elapsed after the dissertation has been registered in the Office of Graduate Studies, 218 Lattimore. This policy supersedes the published 15 full working day rule (“Regulations and University Policies Concerning Graduate Studies”, Final Oral Examination) for the summer.

Early Admission of New Graduate Students

Graduate students admitted for fall that the department wishes to bring in during the summer must be admitted and registered for the summer session by the June registration deadline*. They must be registered for research or formal coursework and must show proof of health insurance coverage. The Mandatory Health Fee is prorated based on the current academic year fees. Master’s students must file a program of study prior to starting summer research/reading to prevent the possibility of inadvertently locking themselves into a Plan A degree. In order to allow adequate time to process, paperwork must be submitted to the Graduate Studies Office a minimum of 2 weeks prior to the projected start date. Required paperwork includes registration form, 506 indicating health coverage, stipend and tuition scholarship and I-9.

* Contact the Graduate Studies Office for the process 3/2 students need to follow to start in the summer term.

Complete Programs of Study

PhD programs, approved by the department chair, program director, or their representative, are due in the Graduate Studies Office for Dean’s approval no later than two years after initial registration as a matriculated student.

Master’s students must submit their program to the Graduate Studies Office for Dean’s approval before the end of the second term (full time students) or upon the completion of 9 or 12 hours (part time students)

Programs of Study can be amended with Graduate Program Change Notice forms.

Examination Appointment Forms

Required for Plan A thesis defense: must be submitted for GSO approval with registration copy of thesis one week prior to exam date.

Required for the PhD Qualifier: must be submitted for GSO approval two weeks prior to exam date.