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Academic

Registration

Course Registration Deadlines Link to section

Students are required to be registered each semester until the degree has been awarded. If students are not registered by the drop/add deadline, they will be withdrawn. Registration deadlines can be found on the AS&E GEPA calendar registration schedule.

Audit Policy Link to section

The Graduate Education and Postdoctoral Affairs Office recognizes that graduate students can benefit from participating in courses outside of their official program of study. Faculty are encouraged to allow graduate students in good standing to formally audit their courses. This policy defines the rules and procedures for auditing courses.

A student audits a course when they formally enroll in the course and participate fully in the entire semester’s worth of course activities, but receive neither a grade nor academic credit. Students who audit a course attend all the class sessions and complete the requisite course assignments, but do not receive a formal or informal grade. This allows students to engage more fully with content that may be relevant to their research, and provides some record of their participation.

Audit of a course within the School of Arts and Sciences or the Hajim School of Engineering and Applied Sciences is permitted for full-time and part-time graduate students, when approved by the course instructor(s). Because of the additional instructional and administrative burden associated with student’s auditing a course, it carries a fee that is not covered by a student’s tuition waiver.

Students may, in special circumstances, petition the dean of Graduate Education and Postdoctoral Affairs for a waiver of the audit fee. The petition to cover the audit fee must be submitted before the end of the add/drop period via the Audit Fee Waiver Request Form, which must be signed by the student’s faculty advisor and the course instructor. Note that the petition will not be approved without a clear rationale for why the student cannot take the class for credit as part of their existing tuition waiver. Audit fee waivers are, in general, only approved for:

  • 200-level language courses required by a student’s program
  • Courses taken by a PhD student after they have completed their 90-credit coursework requirement and tuition waiver, if there is a compelling reason the student could not take the course previously

The audited course will appear on the student's transcript provided the student attends throughout the course. Classes that were audited are recorded on transcripts with an “AU” and carry zero academic credits. Audited courses do not count towards the student’s total credit hours for the semester and therefore do not count towards maintaining full-time or part-time status. Students who wish to receive credit for such a course may do so by (1) changing their registration prior to the end of the Add/Drop deadline in each semester, and (2) paying the required tuition for the course.

Note that once a course has been audited, it cannot be taken again for credit without prior approval of the dean of Graduate Education and Postdoctoral Affairs.

Informal audits (“sitting in” on a course) are not allowed as they pose a safety risk in case of emergency. All students interested in auditing a course must follow the above procedures to register for a formal course audit.

Research Internship Policy Link to section

A graduate practical research internship is designed to allow a student to obtain practical experience in their graduate research field by working on an internship outside the University for a short period of time during their graduate education.

  • An internship requires a faculty member to agree to serve as the advisor. The student must obtain the signature of the faculty member (on the Internship Approval Form) in order to register for an internship. Students are required to submit a short write-up of their internship experience to their internship faculty advisor. The faculty member will provide a grade for the one-credit internship based on this write-up.
  • The student must register for one credit under 494 (master’s) or 594 (PhD). The expectation is that the student is completing 45 hours of internship activities during the semester in which they register for internship credit.
  • If a student is full-time and takes an internship during the semester, they must register for enough additional coursework (or placeholder) to maintain their full-time status.
  • Each one-credit internship, up to a maximum of two, counts toward the total required credits for the degree (30 or 32 for master’s; 90 for PhD) and must be included in the student’s program of study. In order to count additional credits of internship beyond two toward the degree requirements, approval from the dean of graduate education and postdoctoral affairs must be obtained.
  • For PhD students, the dean’s tuition waiver will cover up to two credits of internship taken at any time prior to the dissertation defense.
  • If the student on internship is being funded externally in a full-time capacity, their internal stipend funding will be terminated for the duration of the internship.
  • Health insurance: Students must maintain health insurance coverage. Students currently enrolled in the University of Rochester Student Health Insurance plan may remain on this plan during the internship period if they make the appropriate arrangements with University Health Service.
  •  For master’s students, internships represent “research” credit. Thus, in order to complete Plan B for the master’s degree, students must make sure the sum of their internship credits (494) and their other “research/reading” credits (495/491 courses) total fewer than or equal to six.
  • This policy applies to all graduate students in the Hajim School of Engineering and Applied Sciences and the School of Arts and Sciences, including international students. International students are advised to contact the International Services Office (ISO) in regard to their internship.

Study In Absentia Link to section

In certain circumstances it may be desirable for a matriculated graduate student to engage in full-time study or research for a limited period of time at another university, research organization, or scholarly institution and to register for appropriate graduate credit at the University of Rochester. All such requests must be made in writing and must be approved in advance by the AS&E dean of graduate education and postdoctoral affairs. Requests for study in absentia can be made for a period of up to one year.

While a student’s standing as a full-time student in absentia allows the student to conduct research full time energy off campus, it requires that the student does not simultaneously hold a full-time employment position during the in absentia period. To apply for in absentia status, students should fill out a Request for in absentia form. This form must be signed by both the student and the student’s advisor.

In order to register for in absentia, an in absentia request form signed by the student and the student’s advisor along with a paper registration form must be submitted to the GEPA two weeks before the first day of classes.

In Absentia Approval Link to section

Students approved for in absentia status within the United States should register for 999A for full-time enrollment (after the 90 credit hours have been obtained) or 595A for PhD research in absentia (before the 90 credit hours have been obtained).

Students approved for in absentia status outside the United States should register for 999B for full-time enrollment (after the 90 credit hours have been obtained) or 595B for PhD research in absentia (before the 90 credit hours have been obtained).

Health Insurance Link to section

Note that the default is to terminate health insurance for students in absentia. If a student would like to maintain health insurance while in absentia, it is essential that the student contact University Health Services (UHS).

Students studying outside the US should contact UHS to verify the effectiveness of University of Rochester insurance where they will be studying.

Residency Requirement Link to section

Excluding specially designated online programs, a minimum of one year (two consecutive semesters, excluding summers) in residence as a full-time student is required.

Note that departmental/program requirements may be more stringent, and thus necessitate continuous residence until work for the degree is completed.

Leave of Absence (LOA) Link to section

In certain circumstances, a student may be permitted to take a leave of absence from their degree program. Students on leave of absence do not perform active work towards their degree but maintain their place in the program. Leave of absence is not considered an active student status, and has implications for health insurance eligibility, loan deferments, and visa status. Periods of leave count toward the degree time limit. For any leave of absence, students should be aware of the following policies:

  • A leave of absence, once taken, must continue until the end of the relevant academic period (e.g., a leave taken at the start of the Fall semester must continue until at least the end of that semester).
  • It is considered less than half time for all reporting purposes.
  • This category does not satisfy the requirement that F-1 and J-1 international students maintain full-time enrollment and will require that students obtain advanced permission for a Reduced Course Load, if eligible.
  • It includes a relevant fee.
  • Students are not eligible for federal student loans.
  • Students are not eligible for University health insurance. Existing student health insurance coverage will continue until the end of the contracted semester but is not renewable after that period if the student is still on leave.
  • Though not an active student status, leaves of absence do fulfill the requirement of continuous enrollment.

If a student is interested in learning more about a Leave of Absence, they should submit the GEPA Change of Status Inquiry Form to arrange a meeting with a member of the GEPA staff.

Personal Leave of Absence Link to section

The Dean of Graduate Education may grant a leave of absence to a matriculated graduate student who has not yet completed all requirements for the degree. The leave will ordinarily be limited to one academic year, and students must pay the designated fee for each semester of leave. If a student does not return from leave at the end of one year, and has not received an extension from the Dean, the student may be withdrawn from the University.

Medical Leave of Absence Link to section

On occasion, a serious health problem may require a student to take a leave of absence. In that situation, students are permitted to take a leave for up to four years. Associated with this special consideration is the right of the University to determine (1) whether the leave is justified on medical grounds and (2) whether the student has recovered sufficiently to return at some point in the future. 
Any student who wishes to start a medical leave of absence mid-semester must petition the Dean of Graduate Education. The Dean will then ask the University Health Service (UHS) to review relevant health-related information, some of which may have to be provided by the student. The director of UHS (or his or her designee) will make a recommendation to the Dean regarding the appropriateness of allowing the student to take a medical leave of absence. The recommendation will be based on the seriousness of the health problem and the extent to which the health problem has interfered with the student’s coursework. Evidence of both is required.

The Dean will make the decision concerning the medical leave petition and will inform the student of that decision, including the effective date of the leave and any other conditions attached to it that are deemed appropriate to the circumstances of the particular case. Such conditions may include, for example, minimum and/or maximum length of time of the leave and/or requirements that must be met before the student can return from leave. Except in unusual situations, as determined by the school in its sole discretion, the petition to go on leave for medical reasons must be initiated by the student before the end of the semester in question. It is the student’s responsibility to communicate with their program and the Graduate Education office their plans for returning to the university or continuing on a leave. If a student goes more than a year without updating the Graduate Education office, the student may be withdrawn from the University. 

Process for Return from Leave Link to section

Students may return from leave at the beginning of a semester. This process should be initiated well in advance of the student’s intended return date. A student seeking a return from leave must meet the conditions (if any) specified by the type of leave and Dean of Graduate Education (or designee). The student must apply in writing to their program’s Director of Graduate Studies, who will forward the request to the Office of Graduate Education and Postdoctoral Affairs.

Students on medical leave must be reviewed by UHS, and a recommendation will be made to the Dean regarding the appropriateness of allowing the student to return. Except in unusual situations, the petition to return from medical leave of absence must be initiated by the student at least two and preferably three months before the expected date of return.

Withdrawal Link to section

Generally, withdrawing from the University signifies that a student does not intend to return at a later time. Students who intend to withdraw from their graduate degree program should submit the GEPA Change of Status Inquiry Form to discuss their plans with a member of the GEPA staff.

Readmission Link to section

If a student is interested in returning to the University of Rochester to complete their graduate degree program after being withdrawn, they may seek readmission. The process varies depending on the reason for their being withdrawn.

If a student chose to withdraw from their graduate program, or were withdrawn due to administrative reasons (e.g., failing to register for courses by the drop/add deadline), then the readmission process starts with the student securing a letter of support from their degree program indicating the program’s willingness to have the student re-enter the program. This letter should be sent to the GEPA office, along with the student’s preliminary registration plans for the next semester. The GEPA office will then file Change of Status paperwork with the Registrar.

If a student was withdrawn or dismissed due to poor academic performance or disciplinary reasons, they must submit a new application to the graduate program.