The Academic Integrity Policy for PhD students is governed by the Office of the Vice Provost for Graduate Education and applies to all PhD students on the Danforth campus, including dual degree students when one of the degree programs is a PhD program. 

ACADEMIC INTEGRITY POLICY - PHD (PDF)

The Academic Integrity Policy for Master’s students is governed by the Office of the Provost. 

ACADEMIC INTEGRITY POLICY - MASTERS (PDF)

For information regarding student academic records and privacy rights under the Family Educational Rights and Privacy Act of 1974 (FERPA), please visit the Office of the University Registrar's FERPA page.

Your student status may be changed by:

• change in full-time/part-time status
• degree completion
• leave
• withdrawal
• other

Please be aware that a change in student status may affect:​​​​

• support/fellowship/external funds (NSF, for example)
• tuition scholarships
• student health insurance
• immigration status
• student loan deferral
• income tax
• university-owned housing
• federal work study
• possibly other aspects of your life

The University will strive to protect, to the greatest extent possible, the confidentiality of students involved in matters of voluntary or involuntary leave. Because the University has an obligation to preserve the security of its community, the University cannot guarantee complete confidentiality where it would conflict with the University's obligation to investigate meaningfully matters which may threaten a student's health or safety or the safety and security of the University community. When some disclosure of the University's information or sources is necessary, that disclosure will be limited to the extent possible. Medical records of a student will be protected in accordance with the WashU Student Health Center Notice of Privacy Practices. The University will, to the extent permitted by law, keep confidential all records of Committee reviews. The records maintained by the Case Conference Committee will be available only to the Administrator and other University officials in accordance with FERPA. All records will be destroyed after a period of ten (10) years from the date of final decision on involuntary leave or the student's decision to take voluntary leave or ten years from the date of graduation or last semester of enrollment.

For information related to graduate courses and grading, including information about courses that are able to count toward a graduate degree and available grading options, please refer to the courses and grades policies in the appropriate “Academic Information” section of the OGS Bulletin (PhD Academic Information) (Master’s Academic Information)

Degree Candidacy Extension (DCE) refers to a non-enrolled status available, under exceptional circumstances, to full-time PhD students who have completed all PhD degree requirements with the exception of the dissertation. Please refer to the Vice Provost for Graduate Education policy on DCE for further information.

*Students admitted prior to the 2024-2025 Academic Year will have 5 years of DCE eligibility

Please consult the University Bulletin for the policy and process regarding one or more dissenting votes at a dissertation defense. 

The university has set up numerous programs that permit students to earn two graduate and/or professional degrees at the same time.

One of those programs, the Medical Scientist Training Program includes a PhD. Two of these programs, the Dual Master of Social Work/Master of Arts in Education and Dual Juris Doctor/Master of Arts in Women, Gender, and Sexuality Studies, include an MA degree. 

The English Language Program (ELP) offers courses, support, and assessment in academic and professional English Language. For additional information, including how OGS might support students in ELP courses, please see the following policy. 

English Language Program (ELP) Courses Policy

FULL TIME: Students enrolled for 9 or more units per semester are full-time students. Students enrolled in ASGS 9000 Full-time Graduate Research/Study or ASGS 9001 Full-time Graduate Research/Study in Absentia also have full-time status. Full-time status incurs the mandatory student health fee, defers student loans, and is required for internationals on student visas and also for those receiving University funding in the form of Fellowships, teaching assistantships, research assistantships, etc.

PART TIME: Students taking between 1 and 8 units of coursework who are not also registered for Full-time Graduate Research/Study do not qualify for full-time student status.

If a student receives a grade they believe to be unjustified, whether for a single assignment or for the course grade as a whole, they have the right to discuss any grade(s) with their instructor and to appeal the grade(s). (Students considering appealing their grades are welcome to consult with their advisor or the Office of Graduate Studies Student Affairs team; contact artscigrads@wustl.edu to connect with the Office of Graduate Studies Student Affairs team. Neither the advisor nor the Office of Graduate Student Affairs team may make any decisions with regard to the appeal, but they can inform students about possible options for approaching the appeal.) The full policy can be found in the OGS Bulletin (master’s students) (PhD students).

For information on when a student may be eligible for a grade of Incomplete and the procedures surrounding Incomplete grades, please see the OGS Bulletin (master’s students) (PhD students). 

PhD Students can discuss with their advisors individual courses available outside the discipline that may advance their research or professional goals.

Visit Inter-University Exchange Program

For information on the processes and policies surrounding probations and dismissals for academic reasons, please see the following document. 

Probation and Dismissal Policy

Students admitted to a graduate program in Arts & Sciences must maintain full-time continuous enrollment throughout the approved length of their programs. For policies related to registration and enrollment, please see the OGS Bulletin (master’s students) (PhD students). 

There is a residence requirement for all full-time graduate students in the Arts & Sciences. Please refer to the residence requirement policies for graduate students (full-time master’s degree students and PhD students) in the Bulletin. 

For information on the circumstances in which retaking a course is permissible, please see the OGS Bulletin (master’s students) (PhD students). 

There is a time limit for how long PhD students are eligible for enrollment at WashU. For details, please see the following University Bulletin page. 

Students working toward Arts and Sciences graduate degrees are entitled to all official University holidays. To the extent that responsibilities essential to the maintenance of research, such as replenishing liquid nitrogen stocks or feeding laboratory animals, must be done on University holidays, graduate students may be required to share in this responsibility.

Faculty mentors should approve other planned absences, and unplanned absences should be reported to them. “Faculty Mentors” in the graduate years are Program Directors, and Research Rotation or Dissertation Advisors, as appropriate.

The total amount of excused absence should be consistent with that of academic employees in the same area. (Assistantship or stipend payments are not subject to reduction as they represent agreed-upon financial aid.) Decisions regarding the granting of time off will not be based upon the existence of or source(s) of funding.

The program director or department chair should address disagreements between faculty mentors and students over absences. If the director cannot resolve the dispute, the Vice Dean of Graduate Studies, or their designee, will serve as the final arbiter.

Students who have completed graduate-level course work or a graduate degree at an institution prior to joining Washington University may request to transfer a portion of that credit toward the course work in their Washington University degree program.

Please refer to the Transfer Credit Policy in the OGS Bulletin (master’s students) (PhD students) for additional information. 

The university requires all university related travel outside the U.S. to be registered.

TRIP REGISTRATION

The Involuntary Leave of Absence Policy that applies to undergraduates was adopted to apply to all PhD students in 2014. 

Students who wish to suspend their graduate study should apply for a leave of absence by filling out the appropriate Time Away form in Workday Student. Detailed step-by-step instructions are available. Students are highly encouraged to first notify and work with their degree program. Leave requests will be routed to the Office of University Registrar for review and initial approval, after which they will be sent to the Office of Graduate Studies. A leave will not be granted for less than one semester or for more than one calendar year at a time. If a student requests a leave of absence beyond one year, the student’s status will be reviewed to determine whether an extended leave will be approved. Students already on leave who wish to extend their leave beyond one year must notify the Office of Graduate Studies, and their program.

A leave, with its loss of student status, may have implications in many areas which should be considered. These may include:

• Student Health Insurance
• Student loans and loan deferment
• Legal status for F-1 and J-1 student visas
• Student funding (fellowships, etc.)
• The right to rent University-owned housing
• Access to University facilities

If students will need to use Olin Library during the leave, this can be arranged by having their department send an email to the Circulation Library requesting their access to the library for the period of the leave.

TYPES OF LEAVES

• Students requiring a leave of absence for family/dependent care, military service, or other personal reasons should complete the Time Away form in Workday Student.
• Students needing a medical leave of absence should review the Medical Leave of Absence section of this page.
• Full-time graduate students in Arts & Sciences may request a New Child Leave to assume care for a new child.  

RETURNING FROM LEAVE

• At the end of any leave of absence, a student is reinstated into their program under the conditions prevailing at the time the leave was granted.
• All students returning from a leave of absence must be formally reinstated to their department or program. Please see the Reinstatement section of this page.
• There will be no reinstatement fee for students returning from approved leaves.

PLEASE NOTE

• Benefits and funding support will vary by school. Please refer to the policies of your home department
• All international students should consult with the Office of International Students & Scholars before applying for a leave of absence to determine how it may impact their visa status

ENROLLMENT STATUS

No Enrollment Status

PROCEDURES

• Academic & funding clock pause
• Student submits the request via Workday Student
• National Student Clearinghouse is notified of leave
• Approval required from the department and the Office of Graduate Studies
• LOAs are not counted as part of the student's program length 

STUDENT CONSIDERATIONS

• Students who are enrolled in the health/dental insurance plan may retain coverage through the end of the policy year if the LOA is taken after the first 30 days of the fall semester
• Arts & Sciences will not provide stipend support
• Depending on the date of the leave, students may or may not receive insurance subsidies

RETURNING FROM LEAVE

• At the end of any leave of absence, a student is reinstated into the Office of Graduate Studies under the conditions prevailing at the time the leave was granted.
• There will be no reinstatement fee for students returning from approved leaves.

NOTE

• All international students should consult with the Office of International Students & Scholars before applying for a leave of absence to determine how it may impact their visa status

PROCESS

Workday InstructionS

The purpose of medical leave of absence (MLOA) is to allow students to suspend their studies for the treatment of a condition which interferes with their ability to be successful in their graduate program. All medical leaves must be recommended by WashU Cares (WUC) for Danforth based students. The WUC detailed process for requesting a MLOA can be found here.  Once a student has secured the recommendation, they must follow the Workday process for requesting time away. 

ENROLLMENT STATUS

No Enrollment Status

PROCEDURES

• Academic & funding clock pause
• National Student Clearinghouse is notified of leave
• Both approval for the leave and reinstatement following the leave require a recommendation from Student Health Services
• MLOAs are not counted as part of the student's program length 

STUDENT CONSIDERATIONS

• Students may retain health/dental insurance based on enrollment of the previous team or if the student was enrolled for 30 days prior to the approval of the MLOA
• Arts & Sciences will not provide stipend support
• Depending on the date of the leave, students may or may not receive insurance subsidies

PROCEDURES FOR RETURNING FROM MEDICAL LEAVE

Danforth based students must follow the WUC process for returning from a MLOA. Clearance from your Health Services office is required for return from medical leave.

NOTE

• All international students should consult with the Office of International Students & Scholars before applying for a leave of absence to determine how it may impact their visa status

PROCESS

WUC MLOA Request

Workday Instructions

Students requesting a Medical Leave of Absence (MLOA) must first contact Student Health Services.

Full-time PhD students may request a New Child Leave to assume care for a new child. They should maintain their full-time student status. Please see the University Bulletin for additional information.

Students who are withdrawing from WashU with no intention of returning must submit the appropriate Time Away form in Workday Student. Detailed step-by-step instructions are available.   International students should contact their advisors in the Office for International Students and Scholars before taking this action so that they can understand all potential visa and student status implications.   

The Office of the Ombuds can provide confidential, impartial, informal and independent conflict resolution and problem-solving assistance to graduate students.

Washington University policies state that members of the University community can expect to be free from discrimination and harassment. Students, faculty, staff, and outside organizations working on campus are required to abide by specific policies prohibiting harassment, which are printed in the Appendix and posted on the Compliance & Policies page of the University’s website.

Occasionally a student may feel that they have a legitimate complaint regarding academic matters, or an interaction with a faculty member or peer. It is important that students and faculty have a common understanding of how such complaints should be expressed and resolved.

STUDENT GRIEVANCE POLICY

Curricular Practical Training (CPT) is work authorization available to F-1 internal students who participate in a training experience as part of a curricular requirement (OISS). To apply for CPT, please contact the Office of International Students and Scholars (OISS) to obtain a CPT application form. Follow the instructions on OISS’s “Curricular Practical Training (CPT)” webpage to complete the form and obtain departmental approval. 

Once the form is complete, the academic unit should submit it to the Office of Graduate Studies via the ArtSci Portal. Requests must be submitted no later than the first day of the semester in which the CPT will occur, through earlier submissions are encouraged. Requests must abide by the Part-Time Employment policy. 

Full-time Arts & Sciences graduate students must adhere to university policy on part-time employment

Part-Time Employment Policy

When one partner to a consensual romantic, dating or sexual relationship holds a position of academic or professional authority with respect to the other partner in connection with their University roles, the potential may exist for favoritism, breach of trust, abuse of power, or conflicts of interest. Such situations may also raise questions concerning the consensual nature of the relationship.

To avoid those potential concerns, the University requires that when a consensual relationship exists or has existed in which one partner currently holds a position of academic or professional authority with respect to the other partner in connection with their University roles, the partners must promptly report the situation to their supervisor, department chair or dean and arrangements must be made to eliminate the position of authority.

For purposes of this policy, a person holds a “position of academic or professional authority” in situations including, but not limited to, those in which that partner controls or has influence over the other’s employment, assignments, evaluation, recommendation, compensation, discipline, admission, coursework, grading, financial aid, research funding, extracurricular participation, dissertation supervision, and other forms of control or influence over academic or professional matters.

Violation of this policy may result in a range of remedial and disciplinary actions, including but not limited to mandatory training or counseling, reprimand, probation, suspension, loss of privileges, demotion, expulsion, dismissal or termination. 

Nothing in this policy is intended to abridge the rights of faculty as outlined in the Washington University Policy on Academic Freedom, Responsibility, and Tenure.

The University prohibits consensual relationships between undergraduate students and faculty members, and between undergraduate students and employees in administrative or staff roles having broad authority over undergraduate students (e.g., deans and other senior administrators, coaches, academic advisors), regardless of whether the faculty or employee holds a specific position of academic or professional authority with respect to the student.

See Employment of Relatives policy in the Employee Handbook and the Discrimination and Harassment policy.

Please contact the Office of Human Resources, Apryle Gladney for questions about this policy.

VIEW DISCRIMINATION AND HARASSMENT POLICY