Graduate School Policies and Procedures

Chapter One – Administration of Graduate Programs

Executive Authority and Responsibilities of the Graduate School

Under the authority of the provost, Graduate School administration rests with the dean of the Graduate School and vice provost for graduate education and the vice provost’s designees in consultation with the Faculty Senate’s Graduate Studies Committee and Professional Health Sciences Committee. The policies and procedures of the Graduate School are designed to give structure and consistency to all of WSU’s graduate academic programs systemwide.

Requests for policy exceptions must be submitted in writing through the Graduate Research Management (GRM) module in myWSU by the student’s graduate academic program. Once received in the GRM, the dean of the Graduate School and vice provost for graduate education will consider the request.

The specific policies and procedures of individual departments and programs (as described in the program’s bylaws and Graduate Student Handbook) may be more prescriptive if they do not conflict with the Graduate School policies and procedures. The Graduate School Forms website contains all forms referred to in this manual.

Following the Council of Graduate School’s best practices in graduate education, the Graduate School identifies numerous broad areas of responsibility. These are to:

serve as an advocate for graduate students;
articulate a vision of excellence for the university’s graduate education enterprise, including standards for faculty, students, curriculum, and research direction;

provide oversight for the quality control for graduate education;
maintain equitable standards across all academic disciplines;
define the standards of graduate education (i.e., to determine instructional and other features of graduate courses, curricula, etc., that distinguish them from undergraduate or continuing or professional education);
provide an institution-wide perspective for all post-baccalaureate endeavors;
provide an interdisciplinary perspective;
enhance the intellectual community among faculty and graduate students;
serve as an advocate for graduate education;
emphasize the importance of adequately training the future professoriate;
develop ways for graduate education to contribute to and enhance undergraduate education;
provide (or support the provision of) graduate student services; and
serve as an advocate for issues and constituencies critical to the success of graduate programs, especially integrity in research, scholarship, and creative activities; and values and ethics in graduate education and scholarly work.

These broad responsibilities are carried out in various activities related to programs, faculty, students, administration, and external constituents.

Because of the unique nature and requirements of many professional and professional degrees (e.g., D.V.M, M.B.A., M.D., M.H.A.L., D.N.P., and Pharm.D.), various aspects of these programs may be administered by entities other than the Graduate School but still fall under the purview of the dean of the Graduate School and vice provost for graduate education. The following table provides a general summary of how these degrees are administered.

DEGREE PROGRAM	ADMISSIONS	ACADEMIC OVERSIGHT ¹	PROGRAM & COURSE APPROVAL BY FACULTY SENATE	GRADUATION CLEARANCE	ADDITIONAL PROGRAM EVALUATION ²
Ph.D., Ed.D. Master’s Degrees Graduate Certificates	Graduate School/ Programs	Graduate School/Programs	Graduate Studies Committee	Graduate School	Graduate School
D.N.P. Doctor of Nursing Practice	College of Nursing	College of Nursing	Professional Health Sciences Committee	Registrar’s Office	External Accreditation Association
D.V.M. Doctor of Veterinary Medicine	College of Veterinary Medicine	College of Veterinary Medicine	Professional Health Sciences Committee	Registrar’s Office	External Accreditation Association
M.B.A. Master of Business Administration	College of Business	College of Business	Graduate Studies Committee	Registrar’s Office	External Accreditation Association
M.D. Doctor of Medicine	College of Medicine	College of Medicine	Professional Health Sciences Committee	Registrar’s Office	External Accreditation Association
Pharm.D., Doctor of Pharmacy	College of Pharmacy and Pharmaceutical Sciences	College of Pharmacy and Pharmaceutical Sciences	Professional Health Sciences Committee	Registrar’s Office	External Accreditation Association
M.H.A.L. Master of Health Administration and Leadership	College of Medicine	College of Medicine	Professional Health Sciences Committee	Registrar’s Office	External Accreditation Association
¹Appeals of college-level decisions due to procedural irregularities may be made to the dean of the Graduate School and vice provost for graduate education. ²All programs are subject to evaluation by the Office of the Dean of the Graduate School and Vice Provost for Graduate Education.

Programs

The Graduate School has four principal functions related to programs. The first is to review and recommend proposals for new, revised, and extended programs. Typically, the review process focuses on whether the proposal conforms substantively to the curricular and other standards established by the university and whether the program could be competitive in its field.

The second function of the graduate school is to develop new programs. One of its roles is facilitating new intellectual—and frequently interdisciplinary—pursuits. Given significant barriers to entry and the high costs associated with failure, it is incumbent upon the Graduate School to facilitate the development of academically competitive, marketable, and feasible programs, including fiscal feasibility.

The third function is to assess existing programs. The Graduate School coordinates the annual reporting process for assessing student learning outcomes for graduate programs. Student assessment practices are reviewed during the program review process.

The fourth function of the Graduate School is to establish academic standards. These include admission standards, minimum course requirements, definitions of good standing, the format of preliminary and final exams, and the format of theses and dissertations.

Students

Most of the graduate school’s daily activities relate to graduate students. WSU has a centralized graduate admissions process to ensure processing consistency and minimum standards for all applicants.

In addition to admissions, the Graduate School is also responsible, in part, for student recruitment. This responsibility is collaborative between the Graduate School, colleges, departments, and programs. The Graduate School recognizes that program faculty are essential to recruiting and maintaining a healthy and sustainable graduate student body and that they recommend applicants for admission to their programs.

Mentoring. Graduate program faculty members have the final responsibility for mentoring students through the timely completion of their degrees. However, monitoring academic progress is also an essential role of the Graduate School. This oversight includes setting policies such as minimum enrollment or registration requirements, minimum GPA, leaves of absence, maximum time to degree, etc. The Graduate School tracks individual student progress, notifying departments and students of upcoming time limits and progress of academic milestones. All students must have their academic and research progress evaluated and reported annually. Any situation that might negatively impact a student’s timely progress to degree must be promptly reported to the Graduate School.

Advocacy. Although the Graduate School does not itself deliver all student services to graduate students, it is the principal advocate for all graduate students in the WSU system regardless of location, and, as this advocate, it actively pursues fair and responsible treatment of graduate students in all offices, departments, and programs of the university. The Graduate School may be involved in activities including but not limited to academic and financial counseling of students; student development and enrichment activities, such as orientation; career counseling and placement services, including interview preparation; and student professional development in such areas as responsible conduct of research, proposal development. The Graduate School needs to maintain communication with any administrative unit or student organization across the WSU system that may impact graduate student retention and must have clear policies and procedures in place for handling student grievances against faculty, staff, and other students.

Faculty

The dean of the Graduate School and vice provost for graduate education supports an academic environment where graduate students have appropriate opportunities to excel in research, scholarship, and creative activities. For this reason, the Graduate School is also interested in and involved in faculty development in coordination with the Office of the Provost. The Graduate School supports new faculty orientation and provides opportunities for new faculty to understand supported best practices and policies for mentoring their students. The Office of the Dean of the Graduate School and Vice Provost for Graduate Education engages faculty in discussion of interdisciplinary research that could result in training opportunities that increase the overall competitiveness of graduate study at the university. The dean of the Graduate School and vice provost for graduate education defines the roles of the Faculty of the Graduate School regarding participation on graduate advisory committees as described in Chapter 1.4.1.3. Through their bylaws, graduate programs define further faculty scope in graduate programs, such as graduate-level teaching and chairing graduate advisory committees.

Administration

The Graduate School is integral to the university’s leadership by participating in strategic planning, budgeting, and assessment. Thus, it fosters an environment for world-class research, scholarship, creative activities, and graduate education.

Activities include the following:

Providing leadership in moving the university forward with strategic initiatives related to graduate education and research.
Supporting graduate program assessment activities.
Coordinating, supporting, and reporting on graduate program student assessment.
Developing and promoting new initiatives and programs to foster excellence in graduate education.
Developing new revenue sources to support and enhance graduate education.
Initiating and nurturing relationships with various external constituents to support and promote graduate studies.
Advocating for graduate students and ensuring a positive education experience.
Coordinating budgetary issues for graduate education with the central administration.
Increasing applicant and admission pools with well-qualified individuals.
Improving yields for inquiry, applications, and enrollments, particularly in strategic areas of excellence.
Improving graduate student retention rates.
Increasing the number of entering high-achieving domestic and international student scholars [for example, Fulbright Scholars and Achievement Rewards for College Scientists (ARCS) Scholars].
Developing competitive stipends and programs to attract and retain the highest qualified graduate students.
Taking an active role in graduate student health insurance planning, budgeting, and collaborating with Cougar Health Services to obtain the most competitive and comprehensive insurance plan for graduate students.
Developing policies and procedures based on best practices in graduate education to support and sustain graduate recruitment and programming.
Developing partnerships with academic units to promote the recruitment and retention plan.
Encouraging and supporting departments and programs to develop new funding sources to support graduate students.
Providing departments and programs with centralized information technology tools and platforms to assist them in the recruitment and admission process and in retaining current students.
Collecting, analyzing, and disseminating data related to graduate students, faculty, and programs, frequently in collaboration with Institutional Research.

External Constituents

Faculty and staff in the Office of the Dean of the Graduate School and Vice Provost for Graduate Education are active in the regional and national professional associations concerned with graduate education. The dean of the Graduate School and vice provost for graduate education also keeps contact with legislators interested in education and with institutional trustees, coordinated through appropriate channels in the university and in accordance with limitations or provisions of state law. The role of the dean of the Graduate School and vice provost for graduate education in fundraising includes contact with alums, other regional and national stakeholders, and funding agencies and foundations.

Administrative Structure of the Graduate School

WSU is a large and complex public land-grant research university with faculty engaged in graduate education across the state and our system campuses. However, WSU has one Graduate School, and the responsibility and authority for graduate education resides in the Graduate School. The Graduate School is committed to standards of flexibility, rigor, quality, and access that facilitate graduate education at all levels throughout our state. Each graduate program is responsible for setting curriculum and examinations, selecting faculty to participate in its graduate program, recruiting students, and monitoring student progress. These efforts should be coordinated, and whereas they may be principally housed in one location, ample communication among participating faculty and the Graduate School will help ensure high-quality graduate student experiences irrespective of location.

Dean and Vice Provost & Administrative Team

The dean of the Graduate School and vice provost for graduate education, in conjunction with the associate/assistant deans and associate/assistant vice provosts within the Graduate School, serve as the administrative team for the Graduate School. They administer graduate programs throughout the system, following the policies and procedures established by the Faculty Senate’s Graduate Studies Committee and Professional Health Sciences Committee.

Staff

The Graduate School staff provides administrative, financial, technical, marketing, fundraising, and data support to the vice provost and associate or assistant vice provosts. Graduate School staff also work directly with students, graduate programs, and administrative units to assist with any functions overseen or facilitated by the Graduate School.

Graduate Education Council

The Graduate Education Council (GEC) serves as the formal advisory body and primary communication conduit between the Graduate School and each campus and college. The GEC is comprised of faculty liaisons designated by campus chancellors (such as vice chancellors for graduate education and research) and college deans (such as associate deans for graduate education and research). This council provides a systemwide perspective on graduate education at WSU, facilitating communication across all levels of university leadership and offering valuable input on policies, initiatives, and strategic priorities to ensure alignment with institutional goals and the evolving needs of graduate students and faculty.

Graduate Faculty Representatives

Select faculty members from the Faculty of the Graduate School are invited to participate as Graduate Faculty Representatives (GFRs). Faculty serving as a GFR represent the Graduate School in preliminary or final examinations to ensure proper policies and procedures are followed. Although any member of the WSU Community may request a GFR for a first exam, a GFR is mandatory for all second examinations.

Faculty Senate Governance

The Faculty Senate carries out its governance responsibilities for graduate education through two standing committees: the Graduate Studies Committee and the Professional Health Sciences Committee. These committees play crucial roles in shaping policies, procedures, and standards related to graduate programs at Washington State University. Each committee’s charge, composition, and function is found on the Faculty Senate website.

Governance of Graduate Programs

All graduate programs are required to have bylaws on file with the Graduate School. Master’s and doctoral programs within the same discipline may share common bylaws if there is substantial overlap in program goals and requirements. Certificate programs do not require bylaws.

For a program to offer a degree and advertise that degree as being offered at a specific campus (or campuses, including Global Campus), the degree must be officially approved through the Faculty Senate and the Board of Regents process and by the Northwest Commission on Colleges and Universities (NWCCU), WSU’s accrediting body. In addition, the Department of Education must approve the degree if students in the program are to be awarded financial aid. Some programs may also require approval from their specific national accreditors. Graduate program faculty may be physically located at other campuses and function as major advisors at those sites. Campuses and research extension centers that participate in delivering a program (e.g., offering courses, faculty functioning as major advisors, and sites for research) but are not officially approved to offer the degree are called supporting sites.

Program bylaws for a new or existing graduate program must follow Graduate School Policies and Procedures and be approved by the program’s graduate program faculty. Bylaws regarding committee membership must conform to the minimum requirements outlined in Graduate School Policies and Procedures but may be more stringent based on program needs. For example, a program may restrict eligible graduate program faculty to being only within the tenure track.

The mechanisms for graduate program faculty to amend program bylaws are to be specified in the bylaws of that program. All amendments must go through the process described above and be updated to be consistent with the bylaws template.

The Graduate School provides graduate program bylaw guidance. If requested, the Graduate School can provide an informal review of a program’s bylaws before they are submitted for approval by the graduate program faculty.

Graduate Program Participants

Each graduate program will designate a program director and a graduate coordinator with duties and responsibilities as outlined below. In some cases, the program director may also fill the role of the graduate program coordinator. All faculty eligible for participation as advisory committee chair for graduate programs within the university (as defined by Graduate School policies below) are eligible to apply for participation in any graduate program within the university. Therefore, the bylaws for each graduate program should clearly delineate the criteria by which such participation will be reviewed and continued or discontinued.

Responsibilities of the Graduate Program Director

The Graduate Program Director is a faculty member who provides overall academic and administrative leadership for the graduate program. Key responsibilities include overseeing the development of program policies and curricula, recruiting and admitting students, advising graduate students, overseeing program assessment, coordinating graduate activities within the program, representing the program’s interests to university leadership, and presiding over graduate faculty meetings. The graduate program director is also typically delegated signatory authority on admission decisions, program changes, and graduate student paperwork by the department chair or school director. Due to this scope, the graduate program director may also be the associate chair or associate director of graduate studies. Upon student entry, the graduate program director and graduate program committee provide interim advising until permanent advisor assignments.

Responsibilities of the Graduate Program Coordinator/Graduate Academic Coordinator

The Graduate Program Coordinator/Graduate Academic Coordinator is commonly a staff position supporting the Graduate Program Director in administering the program. Essential functions include assisting faculty with recruitment, admissions, assessment, curriculum updates, tracking student progress, and guiding students on policies and requirements. To facilitate operations, the program coordinator manages daily activities, record-keeping, and Graduate School coordination. The program coordinator enables the Graduate Program Director to focus on academic leadership by handling crucial administrative work. The Graduate Program Director may also fulfill the coordinator role in smaller units.

Faculty of the Graduate School

The Faculty of the Graduate School consists of faculties of graduate programs of academic colleges that have placed the administration of their graduate program under the Graduate School. An appointment to the Faculty of the Graduate School applies only to the membership of graduate advisory committees. The Faculty of the Graduate School membership includes Graduate Faculty, Associate Graduate Faculty, and Auxiliary Graduate Faculty, with roles defined below and summarized in the table following Chapter 1.4.1.3.4.

The updated roster of the Faculty of the Graduate School will be posted as soon as possible in the fall semester of each year. The bylaws of individual departments and programs may be more prescriptive in defining the membership of graduate program faculty (see Chapter 1.4.1.3.4 below) than these Graduate School policies, but not less so. Membership in each unit’s graduate program faculty is determined by the unit’s bylaws.

Graduate Faculty Membership

The Graduate Faculty consists of tenure-track faculty who demonstrate ability and continuing interest in conducting research and whose academic duties commonly involve research expectations and instruction or supervision of graduate students.

The Graduate Faculty will be appointed by the dean of the Graduate School and vice provost for graduate education after confirming the faculty member’s WSU tenure-track appointment and terminal degree. All tenure-track faculty are expected to be part of the Graduate Faculty.

Members of the Graduate Faculty will approve programs of study leading to advanced degrees, chair or serve on students’ graduate advisory committees, establish policies and procedures for the graduate program, recommend candidates for advanced degrees, and perform other duties related to graduate education.

All faculty members who hold tenure-track appointments at the university will be automatically reappointed annually to the Graduate Faculty following confirmation of the faculty member’s continued appointment at WSU. Tenure-track emeritus faculty will maintain Graduate Faculty membership.

Associate Graduate Faculty Membership

The Associate Graduate Faculty consists of career-track faculty and short-term track faculty from USDA and PNNL who demonstrate ability and continuing interest in conducting research and may be involved in graduate education. Thus, not all faculty in these tracks are qualified for an appointment to the Associate Graduate Faculty.

The Associate Graduate Faculty will be appointed by the dean of the Graduate School and vice provost for graduate education after establishing their WSU appointment and terminal degree and after nomination by the oversight authority (i.e., chair or director) of the faculty member’s unit. The nomination must include the faculty member’s current CV and a nomination memo that includes a short description of the faculty member’s involvement in research and a rationale for inclusion as a member of the Associate Graduate Faculty. Regardless of sub-track (e.g., career track in a research sub-track), nominations by the oversight authority must be made for an Associate Graduate Faculty appointment. The final appointment is contingent upon Graduate School review and approval by the dean of the Graduate School and vice provost for graduate education.

Members of the Associate Graduate Faculty will approve programs of study leading to advanced degrees, chair, co-chair, or serve on students’ graduate advisory committees, establish policies and procedures for the graduate program, recommend candidates for advanced degrees, and perform other duties related to graduate education.

Once appointed to the Associate Graduate Faculty, career-track and short-term track faculty members will remain on the roster for five years through an automatic reappointment annually, following confirmation of their continued appointment at WSU, unless otherwise specified by the chair or director of the faculty member’s unit. After five years, another review of the CV and renewal memo must be completed before another five-year appointment is granted to career-track Associate Graduate Faculty members. Career-track emeritus faculty will maintain Associate Graduate Faculty membership on a five-year renewal cycle.

Auxiliary Graduate Faculty Membership

The Auxiliary Graduate Faculty consists of short-term track adjunct or adjoint faculty who demonstrate ability and continuing interest in conducting research and may be involved in graduate education. Thus, not all adjunct or adjoint faculty are qualified for an appointment to the Auxiliary Graduate Faculty.

The Auxiliary Graduate Faculty will be appointed by the dean of the Graduate School and vice provost for graduate education after establishing their WSU appointment and terminal degree and after nomination by the oversight authority (i.e., chair or director) of the faculty member’s unit. The nomination must include the faculty member’s current CV and a nomination memo that includes a short description of the faculty member’s involvement in research and a rationale for inclusion as a member of the Auxiliary Graduate Faculty. The final appointment is contingent upon Graduate School review and approval by the dean of the Graduate School and vice provost for graduate education.

Members of the Auxiliary Graduate Faculty will approve programs of study leading to advanced degrees, co-chair and serve on students’ graduate advisory committees, and perform other duties related to graduate education. Also, according to section I.B.1.d.4 of the Faculty Manual, adjunct and adjoint faculty are eligible to co-chair graduate advisory committees.

Once appointed to the Auxiliary Graduate Faculty, members will remain on the roster for three years through an automatic reappointment annually, following confirmation of their continued appointment at WSU, unless otherwise specified by the chair or director of the faculty member’s unit. After three years, another review with a CV and renewal memo must be completed before another three-year appointment is granted to an Auxiliary Graduate Faculty member.

Graduate Program Faculty.

The graduate program faculty consists of all faculty members of a unit who contribute to graduate education, including those who are not in the Faculty of the Graduate School.

Graduate program faculty who are not members of the Faculty of the Graduate School may have the opportunity to serve as additional members of a student’s advisory committee, but this is on an ad hoc basis. The graduate program director must nominate the individual for this role to initiate this process. This nomination is then submitted to the dean of the Graduate School and vice provost for graduate education, who has the authority to make the final decision regarding the appointment. The nomination package must include a current curriculum vitae of the nominee and a completed nomination memo. This package is submitted through the GRM system and should be accompanied by either the Program of Study form or the Change of Committee form, as appropriate. For detailed information on the specific composition requirements of advisory committees, please refer to Chapter 7.2 for Master’s Degree Requirements and Chapter 8.2 for Doctoral Degree Requirements.

Graduate program faculty membership eligibility is determined by each graduate program as specified in that program’s bylaws and in compliance with current Washington Administrative Code Regulations (WAC 250-61-100). The term “graduate program faculty” is used with this meaning throughout this Graduate School Policies and Procedures Manual.

Membership and Roles of the Faculty of the Graduate School
						Allowed Committee Roles¹
	Appointment	Ranks	Initial Nomination²	Term	Renewal Nomination	Chair	Co-chair	Serve
Graduate Faculty	Tenure Track	Assistant, Associate, Full, Regents, Emeritus Professor	Automatic	Annual	Automatic	✔	✔	✔
Associate Graduate Faculty	Career Track	Assistant, Associate, Full, Emeritus Professor	By chair or director	Five years	Renewed every five years, nomination by chair or director	✔	✔	✔
Associate Graduate Faculty	USDA, PNNL	—	By chair or director	Five years	Renewed every five years, nomination by chair or director	✔	✔	✔
Auxiliary Graduate Faculty	Short-term Track	Adjoint³	By chair or director	Three years	Renewed every three years, nomination by chair or director		✔	✔
Auxiliary Graduate Faculty	Short-term Track	Adjunct³	By chair or director	Three years	Renewed every three years, nomination by chair or director		✔	✔

¹ The WSU Faculty Manual and the individual graduate program bylaws define graduate committee roles for all but Graduate Faculty. Individual graduate program bylaws may be more prescriptive and limit these roles.

² Chair or director refers to the chair or director of the academic unit (e.g., department or school).

³ The Faculty Manual defines adjoint and adjunct faculty participation on graduate student committees in section I.B.1.d.

Expectations of Faculty Advisors and Mentors

Successful graduate programs have dedicated faculty and systems for advising and mentoring graduate students who need sound advice throughout their careers. These students deserve guidance from faculty whose interests go beyond the advisor-director role to teacher and mentor. Departments and programs are responsible for encouraging and ensuring effective mentorship for graduate students during their studies.

A mentor assists scholarly development, contributes to intellectual stimulation, and fosters professionally enriching relationships with graduate students. A faculty mentor is a peer-to-be who encourages and supports independent development and nurtures a transition from graduate student to colleague through insightful guidance, trust, and mutual respect. Students should expect mentors to interact with them regularly, providing the guidance, advice, and intellectual challenge necessary to help them complete their degree programs.

Graduate students should expect that advisors and mentors will do the following:

interact professionally and civilly consistent with university policies governing nondiscrimination and sexual harassment;
create an ethos of collegiality in classroom, laboratory, or studio supervisory relations that stimulates and encourages students to learn creatively and independently;
develop a clear understanding of specific research expectations and responsibilities, including timelines for completion of theses or dissertations;
provide verbal or written comments and evaluation of student’s work and progress toward degree in a timely manner;
discuss laboratory, studio, or departmental authorship policy with graduate students in advance of entering into collaborative projects and
acknowledge student contributions to research presented at conferences, in professional publications, or in applications for copyrights and patents.

Graduate School Policy

Establishment of Policies

Graduate School policy is established and changed by action of the dean of the Graduate School and vice provost for graduate education after review and approval by the Faculty Senate, with oversight by the provost and the president. Periodic updates to these policies and procedures will be made in the spring before the fall semester when they become effective. Changes required by law will be made immediately with the appropriate notification to the Faculty Senate, provost, and president. Recommendations for policy changes should be emailed to the vice provost of graduate and professional education or submitted through the WSU Faculty Senate process via the Graduate Studies Committee or the Professional Health Sciences Committee.

The graduation requirements of the Graduate School, which must be met for completion of a graduate program, are those published in the Graduate School Policies and Procedures in effect at the time of the student’s initial admission as a regular or provisional student. Departmental requirements are those in effect at the time the student files a Program of Study.

If a student is dismissed from the university, they must meet the Graduate School requirements in place at the time of their re-admission. Modifying certain aspects of Graduate School policy may be necessary to conform to legislation enacted by the State of Washington.

Exceptions to Policy, Petition Process, Accommodations

Any request for an exception to policy for an individual student should be submitted in writing through the major professor and chair of the major graduate program, by the program’s graduate coordinator via the Graduate Research Management (GRM) module in myWSU, to the dean of the Graduate School and vice provost for graduate education, who may then act upon the request. A petition process is available for a graduate student to petition for changes in course enrollment and academic calendar deadlines for the student’s individual program. A Petition form is available on the Graduate School forms website.

Examinations: A student, department chair, graduate program director, advisory committee member, or any other concerned member of the WSU community may request an independent observer appointed by the Graduate School for any graduate student examination. The name of the individual making the request will be held confidential. All such requests will be fulfilled by drawing on a Graduate Faculty Representative (GFR) who has agreed to serve in this role and have received appropriate training. During the scheduling process, the Graduate School will notify the student, advisory committee, and department chair or program director when a GFR has been assigned to an exam.
Examination (Preliminary and Final) Failure: If the first examination is failed, the student may take a second and final examination without petition. The Graduate School will send a Graduate Faculty Representative to preside over the second examination to protect the rights of the student, faculty, and program and to ensure that the appropriate procedures are followed for a second examination. The Graduate School’s examination procedures must be followed to schedule the second examination. If the student fails the examination a second time, the student will be dismissed from the Graduate School. The student may appeal the decision by filing a formal grievance with the Graduate School.

Institutional Responsibility to Current Graduate Students

If a degree program is discontinued, the university will make every effort to assist currently enrolled graduate degree aspirants in completing their degrees within a reasonable period (see section 5.4.8 of the Educational Policies and Procedures Manual). To facilitate this process, the chair or director in the graduate program, department, or school (or the appropriate dean) may do the following:

encourage students to complete requirements in a similar or related degree track;
waive or substitute departmental degree requirements (except the minimum total hours required); or
permit students to take courses or conduct research at another institution when approved by the student’s advisory committee and the Graduate School.

All financial obligations are the individual student’s responsibility, except as otherwise noted in these policies and procedures.

Compliance and Civil Rights Compliance

WSU prohibits sex discrimination in any education program or activity that it operates in compliance with Title IX. Inquiries regarding Title IX and reports of sex discrimination can be directed to the WSU Title IX Coordinator.

WSU does not discriminate and prohibits discrimination on the basis of sex, race, color, national origin, disability, age, religion, creed, genetic information, marital status, protected veteran/military status, or immigration or citizenship status in any education program or activity that it operates in compliance with Title IX and other civil rights laws and regulations. Inquiries regarding Title IX, ADA, or other civil rights laws, as well as reports of discrimination can be directed to the Compliance and Civil Rights, WSU ADA Coordinator, or WSU Title IX Coordinator.

More information on WSU’s policies and procedures to respond to discrimination and harassment are available here: Nondiscrimination statement.

Graduate and Professional Student Academic Grievance and Appeal Processes

Programs and departments should contact the Graduate School for advice on the appropriate office(s) to contact and process to follow regarding graduate student conduct and academic issues. There is no grievance process for applicants denied admission to a graduate program.

Many avenues are available to WSU graduate students to resolve differences that may arise while pursuing an advanced degree. For issues related to academic progress and other complaints by current graduate students, the graduate student complaint and grievance processes may involve several steps depending on the nature of the issue. If a graduate program has its own grievance procedures, they should be followed before using the Graduate School’s grievance procedures. The operational principle that should be followed is maintaining open communication at the most immediate point of access and working upward from there when appropriate. As such, the student should work with the designated major professor or advisor to resolve matters if possible. The next level would be the program director, department chair, or school director. There are, of course, cases in which this isn’t easy. In these cases, graduate students should make an appointment with one of the associate or assistant vice provosts of the Graduate School for further advice. An important role of the Graduate School is to serve as an impartial arbitrator in these matters and provide guidance to students and faculty that would result in the student continuing in good academic standing.

Professional students (D.V.M, D.N.P., M.B.A., M.D., M.H.A.L., and Pharm.D.) should follow the grievance process established by their college. If they believe there were procedural or policy irregularities in the grievance process, they may appeal the decision of the college dean to the dean of the Graduate School and vice provost for graduate education. The vice provost will consider only whether the college followed all procedural and policy requirements.

Complaint, Grievance, and Appeal Procedures can be found in Chapter 12, Graduate Student Rights and Responsibilities.

Electronic Signatures on Graduate School Forms

Proxy signatures (someone signing for another individual), whether physical or electronic, are unacceptable unless the proxy has a signed authorization from the individual for whom the proxy is signing. Such documentation must be attached to the form with the proxy signature.

E-signatures are allowed by the Graduate School to process most internal Graduate School student forms/processes provided they comply with the policies outlined in BPPM 90.50, 90.51, and this section. An e-signature is an electronic sound, symbol, or process attached to or logically associated with an electronic record and executed or adopted by a person intending to sign the record. Using any form of e-signature is binding for the individual signing the document and will be accepted by the Graduate School as such. The electronic signature must be connected to the approved action either by attaching the form requiring a signature to the electronic signature or by providing details of what is being authorized in the sender’s email (such as date, time, and place for an examination, as well as faculty member’s location during the exam).

Examples of acceptable and unacceptable e-signature formats include the following:

A name typed at the end of an email message by the sender, sent from the sender’s WSU account, is acceptable. Professionals not associated with WSU can send an email from their work account, provided it requires an ID and password.
A click on an “I accept” or “Submit” button or selecting and saving a status of “approved” from a dropdown menu in a system that requires an ID and password (i.e., myWSU) is acceptable.
Electronic signature processes associated with Adobe Acrobat files, which track the signature process in a final audit report, are acceptable.
Electronic signatures generated by software packages that do not provide such process tracking in the form of a final audit report are not acceptable.
A digitized or scanned image of an individual’s signature that the individual has placed on the form is acceptable if the image is used only by that individual. For scanned or digitized signatures, there must be an email record, as in item 1, held in the department, which confirms the authenticity of the scanned signature.
A name typed on the form’s signature line without further authentication, as described in item 3, is unacceptable.

Note: Scans and faxes of forms that contain original signatures are considered original signatures; however, the originating department or individual should keep the original form on file.

Chapter Two – Classification of Graduate Students

Advanced Degree Candidates

Regular Degree-Seeking

This classification is for students admitted to the Graduate School with previous coursework averaging a 3.0 GPA or higher. This cumulative grade point average is taken from the graded undergraduate work or the graded graduate study of six or more semester hours taken after receiving the bachelor’s degree. International students in this classification must have a grade point average equivalent to a U.S. grade of “B” or better in the last two years of coursework.

Provisional Degree-Seeking

This classification is for applicants whose previous work, as defined above, is below a 3.0 GPA or who do not meet the other minimum qualifications (e.g., language proficiency) for admission. Provisional status may be granted during the admission process because of specific program recommendations or other indications of outstanding potential.

For applicants who are considered under provisional admission, the following alternative standards may apply:

Preparation for graduate study in a discipline, which may include:
- Relevant undergraduate coursework and demonstrated capability in core or required coursework;
- In-depth knowledge of the subject matter;
- Exceptional artistic talent indicated by portfolio, recital, or audition;
- Successful work experience and demonstrated professional development over years; or
- Documentation of exceptional laboratory or methodological skills.
A written statement of career objectives and reasons for pursuing graduate studies.
Letters of recommendation from individuals qualified to evaluate the applicant’s academic record and potential.
Evaluation of the quality of the undergraduate institution the applicant attended and the undergraduate academic history.
Personal interviews with the applicant.

An individual admitted to the Graduate School as a provisional degree-seeking student must maintain a 3.0 GPA or higher throughout their graduate coursework; auto-reinstatement for first-semester students with a GPA between 2.75 and 2.99 does not apply to provisionally admitted students. If a provisionally admitted student falls below a 3.0 GPA in the first semester of study, the program may choose not to reinstate the student.

Non-degree Seeking Graduate Students

Not Advanced Degree Candidate (NADC)

This classification is for students with a baccalaureate degree who apply to a graduate program but are not recommended for admission at the time of application. Generally, applicants are advised to the NADC classification by the graduate program because the program has determined that the applicant is not academically prepared and that additional preparatory work is necessary before the applicant is considered for admission. Admission as NADC does not obligate the graduate program to admit the student to a degree program at a later date.

Students may be admitted as an NADC with less than a 3.0 cumulative GPA but must maintain a 3.0 GPA once admitted. These students may take any course for which they have the prerequisites except those at the 700- or 800-level.
For additional information on coursework taken in the NADC classification and time limits on such coursework, see Chapter 4.3.1.

Graduate Certificates

Graduate certificate students not concurrently enrolled in a regular graduate program are classified as non-degree-seeking students.

Students enrolled in graduate certificate programs:

are expected to meet all course requirements, fully participate in all course activities, and complete all assignments, exams, projects, and other requirements to earn credit and a grade;
are expected to maintain a minimum 3.0 GPA requirement while enrolled as a part-time certificate student;
may use university services, such as the library, technology, and bookstore;
are not eligible for all services provided to degree students who pay comprehensive fees, such as enrolling in independent study, research and project course credit, research/dissertation credits, final examinations, or similar coursework designed for degree-seeking students (i.e., 700, 701, 702, or 800 credits); and
in most cases, applicants are not eligible for financial aid; they must check with the WSU Financial Aid Office to verify eligibility.

Undeclared Graduate Student

This classification is for applicants who wish to explore graduate studies on a limited basis. The Graduate School processes applications for Undeclared graduate status without departmental recommendation, and applicants are subject to the following rules:

Required to pay graduate tuition and fees.
Permitted to enroll in courses only with permission of the instructor and the department offering the courses. Some departments do not allow non-degree students to register for their courses. Students who register without departmental approval may be disenrolled.
Permitted to remain in non-degree graduate status for up to one calendar year.

For additional information on coursework taken in the Non-Degree classification and time limits on such coursework, see Chapter 4. J.

A separate admission application is required if the student wishes to pursue an advanced degree. Students who enroll under Undeclared graduate status may choose to complete applications to a degree-seeking program but are not required to do so. Further, there is no guarantee that they will be accepted if they apply. If the students apply to a degree-seeking program and are accepted, they will be appropriately reclassified as Regular or Provisional. International students who require a student visa are not eligible for Undeclared graduate status.

Students in the Professional Certification Program (PCP) are also classified as Undeclared graduate status. The PCP allows certified teachers currently employed in a Washington State public or approved private school to fulfill requirements for completing an approved professional certification program, improving their teaching techniques, and exploring personal growth opportunities. Students in this program are admitted with undeclared graduate status. They can remain in this status for one additional semester beyond the usual one-year expiration date of the Undeclared graduate status. This extended status applies only to students in the PCP.

Visiting Domestic Graduate Student (VDGS)

A graduate student at an institution other than WSU may be admitted as a Visiting Domestic Graduate Student (VDGS) if they wish to enroll at WSU for a single summer session or semester, with the intention of returning to their home institution to continue their graduate program. Admission requirements include the following:

VDGS must apply for admission by completing an application form and paying a non-refundable fee.
They must have been officially admitted to another recognized graduate school, be in good standing, and actively pursue a graduate program. Written verification from the student’s current dean of the Graduate School and vice provost for graduate education or graduate school dean is required during the admission process.
Prospective students need not submit a full transcript of credits, which does not guarantee admission to any particular course of study.

VDGS will be permitted to register only in those courses for which they are judged to be eligible by a faculty advisor or the instructor in the course if space is available to accommodate registration. Registration of students admitted on this basis will terminate at the end of the single semester or the single summer session for which the students enrolled.

If students wish to apply later for admission to the Graduate School of WSU to work toward a degree, they must formally apply and submit complete credentials.

If a VDGS is later given formal admission and enters upon work toward a degree at WSU, that student may petition the dean of the Graduate School and vice provost for graduate education for allowance of credit for courses taken as a VDGS to apply to the work for such a degree.

Visiting International Graduate Students (VIGS)

International graduate students who wish to enroll at WSU for up to one year and then return to the graduate school in which they are pursuing an advanced degree may be admitted as Visiting International Graduate Students (VIGS; see additional description in Chapter 2.4). Such students must meet the following criteria:

Each student must complete an application for admission as a VIGS AND meet the following WSU Graduate School requirements:

Have been admitted to a recognized international graduate school, be in good standing, and actively pursuing a graduate program at that institution. Written verification from the student’s current dean of the Graduate School and vice provost for graduate education or graduate school dean is required during the admission process.
Be accepted by a WSU graduate degree-granting department/program and WSU Graduate School.
Must meet the English language proficiency requirements found on the graduate program fact sheets.
Submit all documentation in English or official translations into English accompanied by the original foreign language document.

Admission as a VIGS is equivalent to up to one academic year (i.e., two semesters). If a student later applies for admission to the Graduate School to work toward a degree, the student must formally apply and submit complete credentials as outlined in this manual.
To qualify for a VIGS (J-1 visa), a student must submit a completed application form and statement of financial support for the student and any accompanying dependent. The support must meet or exceed the estimates published each semester by the Graduate School. Such documentation may be in the form of original documentation from the home institution, the WSU department (if funding is from WSU sources), documentation from other agencies, personal bank statements from the student (for dependent support), or a combination thereof.
Students will be admitted as a VIGS and issued an immigration document (DS2019). The WSU Office of International Programs (OIP) will send the DS2019 to the Graduate School for transmittal to the students.
All VIGS must report to OIP for orientation shortly after arrival at WSU (to be arranged between the supervising faculty member and OIP).
All VIGS must enroll in, and will automatically be charged for, the international student health insurance plan on arrival (including the required insurance for any accompanying dependents).
VIGS may be required by the J-1 sponsor to reside in WSU on-campus housing, if available.

Non-degree Seeking Undergraduate Student

Students in this category seek special status to enroll in courses for personal enrichment and are not seeking a degree. Coursework taken in this category does not ever qualify for Graduate School degrees. When a student in this status wishes to pursue a graduate degree, the student should immediately contact Graduate School Admissions. Admission to WSU as a Non-Degree Seeking Undergraduate Student occurs through the WSU Office of Admissions, not the Graduate School. Students need instructor approval before registration for any class.

Chapter Three – Establishing and Modifying Graduate Programs

Given the variation among graduate programs at WSU, the Graduate School acknowledges that individual graduate program faculty are best qualified to determine program requirements beyond the minimum standards established by the Graduate School. Graduate program faculty are responsible for determining whether the program has the appropriate support and infrastructure to maintain the academic standards for excellence and sustainability. Such a determination should be based on the criteria outlined in the graduate program’s bylaws.

Descriptions of Graduate Programs

The WSU Graduate School offers a wide range of graduate and professional school opportunities across various fields of study. For a complete listing of degree programs, including details about online degrees and graduate certificates, please visit WSU Graduate School Degrees.

Doctoral Programs

The Doctor of Philosophy (Ph.D.) is a research doctoral degree awarded in recognition of mastery of research methods (as evidenced by coursework grades and a comprehensive examination) and academic research that is ideally publishable in a peer-reviewed academic journal but will, at a minimum, be assessed by the submission and defense of a dissertation. The Doctor of Education degree (Ed.D.) is a professional doctorate within the Graduate School that prepares the student for academic, administrative, clinical, or specialized positions in education.

Professional doctorates such as the Doctor of Veterinary Medicine (D.V.M.), Doctor of Medicine (M.D.), Doctor of Pharmacy (Pharm. D.), and Doctor of Nursing Practice (D.N.P) degrees are awarded in fields where most holders of the degree are engaged in a profession, such as veterinary medicine, human medicine, pharmacy, or nursing, respectively.

Academic Requirements for Doctoral Programs at WSU

The conditions specified below are the minimum criteria that must be met for doctoral programs to be offered at any WSU campus. Satisfying these requirements is subject to approval by the graduate program, the Faculty Senate’s Graduate Studies Committee or Professional Health Sciences Committee, the Office of the Provost, and the Graduate School.

A critical mass of faculty engaged in research and scholarly productivity is the minimum number of faculty needed to sustain a viable graduate program in a given field. This number is specific to the program and may include faculty in closely related programs at a given campus and the availability of additional graduate program faculty (including adjoint and adjunct) in related disciplines. For a program to offer a degree and advertise that degree as being offered at a specific campus (or campuses), the degree must be officially approved to be offered at that site by the chair, dean, chancellor, provost, and the Faculty Senate. The other public baccalaureate institutions will have a chance to comment, and the Board of Regents, the Washington Student Achievement Council (WSAC), and the Northwest Commission on Colleges and Universities (NWCCU, our regional accrediting agency) will be notified by the Office of the Provost. Graduate program faculty may be physically located at other campuses and function as major advisors at those sites if authorized by program bylaws; however, the program is responsible for maintaining academic excellence, which will be assessed during program review. Campuses and research extension centers that participate in delivering a program (e.g., offering courses, faculty functioning as major advisors, sites for research) but are not officially approved to offer the degree are called supporting sites; the program bylaws must define the role of faculty at these sites.
Students and faculty must have access to a discipline-specific research collection in library facilities (physical or electronic) at WSU and to library facilities at other institutions.
For officially approved programs, a critical mass of students is defined as the minimum number of students (both in a cohort and across the program) needed to sustain a viable graduate program in a given field. This number is specific to the program.
Regular contact with doctoral students in other programs and locations is also required. Students whose primary place of study is at a supporting campus must have appropriate opportunities to interact with students at the degree-granting campus. This critical mass issue is considered during new program approval and subsequent program review.
Sufficient laboratories and research facilities may be met through a combination of WSU facilities and access to other facilities as necessary. When non-WSU facilities are considered essential for a program, formalized written agreements with the owners/administrators of the required external resources are required to ensure access and availability.
Opportunity for doctoral students to teach and conduct research with graduate program faculty.
Regular access to and interaction with the chair and members of the doctoral advisory committee, as well as contact with other supporting faculty.
Access to all required core courses and doctoral-level coursework.
Access to and participation in both formal and informal seminars and colloquia. These may include WSU and non-WSU-sponsored activities.
Access to adequate support services, including a Graduate Coordinator, administrative support, admissions, advising, etc., at the program’s location.

Individual Interdisciplinary Doctoral Program

The Individual Interdisciplinary Doctoral Program (IIDP) at WSU offers a Doctor of Philosophy degree suited to research outside the scope of a single academic discipline. The program allows graduate students to pursue such research by integrating graduate program faculty from two different degree programs. Prospective interdisciplinary students are encouraged to contact the IIDP director to discuss how their interests and research endeavors might fit within the IIDP at WSU. For more details, please visit the IIDP program page.

Master’s Programs

The master’s degree is awarded upon completion of one or more years of advanced graduate study beyond the bachelor’s degree, with the length depending on the field of study and type of program. It recognizes heightened expertise in an academic discipline or professional field of study gained through intensive coursework and, in most cases, the preparation of a culminating project, scholarly paper, thesis, or comprehensive examination. Some master’s degree programs are research-oriented (e.g., thesis Master of Science), but many are considered professional degrees. In the non-thesis and professional degrees, the program should include some mechanism to assess the student’s integrative understanding of the discipline (e.g., special project, internship, examination). For a complete listing of degree programs, please visit WSU Graduate School Degrees.

Combined Degree Programs

The Graduate School offers a “Select Graduate Admissions” program for outstanding undergraduate students with top academic records to remain at WSU for a graduate degree by (1) extending an early offer of admission and support to outstanding candidates, (2) removing financial costs associated with regular application, and (3) potentially reducing the total number of combined semesters required to complete the undergraduate/graduate degree (without reducing the credit requirements for either). The details regarding admissions to this program are included in Chapter 4 of this manual.

4+1 Accelerated Master’s Programs

Washington State University offers 4+1 Accelerated Master’s Programs, allowing students to earn a master’s degree within one year of completing their bachelor’s degree. These programs permit up to six graduate-level credits taken during undergraduate studies to apply to both degrees. Each 4+1 program must have an approved Memorandum of Understanding (MOU) outlining:

Eligible undergraduate and graduate degree pairings
Course mappings and shared credit structures
Admission pathways
Credit transfer terms (if external institutions are involved)

Programs must comply with Graduate School and regional accreditation standards, as outlined in the MOU template.

Dual Master’s Degree Programs (Internal to WSU)

A dual master’s degree program allows a graduate student to enroll in two master’s degree programs concurrently. The student may complete both degrees simultaneously or in less time than required to complete the two degrees if taken sequentially. The second degree may be added by submitting a completed Add an Academic Program Degree Level form signed by both the current program and the program being added. The student must fulfill all the requirements for each master’s degree in accordance with the program and the Graduate School’s policy on second master’s degrees. Up to 12 hours of graduate (500-level) credits applied toward a master’s degree at WSU may be applied toward a second master’s degree. Such credit will be granted only for graded coursework earned at WSU and completed with a “B” or higher. Application of such credit toward a student’s program for a second master’s degree is subject to departmental recommendation and approval by the Graduate School. No 600- or 700-level credits completed before fulfilling all requirements for the first master’s degree may be applied toward a second master’s degree program.

If a dual-degree student’s GPA in either program falls below the minimum required by the program or the Graduate School, resulting in the termination of the student’s enrollment in one or both programs, the student may be reinstated, in accordance with Graduate School policy, to only one of the programs (Chapter 6. C, General Academic Requirements). In that case, the student will no longer be eligible to participate in the dual master’s degree program.

Dual Degree Programs (WSU and External Institutions)

Dual degree programs are established via formal agreements between WSU and other accredited institutions, usually international universities, to provide opportunities for students to broaden their graduate education experience. Students generally must meet admission and program requirements at WSU and the partner institution, and both WSU and the partner institution grant concurrent, independent degrees. Faculty typically initiate these agreements, which must be negotiated with the Graduate School and reviewed by the chair or director of their graduate program, department, school, International Programs, and other units as appropriate. The final agreement must be approved by the provost, dean of the Graduate School and vice provost for graduate education, the faculty senate, and other involved university officials, and may require review and approval by external entities before implementation.

Concurrent Professional/Graduate Programs (Internal to WSU)

Concurrent professional (DVM, Pharm D) and graduate (master’s, doctoral) degree program agreements may be established and administered through cooperative arrangements between the appropriate Colleges and the Graduate School, with approval by the Office of the Provost. Students are referred to the guidelines for specific programs for detailed descriptions of these programs. Additional queries should be directed to the appropriate College or the Graduate School.

Graduate Certificate Programs

WSU graduate certificate programs provide a more flexible response to an emerging societal need for specialized education. Students currently enrolled in regular graduate or professional degree programs may concurrently enroll in a graduate certificate program with the approval of their advisory committee. Alternatively, students may apply directly to a graduate certificate program on a part-time basis. This route provides an alternative access path to graduate education, especially for working professionals or individuals who have been out of school for some time. Graduate certificates convey that students have developed mastery of course material and may:

serve as a recruitment method for students who first enroll in a certificate program and then, upon successful completion, decide to continue with a related degree program.
provide the opportunity for students to develop expertise that may help in career advancement or changing careers; and
allow faculty to assess student performance at the graduate level before formally admitting them to a master’s or doctoral program.

Once admitted as a part-time graduate certificate student, the student can take graduate certificate courses or graduate courses but must maintain a 3.0 GPA.

At the program level, developing certificate pathways allows a discipline or an interdisciplinary group to take its first steps in offering graduate-level programming. To qualify as a formal graduate certificate program, the program must conform to existing Graduate School academic standards and existing policies outlined for graduate programs, including the following:

Graduate Certificates vary by department or program and must include a minimum of nine credits of graded coursework, typically ranging from nine to 12 graded credits.
Graduate certificate programs must use approved undergraduate or graduate coursework, with no more than one-third of the coursework being at the undergraduate (400) level.
The student may be admitted to the Graduate School as a Graduate Certificate Student and have completed all appropriate prerequisite classes to take graduate coursework.
Courses graded S/F cannot be used toward major or supporting work for a graduate certificate.
The maximum time to complete a certificate is six years from the beginning date of the earliest course applied toward the certificate. Students may request an extension of this time as described in Chapter 6. F.
Requirements regarding the critical mass of graduate program faculty supporting the program are the same as those required for degree programs.
A certificate fee is assessed at the time of completion of the certificate. The student must be enrolled during the semester in which the student applies for a graduate certificate.

Graduate Programs at Multiple Campuses

WSU offers a variety of graduate programs throughout the state and in collaboration with national and international partner institutions. Such programs must maintain rigorous academic standards to prepare graduate students to excel in a global society. The following considerations apply to graduate programs and their interactions across the WSU campuses:

Each graduate program must specify in its bylaws how campuses and extension sites will interact to sustain programmatic excellence. The bylaws should state which campuses have been officially approved by the institution to offer the degree associated with that program and which campuses are support campuses (see Chapter 1.4).
In some cases, a single degree program with a single set of bylaws and graduate program faculty will be available to students studying at multiple campuses. These degree programs may or may not require a specific period of residence at the Pullman campus.
In other cases, separate degree programs in similar fields of study may be established at multiple campuses with separate and distinct bylaws and graduate program faculty. In this case, each campus must be separately authorized by the institution to offer the degree. These programs are called “stand-alone programs” because the bylaws apply only to the degree program at a single campus.
If a new and separate graduate program (stand-alone program) is established at a campus, even if a similar program in the same field of study already exists elsewhere in the WSU system, faculty developing the new program must follow the process described in Chapter 3. C below, including gaining approval to offer the degree at that site through the official WSU approval and notification process.
If an established graduate program decides to expand its program to a supporting campus or to the Global Campus to include faculty or other resources, this must occur by appropriate amendment of the program bylaws and by following the process described in Chapter 1.4 below to modify an existing graduate program.
Maintaining academic rigor and excellence will be assessed during program review.

Graduate students may engage in graduate education at locations that do not offer formal degrees at a particular location or campus, provided the faculty, department, deans, and chancellors agree on a process. Three basic models or options currently used in the WSU system allow students to participate in graduate education.

Option 1: Acceptance into the approved program and initial entry to one of the approved campus locations. Students spend their entire time on the campus where the program is approved.
Option 2: Acceptance into the approved program and initial entry to the campus where the program is approved. Students spend at least one semester on the campus where the degree is approved. At this time, the student is considered a student on that campus. The student then resides on another campus and works with a faculty member at that campus. This student is then a student with a recognized enrollment at that local campus.
Option 3: Acceptance into the approved program with initial entry onto a contributing campus. Students do not spend any time at the campus where the program is approved. Students have recognized enrollment at the local campus.

Establishing New Graduate Programs

The Office of the Provost oversees the process of developing new programs, and proposals should be designed and reviewed within the context of the Strategic Plans of the university, college(s), and department(s) in which the program will reside. Although they may originate on any campus, all proposals are developed and reviewed within a departmental and college context. All new degree program proposals start with the Office of the Provost, as detailed on the Degree Approval website.

Alterations to Existing Graduate Programs, Plans, and Graduate Certificates

Substantial degree changes, including discontinuing, extending, creating, renaming, or suspending a degree, begin with the provost, as detailed on the Degree Approval website.

Many degree programs may have multiple options commonly referred to as specializations or plans in this document. Creating or modifying plans under existing degree programs is managed through a Major Curricular Change form maintained by the Office of the Registrar.

Creating or modifying graduate certificates is also managed through the Major Curricular Change form.

As provided by the Faculty Senate Constitution, some major curricular changes are reviewed and approved by the Graduate Studies Committee (GSC) or Professional Health Sciences Committee (PHSC). Depending on the nature of the change, the GSC or PHSC may approve and send it to the Faculty Senate as an information item or as a discussion item for a vote. Major curricular changes are generally initiated by the faculty and program director or through the cooperative efforts of deans or directors of their respective units.

Graduate programs are granted autonomy to update their existing program handbooks and graduate certificate curricula without undergoing the Major Curricular Change process, provided that any changes comply with the minimum requirements set forth in Graduate School Policies and Procedures. The Graduate School and the Faculty Senate recognize that program faculty are best positioned to determine appropriate courses of study in their disciplines while ensuring adherence to overarching university standards.

Programs must submit updated graduate program handbooks to the Graduate School annually for archiving. This streamlined approach applies only to modifications of existing graduate program handbooks and certificate curricula.

Definition of Graduate-Level Courses

Academic Courses at the 500-Level

A graduate course is a course whose contents require a high level of cognitive processing, including synthesis, conceptualizing, critical evaluation, and problem-solving. When many courses are mapped within a student’s Program of Study, the goal is to prepare them to critically evaluate and communicate original research, scholarship, and creative activity.

The guidelines for a graduate course are as follows:

The course should not be a survey and introductory course to the discipline. The course content should be commensurate with the expectation that students in the class already possess knowledge of the discipline equal to that of a typical undergraduate degree holder.
The course should contain a communication component and include relevant required and suggested readings of research, scholarship, and creative activity in the discipline.
A faculty member teaching the course should (a) have a terminal degree and (b) be a current and recognized contributor to the course’s discipline. The dean of the Graduate School and vice provost for graduate education must approve exceptions to this policy. See Washington Administrative Code Regulations (WAC) 250-61-100.
The course size should be governed by course objective, funding, opportunity for student and faculty interaction, and the special requirements of the course.
Some 500-level courses may be graded as S/F. These can be listed in a Program of Study but do not count toward the minimum graded (A-F) credits.
A graded course (A-F) can be taken under the Pass/Fail grading option; however, such P/F coursework cannot be applied to a student’s Program of Study.

Graduate Capstone Course (GradCAPS)

A graduate capstone (500-level) course may be approved for a non-thesis master’s curriculum. For professional master’s programs, the culminating experience may consist of:

a capstone course (GradCAPS), or
a capstone project (with final examination), or
a capstone course (GradCAPS) and a capstone project (with final examination).

Note: An undergraduate UCORE capstone course (CAPS) is not equivalent to and may not substitute for a graduate capstone course (GradCAPS).

Conditions of graduate capstone courses:

The graduate capstone course should integrate the program’s learning outcomes and include a means of assessing whether students demonstrate proficiency in these areas.
The graduate capstone course should provide a culminating experience demonstrating a student’s ability to analyze and synthesize material across the Program of Study.
A graduate capstone course must be letter graded (A through F).
A graduate capstone course should not be offered as a conjoint 400/500 level course.
A graduate capstone course must require admission to the master’s program as a pre-requisite.
Students must earn a “B” or higher in the graduate capstone course to complete the degree. If a student receives a grade less than a “B,” the department can petition the Graduate School for an exception to policy to allow the student to repeat the course one final time.
When used as a degree requirement, the graduate capstone course should not be taken until at least half of the required graded credits for the degree have been completed.
When used as a replacement for a final exam (professional master’s only), the graduate capstone course must be taken in the semester the student intends to graduate.

Credit and Grade Point Calculation

All 600, 701, 702, and 800-level courses are variable credit, and grading is satisfactory or fail (S/F) or satisfactory or unsatisfactory (S/U). Credit is awarded, but grade point is not calculated for a grade of S or U. For a grade of F, credits attempted are calculated in the grade point.

Courses at the 600-Level

A 600-level course is for independent study, special projects, or internships.

Professional Master’s Capstone Project 701 Credits

The 701 credit is a graduate professional master’s independent capstone project or examination credit. Faculty should set course requirements for each semester that a student is enrolled in 701 credits and provide an S/U grade at the end of the semester based on the student’s performance in meeting those requirements.

For professional master’s students completing a capstone project, enrollment in at least two credits of 701 is required in the semester in which they take their final examination or present their capstone project.

Two U grades for 701 credits will result in dismissal from the program. In extenuating circumstances, faculty may use the X grade to indicate continuing progress toward completing those requirements. The X grade should be changed when the faculty member determines whether the student has successfully or unsuccessfully met the requirements for that semester; the X grades should be changed by the faculty no later than the last semester of study.

Non-thesis 702 Credits

The 702 credit is a Master’s Special Problems, Directed Study, or Examination credit. Faculty should set course requirements for each semester that a student is enrolled in 702 credits and provide an S/U grade at the end of the semester based on the student’s performance in meeting those requirements. Generally, students enroll in at least two credits of 702 in the semester in which they take their final examination or present their special project. In the event of exam failure, a U grade may be assigned for that semester’s 702 credits. Two U grades for 702 credits will lead to dismissal from the program. In extenuating circumstances, faculty may use the X grade to indicate continuing progress toward completing those requirements. The X grade should be changed when the faculty member determines that the student has successfully met the requirements for that semester; the X grades should be changed by the faculty no later than the last semester of study. For 702 credits before Fall 2013, only the S/F grades may replace the X grade. For 702 credits taken in fall 2013 and beyond, only the S/U grades may replace the X grade.

Research Credits at the 700 and 800 level

Each graduate program has associated 700- (Master’s) or 800- (Doctoral) level credits for research and advanced study. The 700-level credit is for students working on their master’s research, thesis, or examination. The 800-level credit is for doctoral research, dissertation, or examination. Credits are variable, and grading is satisfactory/unsatisfactory (S/U). Faculty should set requirements for each semester that a student is enrolled in research credits and provide an S/U grade at the end of the semester based on the student’s performance in meeting those requirements. Generally, students enroll in at least two credits of the appropriate 700/800 level in the semester they take their final oral examination. In the event of exam failure, a U grade may be assigned for that semester’s 700 or 800 credits. Two U grades for 700 or 800 credits will lead to dismissal from the program. In extenuating circumstances, faculty may use the X grade to indicate continuing progress toward completing those requirements. The X grade should be changed when the faculty member determines that the student has successfully met the requirements for that semester; the X grades should be changed by the faculty no later than the semester of the final defense. For 700 or 800 credits before Fall 2013, only the S/F grades may be used to replace the X grade. For 700 or 800 credits taken in Fall 2013 and beyond, only the S/U grades may be used to replace the X grade.

In addition, all full-time graduate students must enroll in a minimum of one credit hour of the appropriate 700, 702, or 800 level every semester to document faculty and departmental efforts in graduate teaching.

Full-time graduate students in professional master’s degree programs completing a capstone project should enroll in 701 credits only in the semesters they are actively working on the project or taking the final examination.

At the time of enrollment, departmental personnel (e.g., the graduate coordinator) assign the advisory committee chair as the instructor for this individual instruction course at 100 percent effort. If the student has not yet chosen an advisory committee chair, the graduate coordinator will assign the department chair or graduate director as the instructor, who assumes all the responsibilities outlined above. Each semester, units will be surveyed to verify advisory committee chair assignments for part-time graduate students who are not enrolled in a 700 or 800-level course section.

Policies for 700, 701, 702, and 800

Because 700, 701, 702, or 800 credits are associated with students’ work on research projects or special problems/directed study, a formal course syllabus is not required. However, credits for these courses are determined through a Credit Expectation Agreement between the student and their advisor based on the time commitment required for the specific research, project, or examination activities, in accordance with Academic Regulation 27. Students are still accountable for meeting the expectations set by the faculty overseeing their 700, 701, 702, or 800 work and for adhering to the standards of conduct and academic integrity required of all WSU students. Instructors for 700, 701, 702, and 800 courses are assigned in a two-part process in myWSU and are responsible for submitting final grades.

Students found responsible for academic integrity violations in their research or directed study work for 700, 701, 702, or 800 credits may receive a ‘U’ grade for unsatisfactory progress for that semester. Repeated or serious offenses may result in referral to the Center for Community Standards and potential expulsion from WSU.

Per Academic Regulation 90, an incomplete (‘I’) grade in 700, 701, 702, and 800-level courses will automatically revert to an unsatisfactory (‘U’) grade if the course is not completed within one year of the incomplete being issued.

Conjoint Courses

Quality graduate programs offer rigorous coursework to their students. The graduate classroom experience should be qualitatively different than in undergraduate programs. Departments and programs should avoid practices that may dilute the classroom experience for graduate students.

A conjoint course uses a 500-level course number where the final two digits are the same as the 400-level course (501/401, for example). The two-component courses of each conjoint listing must be scheduled together in the same classroom, with the same instructor, and at the same meeting times. The 400-level course of a conjoint listing will not be offered for graduate credit, and students may receive credit for only one component of a conjoint listed course. Additional graduate-level work is required of students enrolled at the 500 level to meet the usual graduate standards concerning content level, uniqueness, and appropriateness. This work may include additional readings, papers, class meetings, or other items as may be appropriate for work at this level. The catalog description and course syllabus will include an introductory statement that conjoint courses have separate requirements for the 500-level listing.

When a program determines a conjoint course is appropriate, they submit a New Course or Revise Course request through the Office of the Registrar. This request must include a detailed course syllabus, which indicates the specific requirements for 500-level enrollees and those for 400-level enrollees. The different requirements and a justification for how the course will provide significant time for graduate students to interact with the instructor must be included.

The total number of graded credit hours from conjoint courses allowed in a student’s Program of Study is determined by each graduate program.

Addition or Modification of Graduate Courses

New Graduate-Level Courses

New graduate-level courses are established by submitting a New Course request through a Major Curricular Change form. The Office of the Registrar processes new graduate-level course requests and forwards them to the Faculty Senate Course Review website. The Faculty Senate reviews all curriculum requests several times per academic year.

Revision/Deletion of Existing Graduate-Level Courses

Course modifications are submitted via a Revise Course request through a Major Curricular Change form. The Office of the Registrar processes new graduate-level course requests and forwards them to the Faculty Senate Course Review website. The Faculty Senate reviews all curriculum requests several times per academic year.

Chapter Four – Applications and Admissions

The Graduate School is responsible for official admission decisions regarding all graduate students at WSU. The dean of the Graduate School and vice provost for graduate education makes these decisions with input and advice from appropriate Graduate School staff, graduate programs, departments, and colleges. Programs or degree-granting units and the Graduate School have the right to deny admission to any student, regardless of whether the student meets the minimum admission requirements, and are not required to provide a reason for denial.

The Graduate School’s admission policies are closely aligned with admission criteria set by the Washington State Achievement Council (WSAC) for universities operating within the state of Washington. Additional information regarding these criteria can be found on the WSAC website.

The following policies apply to all applicants to the Graduate School and graduate students at WSU, except as stated. Additional information regarding application and admission to graduate school can be found on the Graduate School website.

General Policies

Inquiries

The Graduate School staff responds to all inquiries and forwards information to the appropriate program.

Application Process

The Graduate School uses an online application and payment system. Paper applications and checks are generally not accepted. Prospective students must complete the online application for admission to the Graduate School. All required sections must be completed for applications to be considered.

Each admission application is subject to an application fee, which is required at the time of application and paid directly to our application vendor. This fee is not refundable and may not be credited against other WSU charges. Limited application fee waivers are granted at the discretion of the graduate program to which the student applies.

Priority Deadlines

The Graduate School at Washington State University has established priority deadlines for submitting complete applications and supporting documents. These deadlines are January 10 for fall admission and July 1 for spring admission.

Applications received by these priority deadlines are fully considered for admission and potential financial support, such as scholarships, fellowships, or assistantships. Students who submit their applications after the priority deadlines may still be considered for admission if space is available in the program. However, they may have limited or no access to funding opportunities.

It is important to note that individual programs may have earlier deadlines than the Graduate School’s priority deadlines. Therefore, applicants should check with the specific programs to which they are applying to ensure they meet all relevant deadlines.

To maximize their chances of admission and financial support, applicants are strongly encouraged to submit their complete applications and supporting documents as early as possible, well before the Graduate School’s priority deadlines and any program-specific deadlines.

Application Requirements

Application requirements and procedures for meeting those requirements are listed on the Graduate School’s website. Programs may have additional requirements, such as GRE or GMAT scores, statements of professional interest, letters of recommendation, or supplemental applications. Students are responsible for checking with the specific program or department to which they apply for additional application requirements. In addition, the application must be completed, including listing all colleges and universities ever attended.

Transcript Requirements

Official transcripts are those mailed directly to the Graduate School from the registrar of the institutions attended; transcripts not sent directly from the registrar are unacceptable. The Graduate School will also accept electronic transcripts from U.S. institutions via the official electronic transcript process at the institution’s registrar’s office. One set of official transcripts is required. All transcripts sent to the Graduate School as part of the application process become part of the Graduate School’s official application file and cannot be returned or transferred. Programs are free to request additional transcripts as deemed appropriate. The following transcripts are required for admission to the Graduate School at WSU.

Applicants Who Attended School in the United States or Canada

Transcripts required to be submitted include the following:

Transcripts from all accredited colleges or universities attended for any undergraduate coursework (including undergraduate coursework taken after the bachelor’s degree);
Transcripts from the accredited colleges or universities from which any bachelor’s degrees or graduate degrees have been granted or are expected; and
Transcripts from accredited colleges or universities showing any graded graduate level (including doctoral) coursework taken after the bachelor’s degree.

Applicants Who Attended School Outside the United States or Canada

All official transcripts, mark sheets, grade reports, examination results, and degree certificates from all higher education institutions attended. The applicant may be required to order a course-by-course evaluation report of the applicant’s foreign credentials, including copies of official transcripts, from the WSU-approved Credential Evaluation Service (if needed, the WSU Graduate School will provide specific information to the applicant). When using a credential evaluation service, applicants must have all official transcripts, mark sheets, grade reports, examination results, and degree certificates from all higher education institutions attended sent directly to the service. The Credential Evaluation Service will decide whether the applicant’s degree is equivalent to a U.S. bachelor’s degree. The final decision about the equivalency of any bachelor’s degree rests with the dean of the Graduate School and vice provost for graduate education. The Graduate School reserves the right to determine whether a credential evaluation report is needed or whether the applicant may have official transcripts and degree documents sent directly to the Graduate School from the institution attended.

The Graduate School must have complete transcripts on file at the time the student enrolls at Washington State University.

Transfer Credits

Students intending to request transfer credit for their Program of Study must submit official transcripts from colleges or universities showing such credit. For additional policy information on transfer credit, see Chapter 6.7.2.6, Program of Study.

General Admission Criteria

Applicants who have submitted complete application materials are considered for admission based on the following:

Academic Requirements

At the minimum, applicants must have or anticipate receiving a bachelor’s degree from an accredited school before the start of the semester for which they have applied to graduate school.
A cumulative grade point average (GPA) of 3.0 (based on a 4.0 system) is generally required for all programs (except for professional master’s programs), which can be demonstrated in one of two ways:
- From graded undergraduate coursework taken for a bachelor’s degree, or
- From graded graduate coursework of six or more semester hours taken after the bachelor’s degree. (Note: International transcript evaluation to determine a 3.0 GPA will depend on transcript format).
For applicants to programs identified as professional master’s programs only, a minimum 2.75 GPA from graded undergraduate coursework or six semester hours from graded graduate coursework taken after the bachelor’s degree is required. Applicants with a GPA between 2.75-2.99 must demonstrate additional competency through documented professional experience (e.g., at least 5 years of relevant work experience), completion of advanced industry certifications, or other significant professional accomplishments. Applicants with a GPA below 2.75 are not eligible for admission into a professional master’s program and should consider completing a graduate certificate first. The Graduate School will work with individual programs to evaluate professional qualifications for applicants with GPAs between 2.75 and 2.99, but programs cannot admit students below the 2.75 GPA threshold without completion of a graduate certificate.
A recognized accreditation association must accredit the institution from which the bachelor’s degree has been or will be earned.
Credits earned in a professional doctoral degree program (such as DVM, JD, MD, or PharmD) are not considered graduate credits in the admission decision.
The dean of the Graduate School and vice provost for graduate education is the final authority in determining what constitutes accredited courses or schools and in determining exceptions to this policy.

English Proficiency Requirements.

Prospective international applicants must meet WSU’s language requirements. Graduate programs may require applicants to score higher than the minimums listed above. See the Degree Programs website for program-specific requirements.

Approval of Admission

Degree-seeking applicants who have met all admission requirements of the Graduate School and the program requirements and are recommended by a program generally are admitted to the Graduate School. The dean of the Graduate School and vice provost for graduate education grants final admission approval, assuming general admission requirements have been met.

All prospective students must be accepted by the program where they seek a degree or graduate study. If the prospective student has not met all the admissions requirements, but the program supports the student’s admission, the program may request a Provisional Admission to the program (see below). Provisional admission has conditions that the student must meet within a specified period. Contingencies are noted on the admission certificate that is sent to the student.

Programs and the Graduate School have the right to deny admission to any student, regardless of whether they meet the minimum admission requirements. They are not required to provide a reason for denial.

Notice of Admission to Applicant

The Graduate School issues an admission certificate when the applicant has been accepted for graduate study at WSU. Applicants who attend WSU before complete credentials have been submitted and approved do so at their own risk; they may be subject to dismissal if final credentials do not meet the conditions of the admissions certificate.

Admission Valid for One Term Only

The admitted student must enroll and complete the first semester of study to be considered a graduate student in active status. If the first semester of study is not completed for any reason (e.g., withdrawal due to medical reasons), the student must reapply to the Graduate School to return to the program to which the student was originally admitted. Admission is not guaranteed. Students who do not complete their first semester of study are not eligible for a graduate leave of absence.

Admission to Program for Which Applicant Currently Holds a Degree

An applicant may not be admitted to a degree program if the applicant currently holds a degree in that program. For example, an applicant with a Master of Science in Computer Science degree from another university may not be admitted to the Master of Science degree in Computer Science at WSU. An exception to policy may be submitted to the dean of the Graduate School and vice provost for graduate education if the program can substantiate that the WSU degree sought by the applicant is significantly different from the applicant’s current degree. For example, a Master of Science in Civil Engineering (with a major focus on Transportation) may be justified as a different degree than a Master of Science in Civil Engineering (with a major focus on Waste Water Treatment).

Provisional Admission

Provisional Admission is granted through an exception to policy by the dean of the Graduate School and vice provost for graduate education (or one of the vice provost’s designees). Provisional admission may be granted for applicants whose academic record or test scores do not meet admission requirements or for applicants who have not met all admission requirements or submitted all admission documents. Such applicants may be admitted provisionally to the Graduate School upon recommendation by the department chair or program director and with approval by the dean of the Graduate School and vice provost for graduate education. The number of provisional admissions is limited to 10% of the total enrollment in the degree program for a given academic year (based on the Washington Student Achievement Council (WSAC) admission standards). A provisionally admitted student must maintain a 3.0 GPA or higher; auto-reinstatement for first-semester students whose GPA falls between 2.75 and 2.99 does not apply to provisionally admitted students. If a provisionally admitted student falls below a 3.0 GPA in the first semester of study, the program may choose not to reinstate the student.

Admission for Non-Degree-Seeking Students

Not Advanced Degree Candidate (NADC)

Students with a baccalaureate degree who apply to a graduate program but are not recommended for admission at the time of application may be recommended to the NADC classification by the graduate program. Applicants who may qualify for admission as an NADC are not academically ready to be admitted into a degree program, and the program has determined that additional preparatory work is necessary before being considered for admission (see additional information in Chapter 2.2.1).

Prospective students may be admitted with less than a 3.0 GPA but must maintain a 3.0 GPA once admitted.
Admission as NADC does not obligate the department/program to admit the student to a degree program at a later date.
NADC students are required to pay graduate tuition and fees.
NADC students may take any course for which they have the prerequisites except those at the 700- or 800-level.
Six hours of graduate coursework (500-level) taken in the NADC classification may be used to calculate a GPA for admission into a graduate program. Note: 300 or 400-level coursework taken in the NADC classification will not be used to calculate the graduate GPA for admission to a graduate program.
A total of 12 hours of coursework (300, 400, and 500-level) taken in the NADC graduate classification may be used on a Program of Study toward a degree-seeking program with the restrictions noted below:
- A maximum of twelve (12) hours of graduate coursework (500-level) with grades of “B” or higher earned under NADC classification may be used on the Program of Study if approved by the student’s advisory committee and the program.
- For 300 or 400-level coursework with grades of “B” or higher earned under NADC classification, a maximum of six (6) hours for a thesis master’s or nine (9) for a non-thesis master’s and doctoral degree may be applied to graduate degree requirements on the Program of Study if approved by the advisory committee and the program. Note: See minimum coursework requirements for the doctoral degree in Chapter 8.3.
The student’s advisory committee must approve the use of non-degree graduate status credits and will be held to the usual time restrictions for program completion.
Post-baccalaureate students must complete and submit a Reservation of Graduate Credit form for approval at the time of registration.

Please note that Financial Aid is not available in this status.

Undeclared Graduate (UNDG; formerly Undecided Graduate)

Applicants who wish to explore graduate studies on a limited basis may want to apply for the non-degree graduate status (see additional information in Chapter 2.2.3).

Applicants for non-degree graduate status must complete the Application for Admission to Undeclared Graduate Status and pay an application fee. This fee is not refundable and may not be credited against any other fees charged by WSU.
Applicants for Undeclared admission should make every effort to complete the Undeclared Graduate Status application no less than one month before the beginning of the semester or summer session for which they wish to register.
Applicants must have a bachelor’s degree from an accredited post-secondary institution; the Graduate School may request transcripts to verify the applicant’s credentials.
International students are not eligible for this status due to immigration regulations.

Admitted Undeclared graduate students are subject to the following:

Undeclared graduate students can remain in this classification for up to one calendar year.
Undeclared graduate students are required to pay graduate tuition and fees.
Undeclared graduate students are permitted to enroll in courses only with permission from the instructor and the department offering the courses. Some departments do not allow non-degree graduate students to register for their courses. Students who register without departmental approval may be disenrolled.
Six hours of graduate coursework (500-level) taken in the Undeclared classification may be used to calculate a GPA for admission into a graduate program. Note: 300 or 400-level coursework taken in the Undeclared graduate classification will not be used to calculate the GPA for admission to a graduate program.
If admitted to a graduate program, the NADC policy (see Chapter 4.3.1 above) regarding using credits taken in the non-degree graduate classification will apply.
The use of non-degree graduate status credits will be subject to the usual time restrictions for program completion.

Please note that financial aid is not available in this status.

If a student enrolls as a non-degree graduate student, they may later choose to apply to a degree-seeking program in the Graduate School. Regardless of their decision to pursue a degree, all coursework completed as a non-degree graduate student will appear on the student’s official graduate transcript, and the grades earned will be included in the calculation of their official graduate career grade point average (GPA).

If the non-degree graduate student’s GPA falls below the minimum requirement of 3.0 for all graduate students, the Graduate School will notify the student and advise them of the potential impact of their low GPA on future admission to a degree-seeking program. It is important to note that acceptance into a degree-seeking program is not guaranteed for non-degree-seeking students, even if they apply.

If a non-degree-seeking student applies online to a degree-seeking program and is accepted, their status will be reclassified as either Regular or Provisional.

Graduate Certificate Student

WSU offers graduate certificate programs in several areas. Formal graduate certificates convey that students have developed mastery of course material. Graduate certificate programs are open to currently enrolled graduate students and prospective students who meet admission requirements. Students on academic probation and suspended from the university for any reason are not eligible to enroll in certificate courses.

Certificate Admission Requirements for Not Advanced Degree Candidate (NADC)

Prospective certificate program students (those students not currently enrolled in a graduate program at WSU) who wish to pursue a graduate certificate must apply online before enrollment in their first course, pay a non-refundable application fee, and indicate their interest in a specific certificate program listed on the application.

To qualify as a part-time certificate student (NADC classification), a prospective student must:

have a bachelor’s degree from an accredited post-secondary institution.
meet all course prerequisites or demonstrate equivalent knowledge and understanding of courses before enrollment.
meet all program admission requirements for the certificate program.
be admitted to the Graduate School as a certificate student upon recommendation from the academic unit. Once admitted as a part-time graduate certificate student, the student can take graduate certificate courses or graduate courses but must maintain a 3.0 GPA.
pay all graduate tuition and fees for the courses in which the student enrolls. Enrollment is on a space-available basis.
in most cases, certificate programs are designed for part-time study without formal admission to a degree program. Therefore, international students in the US on student visas are not eligible to enroll solely in part-time certificate courses.
be enrolled when they submit their Application for Graduation for a Graduate Certificate; application should be made during the semester they complete their final certificate course(s) requirements.

Admission Requirements for Currently Enrolled Graduate Students

Enrolled degree-seeking graduate students (domestic and international) can concurrently enroll in a graduate certificate program. The student must fulfill all certificate requirements and complete the Application for Graduation for Graduate Certificate form on the Graduate School’s website. Students must be currently enrolled to apply for a graduate certificate.

Visiting Domestic Graduate Student (VDGS)

A graduate student at an institution other than WSU may be admitted as a Visiting Domestic Graduate Student (VDGS) if they wish to enroll at WSU for a single summer session or semester, with the intention of returning to their home institution to continue their graduate program (see additional information in Chapter 2.3). Admission requirements include the following:

VDGS must apply for admission by completing an application form and paying a non-refundable fee.
They must have been officially admitted to another recognized graduate school, be in good standing, and actively pursue a graduate program. Written verification from the student’s current dean of the Graduate School and vice provost for graduate education or graduate school dean is required during the admission process.
Prospective students need not submit a VDGS, which does not guarantee admission to any particular course of study.

VDGS will be permitted to register only in those courses for which they are judged to be eligible by a faculty advisor or the instructor in the course if space is available to accommodate registration. Registration of students admitted on this basis will terminate at the end of the single semester or the single summer session for which the students enrolled.

If students later wish to apply for admission to the Graduate School of WSU to work toward a degree, they must formally apply and submit complete credentials.

If a VDGS is later given formal admission and enters upon work toward a degree at WSU, that student may petition the dean of the Graduate School and vice provost for graduate education for allowance of credit for courses taken as a VDGS to apply to the work for such a degree.

Visiting International Graduate Student (VIGS)

International graduate students who wish to enroll at WSU for up to one year and then return to the graduate school in which they are pursuing an advanced degree may be admitted as Visiting International Graduate Students (VIGS; see additional description in Chapter 2.4). Such students must meet the following criteria:

Each student must complete an application for admission as a VIGS and also meet the following WSU Graduate School requirements:

Have been admitted to a recognized international graduate school, be in good standing, and be actively pursuing a graduate program at that institution. Written verification from the student’s current dean of the Graduate School and vice provost for graduate education or graduate school dean is required during the admission process.
Be accepted by a WSU graduate degree-granting department/program and WSU Graduate School.
Must meet the English language proficiency requirements found on the graduate program fact sheets.
Submit all documentation in English or official translations into English accompanied by the original foreign language document.
- Admission as a VIGS is equivalent to up to one academic year (i.e., two semesters). If a student later applies for admission to the Graduate School to work toward a degree, the student must formally apply and submit complete credentials as outlined in this manual.
- To qualify as a VIGS (J-1visa), a student must submit a completed application form and statement of financial support for the student and any accompanying dependent. The support must meet or exceed the estimates published each semester by the Graduate School. Such documentation may be in the form of original documentation from the home institution, the WSU department (if funding is from WSU sources), documentation from other agencies, personal bank statements from the student (for dependent support), or a combination thereof.
- Students will be admitted as VIGS and issued an immigration document (DS2019). The WSU Office of International Programs (OIP) will send the DS2019 to the Graduate School for transmittal to the students.
- All VIGS must report to the (OIP) for orientation shortly after arrival at WSU (to be arranged between the supervising faculty member and OIP).
- All VIGS must enroll in, and will automatically be charged for, the international student health insurance plan on arrival (including the required insurance for any accompanying dependents).
- VIGS may be required by the J-1 sponsor to reside in WSU on-campus housing, if available.

Change of Program and Degree Level and Addition of Programs

Note: International students must submit new financial verification whenever they change programs or degree levels to remain compliant with their immigration status.

Admission for a Second Degree in the Same Program

Students in good academic standing who wish to be admitted to a Ph.D. degree program before completing a master’s degree in the same program must submit the Add an Academic Program Degree Level form directly to the Graduate School before the master’s degree is conferred. The form requires a signature from the program director or department chair to admit the student to the program. Note: Admission to the higher (i.e., Ph.D., D.N.P., Ed.D.) degree is not guaranteed. Some programs may require students to submit departmental application materials to be admitted to the Ph.D. program and complete the Add an Academic Program Degree Level form. A program may require the student to be considered along with all other applicants to the program. Please contact the program for additional requirements.

Students who are being dismissed from the Ph.D. program for academic deficiency or failure of a second attempt at an examination (qualifying, preliminary, or final) and who do not hold a master’s degree in that discipline may discuss admission to the master’s degree program with the program director/department chair before they are officially dismissed. If the student qualifies for admission to the master’s degree and the program supports the student’s admission, the student and program director/department chair should complete and submit the Add an Academic Program Degree Level form to the Graduate School as soon as possible but before the student is officially dismissed.

Admission for a Second Graduate Degree in a Different Program After Degree Completion

Students who wish to pursue another graduate degree in a different program after completion of the first graduate degree for which they were admitted (e.g., pursue a master’s degree in math after completing a master’s degree in physics or pursue a Ph.D. in material sciences and engineering after completing a master’s degree in Physics) must submit a formal online application to the Graduate School. The student will be evaluated via the Program’s and the Graduate School’s application process and must be readmitted to the Graduate School to continue studies. International students must verify finances as part of the readmission process.

Change of Degree Level or Thesis/Non-Thesis within the Current Program

Students who are in good academic standing and who wish to change their degree level (i.e., change from a Ph.D. to a master’s degree or from a master’s degree to a Ph.D. degree) within the same department/program must complete a Plan and Degree Level Change form and submit it to the Graduate School for approval and processing. The program director/department chair must approve the change by signing the form before submitting it to the Graduate School. Note: Some programs may require students to submit departmental application materials to be admitted to the Ph.D. program in addition to completing the Plan and Degree Level Change form. Admission to the Ph.D. program is not guaranteed. A program may require the student to be considered along with all other applicants to the program. Please contact the graduate program directly for additional requirements. A new Program of Study must be submitted when changing from a master’s degree to a doctoral (and vice versa).

If the student wishes to change from thesis to non-thesis or non-thesis to thesis, the Plan and Degree Level Change form must be completed, signed, and submitted to the Graduate School. If approved, the student must submit a Program Change form to update their Program of Study with the correct degree requirements.

Change of Program

Students who wish to change their program (but maintain their degree level) must complete a Plan and Degree Level Change form and submit it to the Graduate School for approval and processing. To be eligible, the student must have completed one semester in the program to which they were admitted. The student must have a cumulative GPA of 3.0 or better. International students must verify finances before the Program Change form is processed. The program director/department chair for the current program and the program director/department chair for the new program must approve the change by signing the form before submitting it to the Graduate School. Note: Some departments may require students to submit departmental application materials to be admitted to the new program in addition to completing the Plan and Degree Level Change form. Please contact the department or program for additional requirements. A new Program of Study must be submitted if the student changes programs.

Pursuing a Master’s Degree in a Different Discipline While in a Doctoral Program

Doctoral students at WSU may earn a master’s degree in a different area of study under the following conditions:

The student must be a currently enrolled doctoral student at WSU.
The student must have completed one semester at WSU in the doctoral program.
The student must have at least a 3.0 in the WSU coursework on their doctoral Program of Study.
The student must have documented support from the program/department chair in both programs to pursue a master’s degree in another discipline while working on the Ph.D. degree.

The Add an Academic Program Degree Level form must be completed, signed, and submitted to the Graduate School before the semester in which the student wishes to pursue the master’s degree. Note: Some departments may require students to submit departmental application materials to be admitted to the master’s program and complete the Add an Academic Program Degree Level form. Please contact the department or program for additional requirements.

Admission for Students Working Simultaneously Toward Baccalaureate and Advanced Degrees

Undergraduate Senior Students

Seniors who have at least a 3.0 grade point average in the last 60 semester hours of graded undergraduate work at WSU may register for up to 6 semester hours toward a thesis master’s degree and up to 9 hours for a non-thesis master’s or doctoral degree in the Graduate School over that required to complete the bachelor’s degree. These six or nine semester hours may not be simultaneously counted as required credits toward both a baccalaureate degree and an advanced degree. Students must complete a Reservation of Graduate Credit form and submit it to the dean of the Graduate School and vice provost for graduate education for approval at the time of registration. Work done by undergraduates under other conditions may not be applied toward an advanced degree. Note: Only reserved coursework with a “B” or higher grade can be transferred to the graduate transcript and used toward a graduate program.

Seniors who wish to enroll in 500-level courses for undergraduate credit must obtain approval from the major advisor and the chair of the department or program in which the course is being offered.

4+1 Accelerated Master’s Program

Students participating in a 4+1 program must meet the following criteria:

Minimum undergraduate GPA of 3.0 at time of transition
Completion of the undergraduate degree prior to graduate standing
No dual awarding of bachelor’s and master’s degrees in the same term
Up to six 400- or 500-level credits may be shared, subject to a Memorandum of Understanding between the Graduate School and the academic program
Internal candidates may be recommended for direct admission by their graduate program director via myWSU (GradCAS not required)
External candidates must apply via standard admissions procedures

Undergraduates Other Than Seniors

Enrollment in 500-level courses by undergraduates, other than seniors, may be allowed only as an exception to policy under extraordinary circumstances. Requests for such an exception to policy require a memo that justifies the exception and be signed by the student’s major advisor, course instructor, and the chair or director (of the graduate program, department, or school) administering the course. They should be submitted with a Reservation of Graduate Credit form to the dean of the Graduate School and vice provost for graduate education for review and approval before enrollment.

Select Graduate Admission (SGA) Program

The SGA Program is to encourage outstanding undergraduate students with top academic records to remain at WSU for a graduate degree by:

Extending an early offer of admission and support to outstanding candidates;
Removing financial and other costs associated with the regular application or
Potentially reducing the total number of combined semesters required to complete the undergraduate/graduate degree (without reducing the credit requirements for either)

Graduate program faculty may nominate a select few outstanding undergraduates in their junior year of study (with approval of the Graduate School, seniors may be nominated early in their senior year) and who rank in the top 10% of their discipline in their program. Nominations should be forwarded to the Graduate School via the graduate advisor or graduate coordinator. Students from the Honors Program should be co-nominated by the Honors College and the respective graduate program. Nominations should include a cover letter from the graduate coordinator (and the Honors College advisor, if appropriate) that nominates the student for the SGA program and documents the nominee’s excellence.

The student should be instructed to contact the Graduate School for special instructions for submitting an early admission application using the Graduate School’s online application process.

The student will need the names and email addresses of three faculty who know directly of the applicant’s academic ability and performance in WSU courses for the application process.
The student must include a brief statement of purpose in the application process.
The student must meet any other program requirements for the admissions process.

The Graduate School will review the candidate’s application and supporting documents submitted by the program. If accepted, the student will receive instructions for transitioning from undergraduate to graduate status.

Students accepted into this program would be eligible to reserve courses for graduate credit taken in their senior year if their cumulative GPA is greater than 3.0, they have completed 90 undergraduate hours for the first baccalaureate degree, and they are not registered for more than 15 semester hours in the semester or 12 semester hours in the summer session. Courses reserved for graduate credit are limited to 12 credit hours and are restricted to graded credit hours. The student must file the Reservation of Graduate Credit form for reserving graduate credits by the 15th class day of the semester or by the 5th day of the summer session in which the student is enrolled for the graduate credits.

Students Targeted Towards Advanced Research Studies (STARS) Program

The WSU STARS program in the College of Veterinary Medicine offers select students with strong math and science backgrounds the opportunity to accelerate their education in biochemistry, genetics and cell biology, microbiology, and neuroscience. This program enables students to earn a Ph.D. in as little as seven years after completing high school, with a seamless transition to graduate-level courses during their senior year.

The STARS program coordinator should send the names of STARS students to the Graduate School in the spring semester of their junior year, along with a planned Ph.D. Program of Study for each student. The STARS students should be instructed to contact the Graduate School at the end of their spring semester for special instructions for submitting an early admission application using the Graduate School’s online application process.

The student will need the names and email addresses of three faculty who know directly of the applicant’s academic ability and performance in WSU courses for the application process.
The student must include a brief statement of purpose in the application process.
The student must meet any other program requirements for the admissions process.

The Graduate School will review each candidate’s application and supporting documents and process a departmental recommendation form for program approval. Once the program director and the Graduate School approve the departmental recommendation form, the student will receive instructions for transitioning from undergraduate to graduate status.

Students accepted into this early graduate admissions program would be eligible to reserve courses for graduate credit taken in their senior year if their cumulative GPA is greater than 3.0, they have completed 90 undergraduate hours for the first baccalaureate degree, and they are not registered for more than 12 undergraduate credit hours in the fall or spring semester of their senior year. Courses reserved for graduate credit are limited to no more than a total of 13 credit hours and are restricted to graded credit hours. A Reservation of Graduate Credit form is available from the Graduate School and must be filed by the student by the 15th class day of the semester in which the student is enrolled for the graduate credits.

Council of Graduate Schools Resolution

The Council of Graduate Schools has published a statement entitled Resolution Regarding Graduate Scholars, Fellows, Trainees, and Assistants since the mid-1960s. The Resolution is concerned with the conditions surrounding the acceptance of offers of certain kinds of graduate student financial assistance, namely, scholarships, fellowships, traineeships, and assistantships for the next academic year. The general spirit of the Resolution is that students should have an opportunity to consider more than one offer and should have until April 15 to do so, that institutions and students should be able to view acceptances in force after April 15 as binding, that everyone should know what the rules are, and that an offer by the institution and its acceptance by the student constitute an agreement which both expect to honor. After accepting an offer, the Resolution acknowledges that students may change their minds and withdraw that acceptance. The Resolution intends to provide a uniform and widely acceptable framework for so doing, one that protects both student and institution.

Unsuccessful Applicants and Accepted Students Who Decline the Offer of Admission

Due to faculty and facility limitations, admission to the Graduate School is a competitive process, and it may be necessary to deny admission to some qualified applicants. While a department to which an applicant applied may provide unofficial notice of denial, the Graduate School officially notifies all denied applicants in writing.

Programs are expected to take timely action on all applications.

If a program determines that an applicant will not be admitted, the applicant should be denied in myWSU as soon as the decision is made.
Most programs can make admission decisions before the start of the semester, and as a courtesy to applicants—many of whom may be applying to multiple schools—these decisions should be promptly entered in myWSU.

Admission to the Graduate School is term-specific. If an accepted student declines an offer of admission, their application will be canceled. After declining an initial offer, students who wish to apply for admission to the Graduate School for a future term must reapply and submit a new application.

All admission decisions are final and denied applicants have no appeal process. Departments, degree-granting units, and the Graduate School reserve the right to deny admission to any student, regardless of whether they meet the minimum admission requirements.

Change of Date of Admission or Reapplication to the Graduate School

Since admission to the Graduate School is term-specific, the Graduate School does not automatically update admission offers or roll admission offers to future semesters.

Applicants who have applied to the Graduate School (either as a degree-seeking or non-degree-seeking student) for a particular semester and have yet to receive a decision regarding their admission may request to update their application for admission. To do so, they must contact the Graduate School no later than 30 calendar days into the semester for which they have applied. The Graduate School will work with the academic department to update the application and notify the department of the change. The applicant’s file will then be reviewed for the updated term, and the department may approve or deny admission for that term; however, admission is never guaranteed. An application that has not been denied may be updated only twice.

Programs are encouraged to act promptly on admission decisions.

Denial decisions should not wait until the 30th day of the semester, as this timeline is primarily intended for rare cases where an applicant seeks to update their application term.
Most denials should occur when a program determines the applicant will not be admitted. Timely action supports clear communication and efficient processes.

Admitted students who wish to defer their enrollment to a future semester should contact the Graduate School to discuss their options. Deferral requests are reviewed on a case-by-case basis and are not guaranteed.

Applicants who apply to the Graduate School for a particular semester and are denied admission may not update their application for a future term. In such cases, individuals must reapply via the online application and pay the non-refundable application fee.

Readmission after Resignation or Unapproved Absence

Students who have resigned from the Graduate School, failed to maintain continuous enrollment status, have expired official leave of absence status, or have expired the time limit for completing the degree must reapply for admission using the online application, and pay the non-refundable application fee. Readmission is not guaranteed.

Change from Non-Degree Status to a Degree Program

WSU graduate students currently enrolled as undeclared (UNDG) or enrolled only in a Certificate Program must formally apply to the Graduate School and pay the non-refundable application fee to be admitted to an advanced degree program. Students in the NADC (Not a Degree Candidate) category may be considered for admission to a degree program upon completing the Plan and Degree Level Change form and the program’s or department chair’s signature.

Undeclared Graduate and NADC Students Pursuing Formal Admission to Graduate School

Six hours of graduate coursework (500-level) taken in the non-degree graduate classification may be used to calculate a GPA for admission into a graduate program. Note: 300 or 400-level coursework taken in the non-degree graduate classification will not be used to calculate the GPA for admission to a graduate program.

A total of 12 hours of coursework (300, 400, and 500-level) taken in the non-degree graduate classification may be used on a Program of Study toward a degree-seeking program with the restrictions noted below:

A maximum of twelve (12) hours of graduate coursework (500-level) with grades of “B” or higher earned under non-degree graduate classification may be used on the Program of Study if approved by the advisory committee and the program.
For 300 or 400-level coursework with grades of “B” or higher earned under the non-degree graduate classification, a maximum of six (6) hours for a thesis master’s or nine (9) for a non-thesis master’s and doctoral degree may be applied to graduate degree requirements on the Program of Study if approved by the advisory committee and the program. Note: See minimum coursework requirements for the doctoral degree in Chapter 8.3.

The student’s advisory committee must approve using non-degree graduate status credits, which will be held to the usual time restrictions for program completion. The faculty in the graduate program have the authority to recommend denial of admission to any student.

Time limits on the coursework would be the same as for transfer credit. Graduate program faculty members have the authority to recommend denial of admission to any student.

Certificate Student Pursuing Formal Admission to Graduate School

A certificate student may apply for formal admission to the Graduate School and pursue an advanced degree. A determination of the applicability of any of the courses and credits earned while a certificate student will be made at the time of admission at the discretion of the academic department or graduate program where the degree is sought by the student filing a Program of Study. Department-approved courses will be stipulated as such on the student’s Program of Study when submitted and reviewed by the Graduate School at that time.

This Program of Study is expected to include a core disciplinary curriculum. Coursework taken as a certificate student may be reviewed as part of the admission review process but does not afford any preferential consideration for admission to a graduate program. The faculty members in the graduate program have the authority to recommend denial of admission to any student.

For students transitioning from a graduate certificate to a professional master’s degree, a program may allow direct admission through myWSU, bypassing the standard application process. Direct admission is only available if:

The professional master’s degree is within the same academic unit as the graduate certificate program, and
The graduate program allows direct admission for graduate certificate students.

Graduate programs retain the authority to approve or deny direct admission requests and may establish additional requirements for internal transitions.

Enrolled degree-seeking graduate students can concurrently enroll in a graduate certificate program. Credits earned by these students while enrolled in the graduate certificate program may be credited toward course requirements for a master’s or doctoral degree if the student’s advisory committee approves those credits. The online application should be completed for admission consideration. The student must contact the Graduate School before submission of the application for further instructions.

Graduate Study for Faculty/Staff

Faculty

Faculty members may request permission to pursue programs of study leading to advanced degrees at WSU. The dean of the Graduate School and vice provost for graduate education considers requests on a case-by-case basis. Approval and denial are subject to all rules and regulations of the Graduate School.

Review of applications will include consideration of factors such as:

abstention from service on the WSU Faculty Senate, Graduate Studies Committee, Professional Health Sciences Committee, and Research and Arts Committee;
avoidance of situations that may constitute a conflict of interest, including those that could arise due to the dual faculty-student roles;
impact upon the unit in which a faculty member is appointed;
preparation in advance of admission to a general Program of Study with a stated timeline and
abstention from pursuing a degree in one’s unit and those directly administratively related to the faculty member’s unit. As a result, current graduate students may not be hired into faculty-title positions in the unit where they are pursuing a graduate degree.

The application process will include:

complete application, proposed Program of Study, and approval of unit supervisor (letter of support) received by the Graduate School;
calculation of GPA by the Graduate School;
preliminary review of application by an associate dean of the Graduate School and vice provost for graduate education, including proposed program and impact on the applicant’s unit and the unit to which application has been made;
recommendation received from the program to admit or deny;
review by the dean of the Graduate School and vice provost for graduate education and a decision to approve or deny the application;
in exceptional cases, review by the Faculty Senate’s Graduate Studies Committee and recommendation to the dean of the Graduate School and vice provost for graduate education to approve or deny the application; and
notification to the applicant and the program.

Staff and Administrative Personnel

Staff or Administrative Personnel may pursue programs of study leading to advanced degrees at WSU. The dean of the Graduate School and vice provost for graduate education will review requests to do so. Approval is subject to all rules and regulations of the Graduate School.

Review of applications will include consideration of factors such as:

abstention from service on university committees dealing with curricular decisions and policies and procedures for graduate education;
avoidance of situations that may constitute a conflict of interest, including those that could arise from the pursuit of a degree in one’s unit (in the case of an academic department or graduate program) and those that are directly administratively related to the staff member’s unit of employment;
impact upon the unit in which a staff member is employed;
clear separation of supervision responsibility between the staff member’s employer and advisory committee; and
preparation for admission to a general Program of Study with a stated timeline and departmental/program approval.

The application packet delivered to the Graduate School must include:

completed application, proposed Program of Study (approved by the chair or director of the graduate program, department, or school), statement of intent, and approval of the employing unit supervisor indicating the impact the study will have on the unit received by the Graduate School (a copy of the applicant’s current job description must be submitted);
calculation of GPA by the Graduate School;
preliminary review of application by an associate dean of the Graduate School and vice provost for graduate education;
recommendation received from the program to admit or deny;
review by the dean of the Graduate School and vice provost for graduate education and a decision to approve or deny the application;
in exceptional cases, review by the Faculty Senate’s Graduate Studies Committee and recommendation to the dean of the Graduate School and vice provost for graduate education to approve or deny the application; and
notification to the applicant and the program.

Employee Tuition Fee Waiver Programs

Qualified staff and faculty who wish to enroll under the employee tuition fee waiver program must follow regular Graduate School admission procedures, meet eligibility requirements, and follow the enrollment procedures outlined in Business Policies and Procedures Manual 60.70. Interested staff and faculty members should consult the Office of Human Resource Services for additional information.

Change of Status from Graduate to Undergraduate

A student must complete the Graduate to Undergraduate Status form to change from graduate to undergraduate status. Once the form is approved, the student will be dropped from the Graduate School. In the future, if the student wishes to pursue a graduate degree, the student will need to formally reapply to the Graduate School and the program to which admission is desired. Admission is not guaranteed.

Chapter Five – Enrollment and Graduate Leave

Enrollment Policy

Enrollment Policy Overview

Master’s Degree Students

Master’s degree students must enroll for a minimum of 2 credits every fall and spring semester until they complete all degree requirements (Chapter 5.1.2). If they cannot enroll, they must obtain approved graduate leave (Chapter 5.1.2.2.1) or internship leave status (Chapter 5.1.8). Students who fail to enroll or secure approved leave for up to two consecutive semesters (excluding summer) are considered to have an unapproved absence. They may reenroll by paying a non-refundable processing fee and obtaining departmental approval, which is not guaranteed (Chapter 5.1.3). However, students with unapproved absences for three consecutive semesters (excluding summer) will be discontinued from the Graduate School and must reapply to the university and be accepted by the program to resume their studies (Chapter 5.1.4).

Doctoral Students

Doctoral enrollment requirements vary based on whether a student has passed their preliminary exam.

Prior to Preliminary Exams

Doctoral students must enroll for a minimum of 2 credits every fall and spring semester until they complete all degree requirements (Chapter 5.1.2). If they cannot enroll, they must obtain approved graduate leave (Chapter 5.1.2.2.1) or internship leave status (Chapter 5.1.8). Doctoral students who fail to enroll or secure approved leave for up to two consecutive semesters (excluding summer) are considered to have an unapproved absence. They may reenroll by paying a non-refundable processing fee and obtaining departmental approval, which is not guaranteed (Chapter 5.1.3). However, students with unapproved absences for three consecutive semesters (excluding summer) will be discontinued from the Graduate School and must reapply to the university and be accepted by the program to resume their studies (Chapter 5.1.4).

After Successfully Completing Preliminary Exams

Doctoral students must continue enrolling for research credits each semester until they defend their degree. There is a four-year time limitation from the preliminary exam date to degree completion. Students who have taken their preliminary exam, have met all their program requirements except completion of their dissertation, and do not have the funding to register for two or more research credits will be placed into Continuous Doctoral Status for a limited number of semesters. Students in Continuous Doctoral Status will be charged a $50/semester administrative fee and will have limited access to university resources. See Chapter 5.1.2.1 for detailed information about Continuous Doctoral Status.

Administrator’s Credential and Graduate Certificate Students

Administrator Credential and Graduate Certificate students, who are not considered advanced degree students, must adhere to specific enrollment policies. If absent for one semester or consecutive semesters not exceeding four (excluding summer), these students must complete the Request for Reenrollment form, obtain program approval, and pay a non-refundable processing fee before registering for classes. If absent for five consecutive semesters or more (excluding summer), they are required to reapply to the Graduate School, pay a non-refundable application fee, and be considered for readmission to the credential or certificate program (see Chapter 5.1.4). Students pursuing certificates or administrator credentials are eligible to apply for graduate leave.

Continuous Enrollment for Degree-Seeking Students

All full- and part-time degree-seeking graduate students at all campus locations must maintain continuous enrollment in the Graduate School, registering for each semester, excluding summer sessions, from the time of first enrollment until all degree requirements are completed.

Continuous enrollment is maintained by registering for a minimum of 2 graduate credits per semester (excluding the summer).

International students who enroll for fewer than ten credits must be approved by the Office of International Programs, in consultation with the Graduate School, prior to part-time enrollment during the academic year.

Chapter 5.1.2.2 notes exceptions to the continuous enrollment policy. Continuous doctoral status (CDS), explained in Chapter 5.1.2.1, meets the continuous enrollment requirement.

Continuous Doctoral Status (CDS)

Doctoral students who have completed their coursework, preliminary exams, and most of their research requirements but lack funding to register for research credits may be placed into CDS to meet the continuous enrollment requirement. Students must complete their degree within four years of passing their preliminary exam. CDS is not a substitute for the 800-research credit requirements.

Students in CDS are not enrolled for credit, which may affect their financial aid, federal loan requirements, and immigration status. International students must consult with the Office of International Programs before entering CDS.
Doctoral students in CDS are charged a $50 administrative fee each semester, granting them limited access to academic resources and university libraries. They may apply for WSU campus health services for up to one year by paying a health fee at the beginning of each semester.
Doctoral students who enroll for at least two credits will not have to pay the CDS fee for that semester. The $50 administrative fee will offset tuition costs.
Students in CDS do not need to complete a Request for Reenrollment form or pay a re-enrollment fee to register for two credits to defend. They may need to contact the Graduate School to activate their enrollment status.
Students who opt out of CDS will be dismissed from the Graduate School. Readmission requires reapplying to the Graduate School and their program and is not guaranteed.
Failure to pay the $50 administrative fee for two consecutive semesters (excluding summer) may result in the student being dismissed by the Graduate School. Readmission will require payment of the unpaid administrative fees.
CDS may be waived for medical reasons, military service, Peace Corps service, or required internship leave. This period of leave from CDS is considered official leave, and the appropriate documentation must be submitted and approved in advance of the semester the student wishes to be on leave (Chapter 5.1.2.2.1, Official Leaves of Absence and Chapter 5.1.8, Internship Leave). Graduate leave does not extend the time limitations to complete the doctoral degree (Chapter 6.5).
CDS is included in the time limitations for completing a doctoral degree. Students have four calendar years from the date of successful completion of the preliminary exam to complete their degree (Chapter 6.5.2). They may be in CDS for a maximum of 7 semesters (excluding summer sessions) during this 4-year period. After seven semesters in CDS, students must enroll for two credits and defend their dissertation to complete their program. Students cannot be on CDS during extension periods. Those with approved extensions must follow specific enrollment requirements, which include a minimum of 2 research credits during one semester of their first extension and continuous enrollment in a minimum of 2 research credits during the fall and spring semesters of their second or third extensions (unless they complete their degree before the extension expires). Non-compliance with the CDS policy may result in dismissal from the program.

Exceptions to Continuous Enrollment

While degree-seeking graduate students typically enroll in credits every semester until degree completion, circumstances may prevent them from doing so. These circumstances may include illness, family issues, financial need, work, or other obligations. The exceptions to continuous enrollment outlined in this section address situations in which a degree-seeking student must be away from their studies and cannot enroll for credits. In such cases, students must complete the appropriate graduate leave or internship leave paperwork, obtain approval from their faculty advisor and the chair or director of their graduate program, department, or school, and submit the paperwork to the Graduate School before the semester they will be away. It is important to note that official leaves of absence, internship leave status, and unapproved absences are included in the time limits for degree completion.

Graduate Leave of Absence

Graduate Leave of Absence. Degree-seeking students in active status and good academic standing who must be away from campus for reasons such as medical issues, family obligations, job obligations, military service, or Peace Corps service, and who cannot maintain continuous enrollment in any given semester may apply for an official graduate leave of absence. Additional information and procedures can be found in Chapter 5.1.6. Doctoral students in CDS status may only be granted graduate leave for medical reasons, military service, or Peace Corps service. Students approved for graduate leave while in CDS status will not be charged the $50 administrative fee.

Internship Leave

Degree-seeking students who wish to pursue an internship approved by their program and do not need to register for credits during the internship period may apply for internship leave status. Information and procedures related to internship leave can be found in Chapter 5.1.8. Doctoral students in CDS status may only be granted internship leave if it is required by their program. Students approved for internship leave while in CDS status will not be charged the $50 administrative fee.

Reenrollment for a Degree-Seeking Student

A degree-seeking graduate student (who is not in CDS) who fails to maintain continuous enrollment or is not on approved graduate leave or internship leave status and is absent for one semester (excluding summer) must complete the Request for Reenrollment form before they can register for classes. The reenrollment process incurs a non-refundable processing fee because the student is returning from an unapproved absence. As part of the reenrollment process, students must list any university-level coursework taken since their last enrollment at WSU. It is important to note that reenrollment also requires departmental approval and is not guaranteed.

Students enrolling after being in CDS status or on approved graduate leave or internship leave are not required to complete the Request for Reenrollment form or pay the reenrollment fee.

Please note that this reenrollment policy does not apply to doctoral students in continuous doctoral status.

Readmission for a Degree-Seeking Student

A degree-seeking graduate student who fails to maintain continuous enrollment or approved graduate leave or internship leave and is absent for two or more consecutive semesters (excluding summer) must reapply and pay a non-refundable application fee to the Graduate School if they wish to be considered for readmission to a program. It is important to note that readmission is not guaranteed. Doctoral students who drop out of continuous doctoral status (CDS) must also reapply and pay a non-refundable application fee to the Graduate School for readmission to a program.

Enrollment of Non-Degree Seeking Students

Non-degree-seeking students absent for one semester (excluding summer) must complete the Request for Reenrollment form and pay a non-refundable processing fee. They must also obtain departmental approval to re-enroll. The Request for Reenrollment form must be completed, and the non-refundable fee must be paid before the student can register for classes.

Non-degree-seeking students absent for two consecutive semesters (excluding summer) must reapply and pay a non-refundable application fee to the Graduate School if they wish to be considered for readmission to a program. Readmission is not guaranteed. It is important to note that non-degree seeking students are not eligible for graduate leave.

Official Graduate Leave of Absence

Official graduate leaves of absence are intended to provide students seeking a degree or certificate who are in active status and good academic standing with continuing services during their time away from campus for the reasons stated below. Students may not be enrolled during the semester(s) in which they have been approved for a graduate leave of absence, including medical leave. It is important to note that graduate leave, including medical leave, does not extend the time limitations for degree completion (see Chapter 6.5). Extensions must be requested according to Graduate School procedures (see Chapter 6.6).

Graduate Leave

Graduate leave is granted for students in active status (enrolled or in CDS) who must be away from their studies for one or more semesters due to personal, family, job, financial, military, or Peace Corps service or other compelling reasons. Only graduate leave for medical reasons, military service, and Peace Corps service is available to doctoral students in continuous doctoral status.

Students must apply for a graduate leave of absence through the Graduate School by completing the Application for Graduate Student Leave form no later than the 30th day of classes during the semester in which the leave is requested. If the student is not enrolled or in CDS, they must follow procedures to either reenroll or reapply to their program before a graduate leave request will be considered.

The leave must be approved by the student’s advisory committee chair, the chair or director of the graduate program, department, or school, International Programs (for international F-1/J-1 students only), and the dean of the Graduate School and vice provost for graduate education. A student may be on graduate leave for up to one calendar year during their studies but leave time may be extended for special circumstances (e.g., military and Peace Corps service) at the program’s recommendation and the Graduate School’s approval. Graduate leave beyond one calendar year during a student’s studies is not guaranteed.

Graduate leave entitles students to maintain access to library services if needed. At the end of the leave, the student can reenroll for credits without completing the Request for Reenrollment form or paying the reenrollment fee. International students must submit information on their finances to the Graduate School if they require the issuance of new immigration documents (Form I-20/DS-2019). Students should contact the Cougar Health Services Insurance and Billing office for information related to health insurance options for the semester(s) on graduate leave.

Medical Leave

Medical leave is a special type of graduate leave that must be coordinated with the Graduate School, the student’s program advisor and chair, International Programs (for international students only), and Cougar Health Services if the student seeks counseling regarding health insurance options during their leave.

Graduate students must submit the Application for Graduate Student Leave form and the Medical Leave documentation form to the program advisor, the chair or director of the graduate program, department, or school, and the Graduate School prior to the semester in which the medical leave is needed, unless the leave is an emergency.

This medical leave policy does not apply to specific program requirements or the terms and conditions of fellowships and other forms of financial aid. At the end of the leave, the student does not need to complete the Request for Reenrollment form or pay a reenrollment fee to reenroll in their program.

Medical leave is generally limited to one calendar year during a student’s graduate studies. Students who require medical leave for more than one calendar year must obtain approval from their program and the Graduate School in advance to extend the leave beyond the first year. Extensions to medical leave are not guaranteed.

Medical leave is granted by semester and only applies to the semester(s) in which the student is not enrolled. Medical leave cannot begin mid-semester; if the student must leave school in mid-semester, the university’s policies and procedures related to cancelation of enrollment, refunds, and continuation of benefits and other forms of financial aid apply for that semester. Students should contact the Cougar Health Services Insurance & Billing office for information related to health insurance options for the semester(s) on medical leave.

Short-term Pregnancy/Parental Leave

The Short-term Pregnancy/Parental Leave plan provides up to six consecutive weeks of leave for the period directly before or after the birth or adoption of a child. During this time, the student continues to be enrolled and maintains their status as a full-time student.

If a student is an Academic Student Employee, they should refer to Chapter 9.9.3 for additional information.

Eligibility

This plan applies to all full-time enrolled graduate students at all campus locations anticipating the birth or adoption of a child.
Students must maintain their full-time enrollment status during parental leave.

Academic Plan

Faculty and other mentors must work with graduate students to create a written Parental Leave Academic Plan with fair and appropriate alternative arrangements.
The Plan must be approved by the student’s course instructors (if applicable) and the major advisor.
Students should alert their chair or director of the graduate program, department, or school and faculty advisor as soon as they know of the need for leave to arrange necessary academic accommodations.
Students should meet with their faculty advisor no less than ten weeks before the proposed leave start date to develop their academic work plan.
The agreed-upon plan should be attached to the Short-term Pregnancy/Parental Leave form for Graduate School submission.
Consult Student Accommodations and Disability Resources for any medical issues requiring reasonable academic accommodation.
Graduate assistants are not required to perform duties during leave but may maintain mutually agreed-upon involvement with their advisor.

Leave Procedures

Complete a Short-Term Pregnancy/Parental Leave form with the academic plan attached.
Obtain signatures from the faculty advisor and program/department chair.
Submit the form to the Graduate School at least eight weeks before the anticipated leave start date.
The Graduate School will notify the student and graduate program of the decision in writing.

Extended Absences

This type of leave does not cover medical situations or complications due to childbirth. Rather, students should refer to Medical Leave.
For planned absences of an entire semester or more, graduate students should apply for an official leave of absence from their studies.

Internship Leave

Internship Leave entitles graduate students in good standing to be away from the university in a full-time internship while maintaining access to student health insurance, faculty and staff counsel, and use of the university libraries. Students do not need to be enrolled during the semester in which they have been approved for Internship Leave. International students should contact International Programs regarding enrollment requirements.

Internship leave entitles graduate students currently in the Graduate Student Assistant (GSA) plan to maintain their eligibility for the GSA student health insurance on a self-pay or department-pay basis. Internship leave is available for up to one semester and may continue for an additional semester if the internship is continuous and part of the student’s official course of study. Extensions to internship leave beyond two consecutive semesters must be recommended in advance by the program and approved by the Graduate School. Extensions to internship leave are not guaranteed, and the student will not be eligible for student health insurance during the extension. Internship leave should be used by doctoral students who have completed all their program requirements except their final program-required internship.

To be eligible for internship leave, a graduate student must be approved for an internship by the student’s advisory committee chair. The graduate student does not have to register for credit for the internship unless required by the program.
The student must have registered for and completed at least one semester as a graduate student at WSU before going on internship leave. Graduate students can apply for internship leave by completing the Internship Leave Approval form and submitting it to the dean of the Graduate School and vice provost for graduate education one semester before the internship.
International students must consult with the Office of International Programs regarding employment eligibility. Internship leave through the Graduate School does not constitute employment authorization for immigration purposes.

Registration

The student is responsible for completing appropriate enrollment procedures each semester. The Graduate School sends an official Admissions Certificate to students accepted into a graduate program at WSU. This notification includes instructions for registration for the first semester of study. Students should contact their advisor (or the faculty or staff representative of the appropriate Program of Study) for advice concerning specific class requirements or recommendations. The student then registers for classes using the online registration site at the WSU student portal. Appropriate login information for this site will be included with the Admissions Certificate. After the thirtieth day of classes, course enrollment changes must be requested via a petition form.

Appropriate Levels of Registration (Credits/Academic Load)

Registration credits vary for full- and part-time students as follows:

Full-time graduate students must register for at least ten credit hours to maintain full-time enrollment status in the fall and spring semesters. Full-time graduate students must register for at least one 700 (thesis masters) or 800 (doctoral) level research credit each semester to track faculty advisor effort. The exception is that full-time graduate students in non-thesis programs, including professional master’s programs, need not enroll in 701 or 702 credits each semester; these students should enroll in 701 or 702 credits in the semester in which they are actively working on their capstone project or taking the final examination (see Chapter 7, Master’s Degree Requirements). Students should check with their departments for additional information or exceptions to this policy.
Part-time graduate students must register for at least two credit hours and no more than nine credit hours to maintain part-time enrollment status in the fall and spring semesters.

While graduate students may be required by their major program to register for a greater number of credit hours, they must enroll at least for the following minimums:

All full- and part-time degree-seeking students must register for at least two graduate course credits per semester (excluding summer) unless they are in continuous doctoral status or approved graduate leave or internship leave status.
Students enrolling solely for a) completing theses or special projects, b) taking preliminary examinations, or c) taking master’s or doctoral final examinations must register for a minimum of two semester hours of the applicable 700, 701, 702, or 800 credits at WSU during that semester or summer session. Students should contact Cougar Health Services Insurance and Billing Office for counseling on health insurance options during their final semester at WSU.
Students on non-service funding must enroll for a minimum of 10 credit hours per semester during the academic year.
A normal academic load for a full-time graduate student is 10-12 credit hours; however, individual programs may require more under specific circumstances. Students who regularly take a maximum full-time credit load of 18 credits should contact the Financial Aid Office regarding the credit limits for Satisfactory Academic Progress (SAP) for financial aid eligibility.
International students in F-1 and J-1 status should consult with the Office of International Programs for enrollment requirements. In general, international graduate students are required by the U.S. Department of Homeland Security to enroll for at least ten credits during the regular academic year.
International students with valid academic, administrative, or medical reasons may be granted part-time enrollment authorization using the approved Reduced Course Load form from International Programs. This includes students who have completed all required courses and are enrolled only for thesis or dissertation credits. A reduced course load must be approved by International Programs in consultation with the Graduate School and the academic department prior to part-time enrollment during the academic year.
Loads in excess of 18 credit hours in a regular semester or 8 or 10 credit hours in six- and eight-week summer sessions, respectively, are considered overloads and must have the approval of the major professor and the Graduate School. Credit hours of enrollment in “Audit” status are not included in calculating the student’s academic load.
Students may enroll for a minimum of 2 graduate credit hours during a fall or spring internship but are not required to do so unless it is a program requirement. International students must consult with the Office of International Programs for employment authorization before committing to an internship experience. Students should contact Cougar Health Services Insurance and Billing Office for counseling on health insurance options during their internship semester.

Chapter Six – General Academic Requirements

Academic Load

Academic load for full-time and part-time students is described in Chapter 5.3.

Academic Evaluation of Students

All graduate programs must complete an annual academic review of each graduate student (see exception for professional master’s programs below). The review of Academic Student Employees is a separate process covered in Chapter 9. The elements of the annual academic review include the following:

Cumulative record: This should include admission and classification information, coursework, research proposals, and all examinations, such as advisory, placement, qualifying, preliminary, and final examinations, as well as progress since the last review.
Advisory committee meetings: The advisory committee is expected to meet with the student at least annually, and this meeting should be part of the student’s annual academic review.
Qualitative assessment: Faculty should provide a qualitative assessment of the student’s progress in research and teaching, as appropriate.
Progress statement: A statement should be included indicating the rate of progress, classified as either satisfactory or unsatisfactory.
Expectations for the next review period: The review should outline expectations for the student’s progress during the upcoming review period.
Written notification: The chair or director of the graduate program, department, or school will provide each graduate student with written performance notification annually. After consulting with the appropriate faculty, the annual evaluation of students whose GPA is considered deficient must be sent to the dean of the Graduate School and vice provost for graduate education to be placed in the student’s official file.
Unsatisfactory review: If an annual review for a student is less than satisfactory, a written copy of that review should be forwarded to the Graduate School.

Some professional master’s degree programs have a standard curriculum that all students must take and that can be completed within a set timeframe, sometimes in less than two academic years. An annual evaluation for students in good academic standing is not required in a program that takes one academic year (fall, spring) or three academic semesters (i.e., fall, spring, and fall) to complete. However, an annual evaluation should be performed if the student is not making adequate academic progress, such as:

Not making progress to complete the program within the expected timeframe
Repeating coursework
Withdrawing from one or more courses
Having more than one incomplete on record

If the program takes two academic years or longer to complete, it must, at a minimum, conduct an academic review of progress toward degree for all graduate students at the mid-point of their program.

Minimum GPA (Grade Point Average) Policy and Academic Probation

Minimum GPA

To uphold high academic standards, the Graduate School has established a minimum 3.0 cumulative GPA and a 3.0 GPA for all coursework on the student’s Program of Study for a graduate student to be considered in good academic standing. Individual graduate programs may have more stringent requirements than those listed here.

No graded courses of “B-” or below may be dropped from a Program of Study for an advanced degree, nor can a course be repeated for a higher grade if the final grade is “C” or higher. Any course listed on the Program of Study for which a grade of “C-” or below is earned must be repeated for a letter grade, not on a Pass/Fail basis.

All grades earned by a graduate student in courses listed on the Program of Study, except for the first grade for a repeated course, will be averaged into the student’s GPA.

The student is expected to earn an S (Satisfactory) grade for all research credits (702, 701, 700, 800). One U (Unsatisfactory) grade for research credits indicates that the student is not making satisfactory progress. The student will be subject to dismissal from the program if a U (Unsatisfactory) grade is earned for research credit for two terms (including summer term). Research credits for which a U has been earned do not count toward degree requirements.

Probationary Continuing Enrollment

A graduate student who has completed the first semester of graduate study and earns a GPA between 2.75 and 2.99 is eligible for one additional semester of continued enrollment on a probationary status. Upon completion of the probationary semester and thereafter until graduation, a minimum of a 3.0 cumulative GPA is required to continue in Graduate School. Probationary status is only available to students immediately following their first semester of graduate study and is not available to students who have been provisionally admitted.

Dismissal from the Graduate School

A graduate student will be dismissed under any one of the following conditions:

The student has a cumulative GPA below 2.75 at the end of the first semester of study.
The student has been provisionally admitted and has a cumulative GPA below 3.0 at the end of the first semester of study.
The student fails to establish and maintain a cumulative GPA of at least 3.0 after more than one semester of study.
The student has failed a preliminary or final exam for a second time.
The student has failed a preliminary or final exam for the first time with a Graduate School representative present, and a second examination is not recommended by the advisory committee, chair of the graduate program, or representative; in such cases, the dean of the Graduate School and vice provost for graduate education will review the case and make the final determination.
The student has earned a U (Unsatisfactory) grade for research credits (700, 701, 702, 800) for two semesters (including the summer term).

Other reasons for dismissal might include failure to make normal progress toward degree completion (such as failure to complete coursework on time or multiple incomplete grades), failure to maintain continuous enrollment, failure to assemble and maintain an approved advisory committee, issues related to academic integrity or student conduct, etc. Only the dean of the Graduate School and vice provost for graduate education or the university Conduct Board has the authority to dismiss a graduate student.

Reinstatement

Reinstatement of a provisionally admitted graduate student who falls below a 3.0 GPA following the completion of one semester or one summer session or a graduate student who falls below a 2.75 GPA following the completion of one semester or one summer session, will be considered only through a petition from the graduate student to the chair or director of the graduate program, department, or school. Following a meeting with the graduate student, the chair or director (of the graduate program, department, or school) may favorably recommend reinstatement for that student by submitting a memo, via the GRM, to the dean of the Graduate School and vice provost for graduate education, who has final approval.

The reinstatement procedure for a graduate student who has completed two semesters, one semester and one summer session, or two summer sessions and whose GPA is below 3.0 follows the same procedure. The student must meet with the chair or director (of the graduate program, department, or school), who – upon favorable recommendation – may petition the dean of the Graduate School and vice provost for graduate education (routed through the GRM) for approval to reinstate the student. If approval to continue is granted, the student will have one semester or summer session to increase the cumulative GPA to 3.0. Failure to do so will result in dismissal.

If the student becomes academically deficient because of two U (Unsatisfactory) grades for research credits, the student must meet with the chair or director (of the graduate program, department, or school, who, upon favorable recommendation, may petition the dean of the Graduate School and vice provost for graduate education (routed through the GRM) for approval to reinstate the student. The chair or director in the graduate program, department, or school must identify the conditions for continuation of study in the petition request. If approval to continue is granted, the student will have one semester or summer session to improve research progress.

Degree Objectives and Requirements

Chapters 7 and 8 explain academic policies related to master’s degrees and doctoral degrees, respectively.

Maximum Time Limits for Completion of Degree

Maximum time limits for degree completion depend on whether the student is completing a master’s degree or a doctoral degree.

Master’s Degrees

Most full-time students enrolled in master’s degree programs at WSU require 2-3 years to complete their program. The Graduate School recognizes that some programs are designed for the part-time student and may take longer. The maximum time allowed for completing a master’s degree is six years from the beginning date of the earliest course listed on the official Program of Study. Coursework (transfer or WSU credits) will not be removed from the approved Program of Study to circumvent this time limit. Programs may request an extension of this time limit described in Chapter 6.6.

Doctoral Degrees

Most students enrolled in doctoral degree programs at WSU require 4-6 years to complete their program. The Graduate School recognizes that some programs are designed for the part-time student and may take longer. There are two time limits for doctoral students:

The maximum time allowed for completing a doctoral degree is ten years from the beginning date of the earliest course applied toward the degree. This means that the courses (including transfer coursework) on the Program of Study remain valid only for ten years from the earliest date of the courses applied toward the degree. Coursework (transfer or WSU credits) will not be removed from the approved Program of Study to circumvent this time limit.
In addition, the doctoral degree must be completed within four years of completing the preliminary examination.

Students must work closely with their programs to develop a timeline that meets both deadlines. At least four months must elapse between the preliminary and final examinations for doctoral degrees.

Programs may request an extension of these time limits described in Chapter 6.6.

Certificates

Full-time students enrolled in certificate programs generally require 2-4 years to complete their program; part-time students may take longer. The maximum time allowed to complete a certificate is six years from the beginning date of the earliest course applied toward the certificate.

Procedure to Request Extension of Degree Program

Students pursuing a certificate may request an extension for completion via a request for an exception to policy submitted to the Graduate School through the GRM. Students pursuing degrees must follow the processes below.

First Extension

A one-year extension may be requested by the advisory committee chair as an exception to Graduate School policy in the following circumstances:

Students who have not completed their master’s degree within the 6-year time limit.
Students who have not completed their doctoral degree within four years of the semester when they passed their preliminary exam or within ten years from the beginning date of the earliest course applied toward the degree. (Student must meet both deadlines.)

The student must make a formal request in writing to the student’s advisory committee chair. The advisory committee chair must discuss this situation with the student, and they should mutually outline a plan for completion within one year. The advisory committee chair must then consult with the student’s advisory committee and, if all parties agree, forward a memorandum through the program’s graduate coordinator, using the GRM, for review by the dean of the Graduate School and vice provost for graduate education, requesting a one-year extension. The advisory committee chair must explain why this exception is requested, and the advisory committee chair should indicate the support of this request by the student’s advisory committee. The decision on this exception to policy will be communicated to the student and advisory committee chair and recorded in the student’s file. Note: Students must be enrolled for at least two research credits during either the fall or the spring semester of a First Extension (enrollment is required in the semester of degree completion).

Second Extension

After being granted a first extension, a second one-year extension may be requested by following the procedure outlined below. The second extension is a serious matter and should be considered the final stage of the process to complete the degree.

The student must submit a request for a second extension to the student’s advisory committee chair. The student must explain, in writing, why the thesis/dissertation was unable to be completed after the first extension. If granted a second extension, the student must also develop a detailed timeline for completing the thesis/dissertation.

The advisory committee chair must evaluate and approve the rationale and timeline for the requested second extension. The student must also schedule and complete a thesis/dissertation advisory committee meeting, during which the timeline for completion is discussed.

A faculty meeting must be held where the student’s request for a second extension is discussed by the entire faculty of that graduate program. Once the thesis/dissertation advisor presents the circumstances for this request, the chair or graduate program director must ballot the entire graduate faculty to determine their support of the request. The results of this balloting must be reported to the Graduate School (routed through the GRM) as part of the request for a second extension.

If the faculty vote supports the action, the advisory committee chair must submit a memo through the program’s graduate coordinator, using the GRM, for review by the dean of the Graduate School and vice provost for graduate education, requesting a second extension. This memo must explain the rationale for this extension, provide the timeline details, verify the date of the thesis/dissertation meeting, and indicate that the advisory committee concurs with the decision to request a second extension. This memorandum must be copied to the chair of the degree-granting unit.

The dean of the Graduate School and vice provost for graduate education will make the decision to extend a second request. If the extension is granted, a letter will be sent to the student (and copied to the department or school chair or director, the graduate program director, as well as the chair of the advisory committee) explaining that this second extension is essentially a final opportunity to complete the thesis/dissertation by following the timeline developed by the student and advisory committee. The letter will indicate that third extensions are exceedingly rare. Note: Students must enroll for at least two research credits during both the fall and spring semesters of a second extension or until degree completion.

Third Extension

A third extension is only possible under exceptional circumstances (e.g., personal or family medical issues) and is absolutely final. The following process will be used to request a third and final extension.

The student must submit a request for a third extension to the student’s advisory committee chair. The student must explain, in writing, why the thesis/dissertation was unable to be completed after a second extension. If granted a third extension, the student must also develop a detailed timeline for completing the thesis/dissertation.

The advisory committee chair must evaluate and approve the rationale and timeline for the requested third extension. The student must schedule and complete an advisory committee meeting during which the timeline for completion is discussed.

A graduate program faculty meeting must be held during which the student’s request for a third extension is discussed. Once the thesis/dissertation advisor presents the circumstances for this request, the chair or director of the degree-granting unit must ballot the graduate program faculty for their support of the request. The results of this balloting must be reported to the Graduate School as part of the request for a third extension.

If the faculty supports the request, the chair or director of the degree-granting unit must write a memo to the dean of the Graduate School and vice provost for graduate education explaining the rationale for the request, providing a detailed timeline for completion of the thesis/dissertation within one year, and including any extenuating circumstances that need to be considered. The memo, supported by the materials listed above, should be forwarded to the Graduate School by the program’s graduate coordinator using the GRM.

If approved, the dean of the Graduate School and vice provost for graduate education will write a letter to the student explaining that this is a third and final extension. The student must acknowledge receipt of this letter in writing to the dean of the Graduate School and vice provost for graduate education and the chair, explaining that they understand this is their final opportunity to complete the thesis/dissertation degree. Note: Students must be enrolled for at least two research credits during both the fall and spring semesters of a third extension or until degree completion.

Denial of Extension

If the student is denied an extension, the student may appeal against the decision of the dean of the Graduate School and vice provost for graduate education using the Graduate School’s grievance procedures in Chapter 12.7.6.3.

The Program of Study

Definition

The Program of Study is an official form documenting the student’s plan for courses to take, milestones required by the graduate program, as well as indicating research interests. For master’s degree students, the Program of Study should be filed with the Graduate School as soon as possible, but no later than the beginning of the semester preceding the anticipated semester of graduation (e.g., if the anticipated graduation were spring, the Program of Study would be due no later than the beginning of the preceding fall semester). For doctoral students, the Program of Study should be filed with the Graduate School during the third semester of study and no later than the semester before the student anticipates taking the preliminary examination (October 1 deadline for a spring preliminary exam; March 1 deadline for a fall preliminary exam). The student’s advisor, in consultation with suggested advisory committee members, should aid the student in developing the proposed Program of Study.

General Requirements

Courses Taken at WSU

All graded graduate-level coursework (with a grade of B or higher) taken toward a previous master’s degree at WSU may be used toward a subsequent doctoral degree at WSU with the approval of the student’s advisory committee and the program director.

Grade Requirement for Courses. Completed coursework cannot be removed from an approved Program of Study. Any course listed on the student’s Program of Study in which a grade of “C-” or below is earned must be repeated for graded credit.
Incomplete Grades. An incomplete (“I”) indicates a deferred grade. It is given to students who cannot complete the assigned work on time for reasons beyond their control. For graduate-level courses (500 and above) and undergraduate courses (499 or below), the “I” grade will be changed to an “F” if the work is not completed within one academic year following the semester in which the “I” grade was assigned. The student may not repeat the course to remove an incomplete grade. Graduate students may not graduate with an “I” grade on their transcript. (See Academic Regulations, Rule 90h.)
Undergraduate or Professional Level Coursework. Up to 6 credits of graded undergraduate-level credit (300- or 400-level) or graded professional-level credit for a thesis master’s degree, and up to 9 credits of graded undergraduate-level credit (300- or 400-level) or graded professional-level credit for a non-thesis or doctoral degree may be used on the Program of Study with approval from the advisory committee and the chair or director of the graduate program, department, or school. Non-graded (S, M, F) professional coursework may not be used toward the core graded course requirements in the Program of Study. Non-graduate (undergraduate or professional) credit hours may not be counted toward the minimum 15 graded graduate credit hour requirement for the Ph.D. Program of Study.
Coursework on a Pass/Fail Basis. With prior advisor approval, all graduate students are eligible to take courses on a pass/fail (P/F) basis. Pass/Fail courses cannot be used to fulfill core program requirements or count toward the total required credit hours (i.e., they cannot be used on a Program of Study). Credit hours earned under P/F are counted toward enrollment maximum or minimum hour requirements. With the advisor’s approval, enrollment changes from graded to P/F courses will be allowed during the first three-week period following the beginning of classes. There is no limit on the number of hours a graduate student may take on a P/F basis.
Graduate Certificate Programs. The academic department or graduate program where the degree is sought will determine the applicability of any courses and credits earned as a certificate student. Department-approved courses will be stipulated as such on the student’s Program of Study when submitted to and reviewed by the Graduate School at that time. A core disciplinary curriculum is expected in this Program of Study. Coursework taken as a certificate student may be reviewed as part of the admission review process but does not afford any preferential consideration for admission to a graduate program.

Enrolled degree-seeking graduate students are eligible to concurrently enroll in a graduate certificate program. If approved by the student’s advisory committee, credits earned by these students while enrolled in the graduate certificate program may be credited toward course requirements for a master’s or doctoral degree.

Global Campus (Online) Programs. WSU graduate students are admitted to a campus (i.e., Pullman, Spokane, Tri-Cities, Vancouver, or Global Campus) and pay the tuition and fees associated with that campus. Before registering for a course scheduled at another campus, including Global Campus (online) courses, students should consult with their program advisor to ensure the courses will count toward their Program of Study and then work with that campus Registrar to register for the course.
Auditing Courses. Graduate students who wish to audit a course must have prior approval from the course instructor using the Enrollment Change form on the Registrar’s website. This process may be used through the second Friday after the beginning of the term. After that, requests to audit a course require a petition form, which additionally requires approval from the advisory committee chair and graduate program director. Audited courses cannot be used to fulfill core program requirements or count toward the total required credit hours (i.e., they cannot be used on a Program of Study). Official recording of an audit on a transcript requires the instructor’s signature and a discussion with the instructor regarding any specific expectations or requirements to fulfill the audit. Minimum requirements may include attendance at select or all classes and course readings for participation in class discussions. This agreement between the student and the instructor should be through written documentation but, at the very minimum, through verbal communication so that the student and faculty mutually understand expectations. No university credit will be allowed for auditing courses, nor may students apply for or take special examinations for university credit in courses they have audited.
Foreign Language Requirement. Departments and programs have the option of requiring a foreign language or languages. If one or more languages are required, the graduate program is responsible for monitoring that requirement.

Courses Taken in Post-baccalaureate, Post-degree, or Teacher Certification Programs

Students who have at least a 3.0 grade point average in their post-baccalaureate, post-degree, or teacher certification work at WSU may reserve up to 6 semester hours of coursework with grades of “B” or higher for a thesis master’s program, or nine semester hours of coursework with grades of “B” or higher for non-thesis master’s or doctoral work in the Graduate School in excess of that required to complete the program or degree. Approval from the dean of the Graduate School and vice provost for graduate education is required before registering for the course(s). The student must complete a Reservation of Graduate Credit form and obtain the appropriate signatures before submitting it to the Graduate School for approval. If the student enrolls in the course before receiving approval, permission to reserve the course may not be given.

Courses Taken as Excess Undergraduate Credit at WSU

Seniors who have at least a 3.0 grade point average in the last 60 semester hours of graded undergraduate work at WSU may reserve up to 6 semester hours for a thesis master’s program and 9 hours for non-thesis master’s or Doctoral work in the Graduate School in excess of that required to complete the bachelor’s degree providing the student earned the grade of “B” (3.0) or better in the course(s). Approval from the dean of the Graduate School and vice provost for graduate education is required before registering for the course(s). The student must complete a Reservation of Graduate Credit form and obtain the appropriate signatures before submitting it to the Graduate School for approval. If the student enrolls in the course before receiving approval, permission to reserve the course may not be given. Work done by undergraduates under other conditions may not be applied toward an advanced degree.

Seniors who wish to enroll in 500-level courses for undergraduate credit must obtain approval from the major advisor and the chair of the department or program in which the course is being offered.

Enrollment in 500-level courses by undergraduates, other than seniors, may be allowed only as an exception to policy under extraordinary circumstances clearly justifying such enrollment. Requests for such an exception to policy require recommendations of the student’s major advisor, course instructor, and the chair or director of the graduate program, department, or school administering the course and should be submitted to the dean of the Graduate School and vice provost for graduate education before any such enrollment.

Students in 4+1 Programs

Students in approved 4+1 Accelerated Master’s Programs may apply up to six 400- or 500-level credits taken as undergraduates to their Program of Study.

Credits must be completed within three years prior to the start of the graduate portion of the program.
Eligible shared courses must be identified in the program’s approved 4+1 Memorandum of Understanding (MOU).
Shared credits cannot include conjoint or cross-listed courses taken under different department prefixes.
All shared credits must be approved by the graduate program, the college dean, and the Graduate School as well as documented in the student’s Program of Study.

Courses Taken as Part of the WSU Select Graduate Admissions (SGA) or Students Targeted toward Advanced Research Studies (STARS) Programs

Students accepted into the SGA program are eligible to reserve courses for graduate credit taken in their senior year if their cumulative GPA is greater than 3.0, they have completed 90 undergraduate hours for the first baccalaureate degree, and they are not registered for more than 15 semester hours in the semester or 12 semester hours in the summer session. Courses reserved for graduate credit are limited to a total of 12 credit hours and are restricted to graded credit hours. The student must file the Reservation of Graduate Credit form for reserving graduate credits by the 15th class day of the semester or by the 5th day of the summer session in which they are enrolled for the graduate credits.

Students accepted into the STARS program are eligible to reserve courses for graduate credit taken in their senior year if their cumulative GPA is greater than 3.0, they have completed 90 undergraduate hours for the first baccalaureate degree, and they are not registered for more than 12 undergraduate credit hours in the fall or spring semester of their senior year. Courses reserved for graduate credit are limited to no more than a total of 13 credit hours and are restricted to graded credit hours. The student must file the Reservation of Graduate Credit form to reserve graduate credits by the 15th class day of the semester in which they are enrolled for the graduate credits.

Courses Taken as a Graduate Student at Other Accredited Institutions of Higher Learning (Transfer Credit)

Graded graduate-level coursework (with a grade of B or higher) taken toward a master’s degree at an accredited institution may be used toward a doctoral degree at WSU with the approval of the student’s advisory committee and the program director. However, graded graduate-level coursework (with a grade of B or higher) taken toward a completed master’s degree at an accredited institution may NOT be used toward another master’s degree at WSU. All other graded graduate-level coursework (with a grade of B or higher) taken as a graduate student, but not taken toward a completed graduate degree, may be used toward a master’s degree or a doctoral degree at WSU with the approval of the student’s advisory committee and program director. In all transfer cases, the number of such credit hours is limited to no more than half of the total graded course credits required by the program listed on the Program of Study. Individual graduate programs may choose to limit transfer credits to an amount less than what is specified above.

Generally, the student should be admitted as a degree- or non-degree-seeking graduate student at the institution where the course was taken. Any other enrollment status will be considered on a case-by-case basis as an exception to policy; however, coursework used to meet baccalaureate or professional degree requirements is not transferable.

A maximum of 6 graduate-level credits (with a grade of B or higher) taken at an accredited institution may be used toward a graduate certificate program requiring 30 or more credits with the approval of the program and the dean of the Graduate School and vice provost for graduate education. Individual certificate programs requiring 30 or more credits may limit transfer credits to less than six.

Graduate certificate programs requiring less than 30 credits may also include transfer credits for graduate coursework. This transfer coursework must be comparable to one or more graduate certificate electives and cannot substitute for core courses. Transfer coursework must be less than six years old and have a ‘B’ or higher grade. Additionally, the transfer credits must be less than 40% of the graduate certificate credits. A course description and syllabus may be required to approve transfer coursework on the graduate certificate.

Transfer credits are subject to the usual time restrictions for master’s or doctoral degrees and certificates, and approval by the graduate program and the Graduate School. Credits cannot be more than six years old for a master’s or certificate program and ten years old for a doctorate program at the time of graduation. Once approved as transfer credit, this coursework cannot be removed from a Program of Study.

Transfer credit is requested formally by listing the courses on the Program of Study, obtaining advisory committee member and chair approval, and submitting it to the Graduate School for review and approval; however, preliminary determination will be made earlier upon request to the Graduate School.

Students intending to request transfer credit for their Program of Study must submit to the Graduate School all official transcripts from colleges or universities showing such credit. A catalog description of the course must be available (either in paper form or on the institution’s website). In some cases, the Graduate School may require a course syllabus. The institution from which the credits are being transferred must be accredited by a recognized accreditation association. The Graduate School will review all credits to determine transfer eligibility.

Online coursework will be considered for transfer credit if it meets the transfer requirements stated in this policy. As with all transfer credits, graduate program faculty should screen and approve all courses from other colleges and universities before submitting them to the Graduate School for transfer consideration. Pre-approval for the transfer of online courses will not be given; however, the graduate program and student may check with the Graduate School to determine if the online course is transferable before it is taken.

The dean of the Graduate School and vice provost for graduate education is the final authority in determining what constitutes accredited courses or schools and in determining exceptions to this policy. Upon recommendation from the department or program, the vice provost may make exceptions to this policy on a case-by-case basis. Substantial justification should be included in the exception to policy request for coursework that exceeds the maximum time limits noted for a graduate degree.

Limitations to this policy include the following:

Seminar courses (usually defined as a course with a series of seminar speakers), extension courses, continuing education courses, special problems courses, thesis courses (research credits), workshops, and correspondence courses will not receive graduate transfer credit. Doctoral research credit may be transferable only under special written agreements with other universities as approved by WSU and the dean of the Graduate School and vice provost for graduate education. For necessary interpretations, inquiries should be sent to the vice provost.
Graded, graduate-level special topics courses from an accredited university may be transferable with the advisory committee, program, and Graduate School approval. A syllabus for the special topics course must be submitted with the transfer request (Program of Study) so that a determination can be made.
Graduate credit from a non-accredited institution will not be accepted for transfer credit.
Transfer credits allowed on a doctoral degree under special written agreements with other universities are subject to departmental recommendation and approval by the dean of the Graduate School and vice provost for graduate education.

Workshops

Graduate credit is not given for workshops or continuing education courses taught on or off campus or sponsored by WSU Global Campus. Workshops or continuing education courses are not accepted by WSU or other universities.

Cooperative Courses

The WSU/UI Cooperative Course Program between WSU and the University of Idaho allows students at each university to take graduate and undergraduate coursework at the other university and apply it toward their degree program. Degree-seeking graduate students at WSU and UI may participate in the Cooperative Course Program through a simple registration and enrollment process developed jointly by the Registrar’s Office at each university. Students are charged tuition at their home institution, and the student credit hours taken at the cooperative institution count toward their enrollment hours at their home institution for billing and financial aid purposes.

WSU graduate students may use UI cooperative courses—both graduate (500) level and undergraduate (300/400) level—on their Program of Study, if approved by the student’s advisory committee and the chair or director of the graduate program, department, or school. UI cooperative course numbers, titles, credits, grade points, and grades are listed on the UI transcript as courses taken at that institution. A copy of the UI transcript is provided to the WSU Graduate School for credit evaluation and processing. If the student earns a “B” or better grade in the UI cooperative course, the course credits will be listed on the WSU student’s transcript as transfer credits from the UI cooperative program. Cooperative courses taken pass/fail will not transfer. UI cooperative course grades are not transferred, and grade points are not averaged into the student’s GPA on their WSU transcript.

The number of UI cooperative courses that may appear in a graduate student’s Program of Study should not exceed half of the total graded credits required for the WSU degree. The dean of the Graduate School and vice provost for graduate education must review exception requests for any Programs of Study exceeding this number. In addition, WSU graduate students who take undergraduate-level (300 and 400) UI cooperative coursework may transfer only six credits of 300/400 level coursework toward a thesis master’s degree program, or nine credits of 300/400 level coursework toward a non-thesis or doctoral degree program. Additional 300/400 level UI cooperative courses will not transfer to the WSU student’s Program of Study.

For more information see the WSU Coop Program website.

Filing the Program of Study

Once determined, the Program of Study should be submitted to the Graduate School as soon as possible, but no later than the beginning of the semester preceding the anticipated semester of graduation for master’s students and by the end of the third semester of study for doctoral students. The Program of Study must be on file before scheduling the preliminary examination for doctoral students. After the graduate student completes the proposed Program of Study, it must be signed by each advisory committee member and submitted to the program chair or director of the graduate program, who ensures that it meets the requirements of the graduate program and the Graduate School’s minimum requirements. The graduate coordinator maintains copies of the original Program of Study and submits an electronic version through the GRM for approval.

Changing the Program of Study

Changes to the Program of Study must be documented on a Program Change form, approved by the chair of the advisory committee and the graduate program chair or director, and submitted to the Graduate School via the GRM. Changes to coursework are made using the Program Change form, whereas changes to the faculty advisory committee are made using the Committee Change form.

Fulfilling the Program of Study

Once approved, the Program of Study becomes the basis of the requirements for the student’s degree.

Submitting the Final Thesis or Dissertation to the Graduate School

A complete draft of the thesis/dissertation is due when scheduling the final examination. See Chapter 7.6.2 for master’s theses and Chapter 8.6.2 for doctoral dissertations. After passing the final examination, an electronic copy of the corrected thesis/dissertation must be submitted following the Graduate School’s guidelines for digital submission within ten business days of the final oral examination. Students must follow the Graduate School’s formatting requirements as explained in the Thesis and Dissertation Formatting and Submission Requirements document. In addition, the following must be submitted to the Graduate School within ten business days of the final oral examination:

As of Spring 2020, the Graduate School has replaced the requirement for hard copies (on 100% cotton pages, with ink signatures) for the front pages of theses and dissertations with an electronic process. All students must submit a completed Thesis/Dissertation Approval form through the GRM in myWSU, which will be forwarded to the student’s committee chair (and co-chair, if applicable) for electronic approval.
All students must submit a completed Hold Harmless Agreement and Copyright Acknowledgement form.
All doctoral candidates (except for Ed.D. students) should submit a completed Survey of Earned Doctorates certificate

Thesis/Dissertation Publishing and Copyright Information

All institutions require that doctoral dissertations be published, and ProQuest Dissertations & Theses Database is the recognized repository for dissertations. WSU has long subscribed to ProQuest (formerly UMI) to serve as the publisher, cataloger, and marketer of doctoral dissertations. As of Summer 2021, ProQuest provides these services for WSU’s master’s theses as well. Please visit the Graduate School’s Dissertations/Theses page for more information.

Students are given two publishing options: The Traditional Publishing option, which is free, and the Open Access option, which has a fee associated with it. With either option, the student retains the copyright to the thesis or dissertation. ProQuest also offers an optional service in which they will register the student’s copyright with the U.S. Copyright Office for an additional fee. Students may also request a publishing embargo if needed.

All fees are payable directly to ProQuest; WSU does not collect these fees. Information regarding publishing, embargo options, and copyrighting of the dissertation is available in the Graduate School’s Thesis and Dissertation Formatting and Submission Requirements document on the Graduate School’s forms page and when submitting the thesis or dissertation via ProQuest. After processing, ProQuest forwards the digital files of all theses and dissertations to WSU Libraries.

University Patent Agreements and Copyrighting

For information on patents, see the Office of Commercialization website. For additional information on copyrighting, contact the WSU copyright specialist in University Publications.

Digital Submission as PDF

Master’s theses and doctoral dissertations are submitted to ProQuest Dissertation Publishing in digital format (Adobe PDF) at the Graduate School’s Dissertations/Theses page. After processing, ProQuest forwards these digital files to WSU Libraries. Students should follow ProQuest’s instructions regarding file format during the submission process.

The WSU Graduate School requires a fully digital PDF version of the doctoral dissertation or master’s thesis per the Thesis and Dissertation Formatting and Submission Requirements document available on the Graduate School’s forms page. The Graduate School will continue to perform the format check and provide guidelines to students when scheduling their final defense.

National Science Foundation Survey of Earned Doctorates and Graduate School Exit Questionnaires

Upon submitting the final dissertation, doctoral students (except for Ed.D. students) are asked to complete the Survey of Earned Doctorates from the National Science Foundation. The Survey of Earned Doctorates (SED) began in 1957–58 to collect data continuously on the number and characteristics of individuals receiving research doctoral degrees from all accredited U.S. institutions. As they receive their research doctorate, all individuals are asked to complete the survey. The results of this annual survey are used to assess characteristics and trends in doctorate education and degrees. This information is vital for educational and labor force planners within the federal government and academia. Each U.S. graduate school is responsible for providing the survey to their graduates and then submitting completed forms to the survey contractor.

The Graduate School may also have exit questionnaires for students completing a graduate program. These questionnaires assess educational outcomes and provide important information on program quality and effectiveness.

Chapter Seven – Master’s Degree Requirements

This chapter outlines the requirements and procedures for obtaining a master’s degree at Washington State University (WSU). It covers degree types, time limits, advisory committees, Program of Study, academic policies, and examination procedures.

There are three types of master’s programs at WSU:

Thesis master’s degree: In addition to curricular requirements, this program requires completing a thesis, a scholarly study that significantly contributes to the knowledge of the chosen discipline.

Non-thesis master’s degree: This program requires the completion of a special project in addition to curricular requirements.

Professional master’s degree: This program prepares the student to practice in a profession by emphasizing competency in a set of specific skills. These programs are typically government-regulated or externally accredited and may lead to licensure or certification after graduation. The professional master’s degree program may include required internships, practicums, fieldwork, clinical hours, or a final capstone experience that applies the professional knowledge, skills, and training to a problem within the profession. In addition to curricular requirements, a professional master’s degree program requires completing a capstone project or comprehensive exam.

Maximum Time Limits for Completion of Master’s Degree

Most full-time students enrolled in master’s degree programs at WSU require two to three years to complete their programs. The Graduate School recognizes that some programs are designed for part-time students and can be expected to require a longer completion period. The maximum time allowed to complete a master’s degree is six years from the beginning date of the earliest course applied toward the degree. As appropriate, departments may request an extension of this time limit as described in Chapter 6.6.

The Master’s Advisory Committee

The advisory committee guides the student through the master’s program, advises on required coursework, oversees scholarly activities or research, reviews progress toward the degree, and conducts the final exam. The master’s advisory committee is formed through the Program of Study.

If not already determined at the time of matriculation, during the first semester of enrollment, the chair/director of the major program should, in conjunction with the student, appoint an advisor from the Faculty of the Graduate School (with membership as a Graduate Faculty or Associate Graduate Faculty) to serve as chair of the student’s master’s advisory committee until a permanent chair is obtained. Ultimately, the student is responsible for obtaining a permanent chair and advisory committee members.

For a professional master’s program only, the advisory committee may be a predetermined committee selected by program faculty (in consultation with the chair or director of the graduate program, department, or school) used for an entire cohort with a predetermined advisory committee chair. A student may petition the chair or director (of the graduate program, department, or school) for changes in the predetermined committee composition if there are legitimate reasons for the change (e.g., a conflict of interest).

Master’s advisory committee composition must meet the following minimum requirements:

All members must hold a degree at a level comparable to the degree sought by the student (WAC 250-61-100).
The committee must include at least three current WSU faculty members.
At least two of these three members must be current members of the Faculty of the Graduate School.
At least two members must be from the student’s graduate program faculty.
- At least one of these two must be a member of the Graduate Faculty.
  - For professional master’s degrees, this requirement may be met by an Associate Graduate Faculty member.

External Committee Advisory Committee Members

Advisory committees may have more than three members; however, the majority must be members of the Faculty of the Graduate School. Individuals who are not WSU faculty may be considered additional (beyond three) advisory committee members on an ad hoc basis.

External advisory committee members must hold a degree comparable to that sought by the student and have specific expertise that is particularly important to the student’s proposed program.
Examples of external advisory committee members would include faculty from another university or individuals from an appropriate government, business, or industry organization.
Such an individual must be nominated to serve on an advisory committee by the graduate program director to the dean of the Graduate School and vice provost for graduate education, who makes the final decision. A current curriculum vita and nomination memo must be included with the request, which is submitted through the GRM along with the Program of Study or Change of Committee form.

Conflict of Interest

Potential conflicts of interest should be acknowledged when forming a graduate student’s advisory committee. Examples of potential perceived or real conflicts of interest include 1) a new faculty member who was a former graduate school peer, 2) a faculty member who is the employer or supervisor of a staff member pursuing a degree, and 3) faculty members whose impartiality may be impacted because of close professional or personal relationships that are separate from their WSU faculty roles.

Establishing and Maintaining an Advisory Committee

The student is responsible for establishing and maintaining an advisory committee. WSU faculty members have the right to decline to serve on any specific student’s advisory committee. All advisory committee members and the graduate program director must sign the Program of Study. Once the Program of Study has been filed with the Graduate School, changes may be made to the advisory committee composition by completing the Committee Change form.

The dean of the Graduate School and vice provost for graduate education has the final approval for all advisory committees. The vice provost also has the authority to remove a faculty member from a student’s advisory committee after consultation with the program/department chair, the dean of the college, and the provost when it is in the student’s and the program’s best interest.

The Program of Study

University Requirements

General university requirements and descriptions for the student’s Program of Study are outlined in Chapter 6.7. In consultation with advisory committee members, the student’s advisory committee chair should assist in developing the proposed Program of Study, which is then submitted to the chair or program director for approval. The chair or director ensures the program meets the minimum requirements of the specific graduate program and the Graduate School. The chair, graduate program director, or graduate program coordinator submits the Program of Study through the GRM to the Graduate School for approval.

The Program of Study for a master’s candidate should be submitted to the Graduate School as early as possible and no later than the beginning of the semester preceding the anticipated semester of graduation (e.g., for anticipated graduation in spring, submit the Program of Study no later than the beginning of the preceding fall semester).

For professional master’s programs, the Program of Study may include predefined coursework required by their professional curriculum, subject to prior approval by the Faculty Senate and Graduate School. As noted, these programs may also have a predetermined advisory committee. In such cases, each student does not have an individual Program of Study, and the program director should submit a completed Program of Study: Professional Master’s Cohort form. The chair or director is responsible for ensuring the Program of Study meets the minimum requirements of the respective professional graduate program and the Graduate School.

The following master’s program requirements represent the minimum Graduate School requirements for a master’s Program of Study. Individual graduate programs may have additional requirements. Not all coursework a graduate student completes needs to appear on their Program of Study. A full description of the program requirements for each degree should be provided in the respective graduate program’s Graduate Student Handbook.

Common Requirements for All Master’s Degrees

Minimum of 30 total credits
Courses taken for audit or on a Pass/Fail basis cannot be included on the Program of Study
Courses approved for graduate credit (numbered 500 or above) and graded A-F may be used as graded credits on the Program of Study
Any course on the Program of Study in which a grade of “C-” or below is earned must be repeated for graded credit and cannot be removed from the Program of Study
A final examination or ballot meeting is required, which may include an oral thesis defense, a discussion of a student project/portfolio, or a culminating experience and ballot meeting
At least two credits of research (700, 701, or 702, depending on degree type) are required in the term of the final examination or project
Seminars approved for graduate credit (numbered 500 or above) and graded other than Pass/Fail may be included in the master’s program

Master’s Program Requirements by Degree Type

Requirement	Thesis Master’s	Non-thesis Master’s	Professional Master’s
Graded Coursework (A-F)	21 credits minimum	26 credits minimum	26 credits minimum
Undergraduate Coursework Allowed	Up to 6 credits (300-400 level)	Up to 9 credits (300-400 level)	Up to 9 credits (300-400 level)
Research Credit	4 credits minimum of 700-level	2 credits minimum of 702-level	2 credits minimum of 701-level or an approved 500-level capstone course
Total Credits	30 credits minimum	30 credits minimum	30 credits minimum

Filing the Program of Study

After the graduate student completes the proposed Program of Study, it must be signed by each advisory committee member and submitted to the chair or director of the graduate program, department, or school, who ensures that it meets the program and Graduate School requirements. The chair, director, or the graduate program coordinator will submit the Program of Study to the Graduate School via the GRM module in myWSU for approval to ensure that it meets the Graduate School’s minimum requirements. For professional master’s programs only, if using the cohort Program of Study, students do not sign the document. The chair/director will submit the completed form to the Graduate School via email to gradschool@wsu.edu.

Once approved, the Program of Study becomes the basis of the requirements for the master’s degree.

Changing the Program of Study

Changes made to the Program of Study must be documented on a Program Change form with approval by the chair of the master’s advisory committee and the chair or director of the program and submitted to the Graduate School via the GRM. If program changes are made, the Program Change form must be completed, signed, and submitted to the Graduate School before a student may submit an Application for Degree.

Fulfilling the Program of Study

Once approved, the master’s Program of Study becomes the basis for the degree requirements. It is a contract between the student, the advisory committee, and the Graduate School. Completed courses cannot be removed from the Program to avoid repeating courses with a C or to change the degree completion deadline.

Master’s Degree Academic Policies: Thesis and Non-thesis Option

The thesis is a scholarly, original study that significantly contributes to the knowledge of the chosen discipline. A non-thesis master’s or professional master’s program will include a culminating project, scholarly paper, or examination that assesses the student’s knowledge and ability as defined by the discipline.

The master’s degree candidate’s advisory committee members must read and return drafts of theses or projects to the student within a reasonable period. The Faculty Senate’s Graduate Studies Committee recommends that advisory committee members hold drafts for no longer than 30 calendar days.

Prior approval is required for using human subjects, animals, or biohazardous materials in research. If the student plans to use human, animal, or biohazardous materials subjects for research, the student must contact the Office of Research Assurances (see Chapter 11 for additional policies and resources concerning research). Please note that departments/programs should ensure that all procedures have been followed and forms filed with the appropriate offices; they can also determine the appropriateness of such narrative within the thesis. The Graduate School only seeks verification that university approval has been granted.

No material in the thesis, special problem, or project submitted to fulfill the requirements of a degree may be restricted in any way. The thesis must be made available through ProQuest and the WSU Libraries for inspection by any interested parties.

For students in a thesis master’s degree program, after passing the final oral examination, the thesis must be submitted to the Graduate School for final acceptance. Details for submitting the thesis can be found in Chapter 6.8.

Non-thesis students may be required to pass a written examination, submit a written paper, or give a presentation as part of their non-thesis program. Questions regarding non-thesis special problems or project options should be directly directed to the graduate program.

For students in a professional master’s program, final capstone projects do not require submission to the Graduate School or ProQuest/WSU Libraries unless required by the program. Programs may establish their own policies for archiving and reviewing capstone projects, case studies, or reports.

Graduate Faculty Representatives

A student, department chair, graduate program director, advisory committee member, or other concerned member of the WSU community may request that the Graduate School provide an independent observer to be present at any examination or balloting meeting. This request must be made 15 business days before the exam date. The name of the individual making the request will be confidential. All such requests will be fulfilled by drawing upon a Graduate Faculty Representative (GFR). During the scheduling process, the Graduate School will notify the student, advisory committee, and department chair/program director if a GFR has been assigned to attend the exam.

Master’s Degree Academic Policies: Final Master’s Examination

A final examination or balloting meeting is required for thesis and non-thesis master’s candidates, with the exception of professional master’s candidates, whose program may have a capstone course in the final semester with no additional examination or ballot required.

For thesis master’s programs, non-thesis master’s programs, and professional master’s programs that require a final exam, the advisory committee must schedule a meeting through the Graduate School to determine if the student has met all program requirements, including passing the final examination or completing a capstone project. The Graduate Student Handbook for the specific program should provide details about the final exam requirements.

Before Scheduling the Final Exam

Both the student and the graduate advisory committee have responsibilities before the final exam can be scheduled.

Student Responsibilities

Having an approved Program of Study on file with the Graduate School
Having completed or be enrolled in all the coursework required by the program or listed on the Program of Study;
Enrolling in at least two credits of 700 (thesis option) for thesis master’s programs or 702 (non-thesis option) for non-thesis master’s programs—or fulfilling their culminating experience requirement for professional master’s programs through one of the following options, as determined by the program:
- Completing a capstone course as specified in the program’s Graduate Student Handbook, or
- Enrolling in a minimum of two credits of 701 (Capstone Project Credit).

Note: Programs may establish additional requirements, including requiring both a capstone course and a capstone project.

Having a minimum cumulative GPA of 3.0 and a minimum 3.0 GPA on the Program of Study;
Completing the Application for Degree in myWSU. The graduation fee must be paid before the final exam is scheduled; and
Waiting at least three months after a failed first attempt before scheduling a second attempt at the final exam.

Graduate Advisory Committee Responsibilities

Approving all aspects of the thesis or project before the student schedules the final exam. A student completing a master’s thesis will have ten business days after the final exam to make any requested changes to the thesis (Chapter 6.8); and
Verifying that the student will complete all program requirements by the end of the semester in which the final exam is taken.

Scheduling the Final Exam

The student must complete the Scheduling Examination form and obtain the advisory committee’s signatures. The form should then be forwarded to the graduate coordinator for review by the chair or director of the graduate program, department, or school, with the final submission to the graduate school via the GRM.

For professional master’s degrees, programs may use a capstone course as the culminating experience, but they are not required to do so. If a program opts for a capstone course requirement only and does not require a final exam, students are not required to submit a scheduling form. If a program requires a final exam, the Scheduling Examination form must be submitted following the same procedures as non-thesis master’s degrees. Program-specific final exam requirements must be outlined in the program’s Graduate Student Handbook.

The Scheduling Examination form must be submitted to the Graduate School no later than ten business days before the proposed examination date or ballot meeting for a first attempt. If a student is attempting the final exam for a second time, the Scheduling Examination form must be submitted no later than 15 business days before the proposed date for the exam or ballot meeting.
For the thesis master’s degree option:
- The student must upload a complete draft of their thesis to ProQuest at the Graduate School’s Dissertations/Theses page, and at the same time, the student must submit the Scheduling Examination form to the graduate program coordinator. Any optional copyright, distribution, and binding decisions must be paid for in full when uploading the draft; these selections will apply only to the final version approved by the Graduate School. The Scheduling Examination form will not be processed until the Graduate School has received the thesis draft.
- While the content of the thesis is the student’s and their committee’s responsibility, the Graduate School staff will advise the student if formatting issues must be addressed before the Graduate School and ProQuest can accept the thesis.
- The thesis must be disseminated to the faculty and students of the graduate program at least five business days prior to the final examination. It may be disseminated electronically by email or a printed copy may be placed in a central location.
When advisory committee members sign the Scheduling Examination form, they indicate that they have read and approved a printed or electronic thesis draft, suitable in content and format, for defense and submission to WSU Libraries (Chapter 6.8). They also indicate their acceptance of the final examination’s date, time, and place.

Scheduling Requirements

Variations in scheduling requirements include the following.

For a first-attempt exam, the Graduate School usually appoints a member of the student’s advisory committee, preferably the chair, to serve as the Graduate School liaison regarding the examination process.
For a second attempt exam, the Graduate School will appoint a Graduate Faculty Representative to serve as the Graduate School liaison for the examination process.
Proctored written examinations, oral examinations, and balloting meetings will be held during regular business hours in an academic environment (e.g., on a WSU campus or research and extension center).
For students participating in on-site (campus or extension center) programs, it is recommended that at least one advisory committee member be physically present with the student during an oral final exam to provide immediate logistical, technical, and other support. However, there is no requirement for a committee member to be physically present with the student during the examination. Examinations can be conducted virtually, provided connectivity is maintained throughout the exam for the student and all committee members.
For professional master’s degrees, programs that require only a capstone course as the culminating experience are not required to follow these scheduling procedures.

Final Examination Process

The standard process for the final examination varies across disciplines and programs. The policies and procedures established for final exams by a graduate program should be outlined in the program’s Graduate Student Handbook and must adhere to the requirements provided here. Graduate programs are responsible for consistently applying their handbook’s exam policies and procedures to all their graduate students.

For professional master’s degrees, a final examination is not required if the capstone course serves as the culminating experience. Programs that require a final examination must follow the policies outlined below.

Written Exams or Presentations for Non-Thesis or Professional Master’s Degrees

Students in the non-thesis option may be given a written exam, a presentation, or a project as their final exam.
For professional master’s degrees, if a final exam is required in lieu of or in addition to a capstone course, it must be outlined in the Graduate Student Handbook.
The written examination may be administered or proctored by a faculty member approved by the chair or director of the graduate program, department, or school. This faculty member is not required to be a member of the student’s master advisory committee.
The advisory committee is not required to attend the written final exam but must participate in the exam assessment, presentation, or project.
The advisory committee must be present if a presentation is in place of a written exam or project.
All aspects of the written exam, including the ballot meeting, must be completed within 30 calendar days. If the written exam occurs over multiple days, this 30-day period is calculated from the last day of the written exam

Oral Final Exams for Thesis Master’s Degrees

The student presentation of the results of a thesis is a public event. All faculty and students, regardless of discipline, are encouraged to attend. Audience members may be allowed to ask questions, but such questioning should not unduly influence the examination outcome.
Following the presentation, a question-and-answer period may be open to the public or restricted to the student’s committee or other graduate program faculty who choose to attend. Graduate programs are responsible for establishing a standard format for this portion of their final examinations, clearly communicating that format in the program’s Graduate Student Handbook and applying it consistently to all students in the graduate program.
The combined portions of the oral examination (i.e., public presentation and question-and-answer period) may not exceed two and one-half hours.
If any advisory committee members (or graduate program faculty intending to ballot) must leave the room or online session during the examination, the exam must be recessed until the faculty member returns.

Balloting Meeting

Eligibility to Ballot

Any graduate program faculty member may ballot, as determined by the individual program’s bylaws outlining faculty participation and eligibility.
As a good practice, all graduate program faculty who will ballot should have participated in assessing all components of the student’s work being evaluated during the examination (e.g., any component of the 701/702 presentation/project or reading the thesis).
Graduate Faculty Representatives do not ballot.
For professional master’s degrees that require a capstone project, the balloting process follows the same procedures as non-thesis programs.
For professional master’s degrees that require a capstone course only as the culminating experience, a balloting meeting is not required.

Graduate School Liaison

The student’s advisory committee chair is the Graduate School liaison during the exam. If the committee chair cannot fulfill this role, the Graduate School may appoint another committee member to serve as liaison.
In cases where a Graduate Faculty Representative is assigned to attend an examination, the Graduate School may appoint this individual to serve as liaison for the exam.

Balloting Procedure

For all oral exams, the ballot meeting must immediately follow the conclusion of the student’s oral examination, which is conducted by the Graduate School liaison.
For written exams, projects, or proposals, the ballot meeting must occur within 30 calendar days of the written examination. If a written examination, project, or proposal occurs over multiple days, this 30-day period is calculated from the last day of the written exam.
Only individuals casting ballots or a Graduate Faculty Representative appointed to represent the Graduate School may attend the balloting portion of the exam.
All advisory committee members must be present (either in person or virtually) at the ballot meeting. These individuals must cast a ballot.
If any balloting faculty must leave the room or online session during the ballot meeting, the discussion must be recessed until the faculty member returns.
Ballots must be completed electronically in the Graduate Exams tile within myWSU. The Graduate School liaison will have access to view completed ballots, and they will keep individual ballots confidential from the student.
It is highly recommended that all balloting faculty members have a myWSU-capable device at the ballot meeting. If a balloting faculty member cannot access myWSU, they should communicate their ballot directly to the liaison (e.g., by text or email) during the ballot meeting. Immediately following the exam, this individual should submit a scan, picture, or fax of a completed paper ballot to the Graduate School liaison and gradschool@wsu.edu.
For professional master’s degrees, a ballot meeting is not required if the capstone course alone serves as the culminating experience.

Under extraordinary circumstances, on the advisory committee’s recommendation, the dean of the Graduate School and vice provost for graduate education may approve alternate arrangements for the examination environment or process.

Examination Outcome

The Graduate School liaison will review the ballots and inform the committee whether the student passed the examination.
The liaison must ensure that the student is informed of the outcome immediately after adjourning the ballot meeting.
The Graduate School liaison is responsible for ensuring that all ballots are submitted electronically to the Graduate School as soon as possible and no later than five business days following the exam.
The student will be determined to have passed the exam if the number of “passed” ballots is equal to or greater than the minimum listed in the table below:

Table of Master Final Exam Ballots
Number of Ballots	Minimum Number of Affirmative Ballots
3	2
4	3
5	4
6	4
7	5
8	6

If the program uses a capstone course alone as the culminating experience, the course grade determines the outcome, and no balloting meeting is required.

If a student fails their first attempt exam, they have the right to appeal the exam outcome to the Graduate School only if there were procedural irregularities or extenuating circumstances during the examination. Students should follow the appeal procedures outlined in Chapter 12 of the Graduate School Policies and Procedures Manual.

Thesis, Non-Thesis, and Capstone Course Completion

Balloting on the final examination is not connected to the final thesis approval.
For a thesis master’s degree, the advisory committee may require edits to a student’s thesis. Students have ten working days (Monday through Friday, not including official holidays) after their final exam to make all edits required by their committee and the Graduate School. Once all required edits are complete, the student’s committee chair (or co-chairs, if applicable) must approve the thesis by indicating approval within myWSU.
For professional master’s degrees in which the capstone course alone serves as the culminating experience do not require submission to ProQuest. Capstone courses follow standard course grading policies and do not require separate committee approval in myWSU.
- Graduate programs using a capstone course requirement will communicate a list of students and their results (whether they met the program’s grade requirement in the capstone course) to the Graduate School by the date final grades post to the official transcript.

Second Attempt Exam

If the first examination attempt fails, a second and final attempt may be scheduled after at least three months.
When scheduling a second exam, the scheduling form must be submitted to the Graduate School at least 15 working days before the exam day. The graduate school will appoint a Graduate Faculty Representative to serve as the Graduate School liaison for the re-examination. Otherwise, the second attempt exam must follow all the above policies for a final examination and those detailed within the graduate program’s Graduate Student Handbook.
For professional master’s degrees, if a student does not meet the minimum grade requirement for the capstone course (as defined by the program), they must retake the course in the next available term. The program may, with an approved exception, allow students to register for an independent study or equivalent course to meet this requirement if the capstone is only offered once per year.
A student will be dismissed from the Graduate School if they fail on their second attempt at:
- a final examination (for thesis or non-thesis master’s programs); or
- a capstone course (for professional master’s programs) by not meeting the minimum grade requirement (as described in the graduate program handbook) after two attempts.

Note: Students may appeal their dismissal by following the procedures outlined in Chapter 12 of the Graduate School Policies and Procedures Manual.

Taking More than One Examination During the Same Semester

In some situations, as described below, a graduate student may take multiple examinations in the same semester. Each exam must be scheduled separately. In the case of final exams, the student must apply to graduate and pay the requisite fee for each degree.

Master’s Final Exam and Doctoral Final Exam (Same Discipline)

The master’s final examination must occur at least one semester before the doctoral final examination.

Two Master’s Final Exams (Different Disciplines)

Both exams may be completed within the same semester. If the student is in the thesis option for either or both degrees, it is highly recommended there be a minimum of 15 working days between the examinations. This period allows the student time to revise the thesis for the first examination (if applicable) before holding the second exam.

For professional master’s degrees, students completing a capstone course in the same semester as another master’s final exam are not required to follow the 15-day separation rule unless specified by their program.

Professional Master’s Capstone Course and a Thesis or Non-thesis Final Exam

For professional master’s degrees, students completing a capstone course in the same semester as another graduate examination must ensure their capstone requirements do not interfere with their other scheduled exams. Professional master’s students are not subject to final exam scheduling rules unless required by their program.

Master’s Final Exam and Doctoral Preliminary Exam (Same or Different Disciplines)

A student may take a master’s final exam in the same semester as a doctoral preliminary exam. A separate ballot meeting is required for each examination.

Master’s Final Exam and Doctoral Final Exam (Different Disciplines)

Both exams may be completed within the same semester if the student obtains written approval from the advisory committee and graduate program chairs or directors for each degree. These approvals and each examination scheduling form must be submitted to the Graduate School.
The examinations must be scheduled on separate days, with a minimum of 15 business days between the examinations. This period allows the student time to revise the thesis or dissertation for the first examination (if applicable) before holding the second exam.
For professional master’s degrees, students completing a capstone course in the same semester as a doctoral final exam must ensure their capstone requirements do not interfere with the doctoral exam timeline. However, the 15-day rule does not apply unless specified by their program.
The doctoral final exam may be held before the master’s final exam.

Second Master’s Degree

Up to 12 hours of graduate credits that have been applied toward a master’s degree at WSU may be applied toward a second master’s degree if approved by the program. Such credit will be granted only for graded coursework earned at WSU and completed with a grade of “B” or higher. Application of such credit toward a student’s program for a second master’s degree is subject to departmental recommendation and approval by the Graduate School.

No credit in 600- and higher-level courses completed before fulfilling all requirements for the first master’s degree may be applied toward a second master’s degree program.

For professional master’s degrees, capstone course credits may be applied toward a second master’s degree if approved by the program.

Graduate coursework completed as part of a professional master’s degree may be applied toward a second thesis or non-thesis master’s degree, subject to approval by the student’s advisory committee and graduate program for the thesis or non-thesis master’s degree.

Chapter Eight – Doctoral Degree Requirements

Maximum Time Limits for Completion of Doctoral Degree

Most students enrolled in doctoral degree programs at WSU require four to six years to complete their programs. The Graduate School recognizes that part-time students may require a longer completion period. The maximum time allowed to complete a doctoral degree is ten years from the beginning date of the earliest course applied toward the degree. As appropriate, departments may request an extension of this time limit as described in Chapter 6.6.

Each program for a doctoral degree is considered individually. In all cases, requirements for the degree, including defense of the dissertation, must be completed within four years of the date of the satisfactory completion of the preliminary examination. However, the courses on the Program of Study remain valid only for ten years from the earliest date of the course(s) applied toward the degree. Students must work closely with their programs to develop a timeline for completion that successfully accommodates both deadlines. At least four months must elapse between preliminary and final examinations for doctoral degrees.

The Doctoral Advisory Committee

The doctoral advisory committee, formed through the Program of Study, guides the student through the doctoral program, advises on required coursework, oversees research, reviews progress toward the degree, and conducts the preliminary and final exams.

If not already determined at the time of matriculation, during the first semester of enrollment, the chair/director of the major program should, in conjunction with the student, appoint an advisor from the Faculty of the Graduate School (with membership as a Graduate Faculty or Associate Graduate Faculty) to serve as chair of the student’s doctoral advisory committee until a permanent chair is obtained. Ultimately, it is the student’s responsibility to obtain and maintain a permanent chair and advisory committee members for the graduate program. For additional information on advisory committee requirements determined by a program’s bylaws, see Chapter 1.4.

Doctoral advisory committee composition must meet the following minimum requirements:

The committee must include at least three current members of the Faculty of the Graduate School.
Out of these three members, at least two must be members of the Graduate Faculty.
The committee must also include at least two members from the student’s doctoral graduate program faculty.
All members must hold a degree at a level comparable to the degree sought by the student (WAC 250-61-100). On a case-by-case basis, the dean of the Graduate School and vice provost for graduate education may approve research-active faculty with other doctoral or equivalent degrees to serve on a Ph.D. or Ed.D. advisory committee.

External Committee Advisory Committee Members

Advisory committees may have more than three members; however, the majority must be members of the Faculty of the Graduate School. Individuals who are not WSU faculty may be considered additional (beyond three) advisory committee members on an ad hoc basis.

External advisory committee members must hold a degree comparable to that sought by the student and have specific expertise that is particularly important to the student’s proposed program.
Examples of external advisory committee members would include faculty from another university or individuals from an appropriate government, business, or industry organization.
Such an individual must be nominated to serve on an advisory committee by the graduate program director to the dean of the Graduate School and vice provost for graduate education, who makes the final decision. A current curriculum vita and nomination memo must be included with the request, which is submitted through the GRM along with the Program of Study or Change of Committee form.

Conflict of Interest

Potential conflicts of interest should be acknowledged when forming a graduate student’s advisory committee. Examples of potential perceived or real conflicts of interest include 1) a new faculty member who was a former graduate school peer, 2) a faculty member who is the employer or supervisor of a staff member pursuing a degree, and 3) faculty members whose impartiality may be impacted because of close professional or personal relationships that are separate from their WSU faculty roles.

Establishing and Maintaining an Advisory Committee

The student is responsible for establishing and maintaining an advisory committee. WSU faculty members have the right to decline to serve on any specific student’s advisory committee. All advisory committee members and the graduate program director must sign the Program of Study. Once the Program of Study has been filed with the Graduate School, changes may be made to the advisory committee composition by completing the Committee Change form.

The dean of the Graduate School and vice provost for graduate education has the final approval for all advisory committees. The vice provost also has the authority to remove a faculty member from a student’s advisory committee after consultation with the program/department chair, the dean of the college, and the provost when it is in the student’s and the program’s best interest.

The Program of Study

University Requirements

General university requirements and descriptions for the student’s Program of Study are described in Chapter 6.7. The student’s advisor, in consultation with suggested advisory committee members, should assist the student in developing their proposed Program of Study, which is then submitted to the chair/director of the appropriate graduate program. The chair or director is responsible for ensuring that the Program of Study meets the minimum requirements of the respective program and Graduate School. The chair, graduate program director, or graduate program coordinator will submit the Program of Study through the GRM to the Graduate School for approval and to ensure it meets minimum requirements.

It is important to note that individual graduate programs may have additional requirements or require coursework or research beyond the Graduate School’s minimum standards. Not all coursework taken by graduate students needs to appear in their programs.

The Program of Study should be submitted to the Graduate School by the end of the third semester and no later than the semester before the student plans to take the preliminary exam (October 1 deadline for a spring exam; March 1 deadline for a fall exam). Preparation of the Program of Study is the responsibility of the student, the advisor, and the doctoral advisory committee.

The Doctor of Philosophy (Ph.D.) program requires a core of at least 15 semester hours of graded coursework at the 500 level or above. None of these 15 hours can be from non-graduate credit courses. Additionally, no more than nine credits of 300- or 400-level courses may be used toward the total credit requirements for the Program of Study.

Doctoral programs may have additional requirements beyond these standards. Students must submit Programs of Study that adhere to the specific requirements of their graduate program. The core program may include graded (A-F) seminars numbered 500 or above. Courses graded S/F cannot be used in the core program. Only master’s degree and transfer courses equivalent to 500-level courses can be listed in this category.

If a student earns a grade of “C-” or below in any course included in the Program of Study, that course must be repeated and cannot be taken on a pass/fail basis. Beyond the core requirements, the Program of Study must include research and additional coursework totaling at least 72 hours, including a minimum of 20 hours of 800-level credit. Special projects, problems, and seminars may be included if taken at WSU, unless specified otherwise. The individual program’s Graduate Student Handbook should provide detailed program requirements.

For more information on general requirements and transfer credit, see Chapter 6.7.2.6.

Program of Study for Ph.D.

72 hours minimum total credits
15 hours minimum from graded (A-F) graduate-level (500-level) courses
20 hours minimum 800-level research credits*
9 hours maximum of undergraduate 300- or 400-level graded courses
Courses taken for audit or courses graded Pass/Fail may not be used to meet the Graded (A-F) requirements in the Program of Study.

Program of Study of Ed.D.

72 hours minimum total credits
42 hours minimum from graded (A-F) graduate-level (500-level) courses
20 hours minimum 800-level research credits*
9 hours maximum of undergraduate 300- or 400-level graded courses
Courses taken for audit or courses graded Pass/Fail may not be used to meet the Graded (A-F) requirements in the Program of Study.

*All full-time doctoral degree students must register for at least one research credit of 800 each semester (excluding summers) to track faculty advisor efforts.

Any course graded S/F may not be used as graded coursework. Academic excellence is expected of students doing graduate work. Any course listed on the student’s Program of Study in which a grade of “C-” or below is earned must be repeated for graded credit. Graduate courses are those listed in the University Catalog or have been approved for graduate credit since the publication of the last University Catalog. The chair or director of the graduate program, department, or school can petition the dean of the Graduate School and vice provost for graduate education to allow students to withdraw from a course if they are not progressing satisfactorily.

Filing the Program of Study

After the graduate student completes the proposed Program of Study, it must be signed by each advisory committee member and submitted to the chair or director of the graduate program, department, or school, who ensures that it meets the program and Graduate School requirements. The chair, director, or the graduate program coordinator will submit the Program of Study to the Graduate School via the GRM module in myWSU for approval to ensure that it meets the Graduate School’s minimum requirements.

Changing the Program of Study

Changes made to the Program of Study must be documented on a Program Change form, approved by the chair of the doctoral advisory committee and the program chair, and submitted to the Graduate School via the GRM. If program changes are made, the Program Change form must be completed, signed, and submitted to the Graduate School before a student may submit an Application for Degree.

Fulfilling the Program of Study

Once approved, the doctoral Program of Study becomes the basis of the degree requirements. It is a contract between the student, the advisory committee, and the Graduate School. Completed courses cannot be removed from the Program to avoid repeating courses with a C or to change the degree completion deadline.

Graduate Faculty Representatives

Preliminary Exam Policies

Each doctoral student requires a preliminary examination to advance to candidacy for the doctoral degree. A preliminary doctoral examination determines the student’s readiness to continue their doctoral program. The major examination may be written or oral (or both) at the discretion of the graduate program.

Before Scheduling the Preliminary Exam

Both the student and the graduate advisory committee have responsibilities before the preliminary exam can be scheduled.

Student Responsibilities

Having an approved doctoral Program of Study on file with the Graduate School;
Having completed a substantial portion of the required coursework, with no more than six graded credits remaining on the Program of Study;
Registering for a minimum of two hours of 800-level research credits; and
Having a minimum cumulative GPA of 3.0 and a minimum 3.0 GPA in the Program of Study.

Graduate Advisory Committee Responsibilities

Confirming that the student is ready to take the preliminary exam; and
Verifying that the student is on track to complete all program requirements.

Scheduling the Preliminary Exam

The student must complete the Scheduling Examination form and obtain the advisory committee’s signatures.
The form should then be forwarded to the graduate coordinator for review by the chair or director of the graduate program, department, or school, with the final submission to the Graduate School via the GRM.
The Scheduling Examination form must be submitted to the Graduate School
- No later than ten business days before the proposed date of the examination for a first attempt.
- No later than 15 business days before the proposed date for a second exam attempt.

Scheduling Requirements

Variations in scheduling requirements include the following.

For a first-attempt exam, the Graduate School usually appoints a member of the student’s advisory committee, preferably the advisory committee chair, to serve as the Graduate School liaison regarding the examination. Preferably, the advisory committee chair is the Graduate School liaison.
For a second attempt exam, the Graduate School will appoint a Graduate Faculty Representative to serve as the Graduate School liaison for the examination process.
Proctored written examinations, oral examinations, and balloting meetings will be held during regular business hours.
Examinations may be conducted either in person or virtually.
- For in-person examinations (on campus or at an extension center), it is recommended that at least one advisory committee member be physically present with the student to provide immediate logistical, technical, and other support.
- For virtual examinations, there is no requirement for any committee member to be physically present with the student.
- In all cases, connectivity must be maintained throughout the exam for the student and all committee members, regardless of their physical location.

Preliminary Examination Process

The content and conduct of the preliminary examination are the responsibility of the graduate program faculty.
The process should be outlined in the program’s Graduate Student Handbook and applied consistently to all students in the program. It must also align with the policy provided here.
Members of the advisory committee must be present (physically or by videoconference) for the entire oral examination.
Other graduate program faculty are encouraged to attend and participate in the examination.
It is at the program’s discretion whether additional members of the WSU community (students, staff, faculty) are allowed to attend any oral presentation component of the examination and ask questions. Any questioning from a broader audience should not unduly influence the examination outcome.
If any advisory committee members, or graduate program faculty intending to ballot, must leave the room or the online session during an oral examination or balloting discussion, the examination or discussion must be recessed until the faculty member returns.

Timing of Examination Components

There is no specific time limit for any portion of the preliminary examination.
For examinations that have only an oral exam: the balloting meeting must immediately follow the conclusion of the oral examination.
For examinations with only a written exam: The balloting meeting must occur within 30 calendar days of the completion of the written examination.
For examinations with both a written and oral exam, where the written exam precedes and serves as the basis for the oral exam, the oral exam must happen within 30 calendar days of the completion of the written exam.

Balloting Meeting

Eligibility to Ballot

Any graduate program faculty member may ballot, as determined by the individual program’s bylaws outlining faculty participation and eligibility.
As a best practice, all graduate program faculty who will ballot should have participated in assessing all components of the student’s work being evaluated during the examination.
Graduate Faculty Representatives do not ballot.

Graduate School Liaison

The student’s advisory committee chair is the Graduate School liaison during the exam. If the committee chair cannot fulfill this role, the Graduate School may appoint another committee member to serve as liaison.
In cases where a Graduate Faculty Representative is assigned to attend an examination, the Graduate School may appoint this individual to serve as liaison for the exam.

Balloting Procedure

For all oral preliminary exams, the ballot meeting must immediately follow the conclusion of the student’s oral examination and is conducted by the Graduate School liaison.
For written preliminary exams, the ballot meeting must occur within 30 calendar days of the written examination. If a written examination, project, or proposal occurs over multiple days, this 30-day period is calculated from the last day of the written exam.
Only individuals casting ballots or a Graduate Faculty Representative appointed to represent the Graduate School may attend the balloting portion of the exam.
All advisory committee members must be present (either in person or virtually) at the ballot meeting. These individuals must cast a ballot.
If any balloting faculty must leave the room or online session during the ballot meeting, the discussion must be recessed until the faculty member returns.
Ballots must be completed electronically in the Graduate Exams tile within myWSU. The Graduate School liaison will have access to view completed ballots, and they will keep individual ballots confidential from the student.
It is highly recommended that all balloting faculty members have a myWSU-capable device at the ballot meeting. If a balloting faculty member cannot access myWSU, they should communicate their ballot directly to the liaison (e.g., by text or email) during the ballot meeting. Immediately following the exam, this individual should submit a scan, picture, or fax of a completed paper ballot to the Graduate School liaison and gradschool@wsu.edu.
The student must be informed of the outcome immediately after adjourning the balloting meeting.

Under extraordinary circumstances and on the recommendation of the advisory committee, the dean of the Graduate School and vice provost for graduate education may approve alternate arrangements for the examination environment or process.

Examination Outcome

The Graduate School liaison will review the ballots and inform the committee whether the student passed the examination.
The liaison must inform the student of the outcome immediately after adjourning the ballot meeting.
The Graduate School liaison is responsible for ensuring that all ballots are submitted electronically to the Graduate School as soon as possible and no later than five business days following the exam.
The student will be determined to have passed the exam if the number of affirmative ballots is equal to or greater than the minimum listed in the table below. If the number of ballots exceeds the numbers listed in the table, then a minimum of 75% of the ballots must be affirmative for the student to pass:

Table of Preliminary Exam Ballots
Number of Ballots	Minimum Number of Affirmative Ballots
3	3
4	3
5	4
6	5
7	6
8	6

Second Attempt Exam

If the first examination attempt fails, a second and final attempt may be scheduled after at least three months.

When scheduling a second exam, the scheduling form must be submitted to the Graduate School at least 15 working days before the exam day. The graduate school will appoint a Graduate Faculty Representative to serve as the Graduate School liaison for the re-examination. Otherwise, the second attempt exam must follow all the above policies for a final examination and those detailed within the graduate program’s Graduate Student Handbook.

A student who fails their second attempt examination will be dismissed from the Graduate School. The student may appeal their dismissal by following the procedures outlined in Chapter 12 of the Graduate School Policies and Procedures Manual.

Timing of the Preliminary Examination Relative to Final Exams

A student may take a master’s final exam in the same semester as a preliminary exam.
In general, a doctoral final exam cannot be scheduled in the same semester as the preliminary exam. Four months must elapse between the successful completion of the preliminary exam and scheduling of the doctoral final exam.

Doctoral Final Exam Policies

All doctoral programs require that a candidate prepares a dissertation. The dissertation is a scholarly, original study that significantly contributes to the chosen discipline’s knowledge. The student must enroll for at least two research (800-level) credits while defending the dissertation.

Before research is initiated, approval is required for the use of human subjects, animals, or biohazardous materials. If the student plans to use human subjects, animals, or biohazardous materials for research, the student must contact the Office of Research Assurances (see Chapter 11 for additional policies and resources concerning research).

The doctoral advisory committee ensures that the student has followed an appropriate format and that the content is acceptable. The advisory committee members must read and return drafts of dissertations to the student within a reasonable period. The Faculty Senate Graduate Studies Committee recommends that advisory committee members hold drafts for no longer than 30 calendar days.

WSU participates in the ProQuest Dissertation Publishing program and submits all dissertations to this organization for publication upon acceptance. No material in the dissertation may be restricted in any way; the dissertation must be made available through the WSU Libraries and ProQuest for inspection by any interested parties. If copyrighted material is included in the dissertation, written permission must be obtained from the copyright owner to reproduce the material in the dissertation. Such written permission must be submitted to the Graduate School at final acceptance.

A candidate for a doctoral degree must pass a final oral examination. This examination will primarily consist of discussing and defending the dissertation. However, it may also cover the general fields of knowledge pertinent to the degree.

Before Scheduling the Final Exam

Both the student and the graduate advisory committee have responsibilities before the final exam can be scheduled.

Student Responsibilities

Having completed all graded coursework required by the program or listed on the approved Program of Study;
Registering for a minimum of two hours of 800-level credits;
Passed the preliminary exam at least four months before scheduling the final exam. Note that students are expected to complete and defend their dissertation within four years of passing their preliminary exam and advancement to candidacy.
Having a minimum cumulative GPA of 3.0 and a minimum 3.0 GPA on the Program of Study;
Completing the Application for Degree in myWSU. The graduation fee must be paid before the final exam is scheduled; and
Waiting at least three months after a failed first attempt before scheduling a second attempt at the final exam.

Graduate Advisory Committee Responsibilities

Approving all aspects of the final dissertation before the student schedules the final exam. The student will have ten business days after the final exam to make any requested changes to the dissertation (Chapter 6.8); and
Verifying that the student will complete all program requirements by the end of the semester in which the final exam is taken.

Scheduling the Final Exam

The student must complete the Scheduling Examination form and obtain the advisory committee signatures. The form should then be forwarded to the graduate coordinator for review by the chair or director (of the graduate program, department, or school) and final submission to the Graduate School via the GRM.
The Scheduling Examination form must be submitted to the Graduate School no later than 10 business days before the proposed date of the examination for a first attempt. If a student is attempting the final exam for a second time, the form must be submitted no later than 15 business days before the proposed date for the exam.
The student must upload a draft of their dissertation to ProQuest through the Graduate School’s Dissertation and Thesis page. For dissertations, copyright, distribution, and binding decisions must be made and paid for in full when uploading the draft; these selections will apply only to the final version approved by the Graduate School. The Scheduling Examination form will not be processed until the Graduate School has received the dissertation draft.
While the content of the dissertation is the student’s and their committee’s responsibility, the Graduate School staff will advise the student if formatting issues must be addressed before the Graduate School and ProQuest can accept the thesis.
The dissertation must be disseminated to the faculty and students of the graduate program at least five business days prior to the final examination. It may be disseminated electronically by email or a printed copy may be placed in a central location.
When advisory committee members sign the Scheduling Examination form, they indicate that they have read and approved a printed or electronic dissertation, suitable in content and format, for defense and submission to WSU Libraries (Chapter 6.8). They also indicate their acceptance of the final examination’s date, time, and place.

Scheduling Requirements

For a first-attempt exam, the Graduate School usually appoints a student advisory committee member to serve as the Graduate School liaison regarding the examination process. Preferably, the advisory committee chair is the Graduate School liaison.
- For a second attempt exam, the Graduate School will appoint a Graduate Faculty Representative to serve as the Graduate School liaison for the examination process.
The oral examination and balloting meeting will be held during regular business hours in an academic environment (e.g., on a WSU campus or research and extension center).
For students participating in on-site (campus or extension center) programs, it is recommended that at least one advisory committee member be physically present with the student during an oral final exam to provide immediate logistical, technical, and other support. However, there is no requirement for a committee member to be physically present with the student during the examination. Examinations can be conducted virtually, provided connectivity is maintained throughout the exam for the student and all committee members.

Final Examination Process

The standard process for the doctoral final examination varies across disciplines and programs. The policies and procedures established for final exams by a graduate program should be outlined in the program’s Graduate Student Handbook and must adhere to the requirements provided here. Graduate programs are responsible for consistently applying their handbook’s exam policies and procedures to all their graduate students.

Oral Final Exams for Doctoral Degrees

Presentations of dissertation results are public events. All faculty and students, regardless of discipline, are encouraged to attend. Audience members may be allowed to ask questions, but such questioning should not unduly influence the examination outcome.
Following the presentation, a question-and-answer period may be open to the public or restricted to the student’s committee or other graduate program faculty who choose to attend. Graduate programs are responsible for establishing a standard format for this portion of their final examinations, clearly communicating that format in the program’s Graduate Student Handbook and applying it consistently to all students in the graduate program.
The combined portions of the oral examination (i.e., public presentation and question-and-answer period) may not exceed two and one-half hours.
If any advisory committee members (or graduate program faculty intending to ballot) must leave the room or online session during the examination, the exam must be recessed until the faculty member returns.

Balloting Meeting

Eligibility to Ballot

Any graduate program faculty member may ballot, as determined by the individual program’s bylaws outlining faculty participation and eligibility.
As a best practice, all graduate program faculty who will ballot should have participated in assessing all components of the student’s work being evaluated during the examination (e.g., any component of the presentation or reading the dissertation).
Graduate Faculty Representatives do not ballot.

Graduate School Liaison

The student’s advisory committee chair is the Graduate School liaison during the exam. If the committee chair cannot fulfill this role, the Graduate School may appoint another committee member to serve as liaison.
In cases where a Graduate Faculty Representative is assigned to attend an examination, the Graduate School may appoint this individual to serve as liaison for the exam.

Balloting Procedure

The ballot meeting must immediately follow the conclusion of the student’s oral examination and is conducted by the Graduate School liaison.
Only individuals casting ballots or a Graduate Faculty Representative appointed to represent the Graduate School may attend the balloting portion of the exam.
All advisory committee members must be present (either in person or virtually) at the ballot meeting. These individuals must cast a ballot.
If any balloting faculty must leave the room or online session during the ballot meeting, the discussion must be recessed until the faculty member returns.
Ballots must be completed electronically in the Graduate Exams tile within myWSU. The Graduate School liaison will have access to view completed ballots, and they will keep individual ballots confidential from the student.
It is highly recommended that all balloting faculty members have a myWSU-capable device at the ballot meeting. If a balloting faculty member cannot access myWSU, they should communicate their ballot directly to the liaison (e.g., by text or email) during the ballot meeting. Immediately following the exam, this individual should submit a scan, picture, or fax of a completed paper ballot to the Graduate School liaison and gradschool@wsu.edu.

Under extraordinary circumstances, on the recommendation of the advisory committee, the dean of the Graduate School and vice provost for graduate education may approve alternate arrangements for the examination environment and process.

Examination Outcome

The Graduate School liaison will review the ballots and inform the committee whether the student passed the examination.
The liaison must ensure that the student is informed of the outcome immediately after adjourning the ballot meeting.
The Graduate School liaison is responsible for ensuring that all ballots are submitted electronically to the Graduate School as soon as possible and no later than five business days following the exam.
The student will be determined to have passed the exam if the number of affirmative ballots is equal to or greater than the minimum listed in the table below. If the number of ballots exceeds the numbers listed in the table, then a minimum of 75% of the ballots must be affirmative for the student to pass:

Table of Final Exam Ballots
Number of Ballots	Minimum Number of Affirmative Ballots
3	3
4	3
5	4
6	5
7	6
8	6

Dissertation Completion

Balloting on the final examination is not connected to the final dissertation approval.
The advisory committee may require edits to a student’s dissertation. Students have ten working days (Monday through Friday, not including official holidays) after their final exam to make all edits required by their committee and the Graduate School. Once all required edits are complete, the student’s committee chair (or co-chairs, if applicable) must approve the thesis by indicating approval within myWSU.

Second Attempt Exam

If the first attempt fails, a second and final attempt may be scheduled after at least three months.

When scheduling a second exam, the scheduling form must be submitted to the Graduate School at least 15 business days in advance of the exam day. The graduate school will appoint a Graduate Faculty Representative to serve as the Graduate School liaison for the re-examination. Otherwise, the second attempt exam must follow all the above policies for a final examination and those detailed within the graduate program’s Graduate Student Handbook.

A student who fails their second attempt examination will be dismissed from the Graduate School. The student may appeal their dismissal by following the procedures outlined in Chapter 12 of the Graduate School Policies and Procedures Manual.

Taking More than One Examination During the Same Semester

If a student is completing a master’s and a doctoral degree in the same discipline, the master’s final exam must be completed at least one semester before taking the doctoral final exam.
A student may take a master’s final exam and a doctoral final exam in the same semester, provided the degrees are in different disciplines and subject to the following conditions:
- The student must obtain written approval from the advisory committees and program chairs or directors for each degree, and this approval must be submitted with the Scheduling Examination forms. The student will have to apply for graduation for both degrees and pay a separate fee for each graduation application.
- The student is allowed to take the doctoral final exam before the master’s final exam.
- The examinations must be scheduled on separate days, with a minimum of 15 business days in between the examinations. This period allows some time for completion and submission of the thesis or dissertation, as stipulated in Chapter 6.8, before submitting the Scheduling Examination form to the Graduate School 10 business days before the second exam.

Second Doctoral Degree

Applicants holding a doctoral degree or having completed all requirements for the doctoral degree may be admitted to a second doctoral program at WSU under the following conditions and with the following provisions governing enrollment and the graduate program:

If the applicant is admissible to the Graduate School and to the doctoral program to which the applicant is applying and explanations for seeking a second doctorate are acceptable to the program, the applicant may be admitted as a degree-seeking graduate student in the doctoral program of the applicant’s choice.

Chapter Nine – Graduate Assistantships

Washington State University (WSU) offers graduate assistantships to support graduate students’ academic pursuits and professional development. These assistantships provide financial support and valuable experience for graduate students pursuing their degrees. This chapter connects the Graduate School’s academic policies and procedures to graduate Academic Student Employees (ASEs), as described in the collective bargaining agreement WSU/UAW Contract.

The Contract outlines the rights, responsibilities, and benefits of ASEs at WSU and covers various aspects of their employment, such as job duties, workload, compensation, and grievance procedures. All individuals are responsible for familiarizing themselves with and adhering to the rules in this Contract. Additional details and templated mentioned below may be found at the Faculty and Staff Resources page on the Graduate School.

Assistantship Eligibility

Academic Student Employees must meet the Graduate School academic criteria to be appointed to assistantships.

Maintain a minimum cumulative GPA of at least 3.0.
Maintain satisfactory progress in fulfilling assistantship service requirements and duties.
Maintain satisfactory progress toward degree as determined by the academic home department.
Register for a minimum of 10 credit hours to maintain full-time enrollment status in the fall and spring semesters and three credits in the summer.
Reside in the State of Washington (RCW 28B.15.014). See the Tuition Waivers section below.
Admitted to the Graduate School in degree-seeking graduate status.
Students admitted in non-degree seeking classifications (formerly UNDG, NADC, including students enrolled solely in a graduate certificate program or undergraduate non-degree status) are not eligible for a graduate assistantship.
Students admitted to graduate programs on the Global Campus are ineligible for assistantships.
International students must meet the Graduate School Language Requirements. Individual graduate programs may require applicants to score higher than the minimums listed above. See graduate degree programs for individual requirements.
Provisionally admitted students in degree-seeking status with grade point averages above 2.75 may receive an initial appointment if approved by the Graduate School, per recommendation and justification by the chair or director in the academic program, department, or school.

If a student’s credit hours fall below the 10-credit minimum required for an assistantship, their assistantship may be terminated, and tuition waivers may be withdrawn.

Types of Assistantships

WSU offers several graduate assistantships, each with a specific job title and standard qualifications, as defined in Article 9 of the WSU/UAW Contract. Assistantship types include:

Graduate Teaching Assistant
Graduate Summer Teaching Assistant
Graduate Veterinary Assistant
Graduate Research Assistant
Graduate Summer Research Assistant
Graduate Project Assistant
Graduate Staff Assistant
Graduate Summer Staff Assistant

Service Requirements for Assistantships

Basic Requirements

Graduate Assistantship appointments require half-time service (0.50 FTE) to qualify for a tuition waiver of the operating and building fees. In some instances, appointments may be made for less than half-time at proportionally reduced salaries. Appointments between 0.25 FTE and 0.49 FTE will receive a tuition waiver for half of the operating fee only. Any appointment less than 0.25 FTE is not eligible for a tuition waiver.
Half-time service (0.50 FTE) requires an average of 20 hours per week during the appointment term. Fractional appointments (less than half-time), when permitted, require work on a proportional basis.

Appointment Information

Appointment duration
- Academic Year: Graduate Assistantship appointments must be for an entire semester (August 16 – December 31 or January 1 – May 15) or the full nine-month academic year (August 16 – May 15). Any deviation from these dates requires an exception to policy approval from the Graduate School.
- Summer Appointments: Students may be appointed on assistantships, Period Activity Pay, or hourly appointments during the summer.
Exception to Policy and late start requests:
- For an exception to policy, notify the Graduate School via the Graduate Research Management (GRM) in myWSU through a service request for review.
- Late start requests for new students with justification may be sent to gradschool@wsu.edu for approval.
Work Expectations:
- During the term of the appointment, all ASEs on assistantship appointment are expected to be at work each normal workday, including periods when the university classes are not in session, with the exception of the legal holidays designated by the Board of Regents (see WSU’s Holiday Schedule for official university holidays).
- See Leaves and Time Off below.

Specific Restrictions and Guidelines

Teaching Assistant (TA) Restrictions:

TAs are not authorized to teach a course that carries graduate credit; they may assist in a course carrying graduate credit but cannot have the major responsibility for delivering the curriculum or participating in the assignment of grades.

Guidelines for Additional Work Hours:

The Graduate School strongly discourages graduate assistants from working additional hours beyond their 0.50 FTE because the additional time often has a negative impact on students’ academic progress and time toward completing a degree. At the same time, the graduate school realizes that these opportunities can often provide students with professional development, support their specific career goals, and provide additional financial resources.
Consequently, the Graduate School recommends the following guidelines for programs that have graduate assistants who want to work additional hours beyond the 0.50 FTE appointment:
- Ideally, the additional work should add to the professional development of students or support their specific career goals.
- More than five additional hours per week is strongly discouraged.
- In cases of more than five additional hours per week, the graduate program director should review and approve the additional work in writing and routinely screen to ensure that the student is progressing well in the program. Before work greater than five additional hours per week is allowed, a memo should be submitted to the dean of the Graduate School and vice provost for graduate education via the GRM for an exception to policy with the following items:
  - The student’s current status in the program (performance and longevity);
  - The student’s timeline for degree completion;
  - How the work involved contributes to the student’s academic work and progress; and
  - The number of additional hours of work per week expected of the student.

Tuition Waivers

Graduate students who have been awarded a one-half-time (0.50) FTE assistantship may qualify for waivers of the resident or nonresident tuition, subject to the following conditions:

Resident tuition waivers include the operating and building fee for 0.50 FTE assistantship appointments. For appointments between 0.25 FTE and 0.49FTE, the resident tuition waiver will include half of the operating fee.
The nonresident tuition waiver consists of the nonresident differential amount.
Residence requirement: Students must reside in the State of Washington to qualify for a resident or nonresident tuition waiver, as per RCW 28B.15.014.
Nonresident tuition waivers for new students: Newly admitted students who are U.S. citizens or permanent residents but not Washington State residents are eligible to receive a nonresident tuition waiver for their first year of admittance to WSU. To avoid nonresident tuition costs in future academic years, students should establish residency by the beginning of their second year, as described in Graduate School guidance.
- International students are provided a nonresident tuition waiver throughout their academic career.
Appointment duration: To qualify for the nonresident or resident tuition waiver, appointments must be for the entire semester or the full academic year. If an appointment terminates during the semester, they will lose all tuition waivers and be responsible for paying full tuition. In special circumstances, a request may be made for the student to retain a prorated portion of the tuition waiver, depending on the waiver type. Such requests should be submitted via a GRM exception request.
Mandatory fees and partial tuition: Waivers do not cover mandatory graduate student fees. Graduate students on an assistantship are responsible for paying the mandatory student fees each semester and a small portion of the tuition that is not waived. Article 22 of the WSU-UAW Contract provides additional information about fees and tuition waivers. For students on a half-time assistantship with full waivers, the current semester’s amount can be found at Learn More About Graduate ASE Employment.
Special scholar programs: Students participating in special scholar programs (e.g., Fulbright) in which the Graduate School grants tuition waivers must be approved by the dean of the Graduate School and vice provost for graduate education.
Summer tuition waivers: The Graduate School does not provide tuition waivers during the summer. Graduate students may qualify for a tuition waiver through a non-state-funded summer research or staff assistantship appointment.

Required Training

University-required trainings are described on the Human Resource Services Learning and Organizational Development website. Questions may be directed to your supervisor or HRS Training.

Additional required training for Graduate Assistants includes.

Responsible Conduct of Research (RCR) training

Students should take this training as soon as possible and are required to renew the training after five years. Students are not eligible for an assistantship until the CITI RCR training is complete.

Departments may require additional training based on position duties. They are responsible for ensuring that students on assistantship complete all required training before the deadlines and that the training is renewed per the guidelines above.

The Graduate School will grant a grace period of one semester to first term graduate students appointed to an assistantship who have not completed the CITI RCR training at the start of their assistantship. However, a hold will be placed on their registration for future semesters, preventing the processing of assistantships until the training has been completed. To ensure timely processing of assistantships, students should complete the training as soon as they are matriculated. If an assistantship is processed late because the student did not complete the CITI RCR training promptly, the student will be responsible for paying all late fees applied to the student’s account and may lose eligibility for the assistantship.

Attestations

Pursuant to RCW 28B.112.080, ASEs must complete the Sexual Misconduct Statement (SMS) for new hires. Failure to provide complete and accurate information may affect final employment, up to and including withdrawal of the offer of employment.

Workload and Responsibilities

Article 13 of the WSU/UAW Contract sets out workload expectations for assistantship and hourly appointments, including work assignments, training, and required meetings in the total workload.

ASEs with a 50% FTE appointment shall not be required to work more than an average of twenty (20) hours per week during their appointment period and shall not exceed thirty (30) hours in any given week except with the ASE’s consent. For example, an ASE might work exactly 20 hours each week throughout their appointment period, or they may have a variable weekly workload where one week they work 15 hours, and the following week they work 25 hours. Such variability is permissible as long as the total hours average 20 hours per week over the entire appointment period. However, any variation must be approved by the ASE’s supervisor.

Appointment Periods for Assistantships:

Fall semester: August 16 to December 31
Spring semester: January 1 to May 15
Academic year: August 16 to May 15
Summer Session: Minimum six (6) week appointment term

Supervisors are responsible for providing all ASEs with a sufficient and appropriate workload that enables them to meet the contractual workload requirements throughout their designated appointment period. This workload will be clearly outlined in their job description. For example, an ASE assigned as a Teaching Assistant may have duties not directly related to course instruction or support between the end of their assigned course and the end of the pay period. Duties could include, but are not limited to, supporting the department by course or lab development, supporting end-of-term academic organization, assisting in developing future course content, conducting literature reviews, or supporting their advisor’s research or scholarship.

Supervisors are required to provide job descriptions at least two weeks before the beginning of the ASE’s appointment period. These descriptions must include enough work and detailed workload expectations for the entirety of the appointment period. Supervisors must maintain open communication throughout the term to ensure the workload requirements are appropriately managed. ASEs should notify their supervisor promptly if they anticipate any issues meeting the workload expectation so that adjustments can be collaboratively made as needed.

If an ASE elects not to perform work necessary to meet contractual workload requirements, the ASE must notify their supervisor and use their accrued leave time. However, ASEs are not required to use leave time for regular university holidays that fall within their employment term.

Wages

Article 35 of the WSU/UAW Contract details minimum assistantship salary steps based on educational experience and location.

Leaves and Time Off

Article 28, Article 29, and Article 30 of the WSU/UAW Contract cover rights and responsibilities associated with vacation leave, holidays, sick leave, and other leaves such as bereavement, jury duty, military, parental, and faith/conscience.

Vacation Time Off

Unless otherwise approved, vacation time off must be used in four-hour increments. Vacation time off shall be taken during academic semester breaks or as otherwise mutually agreed upon by the ASE and their supervisor. To request vacation hours, ASEs shall provide written notice (i.e., email, text, IM) to their supervisors in advance of the requested vacation time as soon as the need for time off is known. If an ASE requests time off, they are to provide a work plan for any duties assigned and/or expected to be performed during their time off with their vacation request. Vacation time off requests are to be approved by the supervisor prior to the time being taken off.

Sick time

ASEs shall provide written sick time requests to their supervisors as early as possible.

Short-term Pregnancy/Parental Leave

The Short-term Pregnancy/Parental Leave plan provides eligible Academic Student Employees (ASEs) with paid leave for the period directly before or after the birth or adoption of a child. In all cases, leave must be completed during the ASE’s appointment term and within the same academic year as the date of the birth or adoption of the child. This policy applies to salaried ASEs on assistantships at Washington State University (WSU) who are eligible under the terms of the WSU/UAW Contract.

Eligibility
- Areas for improvement based on the job description
- Graduate students who are ASEs on a salaried assistantship are eligible for Short-term Pregnancy/Parental Leave as provided in the WSU/UAW Contract.
- Students must maintain their ASE assistantship status to be eligible for paid leave under this policy.
Leave Duration and Pay
- Eligible salaried ASEs are entitled to up to six (6) consecutive weeks of paid leave, as outlined in the WSU/UAW Contract. This leave can be taken directly before or after the birth or adoption of a child and must be completed during the ASE’s appointment term and within the same academic year as the date of the birth or adoption of the child.
- Both parents employed as salaried ASEs at WSU are each eligible for up to six (6) weeks of paid leave if they meet the eligibility criteria.
Extended Short-Term Pregnancy/Parental Leave
- Eligible ASEs may use a combination of awarded sick leave, vacation time off, or leave without pay (LWOP) to extend their short-term pregnancy/parental leave for an additional six weeks (12 weeks maximum).
Leave Procedures
- See Chapter 5.1.7.3
Return to Work
- After the approved leave period, ASEs are entitled to return to their assistantship positions for the remainder of their current appointment, as specified in the WSU/UAW agreement.

Intellectual Property

All employees must adhere to the Intellectual Property Policy defined in the WSU Executive Policy Manual (EP) 38.

Performance Management and Support for ASEs

Per the WSU/UAW Contract Article 11.4, each ASE is to receive a job description at least two weeks before the commencement beginning of the appointment term. In the case of an ASE whose job description is not expected to change for at least a year, the documentation may be provided once at the beginning of the appointment and thereafter when duties change. The department is responsible for ensuring the ASE receives regular evaluations of their progress in fulfilling the assistantship responsibilities based on the job description. As with all employees, ASEs require clear performance expectations.

Mentoring and Performance Expectations

The first step is to mentor the ASE and ensure they have the knowledge and resources necessary to perform their job effectively. If performance expectations are not met despite initial mentoring efforts, the department should take the following steps:

Communicate performance expectations and deficiencies (e.g., arriving at office hours on time, timely grading, meeting research deadlines, requesting time off according to guidelines) to the ASE, along with a timeline and plan for improvement.
Schedule a meeting with the ASE to identify the disconnect between expectations and performance. Develop a written performance support plan that includes the following:
- Areas for improvement based on the job description
- Clear and measurable goals for improvement in each identified area
- A timeline for achieving these goals, including regular milestone check-ins
- Available resources and support to help the ASE meet expectations
- Potential consequences if performance does not improve within the identified timeframe
The performance support plan should be developed collaboratively between the ASE and their supervisor, with both parties acknowledging their understanding and commitment to the process. At this stage, it is recommended that the supervisor distribute the plan to the ASE and the department chair or director.
Supervisors should provide ongoing feedback and support throughout the plan, with regular check-ins to assess progress and make necessary adjustments.
No further action is needed if the ASE successfully completes the plan.
If the ASE does not meet the expectations outlined in the plan and the department believes formal disciplinary action is required, contact Labor Relations to discuss the next steps, including the possibility of terminating the assistantship. In such cases, the department should refer to the assistantship appeals process.

Grievance and Arbitration

Article 37 of the WSU/UAW Contract defines grievances and describes the contract grievance procedure.

The grievance process is separate from any academic appeal policies.

Discipline

If an ASE does not meet the expectations outlined in the performance support plan, the department should consult with both Labor Relations and the Graduate School regarding possible disciplinary action (Article Article 16.1.2). If it is determined that disciplinary action will be taken, the pre-disciplinary procedure outlined in Article 16.3 should be followed.

Policy and Law Violations

If there are clear violations of WSU policy, Community Standards, or state or local laws, the appropriate corresponding WSU Department (Labor Relations, Center for Community Standards, Compliance and Civil Rights, Environmental Health and Safety) must be immediately contacted. Depending on the severity of the infraction, these violations may warrant immediate disciplinary action or termination.

The appropriate office will investigate the violation and determine disciplinary action. Article 16 of the WSU/UAW Contract provides information on ASEs’ discipline, representation, and grievance rights. All parties involved are to familiarize themselves with this Article.

Discrimination and Harassment

Information on discrimination and harassment and the university’s policy prohibiting discrimination and sexual harassment can be found on the Compliance and Civil Rights website and in EP 15.

Article 3 of the WSU/UAW Contract may be read in conjunction with this policy.

Please refer to the WSU/UAW Contract for the most up-to-date and comprehensive information on graduate assistantships at WSU.

Conference or Meeting Travel

If an ASE is attending a conference or meeting related to their employment, this is considered time worked. Supervisors should remind the ASE they are expected to participate fully throughout the event. In addition, by electing to participate in the meeting or conference, the ASE accepts they may exceed their regular number of hours expected to work for the week and will return to their regular schedule upon return.

It is important for departments to be flexible in work options to facilitate ASE attendance at conferences that support the student’s academics.

The Supervisor should discuss in advance with the ASE the work time that will be missed, if any, and whether the ASE will work while at the conference, make up work, use vacation time, or take Leave Without Pay as described in Chapter 30.3 of the WSU/UAW Contract.

If an ASE attends a conference or meeting as a student, this is not considered time worked.

Chapter Ten – Graduation

Graduation Requirements

Students who wish to graduate must complete an Application for Degree in myWSU by the deadline of the semester in which they plan to graduate. This application must be completed before a final examination can be scheduled. Students in a professional master’s program that uses a capstone course as the culminating experience must complete the capstone course in their graduating semester and submit the Application for Degree before the deadline for that semester. The graduation requirements of the Graduate School and the graduate program in effect at the time of the student’s initial admission as a regular or provisional graduate student must be met to complete a graduate program and confer a degree. Graduate program requirements for graduation are those in effect at the time the student files a Program of Study.

Subsequent changes in the Graduate School’s degree requirements or in graduate program requirements may be substituted at the student’s option upon approval by the master’s or doctoral advisory committee, the department chair/program director, and the dean of the Graduate School and vice provost for graduate education.

If a student is dropped from the university for failure to maintain continuous enrollment, the graduation requirements of the Graduate School are those in effect at the time of readmission to the Graduate School.

The time limit for using graduate credits toward a master’s degree or a graduate certificate is six years from the beginning date of the earliest course applied toward the degree or certificate.

The time limit for using graduate credits toward a doctoral degree is ten years from the beginning date of the earliest course applied toward the degree. In all cases, work for the degree must be completed within four years of the date of the satisfactory completion of the preliminary examination. At least four months must elapse between preliminary and final examinations for doctoral degrees.

Certification of Candidacy for Doctoral Students

Preliminary Examination

A preliminary examination is required of each doctoral student (Ph.D. and Ed.D.) for advancement to candidacy for the doctoral degree. See Chapter 8.5 for more information regarding the preliminary examination process.

Certification of Candidacy

Once the student has passed the preliminary examination, the Graduate School notifies the student of the official doctoral candidacy and the degree completion deadline.

Degree Audit

A degree audit is performed after the student submits an Application for Degree. The audit involves checking the student’s Program of Study and current transcripts to ensure all academic requirements are met. If changes are not reflected in the Program of Study, the student will be notified of the discrepancies. The student must submit a signed Program Change form to correct the discrepancies.

Degree Clearance

Degree clearance begins once final grades for a semester are posted to students’ transcripts. Results are compiled by clearing students who have met every Graduate School requirement identified in their degree audit and listed on the student’s official To-Do List. Degrees are posted on the WSU transcript, and diplomas are ordered throughout the degree clearance process. Once clearance is completed, a list is provided to the dean of the Graduate School and vice provost for graduate education for official signature approval.

Commencement Participation and Receipt of Degree

Commencement on the Pullman campus is held every December and May, while it is held only in May on the other campuses. To participate in commencement, master’s candidates must have an approved Program of Study and a current Application for Graduation on file with the Graduate School by the specified deadline. In addition to meeting the master’s requirements, doctoral candidates must have passed their preliminary examination to be eligible to participate.

Participation in the commencement ceremony does not imply that a student has completed their final examination or all degree requirements. Students are permitted to walk in the ceremony even if there are delays in completing final exams or other requirements. However, their names may not be listed in the commencement program if they have not yet officially graduated. All graduates are welcome to return to WSU and participate in a future commencement ceremony if they choose.

Diplomas

The Graduate School orders diplomas using a student’s primary name as listed in the WSU system (in the format: First Middle Last, Suffix). Students may choose to have or not have their middle names on the diploma. If a student wants a different name listed on the diploma, the student should submit an official name change to the WSU Payroll Office, along with the appropriate documentation. Alternatively, students may contact the Graduate School for assistance. Diplomas are ordered throughout the degree clearance process. The Graduate School must receive all requirements listed on a student’s To-Do List before diplomas are released. Degrees are also posted to transcripts throughout the degree clearance process. If a student has met all degree requirements, a letter verifying that the degree requirements are complete can be provided by the Graduate School before a diploma is ordered or before the degree is posted on the student’s transcript.

Applying for Graduation for a Graduate Certificate

During the final semester of the certificate coursework, students must submit an Application for a Graduate Certificate to the Graduate School with the appropriate departmental signatures by the application deadline for the degree. A processing fee is required with the application.

Chapter Eleven – Special Issues Concerning Research

Research is the cornerstone of graduate student training. The Graduate School is committed to fostering high ethical standards among graduate students engaged in research and supports faculty in educating students on the responsible conduct of research. Responsible research requires an environment that encourages open communication, upholds best practices, and cultivates a culture of integrity and scholarly excellence.

Graduate students are guided on topics such as human subjects, animal welfare, and conflicts of interest as they develop into responsible researchers. Understanding data acquisition, management, sharing, and ownership is crucial, as is adhering to publication practices and responsible authorship.

This section of the policies and procedures manual offers an overview of the essential links to policies, procedures, and resources that graduate students should consult to conduct responsible research at WSU.

Research Conduct

All graduate students must complete training on Responsible Conduct of Research during their first semester. Students should take this training as soon as possible and must retake it after five years. This web-based training is located at the my Research portal. Additional information regarding research ethics may be found at the following sites:

Office of Research Guidelines and Policies and WSU Policies and Guidelines
WSU Executive Policy Manual
WSU Business Policies and Procedures Manual
WSU Safety Policies and Procedures Manual
Washington State Executive Ethics Board
U.S. Department of Health and Human Services Office of Research Integrity

Grants to Graduate Students

The Office of Research Support and Operations will assist graduate students seeking support from foundations, federal agencies, or other sources outside the university.

Patents and Copyrights

Graduate students should expect advisors and mentors to acknowledge student contributions to research presented at conferences, in professional publications, or in applications for copyrights and patents. State and university policy and other information regarding patents and copyrights may be found at the following sites.

Research Involving Animal Subjects

All vertebrate animal use in research, teaching, and testing must comply with all university, state, and federal requirements determined by the Institutional Animal Care and Use Committee (IACUC). Faculty and graduate students can find additional information regarding these obligations and requirements at that site.

Research Involving Human Subjects

All research involving human subjects must be approved by the Institutional Review Board (IRB), a Presidential committee within the Office of Research Compliance. Additional information regarding these obligations and requirements may be found at that site.

Research Involving the Use of Biohazards

Potentially biohazardous materials include (but are not limited to) recombinant DNA, genetically modified organisms, select biological agents and toxins, and infectious agents or pathogens (human, animal, or plant). Information regarding biosafety requirements for using biohazards in research may be obtained at the following sites.

Research Involving the Use of Hazardous Chemicals

Information regarding the use of hazardous chemicals (e.g., chemicals that may be carcinogens, teratogens, mutagens, flammable, corrosive, or explosive) in research may be obtained at the website of the Environmental Health and Safety Laboratory Safety.

If you need to ship hazardous chemicals or chemicals that you think may be hazardous, refer to the Hazardous Materials Shipping website or call the shipping cell number (509) 432-3869 to reach a coordinator.

Research Involving the Use of Ionizing Radiation

Information regarding the possession and use of sources of ionizing radiation, including materials or machines, for research, teaching, or service under the authority of the university may be obtained at the following sites:

Safety Policies and Procedures Manual, Safety Policies and Procedures Manual, Chapter 9.0, Radiation Safety, Radiation Safety.
Radiation Safety Office.

Conflict of Interest

Conflicts of Interest (COI) and Commitment Conflicts of Interest are not necessarily good or bad. How they are managed is important, and such conflicts must be acknowledged. A COI occurs when the personal and professional interests of a researcher, trainees, and collaborators conflict in certain areas. For example, these areas may include financial gain, work commitments, intellectual property, and personal matters. The Conflict of Interest Committee reviews conflicts and helps researchers devise plans to manage or eliminate conflicts. Conflicts of Interest are addressed in a presidential Committee, WSU Research, and Executive Policy 27, linked below.

Office of the President Conflict of Interest Review Committee
WSU Research: Financial Conflict of Interest
Executive Policy 27. University Research Personnel Conflict of Interest, Technology Transfer, and State Ethics Requirements

Export Controls

The U.S. export control laws and associated regulations govern the release of technology, technical data, software, and information to foreign nationals within or outside the U.S. and the ability to export or otherwise transact with certain individuals, entities, and countries. Most projects at WSU are covered under a Fundamental Research Exemption, but research limited by publication restrictions or foreign national exclusions is not exempted. Instruments and software are not exempted, even if the research they are used to carry out is exempted. Please see the Export Control Regulations website for additional information.

Chapter Twelve – Graduate Student Rights and Responsibilities

The university seeks fair and expeditious action on academic and conduct issues. Resolutions must uphold the highest standards of academic freedom and integrity while honoring the rights and dignity of all individuals in the university community. This chapter describes policies and guidelines pertaining to academic advancement and related grievance procedures. It provides links to important resources regarding student conduct, academic dishonesty, discrimination, sexual harassment, and drug and alcohol policies.

Office of the University Ombudsman

The university designates the ombudsman as an impartial and neutral resource to assist all members of the university community. The ombudsman provides information relating to university policies and procedures and facilitates the resolution of problems and grievances through informal investigation and mediation. The office does not replace or supersede other university grievances, complaints, or appeal procedures but is another avenue available to graduate students seeking assistance in resolving concerns related to their graduate program. More information may be found at the University Ombudsman’s Office.

Standards of Conduct for Students

Student disciplinary proceedings for misconduct, including plagiarism and cheating, are covered by the policies and procedures in the Standards of Conduct for Students, WAC 504-26, which may be downloaded from the Center for Community Standards website. Further information regarding academic dishonesty is in Chapter 12.7.4.2.

Appeal of Course Grades

Graduate students should refer to the WSU Academic Regulations, Rules 104 and 105, if they have a complaint about instruction or grading. If the student wishes to appeal a grade that has led to a decision that the student be dismissed from the Graduate School (for academic deficiency or examination failure, for example), the student should make every effort to file the appeal as soon as possible and to work through the grade appeal process in a timely manner. Formal grievances submitted to the Graduate School regarding dismissal due to a failed examination or academic deficiency will not be delayed due to the grade appeal process. Formal grievance decisions made by the dean of the Graduate School and vice provost for graduate education will be based on the grades officially listed on the student’s transcript. If the student’s grade is changed due to a grade appeal decision made after the formal grievance process has been completed, then the chair or director (in the academic program, department, or school) may request that the vice provost review the case based on the grade change and make a determination regarding reinstatement.

University Grade Appeals Board

The University Grade Appeals Board, an official committee of the university president, reviews academic grade appeals forwarded by any departmental chair, dean, dean of the Graduate School and vice provost for graduate education, vice chancellor for academic affairs, or university ombudsman.

Preliminary and Final Examination Committee Decisions

If the first examination is failed, the student may take a second and final examination without petition. The Graduate School will assign a Graduate Faculty Representative (GFR) to attend the second examination to ensure proper procedures are followed and to protect the rights of the student, faculty, and program. The GFR has been trained in the appropriate examination procedures and Graduate School policies. Second examinations must be scheduled following the Graduate School’s procedures outlined in Chapters 7 and 8 of this manual. If the student fails the second examination, the student will be dismissed from the Graduate School. The student may appeal this decision by filing a formal academic grievance with the Graduate School (see Chapter 12.7.6.2 for details).

Student Rights to Privacy

Information specific to students’ rights and protections under the Federal Educational Rights and Privacy Act (FERPA), as implemented by WSU, may be found at the FERPA – Right and Privacy website.

Graduate Student Rights and Responsibilities

This section describes procedures for directing graduate student complaints, grievances, and concerns to the appropriate faculty, staff, and administrators for action. While this section outlines the complaint process, students are encouraged to seek guidance and advice from the Graduate School staff and leadership regarding academic advancement and grievances that may arise at any point during their course of study at the university.

The policies and procedures in WAC 504-26-415 cover student disciplinary proceedings for misconduct, including plagiarism and cheating. For disciplinary matters, please view the information at the following links:

Students with Disabilities

The Graduate School is committed to providing equal opportunity in its services, programs, and employment for individuals with disabilities. Reasonable accommodations are available for students with a documented disability. Students are responsible for initiating requests for reasonable accommodations and services that they need.

Requesting Reasonable Accommodations

Graduate students with identified disabilities should contact Student Accommodations and Disability Resources before the semester they plan to attend and initiate the accommodations process. Accommodations are unique for each individual, and some require a significant amount of time to prepare, so students must notify Student Accommodations and Disability Resources as soon as possible. Students with a disability identified during the semester should contact Student Accommodations and Disability Resources as soon as possible to arrange an appointment and have an advisor review their documentation. All accommodations must be approved through Student Accommodations and Disability Resources located on each campus. Contact information for Student Accommodations and Disability Resources at each campus can be found at the following websites:

Pullman Resources
Spokane Resources
Tri-Cities Resources
Vancouver Resources
Students not on one of these campuses should contact the WSU Pullman Student Accommodations and Disability Resources for more information.

All students requesting reasonable accommodation must meet with the instructor before or during the first week of the course to review all proposed accommodations concerning course content and requirements. Exceptions to this timeframe will be granted only upon a showing of good cause.

Working with Student Accommodations and Disability Resources

The process for working with Student Accommodations and Disability Resources is as follows:

Students not on one of these campuses should contact the WSU Pullman Student Accommodations and Disability Resources for more information.

Submit disability documentation online to Student Accommodations and Disability Resources on your campus; if you have questions about what documentation is needed, please call to speak with an advisor.
Schedule an appointment with the advisor after submitting and reviewing your documentation to determine appropriate accommodations.
Promptly notify Student Accommodations and Disability Resources of any problems receiving the agreed-upon accommodations.
Check in at least once each semester to keep your registration with Student Accommodations and Disability Resources and your accommodations current, including applying accommodations to courses for the new semester.

Complaints By or Against Members of the University Faculty, Administration, or Students

A graduate student who believes that there has been unlawful discrimination, including sexual harassment, is strongly encouraged to contact Compliance and Civil Rights. If the complaint involves discrimination or harassment by a student, a complaint may also be filed with the Center for Community Standards.

Discrimination and Harassment

WSU prohibits sex discrimination in any education program or activity that it operates in compliance with Title IX. Inquiries regarding Title IX and reports of sex discrimination can be directed to the WSU Title IX Coordinator. More information on WSU’s policies and procedures for responding to discrimination and harassment is available here: Nondiscrimination Statement.

WSU does not discriminate and prohibits discrimination on the basis of sex, race, color, national origin, disability, age, religion, creed, genetic information, marital status, protected veteran/military status, or immigration or citizenship status in any education program or activity that it operates in compliance with Title IX and other civil rights laws and regulations. Inquiries regarding Title IX, ADA, or other civil rights laws, as well as reports of discrimination can be directed to the Compliance and Civil Rights, WSU ADA Coordinator, or WSU Title IX Coordinator. More information on WSU’s policies and procedures for responding to discrimination and harassment is found in the Nondiscrimination Statement.

Academic Integrity

Students and faculty are responsible for upholding and protecting academic honesty standards within the university. At WSU, all cases of academic dishonesty or academic misconduct, including cases of plagiarism, will be handled according to the process in WAC 504-26-415. Through the Academic Integrity Process, the reported student will receive notice of the concerning information and be given an opportunity to respond. The Standards of Conduct for Students covers cheating, plagiarism, or other forms of academic dishonesty, including but not limited to the following:

Unauthorized collaboration on assignments;
Facilitation of dishonesty, including not challenging academic integrity violations by others;
Obtaining unauthorized knowledge of course assignments or exam materials;
Unauthorized multiple submissions of the same work for different course assignments;
Sabotage of another student’s work;
Knowingly furnishing false information or data to any university official, faculty, or staff; and
Forgery, alteration, or misuse of any university document, record, or form of personal identification.

Note. For a complete definition of academic dishonesty, see WAC 504-26-415 Standards of Conduct for Students.

Given the accessibility of electronic information, further discussion of commonly observed examples of plagiarism is warranted. Examples may include:

Copying material (e.g., copy and paste) from any source without proper citation;
Copying homework solutions from online sources such as CHEGG, Bartleby, StackExchange, and solutions manuals; or
Using an essay-for-hire service or copying material from another student

When submitting group projects, any example of plagiarism may result in the entire group facing disciplinary action. It is appropriate to ask professors for further clarification of proper protocol. In addition to increasing the availability of information, technology also provided enhanced methods for identifying copied work. Plagiarizing another’s work denies learning opportunities and does not advance one’s academic pursuits.

If a graduate student becomes aware of any incidents of academic dishonesty, the graduate student should report the incident to the appropriate faculty member. The faculty member is responsible for contacting the reported student and notifying the Center for Community Standards. Sanctions imposed by the faculty member may include failure of the assignment, test, or entire course – or recommendation for dismissal from the graduate program. The Center for Community Standards will assign additional educational outcomes to a student found responsible for an academic integrity violation. See Violations and Possible Sections for information about possible outcomes from the community standards process. If a student is uncomfortable reporting another student to a faculty member, other resources, including the ombudsman, the Graduate School, and the Center for Community Standards, are available.

Official Communications

Graduate students and faculty are expected to use official WSU email accounts for all university-related communications. Use of third-party messaging applications (e.g., WhatsApp) is discouraged as they may not comply with university policies on record retention and security. For detailed guidance, see Executive Policy Manual EP04 – University Communication and Email Policy.

Graduate and Professional Student Informal Complaint and Formal Academic Grievance Procedures

The graduate student’s informal academic complaint and formal grievance processes can involve several steps depending on the nature of the issue and are separate from employment grievances, detailed in Chapter 9.

Many avenues are available to WSU graduate students to resolve differences that might arise while pursuing an advanced degree. If a graduate program has its own academic grievance procedures, they should be followed before utilizing the Graduate School’s complaint and grievance procedures. In general, the operational principle that should be followed is maintaining open communication at the most immediate point of access and working upward from there when appropriate. As such, students should work with their major professor or advisor to resolve matters if possible. The next level would be the program director, department chair, or school director. If the complaint involves a complex or multi-campus issue, the dean of the College may get involved at this point in the process. There are cases, of course, where this process is difficult. In these cases, graduate students should make an appointment with a Graduate School leadership team member for further advice. An important role of the Graduate School is to serve as an impartial arbitrator in these matters and to provide guidance to both students and faculty with the intent of helping the student continue in good academic standing.

Graduate Student Informal Academic Complaint Procedures

Students are encouraged to first consult with their faculty advisor.
If the advisor cannot resolve the problem, the student is encouraged to discuss the issue with the chair or director (in the graduate program, department, or school) or an appropriate faculty liaison, such as the graduate program director or departmental ombudsman.
If the complaint cannot be resolved at the department or program level, the student should contact a Graduate School leadership team member.
The dean of the Graduate School and vice provost for graduate education or the vice provost’s designee will review the complaint and recommend possible actions for resolution to the student, the chair or director (in the graduate program, department, or school), the college dean, or a faculty liaison.

Graduate Student Formal Academic Grievance Procedures (Appeals)

Academic appeals (e.g., failed preliminary or final examinations, recommended dismissal from the graduate program) may be made through a formal grievance procedure.

The student must make a formal grievance request to the dean of the Graduate School and vice provost for graduate education in writing, with signature. An email is insufficient; however, an electronic version of the signed appeal sent from the student’s WSU email is acceptable. The student must submit documentation describing the grounds for a formal grievance to the vice provost. Formal grievances must be filed within 15 (fifteen) calendar days following a notice of decision on what is being appealed. The dismissal will be held in abeyance until the university has rendered a final decision. However, progression through degree requirements (such as continued course enrollment, research activities, internships, or clinical training activities) may be suspended.
The dean of the Graduate School and vice provost for graduate education may assign these formal grievances to one of the associate/assistant vice provosts for full consideration and recommendation.
Recommendations for resolution of formal grievances will be acted upon by the dean of the Graduate School and vice provost for graduate education or the vice provost’s designee. The vice provost will make a final decision. The decision made by the vice provost on academic matters is final.

Appeal of Graduate School Resolution of Formal Grievances

If the graduate student believes there was a procedural error or failure to follow WSU or Graduate School policy during the complaint or grievance process (not academic matters), an appeal of the decision made by the dean of the Graduate School and vice provost for graduate education can be made to the provost. The written appeal to the provost regarding procedural irregularities must be filed within fifteen (15) calendar days following the notice of the decision from the vice provost in response to the formal grievance. The appeal must be copied to the dean of the Graduate School and vice provost for graduate education. If the vice provost does not receive a copy of the appeal within fifteen (15) calendar days, the student’s right to appeal will be waived, and the vice provost’s decision will be final. The provost will only decide on policy or procedural irregularities. The provost will not reopen cases for the purpose of reinvestigating the grievance.

Professional Student Grievance and Appeal Procedures

Professional students within the College of Veterinary Medicine (D.V.M. program), the College of Pharmacy (Pharm. D. program), the Elson S. Floyd College of Medicine (M.D. program, M.H.A.L. program), the College of Nursing (D.N.P. program), and the College of Business (M.B.A. programs) will follow College policies and procedures for grievances related to academic issues. Appeal of College-level decisions can be made to the Graduate School if the professional student believes there was a procedural error or failure to follow WSU or College policies during the complaint or grievance process. The professional student must make a formal appeal request to the dean of the Graduate School and vice provost for graduate education in writing, with signature. An email is insufficient; however, an electronic version of the signed appeal sent from the student’s WSU email is acceptable. Formal appeals must be filed within 15 (fifteen) calendar days following notice of the decision of what is being appealed. The original dismissal decision will be held in abeyance while under appeal. However, progression through degree requirements (such as continued course enrollment, research activities, internships, or clinical training activities) will be suspended. The dean of the Graduate School and vice provost for graduate education will only make decisions about policy or procedural irregularities. The vice provost will not reopen cases for the purpose of reinvestigating the grievance.

Satisfactory Progress towards Degree

Graduate students are expected to make satisfactory progress in their studies. They are responsible for meeting the Graduate School’s continuous enrollment policy, general academic requirements, and the specific requirements associated with their degree. Programs may have additional requirements, and students are expected to contact their program director or faculty advisor for information.

Scholarship and Research

The following is information regarding authorship and data that graduate students may collect during their research.

Authorship

The Office of Research policy on Publications and Authorship.

Data Ownership

In general, all data collected at WSU is WSU’s property. It is useful to distinguish between grants and contracts. Data collected with grant funds remains under the control of WSU. Contracts typically require the researcher to deliver a product or service to the government or industry sponsor, and the product or service is then owned and controlled by the sponsor (government or industry). WSU and principal investigators have responsibilities and obligations regarding research funds and data collection.

Before data is collected, the principal investigator (PI) and project personnel must clearly understand who owns the data, who has the right to publish, and what requirements or obligations are imposed on the researcher or WSU.
Whenever a graduate student or postdoc leaves the lab, a similar agreement will be negotiated between the PI and the graduate student or postdoc.
Collaborative research agreements regarding data ownership and use must be agreed to in writing prior to the collection of the data. In general, each team member should have continued access to the data/materials (unless a prior agreement was negotiated).

Data Collection

Data collection must be well-organized and detailed. The laboratory notebook (bound sequentially numbered pages, with signatures and dates) is often crucial to keeping daily records. Detailed records help establish good work practices, provide a history of students’ ideas, avoid fraud or misconduct charges, defend patents, and provide a valuable resource for a student’s own work.

Data Storage and Protection

Once data has been collected, it must be stored and protected for future use. Data storage must be done so that results and conclusions can be discerned from the archived data and materials. The data and materials must be protected so that others can confirm or reanalyze research findings. If data and materials are not properly stored and protected, it could significantly reduce the value of the research (or even render it worthless).

2025-2026 Graduate School Policies and Procedures

Chapter One – Administration of Graduate Programs

Executive Authority and Responsibilities of the Graduate School

Programs

Students

Faculty

Administration

External Constituents

Administrative Structure of the Graduate School

Dean and Vice Provost & Administrative Team

Staff

Graduate Education Council

Graduate Faculty Representatives

Faculty Senate Governance

Governance of Graduate Programs

Graduate Program Participants

Responsibilities of the Graduate Program Director

Responsibilities of the Graduate Program Coordinator/Graduate Academic Coordinator

Faculty of the Graduate School

Graduate Faculty Membership

Associate Graduate Faculty Membership

Auxiliary Graduate Faculty Membership

Graduate Program Faculty.

Expectations of Faculty Advisors and Mentors

Graduate School Policy

Establishment of Policies

Exceptions to Policy, Petition Process, Accommodations

Institutional Responsibility to Current Graduate Students

Compliance and Civil Rights Compliance

Graduate and Professional Student Academic Grievance and Appeal Processes

Electronic Signatures on Graduate School Forms

Chapter Two – Classification of Graduate Students

Advanced Degree Candidates

Regular Degree-Seeking

Provisional Degree-Seeking

Non-degree Seeking Graduate Students

Not Advanced Degree Candidate (NADC)

Graduate Certificates

Undeclared Graduate Student

Visiting Domestic Graduate Student (VDGS)

Visiting International Graduate Students (VIGS)

Non-degree Seeking Undergraduate Student

Chapter Three – Establishing and Modifying Graduate Programs

Descriptions of Graduate Programs

Doctoral Programs

Academic Requirements for Doctoral Programs at WSU

Individual Interdisciplinary Doctoral Program

Master’s Programs

Combined Degree Programs

4+1 Accelerated Master’s Programs

Dual Master’s Degree Programs (Internal to WSU)

Dual Degree Programs (WSU and External Institutions)

Concurrent Professional/Graduate Programs (Internal to WSU)

Graduate Certificate Programs

Graduate Programs at Multiple Campuses

Establishing New Graduate Programs

Alterations to Existing Graduate Programs, Plans, and Graduate Certificates

Definition of Graduate-Level Courses

Academic Courses at the 500-Level

Graduate Capstone Course (GradCAPS)

Credit and Grade Point Calculation

Courses at the 600-Level

Professional Master’s Capstone Project 701 Credits

Non-thesis 702 Credits

Research Credits at the 700 and 800 level

Policies for 700, 701, 702, and 800

Conjoint Courses

Addition or Modification of Graduate Courses

New Graduate-Level Courses

Revision/Deletion of Existing Graduate-Level Courses

Chapter Four – Applications and Admissions

General Policies

Inquiries

Application Process

Priority Deadlines

Application Requirements

Transcript Requirements

Applicants Who Attended School in the United States or Canada

Applicants Who Attended School Outside the United States or Canada

Transfer Credits