This section contains policies that are applicable to graduate students in the Physical Sciences Division, including information on:
- Academic policies
- Disability accommodations
- Family life
- Grading policies
- Leaves of absence
- List-host policies
- Registration hold policies
- Student Employment/Positions
- University policies
The Student Manual is the official statement of University policies, regulations, and expected standards of conduct applicable to all students. Students are expected to be familiar with these policies.
In all instances, conduct involving a possible violation of University policies and regulations and other breaches of standards of behavior expected of a student in the Physical Sciences Division should be brought promptly to the attention of the PSD Dean of Students. The Physical Sciences Division follows the Area Disciplinary System outlined in the Student Manual.
From time to time, a Dean or their designee will require the immediate presence of a student to address a matter of genuine urgency. In such cases, the Dean or designee may issue a summons requiring the student to appear in person at a specified time and place, regardless of the student's other commitments. Failure to appear as required by the summons is a serious matter and may result in a restriction of registration or referral to an area Disciplinary Committee.
Divisional and Departmental Policies
In addition, PSD graduate students are required to comply with specific divisional, departmental, or program policies where such exist, including training in the Responsible Conduct of Research (RCR).
- Good Standing and Academic Probation Policy
- PhD Registration Limit Policy
- Pro Forma
- University Academic Policies
- Withdrawal from the University
Good Standing and Academic Probation Policy
In order to be in Good Standing in the Physical Sciences Division, students are expected to complete required courses, maintain GPA minimums, adhere to deadlines, and fulfill requirements as set out by each individual program or department. If a student has any questions about relevant degree milestones or maximum timelines for completion of requirements for a PhD or Master’s program, they are encouraged to contact the program directly or to reach out to the Dean of Students office at any time.
Students are expected to maintain Good Standing and make academic progress toward the degree throughout their graduate career. If a student is deemed not to be in Good Standing based on the criteria outlined above, the student may be placed on Academic Probation upon the recommendation of the faculty in their program and approval of the department or program chair.
All PSD PhD students receive full funding as part of their offer of admission (via a University of Chicago source or external fellowship, award, prize, or grant) as long as they continue to make satisfactory academic progress. This funding support includes a stipend, annual insurance premiums, and the quarterly Student Services Fee. This support may take the form of a teaching assistantship, research assistantship, or stipend fellowship. All such assignments form part of the student’s academic and professional training and accepting an assignment is a requirement of remaining in good academic standing. Since these assignments are integral to the student’s academic and professional development, students are not permitted to decline funding in any given quarter of their degree program. Students on outside fellowship will receive a supplement from the program if their outside fellowship funding totals less than the funding amount noted in the offer of admission.
Students on Academic Probation will be informed in writing about the expectations for how they may return to Good Standing and given a timeline for completion of those requirements, generally a minimum of one quarter. A copy of this document, along with the student’s confirmation of receipt and acknowledgement of the terms of the probation letter shall be sent to the Dean of Students.
Students who are unable to meet the expectations outlined in the Academic Probation letter may not be permitted to continue in the program.
The Divison's guidance on using disability accommodations and quarterly procedures can be found on the SDS Accommodation Process page.
The University's policy on disability accommodations can be found in the Student Manual.
Student Disability Services (SDS) welcomes students to self-identify as an individual with a disability. SDS staff will engage with you in an interactive process to identify the necessary services and accommodations to ensure equitable access to University programs and services. Students can complete a request for an accommodation by submitting the online Student Disability Services Request Form.
If SDS determines that accommodations are appropriate they will provide the student with an Accommodation Determination Letter that states the approved accommodations. Copies are shared with the Dean of Students Office. The Dean of Students Office will assist with the implementation of accommodations.
For general questions about accommodations, please email firstname.lastname@example.org.
For questions about implementing your accommodations, please email Sierra Sterling, Assistant Dean of Students, Physical Sciences Division.
The following grades are awarded in graduate courses:
These are referred to as “quality grades” and carry a specific weight (point value) when GPA is officially calculated by the Registrar. A grade of “F” carries no point value and does not confer credit.
Grade minimums for degree programs are determined by departments and programs. Students with questions about grade minimums and pass/fail policies should contact their department or program directly.
The grading policies below may vary by program. Before discussing plans with an instructor, please contact your Student Affairs Administrator to discuss grading options available in your degree program. Your program's grading policies may be more specific than the general policies outlined below:
Pass/Fail grading typically occurs in two circumstances: (1) the course is grade on a pass/fail basis as a matter of policy (e.g. an Advanced Research course) or (2) a student obtains instructor permission to take a class for a pass/fail grade.
Before discussing pass/fail grading with instructors, students should check with their department or program to determine whether a grade of “P” will be allowed to count towards their degree requirements.
A grade of P can be awarded when the instructor determines that the student has submitted sufficient evidence to receive a passing grade. A grade of P confers credit but does not carry any point value and will not impact a student’s GPA.
Procedures to request a grade of pass/fail
- Contact your Student Affairs Administrator to determine whether taking a course for a “Pass/Fail” grade will disrupt your progress towards degree.
- Request permission from the instructor to take the course for a grade of pass/fail. These requests should be made on or before the midpoint of the quarter. All pass/fail requests must be submitted to an instructor no later than Friday of the last full week of instruction of the quarter or prior to the date of the final examination or final project/assignment due date, whichever is earlier.
Note: In courses that normally assign quality grades, you must have the instructor’s permission to take the course pass/fail. Instructors are permitted to deny this request.
Students who do not wish to complete a course after Friday of third week of a quarter may request a withdrawal (“W”) from the course. Withdrawals will ordinarily be granted except in cases of academic dishonesty. A withdrawal may not be granted after completion of the course (typically the last day of a quarter).
A grade of “W” appears on the student’s transcript. A “W” does not carry any point value and will not impact a student’s GPA. A grade of “W” does not confer credit and may thus impact progress towards degree.
Withdrawals will not result in any changes to a student’s tuition bill.
Course changes made prior to the end of the third week of a quarter will not result in a grading penalty since these are enrollment changes made during the “add/drop period.”
Procedures to request a withdrawal
- Students must request a withdrawal before Friday of the last full week of instruction of the quarter or the date of the final examination/final assignment due date, whichever is earlier.
- Students should contact their Student Affairs Administrator to request withdrawal. Students are also strongly encouraged to notify their instructor that they have chosen to withdraw from the course.
- Students can verify that the Withdrawal took place by checking their current quarter enrollments in my.uchicago.edu.
Students with questions about whether a withdrawal will impact their financial aid or student visas should contact the Graduate Financial Aid Office or the Office of International Affairs, respectively.
A student may request a grade of “Incomplete” (“I”) if they anticipate not completing the course requirements before the end of a quarter but have: (1) participated actively in the course, (2) completed the majority of the requirements of the course, and (3) made satisfactory arrangements with the instructor to complete the remaining work by a specified deadline.
If the instructor agrees to assign an “Incomplete,” a grade of “I” will appear on the transcript. An “I” does not carry a point value and does not impact a student’s GPA. Once the student has completed the course requirements, the transcript will be updated to include the quality grade. Typically, a mark of “I” will appear on the transcript next to a quality grade to denote that the work was not completed within a single quarter (e.g. “IA” or “IB+”). Quality grades with an “I” carry the same transcript weight as quality grades without an “I.”
Because an incomplete is a formal agreement between an instructor and a student, failure to submit or complete remaining requirements by the agreed-upon deadline could result in assignment of a quality grade that the student earned based on requirements partially met in the course.
Procedures to request an incomplete
- Students should discuss the possibility of an incomplete with their instructor as soon as they become aware that they may not be in a position to complete all course requirements by the end of a quarter, by Friday of the last full week of instruction of the quarter at the latest.
- If an instructor agrees to an incomplete, students are strongly encouraged to record the agreement in writing (e.g. email) and specify the work remaining to be completed and the due date for the work.
- Students should notify their Student Affairs Administrator that they will receive an incomplete in a specific course.
Students may request to formally audit a course. Instructor permission is required. Students interested in auditing a course should contact the instructor directly.
MS Students should be aware that formally auditing a course will result in tuition charges for that course.
A formally audited course will appear on the student’s transcript. Typically, a grade of “R” (“Registered”) appears as the grade for an audited course. A grade of “R” does not carry any point value and will not impact a student’s GPA. Audited courses do not confer credit.
Note: Whether to allow audits is within the instructor’s discretion. Instructors are not required to allow students to audit their course.
From time to time, students may want or need to take a leave of absence from their studies in the Physical Sciences Division. If you are considering a leave of absence, please contact your Student Affairs Administrator in your department or the Dean of Students Office directly (email@example.com) for information about next steps. Generally, students are allowed up to four quarters of personal leave of absence and up to four quarters of medical leave of absence. The University's policy on leaves of absence can be found in the Student Manual.
International students considering a leave of absence must consult with the Office of International Affairs in addition to working with their Department and the Dean of Students Office. Please note that you must work with both the Dean of Students Office and the Office of International Affairs to request a leave of absence.
Leaves of Absence Process Overview
- Discuss your plans to take a leave with your department or program. A good starting place is your Student Affairs Administrator. If you aren’t sure who to reach out to, you are always welcome to contact the Dean of Students Office.
- Complete the appropriate form:
- Personal leaves of absence are available to all students for any reason. Graduate students are entitled to up to four quarters of personal leave of absence.
- Medical leaves of absence are available for students who have a medical reason that they need to pause their studies. Students requesting a medical leave of absence may receive a request from the Dean of Students Office for documentation from a health care provider that explains that a leave is recommended by said provider. You will receive additional details about how to submit this if necessary. Graduate students are entitled for up to four quarters of medical leave of absence.
- Parental Leaves of Absence are available for students who are pregnant or become parents during their graduate studies. Please contact the Dean of Students Office for more information.
- Once the Dean of Students Office receives your request, we will contact your department/program to let them know that you have made the request.
- Within several business days you will receive either:
- A confirmation of your leave of absence, including details, a checklist, and an outline of procedures for resuming studies
- A message from the Dean of Students Office requesting additional information or clarification
- Note: Access to University facilities and other privileges associated with being enrolled as an active student are limited during a leave of absence. In particular, students on a leave of absence may not take classes, conduct research, or hold student employment positions for the duration of their leave of absence.
- Resumption of Studies: When you are ready to resume studies, please notify the Physical Sciences Division Dean of Students Office (firstname.lastname@example.org) and your Student Affairs Administrator via email with your name and ID number at least six weeks prior to the quarter in which you plan to resume.
Leave of Absence Forms
Students may request a leave of absence using the appropriate form below. Questions should be directed to Sierra Sterling (email@example.com).
- Personal Leave of Absence
- Medical or Parental Relief Leave of Absence
- Request for Withdrawal from the University
- Email messages must be related to the business and mission of the Physical Sciences Division.
- Emails of a personal nature, such as notices of items for sale, lost or found items, and solicitation of goods or services are not allowed.
- Messages that publicize or endorse causes (even a very good cause), such as relief efforts for victims of natural disasters or organizations seeking assistance that are not already associated with the University are not allowed.
- List-host moderators have the right to withhold any messages that do not meet the guidelines set forth in this policy.
Quarterly Registration Timeline
Graduate students should plan to register during eighth week (8th week) for the upcoming academic quarter unless instructed to register at a different time by the Dean of Students Office or their department/program. Registration reference guides are available on the Registrar’s website.
Students who do not complete registration until the first day of a quarter will ordinarily be assessed a late registration fee. This fee is not applied to students returning from a leave of absence.
PhD Student Registration Overview
The University of Chicago requires PhD students to be continuously registered. Students complete Ph.D. program requirements as established by individual academic units. To foster professional development and steady progress toward the degree, the Physical Sciences Division requires Ph.D. students to maintain satisfactory academic standing in each quarter of enrollment; and to be registered during the summer quarter in addition to autumn, winter, and spring.
Continuous registration means that PhD students must be enrolled for at least 300 units, including the option of research or advanced study. While registered, students may have access to student housing, library privileges, use of athletic facilities, eligibility for student health insurance, and access to the services of UChicago Student Wellness.
Ph.D. students who do not wish to register in a given quarter may request a personal leave of absence (up to four quarters available for duration of studies) or a medical leave of absence (up to four quarters available for duration of studies). Ph.D. students who submit and defend their dissertation by the end of first week of their graduation quarter are eligible for a “no registration required” status during their graduation quarter. Students who submit and defend their dissertation by the early deadline typically do not receive departmental support that quarter.
MS Student Registration Overview
Ordinarily, full-time MS students in the PSD enroll in 300 units of courses during Autumn, Winter, and Spring Quarters.
Since most MS programs in the PSD do not require continuous registration, students should notify their program/department if they ever plan not to take courses during the Autumn, Winter, or Spring Quarter. Students who are considering not taking courses in an upcoming quarter should discuss their registration plans and degree progress with their program/department several weeks prior to the quarter they plan not to register.
International students should carefully review registration expectations related to their student visa in addition to discussing their registration plans with their program/department. To maintain F-1 and J-1 status, federal immigration regulations require students be enrolled full-time for all quarters listed on the I-20/DS-2019, with the exception of the vacation quarter (usually summer).
For Summer Quarter, MS students planning to take courses must term activate themselves prior to registering.
Students interested in taking courses at the University of Chicago Booth School of Business should carefully review Booth's registration guide and timelines.
PSD graduate students may not register for a Booth course in their expected graduation quarter if they need to receive a grade in the Booth course to complete their degree requirements.
From time to time, students may have holds placed on their accounts. Students who have been placed on hold will not be able to register for courses nor access University services and facilities until their financial obligations or compliance with rules and regulations have been fulfilled.
If you see a hold on your account, please review this information on the Registrar’s website. You are also encouraged to reach out to your Student Affairs Administrator or the Dean of Students Office for more information and assistance with having the hold removed.
PhD and full-time MS students should not hold student positions that total more than 20 hours/week during Autumn, Winter, and Spring Quarters, per University policy. Some students may be eligible to hold positions that total up to 37.5 hours/week in Summer Quarter. Please note that international students have hours limitations to maintain their F-1 or J-1 immigration status.
PhD students are considered to hold a “student position” if they are in an RA or TA position in any given quarter (including Summer). For records purposes, these positions have associated hours in Workday. Thus, any PhD student should plan to only hold their primary position (TA or RA through the department). If you are a PhD student and are interested in adding a position beyond your primary TA or RA appointment, you must receive approval from your department and the Dean of Students Office prior to acceping a second position.
Examples of positions that require departmental and DOS approval: TA position outside your department (e.g. Booth, The College, Summer Session), RA position outside your department, instructional grader, etc.
To request approval from your department and the Dean of Students Office, please email your Student Affairs Administrator and email firstname.lastname@example.org to request the General Petition. Requests are not guaranteed to be approved.
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