Department of Women, Gender, and Sexuality Graduate Student Handbook

Admission

Deadlines

Applications for the fall semester are due no later than December 2. All applicants will be considered for departmental funding in the form of Graduate Teaching Assistant (GTA) or Graduate Research Assistant (GRA) appointments. The Department of Women, Gender, & Sexuality Studies does not admit students for the spring or summer semesters.

Application Materials & Procedures

The following components should be included in your online application:

• A statement of academic objectives describing your intellectual development, previous academic training, and areas of academic interest, and identify the faculty member(s) you are interested working with based on your subject area of interest. The quality of this statement is an especially important factor in the decisions of our admissions committee. The statement should be a maximum of two pages, single spaced.
• A resume/curriculum vitae
• Copy of an official transcript from all post-secondary institutions attended
• A sample of your written academic work (not to exceed 30 pages)

Proof of English Proficiency

The Office of Graduate Studies requires all applicants who self-identify as non-native English speakers to demonstrate proof of English proficiency. See “Admissions” under the University Policies & Degree Requirements section of this document for more information regarding the University’s requirements for providing proof of English Proficiency.

Provisional Admission

In exceptional cases, the department may recommend an applicant for provisional admission who does not meet the University’s minimum requirements for admission. This may occur, for example, if a student’s overall undergraduate GPA is deficient but the major GPA, GRE scores, and statement of academic objectives suggest strong potential for success in graduate student. All recommendations for provisional admission are contingent on approval by the College and University.

To continue in the program, students admitted provisionally must meet with the Director of Graduate Studies at the start of the academic term, must comply with any requests for additional meetings or communications, and must earn at least a 3.0 GPA in the first semester of graduate coursework at KU.

Admissions Contact Information

If you have questions about the academic program or curriculum, contact the Director of Graduate Studies. If you have questions about the application process or required materials, contact the Graduate Program Coordinator.

General Guidelines

Grading

See “Grading” under the University Policies & Degree Requirements section for further information regarding University minimum grading requirements.

Academic Integrity & Misconduct

In the Department of Women, Gender, & Sexuality Studies, we consider academic integrity essential to our work, and we expect students to adhere to its principles in conducting research. This means that students acknowledge the sources they use in their academic work and cite them fully and correctly; not acknowledging a source constitutes plagiarism. Students should consult with faculty well before due dates if they are not sure how to handle a source. Academic integrity also means that work on examinations and assignments must be carried out by authorized means. Students are subject to sanctions by the University of Academic Misconduct if they violate these principles. Definitions are provided in the University Senate Rules and Regulations.

Good Standing

To be considered in “good standing” in any graduate program, the University requires graduate students to maintain a minimum GPA of 3.0 (or “B” average) and be making timely progress toward meeting their degree requirements. For additional information on good standing, as well as probation and dismissal procedures for those students who do not meet the requirements for good standing, see the University Policies & Degree Requirements section of this document.

Advising & Mentorship

The Director of Graduate Studies advises entering graduate students. By the end of the first year of graduate study leading toward the Ph.D., students should ask a faculty member to serve as their advisor. The faculty advisor is normally a core WGSS faculty member. Students wanting to be advised by courtesy or affiliated faculty must seek approval from the Director of Graduate Studies.  The faculty advisor will work closely with the student to develop a coherent plan of study, which should be in writing and included in the student’s file as early as possible in the student's graduate career. Each graduate student will meet with their faculty advisor a minimum of once a year to discuss their course performance and timely progress toward the degree.

Students are encouraged to complete a mentoring agreement with their advisor and to revisit that agreement with their advisor annually. A student’s advisor is responsible for providing the student with the mentoring agreement. Students and their advisor also should meet regularly to determine an appropriate degree timeline in accordance with the expectations of the WGSS PhD program and the University time limits for completion.

Change of Faculty Advisor

Under some circumstances, it is beneficial for a graduate student to be paired with a new faculty advisor. These situations may come about for varied reasons, including changes in thematic focus, need for additional expertise, incompatibility of student and advisor, or leave, departure, or retirement of the faculty advisor. Successful change in advisor will be contingent upon the identification of an appropriate new advisor and the willingness of the prospective new advisor to assume the responsibilities. If necessary, the Director of Graduate Studies can serve as an advisor on an interim basis for up to three months while the student identifies a permanent advisor.

To initiate this process students should take the following actions:

1. Notify your current advisor that you would like to change advisors.
2. Contact the potential new advisor to see if they are willing to serve as your advisor.
3. Contact the Director of Graduate Studies (DGS) and Graduate Program Coordinator (GPC) and communicate your plans to them; provide a reason for pursuing a change in advisor.
4. If your current advisor is the DGS, communicate your plans to the department chair and GPC.
5. The DGS and GPC will assist in the transition by verifying the change in advisor with the former and new advisor, and communicating the change in advisor to the student’s dissertation committee members.

Students are free to communicate independently with their committee members outside of the official communications documented in the steps above. In addition, students can also consult extra-departmental resources such as the Ombuds Office, who can provide support in the process.

Annual Review

The WGSS Department engages in a process of annual evaluations for each graduate student in the program. These reviews are intended to give students helpful guidance as they progress through the program. Advisors should be giving students ongoing advice and support that both identifies challenges and helps identify sources of support. The annual review, in slight contrast, is intended to provide a concise evaluation of students’ progress in the program from a departmental-level viewpoint. The annual review focuses on student development in areas of research and professional development. Under no circumstances will a student’s performance as a GTA or GRA affect their academic standing. If the student’s job performance is an issue, it will be addressed separately from the Annual Review.

Students’ annual evaluations will be developed based on feedback from their advisor as well as relevant evaluation documents and information from WGSS professors about their performance in four main categories:

1. Student Performance in Graduate Course Work:
   • Preparedness for class (readings and assignments completed)
   • Engagement in class (actively engaged in discussion, interacting with peers and instructor in a manner that is conducive to maintaining an inclusive classroom learning environment)
   • Intellectual development in courses (improvement in critical analysis skills, writing, oral communication of ideas, presentations)
2. Student Performance Feedback based on their Funding Source (GTA, GRA, External or internal fellowships):
   • Student evaluations
   • Teaching observations
   • Teaching practices (activities to improve teaching such as workshops offered by CTE, participation in WGSS 803)
   • Contribution to research activities in accordance with a student’s funding source, if applicable
3. Progress Toward Degree (Please refer to the Program Requirements Checklist):
   • Timely completion of course work
     1. Completion of required core courses
     2. Completion of concentration area course
     3. Completion of WGSS electives
   • Timely completion of qualifying exam
   • Timely completion of prospectus defense
   • Timely completion of research for dissertation
   • Timely completion of dissertation
4. Professional Development (Please refer to the sample plan of study timeline in Appendix B):
   • Attendance at Gender Seminars
   • Participation in WGSS professionalization seminars
   • Completion of WGSS 804
   • Participation in KU professionalization seminars/workshops/activities
   • Conference participation
   • Publication of research
   • Applied research/engaged scholarship
   • Service to the department, university or profession

As part of the annual evaluation, students should submit a current curriculum vitae and a written assessment of their performance in the categories identified above to the Director of Graduate Studies by April 15. This self-assessment should not exceed one page (single spaced). Please note that expectations vary from year to year; a student’s evaluation will correspond to those expectations applicable to their stage in the PhD program.

The advisor and Director of Graduate Studies will consult about any possible changes in a student’s timeline for degree completion based upon the feedback in the annual evaluation. These annual reviews are internal documents. Students should feel free to meet with the DGS and their advisor to discuss the annual reviews within 30 days of receipt.

Graduate Student Committee Roles

Second Year Duties

Historically, second year students select one member of their cohort to attend departmental faculty meetings. Some cohorts have also decided to rotate which member attends the meeting each month so that every member is able to participate. After attending, the graduate student is responsible for compiling minutes from the meeting and sharing with the entirety of the department’s graduate students, either electronically or in person. The representative is also responsible for collecting and sharing graduate student questions and concerns with faculty at these meetings.

Graduate Studies Committee

The Graduate Studies Committee is a standing committee within the Department of Women, Gender, & Sexuality Studies (WGSS) that oversees graduate studies, including but limited to PhD and MA admissions, qualifying and comprehensive exams, funding for graduate students, and advisor-advisee relationships. Graduate students will nominate one graduate representative to the committee annually by majority vote, typically at the beginning of the academic calendar. The graduate representative will help committee members understand graduate student experiences in all decisions related to graduate studies, perform tasks required by committee membership (including admissions), and communicate any changes or decisions made by the collective committee to the graduate student community. Where necessary, the representative may present graduate student concerns to department faculty and/or coordinate with the PhD second year cohort to raise concerns directly to Department leadership. Graduate student representation, usually through the graduate representative, is required at all Graduate Studies Committee meetings.

Diversity, Equity, and Inclusion Committee

Due to House Bill 2105 and the constraints of the faculty at this time, this committee will meet as a meeting of the full faculty as part of the faculty meetings. Please contact the WGSS Department Chair or Director of Graduate Studies if you have questions or would like more information.

The Diversity, Equity, and Inclusion (DEI) Committee is a standing committee within the Department of Women, Gender, & Sexuality Studies (WGSS) and comprises at least one undergraduate student, at least one graduate student (PhD or MA), and at least one faculty member. The DEI committee addresses concerns relating to intersectional inequality, including but not limited to discrimination based on race, gender, sex/uality, and class, within the Department. The committee serves as the liaison and safe space for marginalized and minority members of the Department to communicate with Department leadership. Historically members of the committee identify as BIPOC (Black, Indigenous, and People Of Color), international students, and trans* students, though DEI Committee members may identify otherwise. Graduate students will select and appoint a DEI graduate representative to the committee annually by majority vote. This representative will raise both micro- and macro-level DEI-related issues affecting graduate students to the DEI committee, such as syllabus reform, course availability, and misgendering. Members of the committee will discuss DEI issues and communicate possible solutions to all members of the Department (undergraduate, graduate, and faculty) when appropriate, at the committee’s discretion.

Professional Development Options & Expectations

Human Experimentation

Students are reminded that research involving human experimentation (e.g., questionnaires, interviews, etc.) is subject to legal and ethical consideration and to review by the Advisory Committee on Human Experimentation (ACHE). It is expected that students proposing such research will discuss the implications of their work with the appropriate professor, submit a proposal to the ACHE, and work closely with their professors during the research. Review the University policy.

Hall Center Seminars

The Hall Center sponsors seminars that should interest WGSS graduate students. Current and previous topics include: Gender, Trans* studies, Early Modern, Latin America, Modernities, Nature and Culture, Digital Humanities, Peace, War & Global Change. Faculty in WGSS co-host the Hall Center's Gender Seminar, and the department expects its graduate students to attend these. The seminar provides a forum for faculty, graduate students, and visitors to present work in progress as well as to discuss issues of mutual interest.

Internships and Independent Studies

Students may wish to integrate internships/service learning, or independent studies, into their graduate program. The Women, Gender, and Sexuality Studies Program will seek to ensure that such experiences are relevant to an individual’s formal training and examination structure. A student wishing to pursue an internship or independent study should write a proposal and submit it to the Director of Graduate Studies for approval. The proposal must outline the goals to be achieved through the internship or independent study and must describe the agreed-upon academic and work activities that will be undertaken to complete the internship or independent study. The student is responsible for identifying an appropriate faculty sponsor, who will help determine the necessary reading and writing requirements for the academic component. For internships, the student must negotiate with an on-site internship supervisor the actual work activities to be performed at the internship site. In evaluating the work component at the end of the internship, the student’s onsite supervisor will submit an evaluation of the student’s performance to the faculty sponsor. If the internship has been taken for credit, the faculty member will then use this evaluation, in conjunction with the student’s academic work related to the internship, as the basis for an appropriate grade. Above all, the internship experience should be a critical component of the student’s total program and be incorporated into the student’s definition of program concentration.

Nomination for University and College Funding and Awards

The University and College have several competitive research and travel funding awards for which students can either be nominated for by the DGS or for which the DGS applies on behalf of the department. These funding opportunities have their own priorities for student applicants. We nominate students based on: eligibility, match to funding priorities, distribution of existing funds, and progress in the degree. International students will receive a higher need priority for awards that provide summer funding due to the limitations placed on their ability to work outside of the university per federal regulations. 

Graduate students may nominate themselves for any award where they fit the eligibility requirements outlined in the award description. First-year graduate students are not eligible for teaching awards.

Assignment of Departmental Research and Travel Funding

The department uses the following guidelines to help determine which students should be nominated or awarded funding that is administered through the WGSS Department:

1. The student must submit to the DGS a 1-2 page double spaced proposal for the project to be funded that explains the project, its academic merit, and shows a realistic timeline and goals for the funding period.
2. The student must solicit a faculty endorsement for the project of no more than a paragraph in length that should be submitted by the faculty member to the DGS.
3. Students who have sought (successfully or not) external funding.
4. Students will only be nominated or awarded funding sources that they have not previously won. No student will be nominated or awarded any single funding source more than once in their matriculation.

While the DGS, Chair, and other related University offices will announce and share funding as it becomes available to the best of their ability, it is the responsibility of each graduate student to seek out funds and submit to the DGS the materials required for consideration for each award at least two weeks before the deadline for each award.

Grievance Procedures

The Department of Women, Gender, & Sexuality Studies advises that graduate students make an attempt to resolve issues, especially matters concerning grades, directly with the instructor or party involved, or with the department chair. If a grievance arises that cannot be resolved directly, or if the student does not feel comfortable attempting to resolve the issue with the department chair, the student should then follow the department’s official grievance procedure, which has been approved by the University and may be found at the following link: Department of Women, Gender, & Sexuality Studies Grievance Procedure

Petitions

If a graduate student has a compelling reason to seek exemption from a program requirement or University policy, they may submit a petition to the Director of Graduate Studies.

Petitioners should write a letter, addressed to the Director of Graduate Study, explaining the reasons why the student is seeking exemption from specific rules, as well as how the educational goals of the rules reflect will still be fulfilled. Where applicable, this petition should be accompanied by a letter of support from the student’s advisor and/or the appropriate supporting materials. The letter should be sent to the Director of Graduate Studies, who will consider the petition and make a decision.

In cases where the policy or requirement is a departmental requirement (for example, a course requirement for a degree), the Director of Graduate Studies will issue a final decision (for example, that the student may be exempt from a doctoral course requirement based on coursework taken at the master’s level at a previous institution).

In cases where the policy or requirement being petition is a University policy, the Director of Graduate Studies will decide whether to support the student’s petition. If the Director of Graduate Studies is in support, the Graduate Program Coordinator will submit a petition form to the College Office of Graduate Affairs (COGA) accompanied by supporting materials as required. The petition form specifies the supporting material needed for each kind of petition. These materials must accompany the petition sent to COGA. COGA’s petitions webpage provides additional information regarding University petitions, including supplemental documentation that may be required by the University. Additional information regarding the more common University petitions, such as leaves of absence, enrollment requirements, and time limit extensions, may also be found in the University Policies & Degree Requirements section of this document.

In cases where the Director of Graduate Studies declines to support a University petition, no paperwork may be submitted to COGA. COGA only accepts student petitions in cases where there is documented departmental support and when the petition itself is submitted by a representative of the department.

Students should always consult with the Director of Graduate Studies or Graduate Program Coordinator prior to submitting a petition to ensure that a petition is necessary and that all the appropriate supporting documentation is accounted for.

Information for Graduate Teaching Assistants

The standard half-time (50% FTE, 20 hours per week) Graduate Teaching Assistantship (GTA) appointment entails teaching 10-12 credit hours of courses over the nine-month academic year. Stipends for the 2024-2025 academic year start at $19,564. Those holding an assistantship benefit from a full tuition waiver and payment of up to 3 hours of student fees. All applicants to the doctoral program will be considered for a GTA appointment. All admitted students to the doctoral program will be offered funding, usually in the form of a GTA appointment. Admitted master’s students will have the opportunity to apply to a GTA pool each academic year but are not guaranteed funding.

GTA appointments for doctoral students will normally be renewed for a maximum of ten semesters providing that both academic work and teaching are satisfactory. Students who have not completed their comprehensive exams by the end of their fourth year must petition to be considered for a GTA appointment. If eligible (see next paragraph) and if progress to degree and teaching are deemed satisfactory, doctoral students may be considered for GTA appointments beyond the tenth semester, for a maximum of sixteen semesters. Master’s students may be awarded GTA appointments on a semester or academic year basis.

All offers of financial assistance are contingent on approval by the College and the University, and on the availability of funds from the state. The Memorandum of Agreement made between the University of Kansas and the Board of Regents with the American Federation of Teachers - Kansas (representing the Graduate Teaching Assistants) provides the University of Kansas with the ability to set term limits for GTA appointments. The University of Kansas limits the duration of the GTA contract to a total of sixteen semesters (MA and PhD combined). Master’s students may hold a GTA appointment for up to six semesters. Students in the WGSS graduate program complete both an MA and a PhD, so they should be particularly aware of this limitation in teaching assistantship funding.

The department will provide information to students when summer GTA appointments are available. Generally, students who have taught a class in person are eligible to be considered to teach one online section of that course during the summer. The availability of summer teaching is subject to the administration and varies from year to year. Please see the following section for more details. (this section is followed by the Assignment of Summer Teaching section).

GTA work requirements for each semester (not including summer session) end on the deadline date for turning in course grades. GTAs must return all student work, including assignments and exams, to the department within 30 days of the deadline. The department will store all student work for one calendar year after grades are assigned.

GTAs should plan to keep student work for at least 21 days after grades are due unless alternate arrangements are made. GTAs may return student work after 21 days have passed and must return all student work after 30 days have passed. All student work should be returned to the Administrative Associate in the main WGSS office during regular business hours (8:00am-5:00pm). If the main WGSS office will be closed at any point during the 30-day period, GTAs will be notified in advance of the closure when possible.

Assignment of Summer Teaching

               Summer teaching opportunities are not guaranteed as part of GTA funding packages. Summer teaching opportunities are reliant on allocations of courses from the University, which can fluctuate from year to year based on enrollments. In assigning summer classes to individual graduate students, the Department prioritizes the following (not in ranked order):

• Teaching experience (within our department or at prior institutions) on similar content.
• Proof of teaching effectiveness in the form of a previous teaching evaluation, annual review observations, and/or statement of support from a WGSS faculty member.
• Supporting students from minority groups and international students.
• Qualified graduate students with limited summer teaching opportunities. Given the current funding realities, students who have had summer teaching funding for 4 years are least likely to get summer teaching appointments again without unusual circumstances.

Student preferences for course and term will be taken into account whenever possible and when in alignment with departmental need. Once assigned a course for summer, the department cannot guarantee funding unless the course meets minimum enrollments requirements set by the University.

Resources

• GTA Memorandum of Agreement (PDF)
  • All GTA/GRA appointments are governed by the MOA between the University of Kansas and the American Federation of Teachers – Kansas.
• GRA, GTA and GA Appointments: General Guidelines and Eligibility
• Office of Graduate Studies information on mandatory training
• Full list of GTA/GRA Benefits
• GTA/GRA Health Insurance Information
• HR/Pay System for viewing paychecks

Master’s Degree Requirements

Course Requirements

Students who are admitted to the doctoral program in WGSS will earn a master’s degree along the way. At least 50% of coursework for the master's degree must be taken at the 700 level or above. MA students must take the core courses (800-802), an elective theory (3 credit hours), and elective methods (3 credit hours), and five additional electives. While it is not feasible to maintain an exhaustive list of electives outside of our department, we are willing to consider any course that is at least 50% about gender and/or sexuality. Contact the DGS for approval.

Qualifying Master’s Exam

Students will take a qualifying examination (master’s exam) once they have passed or registered for 30 hours of coursework (typically in the fourth semester of the program either during the final week of winter break or the first week of the spring semester). Students are not eligible to sit for the qualifying exam if they have an incomplete or failing grade in WGSS 800, WGSS 801 (or alternate WGSS theory course), or WGSS 802.

This exam covers material in WGSS history, theory, and methods. The qualifying examination committee will consist of instructors of WGSS 800, 801 (or alternate WGSS theory course), and 802.  Qualifying exams consist of two questions submitted by each of the three instructors (students must choose one question from each course). Students are to provide 8-12 double-spaced page answers to each chosen question. The Graduate Program Coordinator will provide students with questions from the two most recent qualifying exams to aid in preparation.

Students are given two weeks, typically between the end of the fall and beginning of the spring semester, to take the exam. The exact dates will be determined by the students and the DGS. All students must take the exam at the same time unless there are extenuating circumstances. If a student does not answer all three questions (1 chosen from each course), the exam is considered incomplete and will result in a failure of the exam. Failure to submit the exam within the allotted 72 hours will also result in failure. The Graduate Program Coordinator and Director of Graduate Studies will ensure that the exam adheres to any individual accommodations communicated through the AAAC. All students will be notified of qualifying exam results, including comments from qualifying examination committee members, via letter sent through the University of Kansas e-mail system no later than two weeks after the conclusion of the exam. The DGS will send out confirmation of the exam to the committee and will inform the Graduate Program Coordinator who will submit the required forms to the graduate school for approval.

Qualifying Exams can be deemed a failure, a pass, or a pass with honors. The results of this exam will determine whether or not the student is asked to leave the program without an MA, given a terminal MA and leaves the program, or the student continues on toward the PhD, where applicable. Students enrolled in the PhD program who pass may be granted permission to proceed with their coursework toward the PhD. A student who passes the qualifying exam will receive an MA regardless of whether they choose to continue in the PhD program. After a failed exam, a student must meet with all members of the exam committee before retaking the exam. Failure of the exam will not result in an MA. Students who fail the qualifying exams once retain their initial funding package but are no longer eligible to develop their own course to teach until after they have passed the exam. Students who fail the exam may take it a second time, but not a third; at least 90 days must elapse between exams and a second attempt must be completed within 6 months of the failure. After the completion of a second exam, the student must meet with the DGS to discuss their future in the program; those who fail the exam twice must either voluntarily leave the program or will be dismissed from the program.

Students who commence the exam but are unable to finish it for highly unusual or extenuating circumstances, such as documented medical issues or a death in the family, should retake the exam within 90 days and will be given new questions. Students should inform the Director of Graduate Studies at the earliest possible time if an exam must be stopped.

Students who take the qualifying exam will receive an outcome of honors, satisfactory, or unsatisfactory. Generally, an outcome of honors indicates that the student demonstrates an exemplary understanding of the material with dexterity and fluency. An outcome of satisfactory indicates that the student demonstrates an understanding of the majority of the course texts and concepts. An outcome of unsatisfactory indicates that the student failed to demonstrate an understanding of course texts and concepts. For more information about these three outcomes, students should consult with their faculty advisor or the DGS.

PhD Degree Requirements

Course Requirements

The Department of Women, Gender, & Sexuality Studies requires at least 60 credit hours of graduate-level coursework for students to earn a doctoral degree. These 60 credit hours are comprised of 12 hours of required courses in WGSS, 15 hours of elective courses in WGSS, and 18 credit hours of courses in an outside concentration approved by the department. Additionally, students must enroll in at least 5 hours of WGSS 999 while preparing for the comprehensive oral exam, and a minimum of 9 hours of WGSS 999 prior to defending a dissertation. At least 50% of coursework for the doctoral degree must be taken at the 700 level or above. The sections below outline more specific course requirements.

WGSS Courses

• WGSS 800: History of Women, Gender, & Sexuality Studies (3)
• WGSS 801: Feminist Theory (3) (can be substituted with alternate WGSS theory course)
• WGSS 802: Feminist Methodologies (3)
• WGSS 803: Topics in Feminist Pedagogy (1.5)
• WGSS 804: Topics in Professional Development (1.5)
• Elective courses within WGSS (minimum of 15 credit hours)

WGSS 800 through WGSS 804 constitute a two-semester sequence. Students entering the doctoral program who have not completed this sequence of courses should take 800 and 801 during the fall semester of their first year of doctoral work and the remaining courses in subsequent consecutive semesters. This sequence of core courses is designed to initiate and reinforce the process of preparation toward completion of the doctorate—in particular, to provide direction toward the comprehensive oral examination and the development of a doctoral dissertation topic.

Concentration Areas

Ph.D. candidates are required to take 18 credit hours in a concentration as identified by WGSS; preferably at least 3 credit hours in theory and 3 credit hours in methods in the concentration area. Concentrations have been identified in African and African-American Studies, American Studies, Anthropology, Classics, Communication Studies, English, Film and Media Studies, History, History of Art, Indigenous Studies, Museum Studies, Political Science, Psychology, Public Affairs and Administration, Sociology, and Theatre (this list is not exhaustive). Up to 3 credit hours may be accepted at the 500/600 level as long as they meet all other requirements to be eligible for graduate credit. All others must be numbered 700 or above.

Students should begin the process of identifying a concentration as early as the time of application to ensure that their interests are compatible with those of the Women, Gender, and Sexuality Studies core and affiliated faculty at the University of Kansas. As they develop their concentrations, students will identify a primary faculty advisor who usually serves as the chair of their exam committee (see Ph.D. Comprehensive Examination section below) and assists them in refining their concentration and with selecting additional committee members for their exams.

For a list of approved courses, see the section at the end of this manual.

Research Skills & Responsible Scholarship

All doctoral students are required to obtain research skills and responsible scholarship practices relevant to their field.

The areas pertinent to the field of Women, Gender and Sexuality may include protection of human subjects, conflicts of interest, data management, mentor/student responsibilities, appropriate research conduct and research misconduct, collaborative research, authorship, publication, plagiarism, copyright, peer review, professional practices and maintenance of confidentiality.

In compliance with the Graduate Studies policy on Research Skills all WGSS doctoral students are required to take:

• WGSS 802: Feminist Methodology
• WGSS 804: Professional Development Seminar
• 6 hours in the theory and methods pertinent to the student’s special concentration

In compliance with the Graduate Studies policy on Responsible Scholarship all WGSS doctoral students are required to take:

• WGSS 803: Feminist Pedagogy
• WGSS 804: Professional Development Seminar
• 6 hours in the theory and methods pertinent to the student’s special concentration

Oral Comprehensive Exam Procedures

After completing all course requirements listed above, students will take a comprehensive oral exam. Before sitting for comprehensive exams, students must complete any remaining incompletes from previous semesters. Students must sit for their comprehensive exams by the end of their fourth year in the program in order to remain in good academic standing and have access to departmental funding and teaching opportunities. To begin the process students should meet with their dissertation adviser to choose committee members. When a student has selected their committee, they should contact the Graduate Program Coordinator to begin the exam scheduling process. The Graduate Program Coordinator will communicate on behalf of the student to schedule the exam, reserve a room, and complete pre-approval paperwork prior to the exam. The comprehensive exam scheduling process should begin no later than one month prior to the earliest possible exam date. The student's examination committee shall consist of two members of the WGSS graduate faculty (at least two core members), one member in the student's concentration, and a fourth member from another unit who serves as the Graduate Studies Representative.

The Comprehensive Exam is intended to be a scholarly moment of deep reflection for students, both on their graduate training to that point and on their scholarly future. The two-hour exam is thus divided roughly in half with the first looking backward on the training leading up to the defense and the second looking forward at the student’s future scholarly plans. To start the exam, the student will provide a roughly ten-minute oral presentation on their scholarly discovery and evolution of their chosen dissertation topic. With this larger overview in place, the first portion of the exam requires a thoughtfully curated electronic portfolio and annotated bibliographies of supplemental reading lists agreed upon by the student and committee members. The second portion of the exam requires a dissertation prospectus.

Oral Presentation

The purpose of this ten-minute presentation is to provide a clear and connecting narrative for committee members between the portfolio contents, the annotated bibliographies and the dissertation prospectus. Students may speak from prepared remarks, with visual aids, or off the cuff. This presentation should show a strong sense of scholarly self-awareness about the student’s development, how they engage with existing scholarship and trends, and why their area of concentration and theoretical and methodological approaches are well-suited to their research questions. Students should demonstrate their intellectual independence as scholars, as is appropriate for this stage of their intellectual development, position themselves in the literature and field, and in conversation with specific texts and scholars that they are able to list and reference orally.

Electronic Portfolio

The electronic portfolio consists of selections from major written work completed since beginning the WGSS doctoral program, and must include the following components:

• a 100-200 word introduction to the materials included
• 2-page CV
• 3 seminar papers of their choice (with instructor comments if available)
• 1-3 syllabi of their choice

Optional items to include

• up to 3 conference papers
• up to 3 proposals for scholarly funding or publication.

The purpose of the portfolio is to allow the student to reflect upon their growth as a scholar as well as the development of the research questions that will propel them forward. Students should be able to speak comfortably about how coursework shaped their scholarly perspectives, questions, and outlooks.

Annotated Bibliographies

WGSS is an interdisciplinary field and the program requires an area of concentration that requires students to think about their chosen areas of expertise dynamically and from multiple perspectives. The annotated bibliographies are designed to further ground the student in these interdisciplinary roots. Working with the dissertation adviser, the graduate student will identify three areas of directed and specialized readings required before embarking upon the dissertation. This will also be the basis for choosing the full committee. These areas are designed to help bridge multiple fields of research (connecting multiple concentrations, methods, theories, etc.) that will be deployed in the dissertation. The student, dissertation adviser and other relevant committee member(s) will then complete a contract for each bibliography that lists the scholarship required. Each of the three annotated bibliographies should not consist of more than 20 texts. These contracts must be agreed upon and signed by the student, committee member, and adviser at least 4 months ahead of the anticipated Comprehensive Exam and turned in to the Graduate Program Coordinator. Students must then read the agreed upon texts and prepare annotated bibliographies for each list. Each text annotation should be roughly one paragraph. Each list should be annotated in a single Word document and shared with the full committee at least two weeks before the scheduled Exam. Students should come to the exam prepared to discuss the bibliographies both in depth with the committee member that holds the most relevant expertise and more generally for committee members more far afield from the list’s topic. This process is meant to foster mastery of scholarly topics while also taking full advantage of interdisciplinary committees to best prepare students for strong and engaging scholarship.

Annotated Bibliography Contracts

The student, dissertation adviser and other relevant committee member(s) will complete a contract for each bibliography that lists the scholarship required. Each of the three annotated bibliographies should not consist of more than 20 texts. These contracts must be agreed upon and signed by the student, committee member, and adviser (or granted e-mail approval in a single chain sent to the Graduate Program Coordinator) at least 4 months ahead of the anticipated Comprehensive Exam and turned in to the Graduate Program Coordinator.

Contract language and submission: Contracts should come in the form of an email chain that includes approval from the student, committee member, and adviser and has an attached list of texts to be annotated that is sent to the Graduate Program Coordinator. If all parties on the on the e-mail state that they approve of the list, then it will be assumed that there are no objections.

Purpose of this process: We want students, committee members, and advisers to have clear expectations of material that will be covered by the exam. We also want to make sure that the student is expected to complete a reasonable amount of reading in preparation for the exam. If there are disagreements about list length or make-up this policy should alert all parties before the exam and provide time to rectify these discrepancies before an exam is administered.

Dissertation Prospectus

The dissertation prospectus should be 15-20 pages plus bibliography and a 150-word abstract. It should clearly state the topic of the proposed research, what questions and problems the work proposes to address and answer, and how the proposed work develops, challenges, or departs from past research. The prospectus should also demonstrate that the student has a sufficient and critical command of the scholarly literature and the present state of the field. It should make clear what languages, methodologies, and theories the student will use when examining and analyzing sources, and where or how these sources are collected. An outline of chapters should provide some sense of the work's overall plan and structure. A schedule in the prospectus should estimate how much time the various aspects of research, writing, and revision will take. If at any time during the course of producing the dissertation, students want to introduce major modifications to the study outlined in the prospectus, they are required to notify and obtain written approval of all committee members, excluding the Graduate Studies Representative. It is the student's responsibility to consult with the committee to clarify ambiguities or conflicts that might arise. Copies of correspondence pertaining to such changes should be placed on file in the Women, Gender, and Sexuality Studies office by emailing wgss@ku.edu.

Post-Comprehensive Enrollment

After passing the comprehensive oral examination, the Office of Graduate Studies requires that doctoral candidates must be continuously enrolled in at least six hours each fall or spring semester, including at least one dissertation hour, until 18 hours have been completed or until graduation, whichever comes first. After the 18 hours are completed, the student must enroll in at least one dissertation hour per semester until all requirements for the degree are met. Post-comprehensive enrollment may include enrollment during the semester or summer session in which the comprehensive oral examination has been passed provided that the exam is taken before the first day of the term’s final exam period.

Post-comprehensive students are not required by the Office of Graduate Studies to enroll during summer session. Doctoral students should consult with their advisors and departmental graduate staff to determine whether any other policies require them to enroll during the summer.

The Final Drafts of the Dissertation

The final draft of the dissertation must be submitted to each committee member at least four weeks prior to the time scheduled for its oral defense. Students should consult the Graduate Program Coordinator to ensure that the date of the dissertation defense occurs before the deadline established for each semester by the Office of Graduate Studies.

Final Defense

A final examination on the dissertation is required by the Office of Graduate Studies.

When a student has selected their committee, they should contact the Graduate Program Coordinator to begin the defense scheduling process. The Graduate Program Coordinator will communicate on behalf of the student to schedule the defense, reserve a room, and complete pre-approval paperwork prior to the exam. The dissertation defense scheduling process should begin no later than two months prior to the earliest possible defense date.

The student should send the final draft of their dissertation to each committee member via email (or in hard copy by request) at least four weeks prior to the scheduled date of the dissertation defense to enable committee members to examine it fully. The grade (satisfactory, honors, or unsatisfactory) for the defense is determined by majority vote of the five-member dissertation committee (the members of the dissertation committee plus a Graduate Faculty member who is recommended by the dissertation committee chair and/or the department and approved by the Office of Graduate Studies).

Graduate Certificate Requirements

Admission to the Graduate Certificate Program

Applications to the graduate certificate program can be submitted via the online application.

Current KU graduate students should include the following materials in their application to the certificate program:

• A letter stating their interest in the WGSS Graduate Certificate (limit 1 page single spaced)
  • The applicant should address why the WGSS Graduate Certificate is relevant for the student, including for example how the course work and approaches would be relevant for the student’s career goals, theoretical development, methodological training, or scholarly aspirations
• A current KU advising report
• A letter of good standing from their advisor in their home academic department (limit 1 page single spaced)
  • The advisor should give a brief approval for the applicant to take on the additional coursework required for the WGSS Graduate Certificate
  • The advisor should address why this specific coursework for the WGSS Graduate Certificate is relevant to the student’s academic and/or professional goals

Applicants who are not enrolled in a KU graduate program must have completed a bachelor’s degree with a 3.0 or higher GPA. These applicants should include the following materials in their application to the certificate program:

• A letter stating their interest in the WGSS Graduate Certificate
• A copy of an official transcript from all colleges or universities attended
• Two letters of recommendation from persons familiar with their academic work or potential for graduate study
  • Note: Applicants will enter names and email addresses of their references within the application. References will be prompted via email to complete their recommendation online. Applicants can submit their application before the references have completed their recommendations.

Graduate Certificate Course Requirements

The graduate certificate requires completion of 12 credit hours of graduate work:

• Two of the following three courses:
  • WGSS 800: History of Women, Gender, and Sexuality Studies (3)
  • WGSS 801: Feminist Theory (3) (can be substituted with alternate WGSS theory course)
  • WGSS 802: Feminist Methodologies (3)
• Two 3-hour elective courses related to gender or sexuality
  • All graduate level courses within WGSS (700 level or above) are eligible to count as elective courses for the certificate.
  • Students wishing to count a graduate level course from another department should seek prior approval from the Director of Graduate Studies.

Graduate Certificate Advising

All students in the graduate certificate program will be advised by the Director of Graduate Studies and the Graduate Program Coordinator.

Graduate Certificate Enrollment

Graduate certificate students will receive an email from the Graduate Program Coordinator when enrollment opens for the upcoming semester with instructions and reminders regarding enrollment. Graduate certificate students should request permission numbers for core courses in WGSS no later than two weeks after enrollment opens to ensure they are able to enroll in the appropriate courses. After this time, graduate certificate students can still request a permission number, but core courses will be open to students outside the WGSS department as well. Waitlists are up to the discretion of individual faculty members. If you are a certificate student and are having trouble enrolling in WGSS courses, contact the DGS or Graduate Program Coordinator.

Graduate Certificate Requirements

Admission to the Graduate Certificate Program

Applications to the graduate certificate program can be submitted via the online application.

Current KU graduate students should include the following materials in their application to the certificate program:

• A letter stating their interest in the WGSS Graduate Certificate (limit 1 page single spaced)
  • The applicant should address why the WGSS Graduate Certificate is relevant for the student, including for example how the course work and approaches would be relevant for the student’s career goals, theoretical development, methodological training, or scholarly aspirations
• A current KU advising report
• A letter of good standing from their advisor in their home academic department (limit 1 page single spaced)
  • The advisor should give a brief approval for the applicant to take on the additional coursework required for the WGSS Graduate Certificate
  • The advisor should address why this specific coursework for the WGSS Graduate Certificate is relevant to the student’s academic and/or professional goals

Applicants who are not enrolled in a KU graduate program must have completed a bachelor’s degree with a 3.0 or higher GPA. These applicants should include the following materials in their application to the certificate program:

• A letter stating their interest in the WGSS Graduate Certificate
• A copy of an official transcript from all colleges or universities attended
• Two letters of recommendation from persons familiar with their academic work or potential for graduate study

Note: Applicants will enter names and email addresses of their references within the application. References will be prompted via email to complete their recommendation online. Applicants can submit their application before the references have completed their recommendations.

Graduate Certificate Course Requirements

The graduate certificate requires completion of 12 credit hours of graduate work:

• Two of the following three courses:
  • WGSS 800: History of Women, Gender, and Sexuality Studies (3)
  • WGSS 801: Feminist Theory (3) (can be substituted with alternate WGSS theory course)
  • WGSS 802: Feminist Methodologies (3)
• Two 3-hour elective courses related to gender or sexuality
  • All graduate level courses within WGSS (700 level or above) are eligible to count as elective courses for the certificate.
  • Students wishing to count a graduate level course from another department should seek prior approval from the Director of Graduate Studies.

Graduate Certificate Advising

All students in the graduate certificate program will be advised by the Director of Graduate Studies and the Graduate Program Coordinator.

Graduate Certificate Enrollment

Graduate certificate students will receive an email from the Graduate Program Coordinator when enrollment opens for the upcoming semester with instructions and reminders regarding enrollment. Graduate certificate students should request permission numbers for core courses in WGSS no later than two weeks after enrollment opens to ensure they are able to enroll in the appropriate courses. After this time, graduate certificate students can still request a permission number, but core courses will be open to students outside the WGSS department as well.

This section contains information on requirements and policies of the Office of Graduate Studies and the College of Liberal Arts & Sciences, both hereafter referred to as “the University”. It is not a complete list of all policies pertaining to graduate students. Only those policies that most commonly affect graduate students are included.   

Policies are described in general terms and are intended to help students understand what is expected.  They do not reflect the exact language of the official policy and should not be confused with official policy. Specific information and restrictions as well as links to relevant forms may be accessed by clicking on the policy headings. Links to the official policies in the KU policy library are found at the bottom of each policy description. Students are accountable to and should familiarize themselves with the University's official policies.  

General Policies 

The following University policies apply to ALL graduate students regardless of degree, program, or department. These are minimum general requirements. Your department or program may have more restrictive policies in any of these areas.  

Admission 

Degree or non-degree seeking applicants must have a bachelor’s degree (as evidenced by an official transcript from the institution the degree was obtained). 

Related Policies and Forms: 

• Admission to Graduate Study 

English Proficiency Requirements 

The University requires all applicants, international or domestic, to demonstrate English proficiency for admission to any graduate program at KU. There are three ways to prove English proficiency: 

• Declaration of native or native-like speaker status on the online application for graduate study. 

• Official scores from an English proficiency standardized test (e.g. TOEFL, IELTS-Academic, or PTE), sent by the testing agency to the University of Kansas. Official scores must be less than two years old. Scores must be reported to KU directly by the testing service. Self reported scores or unofficial scores are not accepted. TOEFL scores should be sent by ETS to KU institution code 6871. IELTS should be sent to KU Graduate Admissions via the e-delivery service. PTE score sheets containing the Score Report Code and Registration ID should be emailed to graduateadm@ku.edu for verification. 

• Graduation with a baccalaureate degree (or higher) earned in residence from an accredited English-medium college or university or an accredited college or university in the United States. Degrees earned online may not be used to verify English proficiency.  Note: this option is not sufficient for employment as a Graduate Teaching Assistant. 

• AEC Curriculum: Students who haven't taken one of the listed tests may complete coursework through the KU Applied English Center (AEC) to demonstrate English proficiency. 

• US Military Employment: If you are employed as an officer in the U.S. military with documentation of selection or promotion to the rank of Major or higher (or the equivalent U.S. Navy or Coast Guard rank), then you will be considered fully proficient and will not be required to complete AEC testing. 

Additional English Competency Requirements for GTAs: 

English proficiency requirements for GTAs are governed by the Kansas Board of Regents and must be met separately from the English proficiency requirement for admission to a KU graduate program. Detailed information on English proficiency requirements for GTAs may be found on Graduate Studies’ Spoken English Competency page. 

Related Policies and Forms: 

• English Proficiency Requirements for Admission to Graduate Study  

• Spoken English Language Competency of Faculty and Graduate Teaching Assistants, Kansas Board of Regents Policy 

• Graduate Credit  

Enrollment  

For graduate students in the College, advising on enrollment and course selection take place at the department level. While units within the College may have additional enrollment requirements, for students who are required to enroll full time (e.g. students holding a GTA/GRA/GA appointment, international students on an F-1 or J-1 visa, students receiving federal financial aid, etc.) the University defines full time enrollment it as follows: 

Fall and Spring semesters: 

• Enrollment in 9 credit hours; 

• Enrollment in 6 credit hours plus a GTA, GRA, or GA appointment, regardless of percentage of appointment; 

• Enrollment in 6 credit hours for graduate students using the Montgomery GI Bill – Active Duty (MGIB-AD) and Post-9/11 GI Bill – Active Duty; 

• Doctoral candidates enrolled in dissertation hour(s). *See Doctoral post-comprehensive enrollment. 

Summer sessions: 

• Enrollment in 6 credit hours; 

• Enrollment in 3 credit hours plus a GTA, GRA, or GA appointment, regardless of percentage of appointment; 

• Enrollment in 3 credit hours for graduate students using the Montgomery GI Bill – Active Duty (MGIB-AD) and Post-9/11 GI Bill – Active Duty; 

• Doctoral candidates enrolled in dissertation hour(s). 

Graduate students are not normally permitted to enroll for more than 16 hours a semester or more than 8 hours in summer session. 

While these are KU’s definitions of full-time enrollment, other institutions may have different definitions. Be sure to consult with your financial aid and/or health insurance providers before making enrollment decisions.   

Student not enrolled by 11:59pm the day before the first day of classes will be assessed a late enrollment fee. The University Registrar then deactivates the KU ID of any not enrolled by the last Friday in October (for Fall) or last Friday in March (for Spring). Students who wish to enroll after that must pay a fee to be reactivated. 

Students who wish to leave their graduate program should inform the department of such plans in writing so that a Voluntary Withdrawal form may be submitted on their behalf. Please note that voluntarily withdrawing from your program does not automatically withdraw you from coursework. You must also withdraw from all classes in Enroll & Pay via the “Withdraw from the University” option. 

Deadlines for adding, changing, dropping, or withdrawing from all courses, as well any fines associated with the change, are set by the University. Deadlines vary from year to year. Students should carefully review the current Academic Calendar. 

You may also wish to consult the Registrar's page on Effects of Dropping or Withdrawing on your Transcript. 

Your graduate program coordinator is available to guide you through any enrollment scenarios or questions that come up. In order to avoid problems on your record, please consult with them prior to dropping or changing enrollment. 

Related Policies: 

• Discontinued Enrollment   

• Enrollment  

• Full-time Enrollment for Graduate Students  

• Graduate Coursework Expiration Dates    

• Master's Degree Requirements  

Graduate Credit (Including Transfer Credit) 

The Office of Graduate Studies policy on Graduate Credit defines KU’s conditions for the following: 

• Definition of graduate credit for the purposes of a course “counting” towards a graduate degree or graduate certificate at KU; 

• Transfer of graduate credit to KU from an outside institution; 

• Reduction in the required number of graduate hours for Master’s students; 

• Counting credit hours taken as non-degree seeking student towards a later graduate degree at KU; 

• Counting credit hours taken as a certificate seeking student toward another graduate degree. 

Transfer Credit 

The transfer credit option allows master’s students to add graduate-level coursework completed at another institution to their KU transcript to count toward their KU degree. Upper level coursework taken as an undergraduate, even courses numbered at the graduate level, is not eligible for transfer in any case. Additional restrictions apply to what non-KU graduate courses and the number of credit hours that can be counted toward a KU master’s degree, so students should carefully review the information provided in the link above and the related policies below, as well as consulting with their DGS. In all cases, transfer credit must first be approved at the department or program level. To begin the transfer process, students should consult with their DGS to submit the required transfer materials. These include a transcript reflecting the courses to be transferred and descriptions and/or syllabi for the courses in question.  

No transfer of credits is allowed for the Ph.D. In circumstances where students enter the Ph.D. program with an M.A. from another intuition or other relevant graduate coursework, it may be possible for students to request a reduction in the number of hours required for the Ph.D. Students should consult with their DGS about their enrollment plan. 

Reduced Credit Hour Degree 

KU policy defines 30 hours as the minimum for master's degrees. Departments may petition for a reduced hour degree master's degree for individual students in cases where they may provide evidence that the student entered the program especially well-prepared to complete a graduate-level degree and the student is able to maintain a superior grade point average. Reduced credit hour degrees must be based on coursework or experiences that can be objectively measured, such as coursework or qualifying internship or study abroad programs. Professional or life experience does not qualify. A reduction in hours is distinct from a transfer of credit and is reserved for students whose prior coursework doesn’t qualify for transfer credit (e.g. was already used to fulfill requirements towards a completed degree)and there are no modifications on the transcript  

Restrictions apply to the number of credit hours that can be reduced for a master’s degree, so students should carefully review the information provided in the link above and the related policies below. 

In all cases, a reduction in hours must first be approved at the department or program level, so to begin the process for approval, students should consult with their DGS. Students must also provide documentation of the coursework or experience being used to justify the reduced hours (e.g. transcripts, program descriptions). 

Because there is no minimum number of required hours for the Ph.D., reduction of required hours based on prior degrees or experience is determined solely at the program level. Doctoral students should consult with their DGS about their enrollment plan. 

Related Policies: 

• Graduate Credit   

• Count Toward Degree Form 

• Co-enrollment 

• Master's Degree Requirements (on Reduced Hour Master's Degree) 

Credit/No Credit 

The University supports and encourages interdisciplinary study, which may include graduate students enrolling in coursework at the graduate level that is outside of their primary discipline. The Credit/No Credit (CR/NC) is an option for graduate students who are taking a course that is not required for their degree or certificate and who do not wish to have the course grade reflected in their cumulative graduate GPA. Rather than a grade appearing on the transcript, the student receives a designation of CR or NC, which does not factor in the GPA.  

No course graded CR/NC will count toward the satisfaction of any graduate degree or certificate requirement. This includes, but is not limited to, courses taken to fulfill the Research Skills and Responsible Scholarship requirement for doctoral students.   

Students make the CR/NC election via the Registrar’s CR/NC online request form. Elections and changes to elections can only be made during the specific CR/NC period. For regular semester courses, this period begins after the last day to add a class and extends for approximately two weeks. Exact dates may be found on the current KU Academic Calendar. Please keep in mind, short courses may have alternate dates. 

The student should consult with their own program advisor about the appropriateness of the course prior to enrolling; however, in cases where CR/NC is elected, the course instructor is not informed of the election unless the student chooses to share this information. 

Additional restrictions apply. Students should carefully review the information in the link above. 

Related Policies and Forms: 

• University Senate Rules and Regulations (USRR), Section 2.3.8 

Probation & Dismissal 

Probation is an academic status that can be assigned to a graduate student that is not making satisfactory progress toward completing their degree. The department initiates the probation process and will inform the student of why they are not making satisfactory progress, what they must do to return to good standing, and the deadline for doing so. 

Students are most commonly placed on probation due to their graduate cumulative GPA dropping below a B average (3.0 on a 4.0 scale). In these cases, probation occurs automatically and is reflected on the student’s record for the semester following the semester in which the student’s GPA drops below 3.0. If the student’s cumulative GPA is raised to 3.0 by the end of the probationary semester, the student will be automatically returned to good academic standing.  

Additionally, the College has set a 2.5 minimum GPA for students to be eligible for a semester of academic probation. In cases where a student’s GPA drops below the minimum of 2.5, the student is considered ineligible for academic probation and will be dismissed by the College. Students are strongly advised to review the College-specific policy on probation and dismissal for more information about the 2.5 threshold for dismissal. 

Students may also be placed on probation by their departments for other reasons that constituting a failure to make satisfactory progress towards degree. These may include, but are not limited to;  

• Lack of progress on the thesis or dissertation 

• Unacceptable academic performance on program milestones outside of coursework (e.g. exams), 

• Unsatisfactory grades or GPA within foundational required courses (despite the overall cumulative GPA) 

• An unsatisfactory result in their department’s annual progress evaluation 

• Nearing or going beyond their maximum time to degree. See the Time Limits section below for more information. 

Students should carefully review the Good Academic Standing policy for graduate students at KU for more information on what constitutes making satisfactory academic progress. 

Individual programs may also have additional measures of progress. Students should also consult the Annual Review section of their department graduate handbook or the degree requirements section and with their program advisor for more information. 

If a student is unable to raise their cumulative GPA or otherwise meet the communicated terms of the academic probation, the department will reconsider their continuation in the program, in most cases will recommend the student for dismissal. Once dismissed, a student is no longer able to be enrolled in coursework and cannot complete their degree. Students dismissed from any graduate program may not be admitted to any other graduate program at the University of Kansas.  

A student on probation or facing dismissal should discuss their status with their advisor.  

Related Policies: 

• Academic Probation  

• Dismissed Enrollment 

• Probation and Dismissal (CLAS) 

• Good Academic Standing policy 

Grading 

The Office of Graduate Studies' Grading policy governs requirements for the grading of graduate students above those described in Article II of the University Senate Rules and Regulations. Additionally, individual schools, departments, or programs may have grading policies that are more stringent than those of Graduate Studies.   

Students should also carefully review the College-specific grading information, in particular the section on the SP/LP/NP grading scale for thesis & dissertation hours and the impacts of receiving a LP (limited progress) or NP (no progress).  Students should also consult their adviser and the departmental grading section of this handbook for additional information that may affect them. 

At minimum, for all graduate students at KU, at least a B average is required on course work counted toward any of the master's degrees at KU, and only courses graded A, B, or C (excluding C-) may be counted. Course work counted toward a doctorate, including that for a master's degree if obtained at KU, should average better than a B. 

Additional information pertaining to graduate grading can be found on COGA's pages for Retroactive Withdrawal, Incomplete Grades, and Graduate GPA. The Registrar’s Office’s also offers information on the Credit/No Credit option. 

Related Policies: 

• University Senate Rules & Regulations 

• Grading 

• Academic Probation  

• Dismissed Enrollment 

• Probation and Dismissal (CLAS) 

Time limits  

The University expects that master’s degree should typically be completed in two (2) years of full-time study, the doctorate degree in five (5) years of study, and both the master’s and doctorate together in six-seven (6-7) years of study.   

Students who anticipate exceeding these targets should review the information in the link above and in the policies below, as well as consult with their program advisor to create a timeline for degree completion.  In order to support this process, students are encouraged to use a Mentoring Agreement Template and/or adapt to their own needs to support effective mentoring and a positive mentoring relationship.  

Note that the College’s Mentoring Agreement is required for doctoral students who are within 2 years of exhausting their maximum time to degree. See the College Graduate Regulations or talk to your graduate program coordinator for more information.   

Related Policies and Forms: 

• Master’s Degree Program Time Constraints   

• Engagement and Enrollment in Doctoral Programs 

• Doctoral Degree Comprehensive Oral Exams (on exam expiration and recertification) 

• Doctoral Program Profiles with Time To Degree Information  

• Graduate Degree Completion Agreement (PDF) 

Leave of Absence 

In exceptional circumstances (e.g. cases of illness, emergency, financial hardship, military leave, to pursue family responsibilities, or to pursue full-time activities related to long-range professional goals) it may be necessary for graduate students to take a break from their program temporarily, without having to withdraw entirely from the program. An approved leave of absence allows a student to take a temporary break from enrolling in graduate coursework while remaining in good standing with the University and the department and while “stopping the clock” on their time to degree.   

Requesting a Leave of Absence is done through a University petition. University petitions must first be approved and supported at the program level, so students wishing to initiate the petition process should first consult with their Director of Graduate Studies and review their department’s internal petition procedures. Units or the Director of Graduate Study may request documentation to support the student’s need for a leave of absence; however, the only document that the College requires for the petition is the Leave of Absence form, linked below. 

Students on Leave of Absence are automatically reactivated after their leave is over and are eligible to enroll for their intended semester back during the normal enrollment periods. See the KU Academic Calendar for exact dates that enrollment begins. 

If at any time plans change and a student wishes to return and enroll before leave was supposed to end they may contact their department to be reactivated early. 

Related Policies and Forms: 

• Leaves of Absence 

• CLAS Leave of Absence Petition Form (PDF) 

Final Culminating Exams

All graduate students must complete one or more exams as part of their degree requirements.  In addition to department or program guidelines, the following milestones are required for all students and specific regulations apply: 

• Master's Final Culminating Exam (written or oral)/Thesis Defense for Master's degree  

• Doctoral Comprehensive Oral Exam  

• Doctoral Final Exam/Dissertation Defense  

Before a student is allowed to complete any of these three exams, pre-approval from the College is required in advance of the exam date. This pre-approval request will be submitted on your behalf by your department after the exam date has been scheduled. The College reviews the student record and verifies all University requirements have been fulfilled. The full list of these requirements may be found via the link in the heading above. Students should work with their departments well in advance of their planned exam date, to schedule their exams in a timely fashion and to ensure that all University policies relating to oral exams are being followed. 

There are additional policies requirements for oral exams. The following are University policies pertaining to oral exams: 

Oral Exam Committee Composition 

.All voting committee members must be appointed members of the Graduate Faculty of KU. Additionally, a majority of committee members serving on a graduate student oral examination committee must be tenured/tenure-track faculty holding regular graduate faculty in the candidate’s department or program of study.  

Many additional restrictions apply, especially for doctoral exam committees. Master’s and doctoral students should carefully review the University policies pertaining to exams, as well as consult with their Director of Graduate Studies when forming an exam committee. Your graduate program coordinator can assist with confirming the qualifying status of any faculty member at KU, or outside of KU. 

Oral Exam Attendance  

Oral Exams may be conducted in-person, remotely, or a hybrid of both. There are no University level requirements for physical presence; however, there are strict regulations on participation 

In all cases, all committee members must be present, either physically or via phone/video conference, for an exam to commence. If a committee member does not arrive or appear, the exam may not begin and if a committee member leaves or loses connection such that they cannot fully participate, the exam may not proceed. Oral examinations that do not meet these attendance requirements are not valid. 

Master’s and doctoral students should carefully review the policies below, as well as consult with their Director of Graduate Studies in the formation of an oral exam committee.  

Related Policies and Forms: 

• Master’s Student Oral Exam Committee Composition  

• Doctoral Student Oral Exam Committee Composition 

• Oral Exam Attendance 

• Graduate Faculty Appointments 

Doctoral Degree Requirements

In addition to the student’s individual Ph.D. program’s degree requirements, the following are University requirements for graduation with a Ph.D. at KU.   

Enrollment Requirement 

Prior to the semester in which the comprehensive exam is held, all doctoral students must complete a minimum program engagement equivalent to two full-time semesters.  This may be accomplished through either of the following: 

• Two semesters (fall and/or spring) of full-time enrollment in KU coursework, as defined by University policy 

• At least 18 hours of enrollment in KU coursework spread out over several part-time semesters 

Related Policies and Forms: 

• Engagement and Enrollment in Doctoral Programs 

Continuous Enrollment for Post-Comprehensive Students 

During the semester in which the doctoral oral comprehensive exam is completed and each fall and spring semester follows, doctoral students must adhere to very specific enrollment requirements. These requirements may be different than enrollment requirements prior to the oral comp exam.  

Students are strongly advised to closely review the College’s page on Post-Comp Enrollment. This page explains requirements in great detail.  

Review the Post Comp Enrollment Requirements 

Failure to properly comply with the enrollment requirements may cause delays to graduation or additional enrollment requirements to make-up what was missed, increasing tuition expenses near the end of your degree program. 

To avoid delays or additional costs, you are also strongly advised to meet with your graduate program coordinator the semester before your oral comprehensive exam.  Your graduate coordinator will work with you to develop an enrollment plan that meets all policy requirements, while also preventing unnecessary or avoidable fees. 

Post-comprehensive enrollment requirements also apply to students with GTA/GRA/GA appointments, but these students must be certified to drop their enrollment levels. Departments are responsible for tracking student enrollment will submit the certification form on the student's behalf at least two weeks prior to the beginning of the semester in which the enrollment will drop below 6 hours. Students who are certified to reduce hours continue to meet the University's definition of full-time enrollment, as well as the enrollment requirements of their employment contract.  

Related Policies and Forms: 

• Full-time Enrollment for Graduate Students 

• Doctoral Candidacy   

Graduate Certificate Requirements 

The University offers a variety of Approved Graduate Certificate Programs to encourage current graduate students to pursue interdisciplinary study, gain a credential for expertise in an outside area of study, orprovide an option for a coherent course of advanced study for those not ready to commit to a full degree program.  Note that students must be fully admitted to a graduate certificate by the end of the last course that will count to fulfill the certificate.  Students wishing to complete the certificate should apply as early as possible. Students whose interests or career goals may be served by a Graduate Certificate should familiarize themselves with the University’s policies relating to Certificate programs (found below) early in their graduate career, in addition to individual certificate program requirements.   

Related Policies and Forms: 

• Graduate Certificate Programs: Eligibility and Admission Criteria   

• Policies & Procedures for Graduate Certificate Programs   

Graduation Requirements (M.A. & Ph.D.) 

In addition to all program requirements, students planning to graduate must complete all University graduation requirements prior to the published Graduation Deadline in a given semester. Students should consult the current Academic Calendar for the published Graduation Deadline, which varies by semester.   

COGA Graduation Checklists 

COGA's graduation checklists provide a comprehensive list of all University requirements for graduation and should be consulted by every graduating master's or doctoral student in the College as soon as graduation is expected. Submission of the final draft of the thesis or dissertation is done electronically.  Students must comply with all University requirements for formatting and electronic submission of the thesis or dissertation.  There is no University requirement that students provide a bound or printed copy of the draft.  

“My Graduation Checklist" Canvas Course

If you are graduating with a PhD or a thesis option master's degree, you will submit documents and track the completion of your graduation requirements via your "My Graduation Checklist" site in Canvas. This site will be your online hub for all instructions and resources related to degree completion and graduation.  

Your My Graduation Checklist Canvas site will be activated at one of these times, whichever comes first:.  

• On the 20th day of classes for students who have submitted an Application for Graduation via Enroll & Pay for that semester 

• When your department submits your exam date and information for pre-approval 

• During the week after the graduation deadline, for students who have applied to graduate for the upcoming semester 

We strongly encourage students to submit an Application for Graduation as early as possible, but at minimum prior to the 20th day of classes of the semester you want to graduate so that you can get access to the information and resources in your Graduation Checklist site as early as possible!   

If your Graduation Checklist has not been activated yet, you can utilize the Graduation checklists referenced above.  

Graduate Studies Funding Opportunities 

The Office of Graduate Studies offers funding opportunities in several different categories. Students interested in applying should direct inquiries to the department’s Director of Graduate Studies or to the Office of Graduate Studies. Some of the available funding includes: 

Dissertation Fellowships: intended for doctoral students who have passed their comprehensive examinations; for one academic year, non-renewable. 

Summer Fellowships: intended primarily for post-comp doctoral students. 

Graduate Student Travel Fund: intended for graduate students presenting a paper at a national or regional meeting of a learned or professional society.  A student may receive an award (max $750) only once per academic year, with priority given to students who have not received the fund previously. Funds are available on a first-come, first-served basis. 

Doctoral Student Research Fund: Designed to support KU doctoral students who need assistance to carry out research that advances progress toward the degree. Applications for this fund are accepted only for a limited time as funding is available. Students are eligible to receive one award from this fund during their doctoral career. Students should check the link above for additional information and restrictions. 

Appendix A: Program Requirements Checklist

Appendix B: Sample Plan of Study Timeline