Academic Policies

Every full-time program KSAS Master’s student must register for a minimum of two consecutive semesters as a full-time, resident graduate student.

Every full-time program WSE Master’s student must register as a full-time resident graduate student for at least two semesters (does not have to be consecutive). Combined bachelor’s-master’s degree students are exempt, as are those who enter a WSE master’s degree program after two or fewer semesters following completion of a JHU undergraduate degree.

Every full-time PhD Student (WSE and KSAS) must register for a minimum of two consecutive semesters as a full-time, resident graduate student.

Process:

Part-Time Non-Visa-Holding Student:

If student is approved by their program to be part-time and is not a visa holder, their program only needs to send an notice to the Homewood Registrar's office to authorize the status change.

Part-Time Visa-Holding Students

Visa-holders (F-1, J-1, etc.) wishing to change their enrollment status to part-time must meet with OIS to determine eligibility. International students cannot be part-time unless they are in their final semester of their degree program. Eligible students must complete both of the below steps:

1. Secure permission from OIS to apply for part-time status (this is a USCIS form, and not an university registration/enrollment form), and
2. Ensure their academic department has submitted documentation to the Homewood Registrar's office to make the official switch to part-time status.

In some cases, graduate students from other institutions of higher education may participate in a visitation or residency at the Homewood Campus. These students are designated as visiting, and are not candidates for a Johns Hopkins graduate degree.

Visiting Graduate Students primarily take courses. 

Visiting Graduate Scholars primarily pursue research.

Visiting Non-Degree Learners have already attained a bachelor’s degree, are not enrolled at another institution, and wish to take courses at Homewood (KSAS and WSE only) for a maximum of two consecutive semesters.

Visiting Graduate Application

Combined Bachelor's/Master's Student refers only to undergraduate students who have been accepted for concurrent study in a KSAS or WSE Homewood-based full-time graduate program while still completing their undergraduate requirements. 

Most combined students will switch to graduate status to complete degree requirements. Combined students cannot both apply for and start their combined status in the final semester of their undergraduate status.

Degree Conferral Timing

A student cannot be conferred with their WSE master’s/graduate degree before they have been conferred with their JHU bachelor’s degree. With prior approval a student may confer with their bachelor’s and master’s/graduate degrees in the same semester with degree requirement signoff from undergraduate advising and the student’s degree programs. Note that there is not a combined diploma, each degree is separately conferred.

Change of Status Process and Timing

In order for a student’s status to change from undergraduate to graduate, a Change of Classification Form for Combined Students must be completed. Academic Staff in the student's chosen graduate program are responsible for signature and submission of this form to the Homewood Registrar's office for students who have:

• Completed eight semesters of full-time undergraduate student at JHU (or the equivalent for transfer students), or
• Completed undergraduate degree requirements prior to the eighth semester of full-time undergraduate study at JHU (or the equivalent for transfer students).

For complete information, please visit Graduate & Postdoctoral Affairs and WSE Combined Bachelor's/Master's Program.

Postdoctoral fellows are at the university to undertake a research program in cooperation with a member of the faculty. All appointments are arranged through the individual departments. Proof of successful PhD completion and eligibility for employment will be required before any appointment may begin.

Visit  https://homewoodgrad.jhu.edu/ for more information.

The category of Graduate Study Abroad (GSA) presumes a continuation of the graduate student's full-time resident status during the period of overseas or off-campus study.  GSA students should discuss all plans with their department/advisor in advance. International students should always consult with Office of International Services before making any travel plans or status changes. The GSA Application is available here.

Students who are enrolled in the Student Health Benefits Plan are encouraged to contact the Office of the Homewood Registrar prior to leaving campus for coverage details while abroad.

Any student traveling abroad should first register with the Johns Hopkins Travel Registry. For full information regarding the registry, visas, immunizations, and other helpful travel information please visit Johns Hopkins Travel Registry.

GSA students are typically those in the departments of Anthropology, Comparative Thought and Literature, and Modern Languages and Literatures.  While the History of Art Department does not have a general requirement of study abroad, many of its graduate students do go abroad to conduct dissertation research. 

The use of this category for situations other than those noted above requires the approval of your department chair of the Homewood Graduate Board.

A student on GSA is required to pay 10% of the full-time tuition rate for each semester abroad. The KSAS Dean's Office will pay the remaining 90% tuition balance.

Nonresident (NR) status is a full-time status typically reserved for students who are completing non-coursework degree requirements/experiences off-campus. The Nonresident Application is available here. There are different forms for KSAS and WSE graduate students.

Students who are enrolled in University Student Health Benefits are encouraged to contact the Office of the Homewood Registrar prior to entering into a NR status. 

Additionally, international students should always consult with OIS before making any travel plans or status changes.

Policy Statement

The Johns Hopkins University (“University” or “JHU”) is committed to maintaining a welcoming, inclusive, and caring environment for all students. The University grants or requires a leave of absence under appropriate circumstances to support students’ necessary time away for medical, service, hardship, or academic reasons. The Office of the Provost provides leadership and support to University officials acting under this Student Leave of Absence Policy’s (the “Policy”) procedures and related divisional procedures, including consulting with and providing guidance to deans and their designees, registrars, and others to support consistent and fair application of this Policy across the University.

The University complies with the Americans with Disabilities Act (“ADA”) and Section 504 of the Rehabilitation Act of 1973 which afford protection from discrimination for otherwise qualified students with disabilities. The University will engage in an interactive, individualized process with each Covered Student to determine if there are any adjustments that can be made in accordance with the ADA and Section 504.

Full Policy

The full policy can be found in the JHU Policy and Document Library. 

KSAS/WSE Graduate Student Process

Graduate Students in KSAS and WSE must schedule a consultation with either Renee Eastwood (KSAS) or Christine Kavanagh/Allison Leventhal (WSE) prior to completing their LOA application. International students must contact OIS before filing for LOA. Additional information regarding the process for Graduate Students requesting a LOA can be found on the WSE and KSAS webpages.

Note that PhD students wishing to file for a leave from their work (non-academic/degree-related) appointments should consult the PhD Union Collective Bargaining Agreement for more information on types of leaves available. They will still need to contact the offices of Renee Eastwood (KSAS) or Christine Kavanagh (WSE) with any questions and for process.

All students must register before they can attend classes or use university facilities. Detailed instructions about registration will be provided to all students before the registration period each semester/term. If the student has not been notified at least two weeks before the start of classes for any fall or spring semester should immediately contact their respective academic department, and the Office of the Homewood Registrar.

Graduate students who are funded and who are planning to pursue their degree work fulltime over the summer months need to register for at least 9 credits of their program's summer research course. This includes nonresident students who are fully funded by their program over the summer. There is no tuition charge for an 800-level course in the summer. Please consult with your academic program for more information

Students who for any reason do not complete their registration until after the prescribed registration period are required to pay a late registration service fee. The late registration fee schedule is posted under Term Dates & Deadlines on the Office of the Homewood Registrar's website. Graduate students must obtain permission from the chair of their department to register after the second week of classes.

Students will not be allowed to register if there are unpaid bills from a previous term. The student is required to pay tuition or make financial arrangements with the Office of Student Accounts before registering for a given term.

Visit https://studentaffairs.jhu.edu/registrar/students/graduate-registration/  and https://registrar.jhu.edu/idr/ for more information.

Grading basis for graduate courses deliberately includes both letter grades and P/F grades. Instructors should have the widest discretion possible in grading graduate students’ work; therefore both grading bases are available to the instructor for courses at the graduate level. While policies in most departments vary, most graduate students receive letter grades or Pass/Fail grades for their research. Some programs have restrictions on how many P/F classes can count towards their graduate degree programs. Students should consult their department chairs and instructors to determine their grading requirements.

Grade Appeals

If a grade appeal is initiated in good faith, no retaliatory or disciplinary action will be taken against the appellant and appropriate measures will be taken to protect the appellant from retaliation. No division, school, department, or center shall discriminate on the basis of sex, gender, marital status, pregnancy, race, color, ethnicity, national origin, age, disability, religion, sexual orientation, gender identity or expression, veteran status or other legally protected characteristic. Students are strongly encouraged to immediately report any concerns of discrimination/retaliation to OIE directly.

The Homewood Registrar's website has detailed timelines, deadlines, and approval requirements for add/drops. Note that all withdrawals will be noted with a W on the student’s transcript.

The refund schedule can be found on the Student Account website.

A registration hold will be placed for students who have not obtained clearance from the Office of International Services (OIS), Student Accounts, Student Health Insurance or Student Health and Wellness Offices. Students should meet with the office that placed the hold so that the hold can be removed. Students who have an advisor’s hold on their registration must have their advisor release the hold online.

WSE Master’s degrees (M.A., M.S., M.S.E) and PhDs

Through the Center for Leadership Education graduate students may enroll in writing courses designed to assist with dissertation and grant writing. Students may enroll for this course at no additional charge. The course is offered in the fall and spring semesters however, space is limited. For additional information go to https://engineering.jhu.edu/cle/.

Transcripts may be requested from the Office of the Homewood Registrar. A request for one copy is normally processed within one to three business days of receipt of the request. Requests for multiple transcripts require additional processing time. Standard delivery of transcripts is by U.S. Mail first-class. Visit https://registrar.jhu.edu/credentials/transcripts/ for information on ordering transcripts. Partial transcripts of a student’s record will not be issued.

Official and/or unofficial transcripts of work at other institutions that the student has presented for admission or evaluation of credit become the property of the university and cannot be copied or reissued. If a transcript of this work is needed, the student must obtain it directly from the issuing institution.

Summer Courses: while most summer courses offered at the Homewood Campus are undergraduate level courses, graduate students may enroll in these courses with permission from their department chair and the course instructor. No financial assistance is available for graduate students who wish to take summer courses. In special cases, graduate students may also take courses at other divisions of the institution. 

Graduate students who are funded and pursuing their degree fulltime over the summer months need to register for at least 9 credits of their program's summer research course. This includes nonresident students who are fully funded by their programs over the summer. There is no tuition charge for an 800- level course in the summer. Please consult with your academic program for more information.

Intersession Courses: graduate students are eligible to enroll in Intersession coursework. Grades are generally given on an P/F scale. Some students use this period to participate in research, independent study, or internships. A list of Intersession offerings is published in late November or early December. A special form, available in the Homewood Registrar’s Office, is used for Intersession registration. Students should register before winter break. Students who register for research, independent study, or an internship during Intersession must have the approval signature of their faculty sponsor and academic advising office. There may be costs with no financial aid associated with courses taken in intersession. Students are encouraged to check with their academic dept. prior to registration.

Visit https://summerprograms.jhu.edu/program/intersession-program/ for more information.

At the discretion of the Homewood graduate program, a graduate student may retake a course, but the grade from the initial effort will remain on the transcript. This applies whether the initial effort occurred while the student was an undergraduate student or a graduate student.

This policy applies to all full-time KSAS and WSE doctoral students and master’s students conducting thesis research. Each graduate program is required to publish its own policies and standards with respect to academic standing. At the end of each semester, all full-time Homewood graduate programs are expected to review the academic records of their graduate students to evaluate academic progress. For more information, please review the Homewood Schools Graduate Student Academic Review Policy.

WSE has established a Guide to Effective Annual Reviews to assist both advisors and students make these annual reviews a useful tool in the development of each student.

Students who fail to attain a program’s minimum level of performance may be placed on academic probation or dismissed using the procedures outlined in the Homewood Schools Policy for Graduate Student Probation, Dismissal, and Funding Withdrawal. In making these decisions, particularly that of dismissal, the program will take into consideration extenuating circumstances beyond the student’s control.

Whenever it is determined that a graduate student has failed to meet minimum academic, research, and/or TA requirements, that student may be placed on academic probation.

This change in status requires a formal letter/email and an offer of a meeting between the student and either their faculty advisor, chair, and/or departmental director of graduate studies. The letter should clearly outline the student’s academic shortcomings, indicate the corrective measures necessary to remain in the program and state the length of the student’s probationary period. Any funding ramifications for the student should be included as well.

Please see the full policy for more information on process, appeals, etc.

Dismissal After Probation

This must be done with a formal letter/email citing the reason for dismissal and requires an offer of a meeting between the student and their faculty advisor or the departmental director of graduate studies. Academic dismissal will be noted on the student’s transcript only at the request of the program and with the approval of the cognizant Dean. A student may appeal this decision.

Dismissal Without Probation

A student may be dismissed without a formal probation period under three circumstances:

1. If they met the conditions for dismissal based on coursework as stated by the academic program in its department handbook or on its website;

2. If they failed an oral or written examination for which successful completion is necessary to continue in the program (as stated in the program’s degree requirements), or failed to meet any condition resulting from a qualifying or GBO exam; or

3. has been found to have committed academic or research misconduct and expulsion is the outcome of the deliberations as outlined in the Homewood Graduate Academic Misconduct Policy or the University Research Integrity Policy. Under these circumstances, programs are expected to follow the same procedures for Dismissal After Probation.

In addition, students are also subject to immediate dismissal on non-academic grounds in accordance with the Johns Hopkins Student Conduct Code as well as all applicable policies at the university policies page.

Academic Dismissal Consequences

When a student is dismissed from the University, several consequences follow:

• The Office of the Homewood Registrar cancels the student’s registration for the next semester, and authorizes a reversal of tuition assessed for that semester. This does not mean that the student directly receives a refund. For example, if the student has been funded by the department, the department would be eligible for the refunded funds. Additionally, any refund amount is subject to the refund schedule published by the Office of Student Accounts.

• Notation of dismissal may be placed on the student’s transcript at the request of the program and with the approval of the cognizant Dean.

• The Office of Student Financial Services suspends financial aid to the student, and work-study aid.

• The Office of International Services performs duties as required by U.S. federal regulations regarding persons not eligible to study at the University.

• Eligibility for student health benefits will end. Please contact the Office of the Homewood Registrar for specific information.

• The student loses access to university services, property, and nonpublic spaces.

Please see the full policy for more information on process, appeals, etc.

The terms for readmitting a student who has been dismissed for academic reasons are established by individual departments. The readmission process should be described in the dismissal letter, if deemed appropriate. Students who have been dismissed should discuss the readmission process with their advisor. The terms for readmitting a student who has been dismissed for reasons other than academic/research/TA performance are decided by the student's cognizant Dean's Office of Academic Affairs.

Please see the full policy for more information on process, appeals, etc.

Once a student withdraws from the University, their student transcript is closed, and changes to their academic record will not be permitted. International students must consult with Office of International Services to ascertain their visa obligations before withdrawing from the university. Students who withdraw from their program must be formally readmitted, at the discretion of the department, before they may return to the university. If readmitted, they do not pay a second application fee, but must satisfy the residency requirement for the degree following readmission (even if previously satisfied), and pay all outstanding fees.

Please see the full policy for more information on process, appeals, etc. Note that the same ramifications as listed under 'Academic Dismissal Consequences' apply.

Voluntary Withdrawal

Students wishing to withdraw from the University must send an official email to their department, citing their last day of engagement in the program. The department will then file a Termination/Withdrawal Form with their respective Graduate Affairs office. Graduate students are encouraged to consult the chair and/or DGS of their department and OIS (if applicable) prior to submitting their written notice.

Withdrawal by Lack of Registration

Students who are not registered by the end of the fourth week of a given semester and either:

• have not responded to correspondence from their department, advisor, Office of Academic Affairs, and/or Office of the Homewood Registrar about their intention to remain in the program, or

• have responded to correspondence but have not made effort to maintain a valid student status (defined as either enrolled or on an approved leave of absence), will have been deemed to have withdrawn themselves from the university and will be processed as a Withdrawn student in the student system (SIS).

It is important to note that paying tuition is not the same as registering for classes. For more information, please see the Student Enrollment Statuses information under Academic Policies.

Withdrawal Consequences

 Any outstanding fees will be followed up with the student/their department by the Office of Student Accounts.  Students who withdraw from their program must be formally readmitted, at the discretion of the department, before they may return to the university. 

Information for degrees administered by the Homewood Graduate Board is located at https://homewoodgrad.jhu.edu/academics/graduate-board/degree-requirements/.

Information for degrees administered by the Doctor of Philosophy Board is located at https://provost.jhu.edu/education/graduate-and-professional-education/doctor-philosophy-board/.

The time-to-degree (TTD) limit for degree candidates is typically determined by a specific program. However, JHU’s general policy requires that TTD not exceed nine years for Ph.D. candidates, and five years for WSE and KSAS terminal master’s candidates.

The TTD count begins with the first semester of registration as a matriculated student. Time spent on an approved LOA will not be counted toward the graduate student’s TTD. Students unable to complete degree requirements within the required time limit are required to withdraw from the University.

Full TTD policies for WSE and KSAS can be found at http://homewoodgrad.jhu.edu/academics/graduate-board/new-grad-board-residency-page/ and https://provost.jhu.edu/education/graduate-and-professional-education/doctor-philosophy-board/.

JHU will recognize dissertation research and subsequent dissertation submission for the purposes of a degree from JHU alone. It will sign no agreement that supports the concept of a student submitting the same work to different universities to receive two distinct degrees.

The University, however, wants to promote international exchange and in this spirit the Graduate Board has agreed to accommodate students with a desire to include faculty from a foreign university to participate in their research and defense process. Upon submission and review of a current curriculum vitae, the Graduate Board will allow one advisor to be a faculty member of a foreign university and in certain cases will allow the committee to be expanded to include other faculty from a foreign university as long as the majority represent JHU. The University will provide no funds to cover expenses. Funding for travel would be up to the department or the foreign university.

All proposed co-tutelle agreements are to be submitted to the Graduate Board for review.

All graduate students must submit an online Application to Graduate, through their SIS account, in order to generate degree conferral and receive a diploma. Students should consult with their degree program (academic program staff and/or the director of graduate study in their program), the Homewood Graduate Board’s website, and the WSE engineering website respectively to determine current deadlines. The dates of these deadlines change each academic year.

In addition to submitting the general application to graduate, engineering students preparing to graduate from a master’s degree must complete paperwork (typically called a degree/master's checklist) indicating the courses they intend to apply to their degree. This paperwork is distributed to students by each department's academic program staff, and once completed should be returned to them for program clearance before they in turn submit the paperwork to the WSE Office of Graduate and Lifelong Learning for final signoff.  All double-counting, transfer, and bachelor's/master's course exceptions/allowances must be approved by the student's program prior to the submission of their program's degree checklist.

Departmental graduation requirements vary; therefore, students are encouraged to speak with their departmental academic program staff to learn details of their requirements.

The Homewood Graduate Board is responsible for the administration of policies and procedures for the Doctor of Philosophy in the Schools of Arts and Sciences and Engineering. 

The Graduate Board oversees: 

• Graduate Board Oral (GBO) Examinations for ASEN Ph.D. students: with the approval of the department chair, a GBO may be scheduled at any time during the academic year. Requests for a GBO examination must be submitted to the Graduate Board a minimum of three weeks before the examination is to take place.
• Dissertation/Thesis Instructions: The student is responsible for obtaining and observing the detailed instructions concerning submission of their dissertation/thesis from their departmental office, and the Homewood Graduate Board Office. Visit http://homewoodgrad.jhu.edu/academics/graduate-board/degree-candidacy/ for more information.
• Initial Ph.D. Degree confirmation
• Recommendations for conferral to the Doctor of Philosophy Board
• Vetting and recommending new PhD degree programs  to the Doctor of Philosophy Board
• See the Homewood Graduate Post-Doctoral Affairs website for more information.

The Doctor of Philosophy Board advises the Provost about University-wide issues pertaining to the PhD. It approves new degree programs and sets guidelines and policies that affect all PhD. students. The Board respects the strong tradition of local autonomy of the Schools, and seeks to enhance the visibility and prominence of PhD. education across the University.

The Homewood Graduate Board submits its list of approved KSAS and WSE PhD conferrals to the Doctor of Philosophy Board for final university approval. No PhD degree is officially conferred until after the Doctor of Philosophy Board has approved and recommended conferral to the President of the University, and the President approves.