Academic Policies & Procedures (Homewood-Based Graduate Programs)

General Graduate Student Policies & Procedures

  • For registration, residence and leave of absence policies and procedures, visit http://grad.jhu.edu.
  • The Office of the Registrar website provides information for all JHU students on general topics such as the academic calendar, registration procedures, and how to add or drop a course.
  • All full-time, resident, degree-seeking graduate students in Homewood-based programs are required to maintain adequate health insurance coverage to provide protection against unexpected accidents and illnesses.  These students are eligible for and are expected to enroll in the Student Accident and Sickness Plan administered by CHP (Consolidated Health Plans).

    Domestic students may waive the CHP plan.  To do so, students must provide evidence of a comparable policy (more information can be found at the Office of the Registrar website: http://web.jhu.edu/registrar/students/health).  International students are not permitted to waive the CHP plan – they must enroll in it to ensure sufficient local coverage.

    The cost of insurance is fully covered for Whiting School doctoral students if they elect to use the CHP plan.  Whiting School master’s students on the CHP plan will be required to pay the first $500 ($250 per semester) towards the mandatory health insurance fee.  The remainder of the fee will be covered by the School of Engineering.

    Part-time, degree-seeking (including all Engineering for Professionals (EP)) students and nonresident graduate students are not required to provide proof of health insurance with the exception of international students on J-1 status who must meet U.S. Department of State requirements (provided by the Office of International Students and Scholars Services).  Nonresident students are eligible, however, to purchase the CHP plan at their own expense.

  • 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.
  • If you will be writing a PhD dissertation or a Master’s Thesis, please review the Guidelines for the Preparation of Dissertations and Theses. All Ph.D. students and students in some other doctoral and masters programs will submit their approved dissertation or thesis to the JHU ETD Repository.  Full details on this process are available at this website: http://guides.library.jhu.edu/etd

    Please note that the library does not provide bound copies of your thesis. Instead, they provide links to vendors who provide this service. It is customary to make three bound copies of your thesis: one for yourself, one for your advisor, and one to be kept in your department’s library. Many of the engineering departments and/or Ph.D. faculty advisors will cover the cost of these three bound copies; please consult your department for guidance. You are, of course, welcome to purchase additional bound copies for your own personal use.

    Master’s essays are also submitted electronically to the library via the same link. Master’s students may, at their own expense, arrange to have bound copies made.

  • This policy applies to all full-time 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.

    Once per academic year, all full‐time Homewood graduate programs are required to provide a written review to: (a) all doctoral students, and (b) all master’s students conducting thesis research.

    Departments are encouraged to include mention of funding continuation, as appropriate. This review must include the opportunity for the student to offer self‐evaluation. 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.

  • This policy applies to all grades earned by Homewood graduate students since the Spring 2005 semester. (Revised November 2007)

    Letter Grades (A through F)
    • Changing letter grades of “A” through “F” to a “Passing” grade is not permissible at any time.
    • All other grade change requests (e.g., “B” to “A”) are acceptable within one year only. Change requests beyond one year can only be changed as a result of clerical error, and must be accompanied by a written explanation/justification from the course instructor.
    Incomplete Grades (I)

    The grade of “Incomplete” (denoted by an “I” on the transcript) is reserved for instances in which it is expected that a course’s work will be completed in one semester, but for reasons beyond the student’s control, the work cannot be completed within that timeframe. Under these circumstances, the student may be assigned a grade of “Incomplete” until a final grade is submitted (or until the “Incomplete” grade becomes permanent).

    • Dropping an “Incomplete” grade from the transcript is not permissible at any time.
    • Changing an “Incomplete” grade to a final grade (“A” through “F”, “Pass”) may be done by the instructor within one year without Dean’s Office approval.
    • After one year, the student must submit an Incomplete Grade Extension Request Form to the cognizant dean (the KSAS Dean for Research and Graduate Education or the WSE Associate Dean for Education) for that grade to be eligible to be changed at a later date. The form may be submitted no later than the last day of the second semester following the one during which the student initially enrolled in the course.
    • If the “Incomplete” grade remains after one year and the student does not submit an Incomplete Grade Extension Request Form, the “Incomplete” grade becomes permanent and cannot be changed.
    • If the student successfully submits an Incomplete Grade Extension Request Form but then fails to finish the course before the stated extension deadline, the “Incomplete” grade becomes permanent and cannot be changed.
      Under special circumstances, students may submit multiple Incomplete Grade Extension Request Forms for the same course.
    In-Progress Grades (IP)

    The “In-Progress” grade (denoted by an “IP” on the transcript) is reserved for classes in which it is expected that the assigned work will require more that one semester to be completed, but the class itself will meet for only one semester. (These are usually graduate seminar courses for which the final product is amajor paper.)Students work independently to complete course requirements, at which point, a final grade is assigned.

    • Dropping an “In-Progress” grade is permissible only with the approval of the instructor and the Dean’s Office.
    • An instructor may Change an “In-Progress” grade to a final grade (“A” through “F”, “Pass”) at any time before the student’s departure without Dean’s Office approval by submitting an official Grade Change Form directly to the Office of the Registrar.
    Missing Grades (MR, X)

    All instructors have a certain amount of time following the end of the finals period to assign a final grade for all students. A “Missing” grade (denoted by an “MR” or an “X” on the transcript) appears if the instructor has not submitted a grade within that timeframe.

    An instructor may submit a Grade Change Form directly to the Office of the Registrar to change a “Missing” grade to a final grade.

    • Dropping a “Missing” grade from the transcript is not permissible.
    • Changing a “Missing” grade to an “Audit” is not permissible at any time.
    Audit (AU)

    When a grad student enrolls in a course with “audit” status, s/he must reach an understanding with the instructor as to what is required to earn the “audit”. If the student does not meet those expectations (e.g., fails to attend class), the instructor must notify the Registrar’s Office in order for the student to be retroactively dropped from the course. The course will not appear on the student’s transcript.

    Changing a course registration from “Audit” [student receives no letter grade] to “Credit” [student receives letter grade], or from “Credit” to “Audit” is permissible during the Office of the Registrar’s official add/drop dates. Registration changes beyond this deadline are not permissible.
    Changing a final grade (“A” through “F”, “Pass”), “Incomplete” grade, “In-Progress” grade or “Missing” grade to “Audit” is not permissible at any time.

    NOTE: No changes can be made to a student’s transcript after he/she graduates or withdraws from an academic program. What appears on the transcript at that time will become the student’s permanent record.

  • Graduate Study Abroad status applies to degree-seeking WSE master’s and doctoral students engaged in graduate education at a different institution (coursework and/or research) with departmental/advisor approval. These students will be required to pay 10 percent of the full-time tuition rate for each semester abroad. The remaining 90 percent will be paid for by the Dean’s Office. As this is not a full-time resident status, health insurance benefits are not guaranteed and semesters away do not count towards the residency requirement. Graduate Study Away students should discuss this with their department/advisor. Resources for Travel Abroad > 
  • View PDF > (This policy applies to all WSE master’s and doctoral students.)
  • Procedures for handling allegations of misconduct by full-time and part-time graduate students: Graduate Student Misconduct Policy (PDF)

    WSE Procedures for Dealing with Issues of Research Misconduct (Applies to all Whiting School graduate students, both full-time and part-time)

  • This form may be used by all WSE graduate students. Download PDF > 


Master’s Student Policies & Procedures

    1. Every student must register as a full-time graduate student for at least two semesters or satisfy an equivalent requirement approved by the appropriate department. (Concurrent 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.)
    2. Every student must be registered in the semester that degree requirements are met; this includes students who have no courses remaining in which to enroll but must resolve coursework for which an “Incomplete” grade was assigned and those who must complete other academic requirements, such as a language or computing requirement (these students may apply for Nonresident Status).
    3. Every student must provide certification by a department or program committee that all departmental or committee requirements have been fulfilled.
    4. If the student is submitting a formal essay to the MSE library to help complete master’s degree requirements, the essay must be approved by at least one reader. (See the Homewood Academic Council Faculty Status table, under “Thesis Supervision of Graduate Students”, to determine who may serve as the reader/advisor. Additional readers, if required by program, need only program approval.)
    5. All courses applied to the master’s degree must be at the 300-level or higher. At their discretion, individual graduate programs may institute a higher course level as the minimum for their own students.*
    6. Every student must earn the master’s degree within 5 consecutive academic years (10 semesters). Only semesters during which a student has a university-approved leave of absence are exempt from the ten semester limit; otherwise, all semesters from the beginning of the student’s graduate studies–whether the student is resident or not—count toward the ten semester limit.*
    7. Every student must complete training on academic ethics.
    8. Every student must complete training on the responsible and ethical conduct of research, if applicable.  (Please see the WSE Policy on the Responsible Conduct of Research.)

    *Applies to all students who enter during the Fall 2005 semester or later

  • This information is for graduate students who are pursuing the Combined Bachelor’s/Master’s degree. In order for a student’s status to change from “undergraduate” to “graduate”, a Change of Classification Form for Concurrent Students must be completed. For students whose status change is due to completion of eight semesters of full-time undergraduate student at JHU (or the equivalent for transfer students), it is the responsibility of the Program Coordinator in the student’s chosen graduate program to sign the form and forward it to the Office of the Registrar (Garland Hall). For students whose status change is due to completion of undergraduate degree requirements prior to the eighth semester of full-time undergraduate study at JHU (or the equivalent for transfer students), it is the responsibility of the Program Coordinator in the student’s undergraduate program to sign the form first. It then goes to the student’s graduate program before it is received by the Office of the Registrar.
  • The Whiting School of Engineering (WSE) has established the following policies on double-counting coursework for all students in the full-time (Homewood) programs and the part-time Engineering for Professionals (EP) programs.  If an individual program adopts double-counting policies more strict than these, the program’s policies override the school-wide policies.  Students are encouraged to refer to individual program policies.

    Bachelor’s Master’s Double Counting

    Coursework applied to a bachelor’s degree: 
    Students either in a WSE combined (bachelor’s/master’s) program or seeking a WSE master’s degree after having earned a WSE or Krieger School of Arts and Sciences bachelor’s degree may double-count two courses (400-level or higher) to both programs with the permission of the master’s faculty advisor.  WSE master’s degree candidates may not double-count courses applied to a bachelor’s degree earned at a different institution.  Individual graduate programs reserve the right to enforce stricter policies.

    Coursework not applied to a bachelor’s degree:
    For students who are either in a WSE combined bachelor’s/master’s degree program or have already earned a Whiting School of Engineering or Krieger School of Arts and Sciences bachelor’s degree and are seeking a WSE master’s degree, any graduate-level coursework (as defined by the WSE graduate program) not applied to the undergraduate degree may be applied to the graduate degree, regardless of when that course was taken (i.e., before or after the undergraduate degree has been conferred) with the permission of the master’s faculty advisor.

    For students who earned an undergraduate degree outside of the Whiting School of Engineering or the Krieger School of Arts and Sciences, no coursework completed before the undergraduate degree was conferred can be applied to a WSE master’s degree, regardless of whether that course was applied to the undergraduate degree.

    Master’s-Master’s Double Counting

    Coursework applied to a master’s degree:
    Students pursuing (1) a WSE master’s and a master’s from any JHU school simultaneously, (2) a WSE master’s after having earned a master’s from any JHU school, or (3) a WSE master’s degree after having earned a master’s degree from another institution, may double-count either two semester-length courses or three quarter-length courses across two master’s programs, as long as the courses are equivalent to the  400-level or higher in WSE full-time graduate programs.  The student must receive approval from both master’s degree program faculty advisors if both sets of degree requirements will be completed at the same time.  For a student to double-count coursework from two master’s degrees whose requirements are met at different times, the student must obtain only the approval of the faculty advisor in the program to be finished second.  Individual graduate programs reserve the right to enforce stricter policies.

    Timing and Ramifications for Current Students:
    This policy will be applied to all students entering a WSE master’s program in Fall 2007 and beyond.  Any student who has entered a WSE master’s program before then will be exempt from this policy and should follow the course arrangement made with his/her advisor, provided it is in compliance with departmental, school and university requirements.

    Declaration of Double-Counted Course: 
    WSE master’s students wishing to double-count courses must submit these courses to the WSE master’s program for approval.  If it is learned that a student has double-counted a course for the WSE master’s degree without permission of the WSE master’s program, this program reserves the right to revoke the degree.

    Double‐Counting Across Three or More Programs

    With bachelor’s‐master’s and master’s‐master’s double‐counting, across any number of degree programs, a student can reduce the number of master’s courses required by up to two (with approval of the programs involved). Beyond that, the remaining courses must be unique to the degree program.  With a ten‐course master’s degree program, for example, eight of those courses must be unique to the program and not applied to a different degree at any level. A student can double‐count any number of undergraduate courses to the various master’s degrees (but at most, two to each master’s program) and he/she can double‐count the same course across any number of degrees pursued (again, with the approval of the programs involved).

  • For WSE master’s students who earned an undergraduate degree outside of the Whiting School of Engineering or the Krieger School of Arts and Sciences, no coursework completed before the undergraduate degree was conferred can be applied to a WSE master’s degree, regardless of whether that course was applied to the undergraduate degree.

    WSE master’s students may transfer in up to two courses from another institution which were completed after the undergraduate degree was conferred and not applied to a degree elsewhere.  The student must obtain approval from the WSE master’s program faculty advisor to do so.  EXCEPTION: WSE master’s students in a department‐approved study abroad program can transfer in additional coursework (i.e., beyond two courses), but in total, at least half of the courses/credits applied to the WSE master’s degree must be taken/earned at Johns Hopkins.  Individual graduate programs reserve the right to enforce stricter policies.

    NOTE: This policy is effective for students beginning a WSE master’s degree program in Spring 2008 or later.

  • Summer 2014‐Spring 2015

    After a student submits an Application to Graduate to the Office of the Registrar (Garland Hall), the following documents must be delivered to the WSE Office of Academic Affairs (Shaffer 103) in order for a Whiting School of Engineering master’s degree to be conferred:

    1. Program-completed upload of graduating student data to the Expected to Graduate List.
    2. Program‐specific certification forms (including course check sheet) submitted to and approved by the program’s graduate coordinator or graduate program director.
    3. Transcripts for any course applied to the degree, including undergraduate and transfer courses (JHU transcripts can be unofficial). Note to programs: transcripts are only required if every course being used towards the degree is listed on the transcript. If courses are still pending, there is no need to include the transcript.
    4. A certificate showing the completion of the Responsible Conduct of Research course, if the course is not visible on the student’s transcript as AS.360.624 or AS.360.625. [If applicable]
    5. Any documentation showing approval for permission to use courses other than those designated for the degree,to double‐count a course, or any exceptions granted/requested. [If applicable]
    6. A forwarded submission approval email by the Electronic Theses and Dissertation staff in the Library indicating the thesis was received by the deadline listed below. [If applicable]. The forwarded email must include the thesis title as well as the degree and department of the student (for example, MSE in Civil Engineering, or MS in Computer Science), and this is the second email received by a student by ETD. Note- this is not the submission acknowledgment email.

    CONFERRAL DEADLINES

    • Summer 2014 Deadline (for Programs to submit completion paperwork) – August 1
    • Summer 2014 Deadline (for Students to submit their Essay) – August 15

     

    • Fall Grace Period (first 8 weeks of Fall 2014):  (for Students to submit their Essay) – October 24
    • Fall Grace Period (for Programs to submit completion paperwork) – October 28
    • End of Fall 2014 Deadline (for Programs to submit completion paperwork) – December 1
    • End of  Fall 2014 Deadline (for Students to submit their Essay) –  December 15

     

    • Spring Grace Period (first 4 weeks of Spring 2015):  (for Students to submit their Essay) – February 20
    • Spring Grace Period (for Programs to submit completion paperwork) – February 24
    • Spring 2015 Deadline (for Programs to submit completion paperwork) – May 1
    • Spring 2015 Deadline (for Students to submit their Essay) – May 8

    **Homewood graduate students completing a final degree during the first eight weeks of the fall semester or the first four weeks of the spring semester will generate a tuition reimbursement for that semester to whatever entity covered the cost – the student,the department,the advisor, etc. This applies only to students for whom completion of a master’s project,master’s essay, master’s journal submission or doctoral thesis is the sole remaining degree requirement at the start of the final semester.

    (NOTE: If a student completes a Tuition Deferral Form indicating an expectation to complete the degree within a specific grace period, no payment is required to register for that semester. If the grace period deadline is not met, however, that semester’s tuition charge will be added to the student’s account.)

    ADDITIONAL NOTES

    All signatures must be dated before the applicable deadline listed above.

    • If a student completes degree requirements following the Fall conferral deadline but before the first day of classes in the Spring semester, s/he is not required to enroll in Spring classes.
    • If the student completes all master’s degree requirements before a deadline but paperwork is submitted after the deadline,the student will not be required to enroll for the following semester(s).
  • This policy covers the research training that is required of certain WSE master’s students and all WSE doctoral students. View WSE Responsible Conduct of Research Policies & Requirements >
  • WSE Masters students in their final semester who are unexpectedly and unavoidably delayed in their plans to complete their degree requirements for the May degree conferral- but will complete by the following August conferral- should speak to their respective departmental program coordinator with regard to their  eligibility to participate in the May commencement. Only those students who have already filed an Application for Graduation and are on their department’s Expected to Graduate List for the current spring semester are eligible for exception consideration. The diploma will not be awarded until the final course is  completed successfully and recorded.

  • Every student must earn the master’s degree within 5 consecutive academic years (10 semesters). Only semesters during which a student has a university-approved leave of absence are exempt from the ten semester limit; otherwise, all semesters from the beginning of the student’s graduate studies–whether the student is resident or not—count toward the ten semester limit. If a student wishes to request an extension of their length of study, the department chair or Director of Graduate Studies of the student’s primary department may submit a written request to the WSE Office of Academic Affairs (requests can be delivered to the WSE Office of Academic Affairs or emailed to the Director of Graduate Academic Affairs) requesting permission for their student to extend their program of study past the 5 year mark. This request must be received before the start of the first intended extension semester. Straightforward requests will be forwarded to and decided by the Vice Dean for Education;  special cases may be forwarded to the WSE Graduate Committee for deliberation.

    Important Notes:

    1.      Extensions may only be requested for one semester at a time.
    2.      A degree completion timeline with dates (when available) must be included in the written extension request.
    3.      LOAs are not counted in the total years applied towards program completion. Note that semesters as a nonresident still count towards the total program length.
    4.      The written request must be sent by the department chair or Director of Graduate Studies.
    5.      If there are to be any changes to the student’s funding in conjunction with an approved extension, the department needs to remind the student in writing (can be an email) of the expiration of- or changes to- any previous funding.
    6.      International students should be encouraged to meet with someone in OIS (formerly OISSS) to discuss any I-20 ramifications/extensions and related paperwork- prior to the expiration of their current I-20.

    The student and department will be notified of any decision via email by the WSE Office of Academic Affairs.

 

 

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