Note that graduate students are subject to these policies and requirements in addition to all university and departmental policies and requirements.
For registration, residence and leave of absence policies and procedures, visit the Homewood Graduate and Postdoctoral Affairs website.
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, degree-seeking graduate students (either resident or nonresident) in Homewood-based programs are required to maintain adequate health insurance coverage to provide protection against unexpected accidents and illnesses.
Enrollment in the University’s Student Health Benefits Plan:
Costs for the University’s Student Health Benefits Plan:
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.
(1) Nonresident PhD or Masters: Dissertation/Essay/Project Completion
To qualify for this status:
(a) There can be no outstanding coursework and any exams (such as departmental qualifying exams and non-final Graduate Board Oral exams (where applicable)) must have been completed. This includes research courses required for a master’s degree.
(b) The graduate student must be very close to their dissertation defense/submitting their essay/project and may need to leave campus to start employment elsewhere.
(c) There must be a scheduled defense for PhD students applying to this status.
(d) Please note that this status is only for one semester, two semesters may be allowed only by special extension approval.
(e) In this status, the student is responsible for the NR tuition and health insurance costs and there is no mandated stipend.
(f) In this status, the NR PhD/Master : Dissertation/Essay Completion student typically cannot be employed on campus.
(2) Nonresident PhD or Masters : Study Away
To qualify for this status:
(a) There can be no outstanding coursework and any exams (such as departmental qualifying exams and non-final Graduate Board Oral exams (where applicable)) must have been completed.
(b) The PhD/Masters Student (with or without their advisor) has the opportunity to be actively engaged in PhD/Masters work but at a non-JHU facility (the student is not on campus).
(c) In this status, the student remains fully supported by PI/department/host facility (NR tuition, stipend and health insurance premium payment are provided for the student) if already being supported.
(3) Nonresident PhD or Masters: Internship/Co-Op
To qualify for this status:
(a) There can be either no outstanding coursework in that semester of nonresidency or unfinished exams (such as departmental qualifying exams and non-final Graduate Board Oral exams (where applicable)), or it must be part of an approved program.
(b) The Student voluntarily is asking to take time to pursue opportunities that may only be tangentially relevant to their degree. The expectation is that they will return to campus in a residential capacity to complete their degree.
(c) Please note that this status is only for one academic year, two years may be allowed only by extension approval.
(d) In this status, the student is responsible for the NR tuition and health insurance costs and receives no stipend.
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 PhD 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.
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.
Please see the policy for the broad stroke requirements: http://homewoodgrad.jhu.edu/academics/policies/. The Dean’s and Provost’s Offices will be overseeing and tracking the completion of all annual reviews.
There is no universal template for Annual Reviews, but there are three major components that must be addressed for each student per annual review:
Students who are confronted with compelling circumstances beyond their control that interfere with the ability to complete their semester’s work during the normal course of a term may request an incomplete grade from the instructor. Approval of such a request is neither automatic nor guaranteed. Procrastination or distraction by other pursuits are not regarded as compelling circumstances, and extensions in these situations are unfair to students who have completed their course requirements within the allotted time.
If the instructor agrees to grant an incomplete grade, the instructor and student must establish a timetable for submitting the unfinished work, but no later than the end of the third week of the following semester. See below for specific information about graduating students. When entering an incomplete grade in SIS, the instructor may also enter a reversion grade. This is the grade that the student will receive if the missing work is not completed. For example, if the student, based on the coursework completed by the end of the semester, would receive a C+ grade without the missing work, then the grade of I/C+ is entered on the transcript. If the incomplete grade is not resolved within the allowed period (the end of the third week of the subsequent semester), the incomplete grade is automatically converted to the reversion grade (a C+ in this example).
Students who are in good academic standing have until the end of the third week of the next semester to finish incomplete work. Exceptions to this deadline require a petition from the instructor and appeal to the appropriate advising office before the end of the third week of the following semester. When appealing to change the deadline, faculty members must specify a new date for completion of the work which must be before the end of the current semester. Incomplete grades cannot typically be held over to another semester in order to complete the missing work by retaking the course.
Special Rules for Graduating Students
Students with incomplete grades in required courses at the date of degree conferral will not graduate. Students with incomplete grades in courses that are not required for degree completion may still graduate. However, the deadline for completion is abbreviated; students must resolve incomplete grades within approximately 30 days after degree conferral when the university closes their graduate record. If the work is not finished by the deadline, a reversion grade may be recorded.
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 if during the designated timeframe. After that deadline passes, grade change requests must be sent via a grade change form to the student’s cognizant Dean’s Office of Graduate Academic Affairs (Renee Eastwood, KSAS/Christine Kavanagh, WSE) for review and approval.
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 a major paper.)Students work independently to complete course requirements, at which point, a final grade is assigned.
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.
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.
It is in this spirit that the Doctor of Philosophy Board, in collaboration with faculty and students from across the University, has articulated a statement of rights and responsibilities for doctoral students at Johns Hopkins. The principles described in this document are to be realized in policies established by the various Schools of the University; the Schools will also develop mechanisms to monitor and enforce such policies. Statement of the Rights and Responsibilities of PhD Students
The paperwork approval and registration process is as follows:
You must submit your CPT approval request form with accompanying documentation to OIS. Once they issue CPT authorization they will send you an email noting that you have been approved for whatever time period appropriate to your application and that your I-20 has been created. You will need to go to the Office of International Services [OIS] at the location you selected on the CPT eForm, with your photo id to collect your document. Failure to do so in a timely manner may result in an interruption of payroll and/or benefits. Please refer to the OIS website for OIS locations, including campus map, and office hours.
Additional Instructions for Finalization:
For every semester you are engaging in CPT, you must be enrolled in EN.500.851, Engineering Research Practicum. You cannot do this on your own, it must be approved by the WSE Graduate Academic Affairs office.
1. Once you have the OIS approval email, please complete the appropriate course add form found on the registrar’s website and email it to Dean Kavanagh (email@example.com) and Mia Brooms (firstname.lastname@example.org)
2. The following information must be included in the body of your email with your form:
Once the Dean has reviewed, the WSE Office of Graduate Academic Affairs will assign credits, approve, and forward via email to the Office of the Registrar for processing.
Note that you will have to complete the course add request for every semester you are engaged in CPT. If you have any questions about the course registration, please contact the Office of Graduate Academic Affairs.
The student will be notified when the documents are complete and ready for pickup (it may be emailed directly to the student or to the registrar’s office with the student cc-d.).
CPT Tuition Policy
For fulltime Homewood students (enrolled in at least 9 credits), there is no additional tuition charge to add the course EN.500.851.
For part-time Homewood students, there is no additional cost to enroll in the course EN.500.851 as long as the student is also enrolled in one other course. If a part-time student is only enrolled in EN.500.851 at any point, they are subject to the WSE part-time minimum tuition charge: https://studentaffairs.jhu.edu/student-accounts/tuition-fees/
All WSE Graduate students enrolled in a fulltime, Homewood-based program must complete EN.500.603 (Academic Ethics) with a grade of ‘P’ in their first semester of graduate status. The course is an online BlackBoard module and students will be notified of their access and timeline for satisfactory completion within the first month of the fall and spring semesters.
WSE Procedures for Dealing with Issues of Research Misconduct (Applies to all Whiting School graduate students, both full-time and part-time)
*Applies to all students who enter during the Fall 2005 semester or later
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.
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).
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, two courses completed before the undergraduate degree was conferred can only be applied to a Whiting School of Engineering master’s degree if evidence is provided by the degree-granting institution that the course was not applied to the undergraduate degree, and with advisor approval.
Coursework applied to a master’s degree:
Students pursuing (1) a WSE master’s and a master’s from any JHU school simultaneously or (2) a WSE master’s after having earned a master’s from any JHU school 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.
For students who earned an undergraduate degree outside of the Whiting School of Engineering or the Krieger School of Arts and Sciences, two courses completed before the undergraduate degree was conferred can only be applied to a Whiting School of Engineering master’s degree if evidence is provided by the undergraduate degree-granting institution that the course was not applied to the undergraduate degree, and with JHU advisor/department approval. Students are encouraged to secure permission to transfer a course as early as possible in their time at JHU to avoid issues.
WSE graduate students may transfer in up to two graduate-level courses from another institution which were completed after the undergraduate degree was conferred, if evidence is provided that the course was not applied to any previous degree, and with JHU advisor/department approval. Students are encouraged to secure permission from their WSE master’s/PhD program faculty advisor to transfer a course as early as possible in their time at JHU to avoid issues, and a transcript from any relevant academic institution must be included with conferral completion paperwork submitted to the Academic Affairs office. 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/PhD degree program in Spring 2008 or later.
Master’s Conferral Instructions and Deadlines
After a student submits an Application to Graduate to the Office of the Registrar (Garland Hall), the following documents must be delivered to the student’s primary degree program (academic staff member) in order for a Whiting School of Engineering master’s degree to be conferred:
(Instructions and deadlines for academic staff processing and approving degree clearances are located on gradresources.jhu.edu, and are sent out every semester in an ETGL email by the Office of the Registrar)
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 Graduate Education; special cases may be forwarded to the WSE Graduate Committee for deliberation.
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.