Frequently Asked Questions
These frequently asked questions will provide an overview of key regulations. Graduate students are encouraged to review the guidelines provided in the Graduate Catalog.
- Students can be admitted provisionally if they are missing the required admissions documents. For their admissions status to be moved to “good standing,” the student must send the missing documents to the Graduate School before their second semester.
- Students with a GPA between 2.5 and the minimum required for their program can be accepted with special conditions. To be moved to good standing, the student will need to fulfill the conditions laid out in their UofL admission letter (such as earning a 3.0 GPA in the first 9 credit hours).
If you are admitted provisionally or conditionally, your probation will be monitored by the Graduate School.
You can transfer a maximum of 6 credit hours of graduate credit from accredited institutions. There's also a chance to transfer an additional 6 credit hours through advisor-approved variance. Accepted credits should have been earned within the last 3 years. Any transfer credits obtained over 3 years before entering the program require program approval through a variance. If approved, these transfer credits won't be recorded on your UofL transcript until the end of the first semester.
"Residency" refers to the standards dictating the amount of time or coursework a student must fulfill at a particular university to qualify for graduation. Master's students must complete at least 24 credit hours at the University of Louisville to qualify for residency, while doctoral students must spend a minimum of two years in study and one year in full-time residency.
Full-time residency is registered for at least 18 credit hours in 12 months. Enrollment in candidacy alone does not meet this requirement; however, enrollment in research hours does. Part-time doctoral students may use four terms of continuous enrollment (including summer enrollment) to meet the full-time residency requirement.
Master's students are expected to finish their degree within 6 years, whereas doctoral students are expected to complete their program within 4 years after passing qualifying exams. Doctoral candidacy admission must occur at least 9 months before completion. In cases of extenuating circumstances, variances can be requested through your unit’s dean.
"Master’s Candidacy" and "Doctoral Candidacy" are enrollment statuses that allow you to maintain registration and access university resources, including libraries, laboratories and faculty support, while working on your thesis or dissertation. Once enrolled in either master’s or doctoral candidacy, continuous enrollment is required throughout the academic year (Fall, Spring, and Summer) until your degree is finished. Doctoral candidates are eligible for candidacy only after passing their qualifying exams. While in candidacy, you are considered a full-time student.
Upon completion of all coursework and co-curricular obligations (except for the final project, thesis, or dissertation), you will achieve the status of "degree candidate" and enter "candidacy." Typically, candidates focus entirely on their research projects without taking additional coursework. If you are a funded graduate assistant during your candidacy, you must obtain permission from the Graduate School prior to enrolling in any courses.
Grades must remain over a 3.0, with limited allowances for courses with a grade of C or lower.
The maximum credit hours permitted per semester is twelve (12). To include an extra three credits, your unit dean can submit a variance request. Any additional credits beyond this require a variance request to be submitted to the Vice Provost for Graduate Affairs.
There may be instances where taking a break from your studies becomes necessary. You can request a variance from your unit dean for up to one year of leave. If further time is needed, you can submit a subsequent variance to the Vice Provost for Graduate Affairs.
Continuous enrollment entails being registered for both the Fall and Spring terms if pursuing coursework. For those admitted to either master’s or doctoral degree candidacy, maintaining continuous enrollment in candidacy status is mandatory for all Fall, Spring and Summer terms, with only one term of registration needed during summers. Enrollment during the semester of anticipated graduation is required. If you are funded, full-time enrollment must be upheld during all funded semesters.
Graduate Assistants are expected to allocate a maximum of 20 hours per week to their assistantship responsibilities. During their supported periods, Graduate Assistants must maintain full-time enrollment, which is satisfied by being enrolled in candidacy.
In some cases, you may be authorized to work an additional 9 hours per week if the work contributes to your professional growth. A workload waiver must be requested by your unit dean and submitted to the Director of Graduate Studies and the Graduate Dean. These waivers need to be renewed each semester.
Typically, first-year funded students are not eligible for workload waivers as they must demonstrate progress toward their degree before taking on additional responsibilities. F1 VISA holders may qualify for workload waivers after their initial year, but they must apply for curricular practical training through the International Center to comply with federal regulations.
Credits earned from one or multiple graduate certificate programs can be applied toward obtaining a master's or doctoral degree. However, before enrolling in another certificate program that contributes to your degree, you must first apply to the relevant degree program.
Each year, a doctoral student’s progress toward their degree will be evaluated. Each doctoral program has set its own criteria for this assessment. The evaluation results will be communicated to the student and the Director of Graduate Studies, with a copy kept in the student's file. In the event of unsatisfactory progress, a remedial plan will be developed and communicated to the student.
Your academic standing indicates whether you are progressing towards your degree. Maintaining a GPA of 3.0 or above means you are in good standing. Being in good standing is a prerequisite for graduation.
If your grade in the previous semester fell below a 3.0, you'll be placed on academic probation until your GPA reaches an average of 3.0. Certain graduate programs may have lower thresholds for academic probation. Remaining on academic probation for more than one semester carries the risk of dismissal from your program. Additionally, you'll receive an academic warning upon being placed on academic probation.
A variance is an exemption from a standard policy. Students can request a variance in several situations, such as when they do not meet the minimum GPA for admission, need to take a leave of absence or are on academic probation and wish to register for the upcoming term. It's important to note that this list is not all-encompassing.
If you find yourself not meeting a requirement and believe an exception should be considered, please reach out to your Director of Graduate Studies or Program Chair to discuss the possibility of submitting a variance on your behalf.