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Forms, Requirements and Procedures for Doctoral Students and Faculty

 

Forms, Requirements and Procedures for Doctoral Students and Faculty

Forms, Requirements and Procedures for Doctoral Students and Faculty

Students, Faculty and Staff can download the Forms, Requirements and Procedures listed below for completion of Doctoral Student milestones and Faculty administrative and academic requirements.

  • If requirements and/or instructions are not provided for any of the items listed below,  please read the most updated GC Bulletin for detailed information about procedures or contact the APO of Academic Support and Student Progress (jkubran@gc.cuny.edu).
  • If you are experiencing problems using the downloadable forms, please read Using Downloadable Forms with Adobe Acrobat Reader.

Faculty Instructions

Registration Information

Students taking ANY courses at other CUNY colleges must complete a Permit Out Form.  The form is the official notification to our Registrar's Office to both register the student at the other CUNY college (our Registrar's Office does this for our students), to include the course on the students' list of current courses and, at the end of the semester, to get the final grade for the student from the other college. The completed original Permit Out Form is brought to the Registrar's Office for final processing.

The Graduate Center is a member of the Inter-University Doctoral Consortium, which provides for cross-registration among member institutions. Matriculated Graduate Center doctoral students may cross-register for doctoral study in the graduate schools of arts and sciences of the following institutions: Columbia University (including Teachers College), Fordham University, The New School, New York University (including Steinhardt School of Education), Princeton University, Rutgers–New Brunswick (State University of New Jersey), and Stony Brook (State University of New York).

In order to be eligible to petition for enrollment in a consortium course:

1. You must be a matriculated doctoral student.

2. You must have completed at least two semesters of graduate study at the home institution and be between your 2nd and 6th year of enrollment at the Graduate Center.

3. The course you wish to take is not available at the Graduate Center or other CUNY college.

4. Registration is subject to approval by the Vice President for Student Affairs at the Graduate Center and the divisional Dean at the host institution.

5. For Columbia University—The course must be offered through the Graduate School of Arts and Sciences.

6. There is a two-course limit per semester.

Below are the procedures an eligible student must complete to petition for enrollment in a consortium course:

- Once you have decided to take a course offered by a partner institution, you must fill out the Permit Out form which is available above and from the Office of the Registrar (Room 7201).

- Your Psychology Executive Officer must sign the form. The forms are used at a number of campuses and so it still lists that the student's advisor can approve the form for the students, but here at the Graduate Center, it must be the Executive Officer.

- Bring the completed and signed form to the Office of the Vice President for Student Affairs (Room 7301).

- If the form is approved by the Vice President you must bring it to the Office of the Registrar where you will then be given the Inter-University Doctoral Consortium Registration Form. At that point you must fill out all of the information on the form and obtain all required signatures from both the Graduate Center and the host school.

- You must then submit the completed and signed form to the Office of the Registrar (Room 7201) no later than the end of the drop and add period (the end of the third week of classes) or the course will automatically be dropped from your registration.

If you choose to drop the course at any time before the end of the drop and add period, you must submit a Drop form, signed by your Executive Officer, to the Office of the Registrar (Room 7201). You must also inform the host college that you have dropped the course.

Students taking courses at another university are subject, in those courses, to the registration and academic regulations of the host university, including the grading system, calendar, and academic honor system. It is the responsibility of the students to familiarize themselves with the pertinent regulations of the host university.

Graduate Center students pay tuition to the Graduate Center for any cross-registered  courses they take.

Any registration questions regarding the consortium should be addressed to the Office of the Registrar. Academic or policy questions should be directed to the Office of the Vice President for Student Affairs.

Student Information Consent and Release Form

Financial Support for Students

Request for Leave of Absence

Application for Leave of Absence

  • Leaves of absence will be granted to students deemed to be in good standing who wish to interrupt their doctoral study.
  • No more than four semesters of total leave time will be granted to any student.
  • In Psychology, each leave request should be approved by the student's advisor. The completed form should be sent to the APO for Academic Support and Student Progress (jkubran@gc.cuny.edu) for signature and processing prior to the semester or academic year during which the leave will be taken.
  • If approved by the Psychology Executive Officer, requests for leave will be forwarded to the Office of the Registrar for processing.
  • The leave must then be cleared by the Offices of Financial Aid and International Students (if applicable), the Coordinator of Residence Life (if applicable), and the Mina Rees Library, the Bursar, current Bulletin The Graduate Center, City University of New York and the Business Office.
  • Leaves of absence are not counted toward the time limit for completion of degree requirements.
  • Any student subject to induction or recall into military service should consult the veterans’ certifying officer before applying for an official leave.
  • Any international student with F-1 or J-1 student status must consult the Office of International Students at the Graduate Center before applying for a leave. In general, international students must remain outside the U.S. for the entire semester while on a leave of absence and may need to reapply for a new student status if their absence is longer than five months. A $10 readmission fee will be assessed upon the student’s return.
  • During the period of the leave, no changes in academic status, including such matters as the scheduling and taking of qualifying exams, application for en-route degrees, and advancement to candidacy, may be effected.

Request for Program Withdrawal

Request for Readmission to the Program

Change of Grade Form

For Faculty only: email Jkubran@gc.cuny.edu, to request form.

Level I

  • Completion of fewer than 45 credits of graduate work (including approved transfer credit) or those who have not passed the First Doctoral Examination.
  • Full-time, out-of-state and international students are billed at the per-credit rate for all credits/WIUs.

Transfer of Credits

  • Transfer of Credits - Procedure

The GC Bulletin states:

A maximum of 30 acceptable graduate credits taken prior to admission to the doctoral program at the City University may be applied toward the degree provided the courses were completed with a grade of B or higher within an appropriate period preceding the time of application and are equivalent to comparable courses at the City University. In the case of master’s programs, a total of 12 credits may be approved for transfer. Exceptions to the above regulations may be considered under special circumstances. An evaluation of previously earned credits may be made before the end of the student’s first year in residence by the student’s program.

If you are considering transferring credits:

  • Please check the Student Handbook for your training area for specific Transfer Credit Requirements.
  • Students will need to order an Official Transcript from the appropriate school(s). (Keep the transcript and original envelope together – they will later be attached to the Transfer Credit Form)
  • Undergraduate courses taken in excess of baccalaureate requirements may not be offered as advanced standing; nor may Graduate courses taken to meet admission requirements.
  • The final 30 credits for the PhD degree must be taken at The City University.
  • For the PhD Degree, a student may transfer from other accredited universities not more than 30 credits approved by the Department (no grade below B accepted).
  • The student’s faculty advisor reviews courses with their advisee – students should be prepared to show course descriptions and syllabus of proposed courses to be transferred.
  • Faculty advisor completes Transfer Credit Form with advisee:
  1. Discipline, Banner ID#, Date of Admission, Name and address of student;
  2. Term Ending (Semester in which course was taken), Name of Institution, Course Title and Course Number, Grade received;
  3. CUNY Equivalent (Course name and number OR number of equivalent blanket credits), CUNY Credits (leave blank if Blanket Credits), Graduate Advisor Signature and Date,* and Executive Officer Signature and date.
  4. Flag courses on the original transcript that are being transferred
  5. Attach student’s original transcript and envelope to form. Faculty Advisor should print their name underneath their signature.
  6. Advisor signs and dates form
  • All original paperwork should be sent to the APO of Academic Support and Student Progress for review and processing through the administration.

Please mail paperwork to:

Judith Kubran, LMSW
APO of Academic Support and Student Progress
GSUC/CUNY-Psychology
365 Fifth Avenue, Room 6304.34
New York, NY  10016

Level II

  • Period of study from the semester following the completion of 45 credits (fully earned and evaluated and including approved transfer credits) and passing of the First Examination, to advancement to candidacy.
  • Once you have completed 45 credits and have passed the First Doctoral Exam you will be automatically advanced to Level II by the Registrar's Office. No form is required.

En-Route Master's Degree

In the Ph. D. Program in Psychology, students seeking an En-Route Master’s Degree must complete the Application for En-Route Master's Degree.

Please:

  • Attach a major paper to the form.
  • The form must be signed by three Faculty Members who have read and approved the major paper.
  • Send the completed form with original signatures and the final version of the major paper to the APO of Academic Support and Student Progress (Judith Kubran) in the Psychology Executive Office.
  • Remember: En-Route Master Degrees are awarded three times per academic year. The candidate must meet the following enrollment requirements: for the degree to be awarded in February, candidates must be enrolled the preceding fall semester; for May/June, the concurrent spring semester; for October, the preceding spring semester. Students who have a Master’s Degree in Psychology from another institution are not eligible for an En-Route Master's Degree.

Dissertation Topic Proposal

  • The completed Dissertation Topic Proposal Form initiates the process of advancing to candidacy and to Level III.
  • This form requests the names of your committee members, the working title of your dissertation, and a summary of your proposed research. Remember:  Under Graduate Center requirements, at least three committee members must be CUNY doctoral faculty.
  • The chair of your committee will sign the form. You will send the form and your proposed research summary as an email attachment to the APO of Academic Support and Student Progress (jkubran@gc.cuny.edu). We do not need original signatures on this form in order to process.
  • The Executive Officer of Psychology will approve and sign the form.
  • Please complete the Request for Approval of Non-CUNY-Doctoral Faculty Dissertation Committee Member form for any  Non-CUNY doctoral faculty on your committee. Send an email attachment of the form and the member's CV to the APO for Academic Support and Student Progress (jkubran@gc.cuny.edu). An original signature is not required to process this form. The form and CV will be reviewed by the EO Office and you will be notified by email if the committee member(s) are not approved.

Advancement to Candidacy and Level III

Advancement to Candidacy and Level III - Forms
Advancement to Candidacy and Level III - Requirements and Procedures *

  • Students will monitor their progress to know when they have met all of the requirements and are ready to Advance to Candidacy and to Level III.

  • You may Advance to Candidacy and to Level III once you have met all of the criteria: completion of your First and Second Doctoral Exam; completion of your coursework; approved Dissertation Topic Proposal; and no open grades on your transcript.*

*In some Training Areas, the Second Doctoral Examination is equivalent to the Dissertation Proposal. Please make sure you follow the instructions on the Dissertation Proposal.

Dissertation Proposal

Dissertation Proposal Approval Form

  • Please include an approved copy of the Dissertation Proposal with this form and email both as an attachment to the APO of Academic Support and Student Progress (jkubran@gc.cuny.edu) in the Psychology Executive Office. The Dissertation Proposal Approval Form does not require original signatures for submission.

Human Subject Research and IRB Clearance Information and Forms

  • All research that involves human participants (including interviews, oral history or database research) must be reviewed and approved by the IRB before research can begin and all Level III students must therefore submit this form for approval regardless if their research involves human participants. Doctoral students and their advisers must work together to ensure that these requirements are met in a timely manner because approval cannot be granted retroactively.

Human Participants and IRB Clearance

Human Subject Research and IRB Clearance Information and Form

  • All research that involves human participants (including interviews, oral history or database research) must be reviewed and approved by the IRB before research can begin and all Level III students must therefore submit this form for approval regardless if their research involves human participants. Doctoral students and their advisers must work together to ensure that these requirements are met in a timely manner because approval cannot be granted retroactively.

Dissertation Defense

  • Request for Approval of Non-CUNY-Doctoral Faculty Dissertation Committee Member. Please complete the Request for Approval of Non-CUNY-Doctoral Faculty Dissertation Committee Member form for any  Non-CUNY doctoral faculty on your committee. Send an email attachment of the form and the member's CV to the APO for Academic Support and Student Progress (jkubran@gc.cuny.edu). An original signature is not required to process this form. The form and CV will be reviewed by the EO Office and you will be notified by email if the committee member(s) are not approved.

International Travel Requirements for Doctoral Students

Mandatory notification requirements and travel insurance for international academic travel  by graduate students for independent research, internships, language study, practicums, conference attendance/presentation, or job interviews regardless of the source of funding.  See more at: http://www.gc.cuny.edu/Prospective-Current-Students/Current-Students/International-Travel-Requirements-for-Current-Stud#sthash.Z0HhHYdt.dpuf

Alumni

  • Alumni GC Email Account

Graduate Center email accounts will automatically continue for new graduates for 12 months following the date of graduation. For more information, please read the Important Notice on Alumni GC Email accounts and personal files stored in the GC network “U-drive” environment

GC Psychology Room Reservations

Doctoral Student Parental Accomodation Policy