Graduate Student Forms & Resources

GSAS Policies and Procedures Manual

Hebrew and Judaic Studies Doctoral Student Handbook


On this Page:

Registration and Coursework

Declaration of Adviser and Major Field (PhD Only)

Full Time Equivalency (FTE)

Transfer Credits

Maintenance of Matriculation Waiver (MMW)

Field Work Waiver (FFW)

Leave of Absence

Extension of Time to Degree (XTD)

Graduation (Doctoral Students)

Graduation (Master's Students)

NYU Resources for Graduate Students

NYU Offices for Graduate Students


Registration and Coursework

A list of current course offerings can be found on the Undergraduate and Graduate pages.

Forms related to Registration and Coursework:

Doctoral Registration Approval Form (PhD Only)

Inter-Doctoral Consortium Form (PhD Only)

Independent Study Agreement Form

Extension of Incomplete Grade Form

Pass/Fail Option Form

Add/Drop Form (For use after registration on Albert closes)


Declaration of Adviser and Major Field (PhD only)

Doctoral students are required to declare a faculty adviser and major field of study by the end of their first year in the program.  The completed form below should be submitted to the HJS Admin Office.

Declaration of Adviser and Major Field Form

If a student wished to change advisers in the course of their academic career they should speak with Director of Graduate Studies.  A change of adviser form can be obtained from the HJS Admin Office with permission from the Director of Graduate Studies.


Full Time Equivalency (FTE)

PhD Students: Full-time status is automatic for students enrolled in 12 or more points of course work.  The department will automatically post full-time equivalency for doctoral students who have completed their course work requirements (72 points).  Please note, FTE can only be posted after Maintenance of Matriculation (MM) is posted for a student.  In order to maintain progress toward the degree, GSAS expects students to be enrolled in full-time course work in all semesters until the course work requirement is fulfilled.  For PhD students, you must maintain full-time status in order to be eligible for your fellowship.  Exceptions may be made for students with approved field work waivers or for other special circumstances.

Master's Students: Full-time status is automatic for students enrolled in 12 or more points of course work.  MA students taking less than 12 points of course work can apply for full-time status via e-mail to gsas.hebrewjudaic@nyu.edu.

MA students may request FTE if they have outstanding course work requirements, intending to register for between 1-11 points of course work, and are either engaged in other academic work toward the degree (i.e., archival research, study for comp exams, etc.) OR have exceptional circumstances for which their adviser has approved a reduced course load for that semester. 

Full-time equivalency must be requested each semester that it is needed.  


Transfer Credits

Requests for transfer of credits must be made in the first year of matriculation into GSAS.  Courses that for which a BA or MA has already been awarded cannot be transferred toward an MA degree in GSAS.  MA students cannot transfer more than 8 points from outside GSAS toward their degree.  PhD students cannot transfer more than 40 points from outside GSAS toward their degree.  Only courses awarded a grade of B or better can be transferred.  Request for Approval of Transfer Credits must be submitted to the HJS Admin Office and should include:


Maintenance of Matriculation Waiver (MMW)

Please read the GSAS Policies and Procedures Manual, section 5.3 on Maintenance of Matriculation. 

If paying MM fees will present a hardship, a student may request a waiver.  Students must provide a compelling argument and evidence of serious financial hardship in order to be approved for a MM Waiver. Per GSAS policy, no waiver of MM fees will be considered for master's students.

A maintenance of matriculation waiver request is submitted to the department in writing (email is fine).  The request must be accompanied by:

  • an explanation from the student of the hardship circumstances; and
  • a letter/email of support from the student’s adviser attesting to the hardship, the student’s academic standing, and progress toward the degree.

The department will submit the request to the Assistant Dean at the Office of Academic and Student Affairs (OASA) and notify the student when the petition has been adjudicated.  Approved petitions will waive the fees for maintenance of matriculation and student health insurance.


Field Work Waiver (FWW)

All students who intend to conduct field work should request a waiver for the semester(s) that they will be engaged full-time in field work.  The field work waiver automatically grants the student maintenance of matriculation for the semester(s) for which it is approved.

In addition to maintaining matriculation, a field work waiver also enables the student to remain in the pool of students eligible for NYU financial support (fellowship or compensated employment) beyond the traditional 6-7 year limit.  Eligibility is extended for as many semesters as the student had field work waivers, up to a maximum of 4 semesters. 

Since many students receive external funding while conducting field work, the waiver automatically freezes the student’s fellowship funding, effectively ‘banking’ it for future use.  Students wishing to continue receiving their stipend while on field work should email a request indicating this to the Department Administrator. 

Field Work Waiver Request Form


Leave of Absence

When circumstances arise that impede a student’s ability to keep up with their academic requirements and maintain good standing in the university, taking a leave of absence might be the best option.  It is important to know that during the time a student is on leave they cannot collect any financial aid and they are not covered under NYU Health Insurance. Any financial aid a student would have been due will be put on hold until their return.  Students can take a leave of absence for any of the following reasons:

  • Military service
  • Physical or Mental health reasons (requires a note from a physician or a Student Health Services evaluation)
  • Personal crisis

The Department recommends that all students who are considering taking a leave of absence for any reason make an appointment with the Director of Graduate Studies to discuss their options.  All materials for Leave of Absence requests should be submitted to the HJS Admin Office and must include:

  • Leave of Absence Request Form
  • Explanation of circumstance (please try to give as much relevant info as possible but extremely personal details are not necessary; email is fine)
  • Adviser approval (email is fine)

Extension of Time to Degree

Students who have passed their expected time to degree (5 years for MA students; 10 years for PhD students entering without a master’s degree or transferring less than 24 credits; 7 years for PhD students entering with a master’s degree or transferring 24 or more credits) must apply for an extension if they wish to continue in the program.  The extension of time to degree request is submitted to the department in writing (email is fine).  The request must include:

  • a letter from the student with an explanation of the progress toward the degree and a summary of any reasons that may have contributed to the delay in completing the dissertation
  • a timeline for finishing, broken down by semester, in bullet form
  • a letter of support from the student’s adviser attesting to the student’s academic standing, and progress toward the degree.

The department will submit the request to the OASA Assistant Dean and notify the student when the petition has been adjudicated.   Students whose petitions are approved will remain on probation, but will be able to register for maintenance of matriculation during the term of the extension.


Graduation (Doctoral Students)

There are many offices involved in Graduation.  Students are responsible for knowing the deadlines associated with the term they plan on graduating and getting all the necessary materials into the proper offices.  Please refer to the "Planning Your Doctoral Graduation" document, as well as the below list for the major forms and procedures related to graduation:

  • Register yourself on Albert for graduation at the start of the semester you wish to graduate. Deadlines can be found on the Registrar's website
  • Complete and submit a PhD Graduation Registration Form to the HJS Admin Office
  • Visit the Doctoral Dissertation Submission Guidelines on the GSAS website for detailed information about the official dissertation submission process
  • Submit the Preliminary Dissertation and the supporting paper work to the OASA, roughly 2 months before graduation
  • Resolve any outstanding incompletes (which includes missing grades) and follow up on any outstanding requirements on your graduation check sheet (this will be sent to you via e-mail by Graduation Services). Please make note of the department's policy that all outstanding requirements must be completed two weeks prior to the stated requirements deadline outlined on the Registrar's website
  • Coordinate your defense with your committee and the HJS Admin Office (if you have any committee members that need to be phoned into the defense please make an appointment with the Department Assistant to set up a polycom for your defense)
  • Submit Outside Dissertation Reader Approval Form(s) and accompanying CV(s) to the Department Assistant for review and approval by the DGS
  • Upload your Final Dissertation online through ProQuest electronic publication site

Graduation (Master's Students)

There are many offices involved in Graduation.  Students are responsible for knowing the deadlines associated with the term they plan on graduating and getting all the necessary materials into the proper offices.  Below please find a list of the major forms and procedures:

  • Register yourself on Albert for graduation at the start of the semester you wish to graduate. Deadlines can be found on the Registrar's website
  • Complete and submit a MA Graduation Registration Form to the HJS Admin Office
  • If you are enrolled in a dual degree program, contact Graduation Services to confirm which school you are graduating from
  • Dual Degree students please double check that you have enough credits to graduate from GSAS (32 including transfer credits) and that you have taken at least 24 points in GSAS to meet the residency requirement
  • Resolve any outstanding incompletes (which includes missing grades) and follow up on any outstanding requirements on your graduation check sheet (this will be sent to you via e-mail by Graduation Services). Please make note of the department's policy that all outstanding requirements (aside from the dissertation defense) must be completed two weeks prior to the stated requirements deadline outlined on the Registrar's website
  • Submit your MA Essay for approval, if you have not already done so (not applicable to Ancient Near Eastern and Egyptian Studies MA students) and include the MA Essay Cover Sheet.

NYU Resources for Graduate Students:

New GSAS Student Welcome and Orientation Materials: http://gsas.nyu.edu/page/grad.admissions.orientation

GSAS Academic Calendar: http://gsas.nyu.edu/page/grad.life.calendar

Doctoral Dissertation Submission Guidelines and Forms: http://gsas.nyu.edu/page/grad.life.dissertation.html

Inter-University Doctoral Consortium registration and information: http://gsas.nyu.edu/page/grad.scholarlyprograms.interuniversitydoctoralconsortium

GSAS Distribution of Stipend Checks schedule: http://gsas.nyu.edu/page/grad.financial.stipendchecks


NYU Offices for Graduate Students:

Graduate Enrollment Services (GES): http://gsas.nyu.edu/page/grad.admissions.ges

Office for International Students and Scholars (OISS): http://www.nyu.edu/oiss/index.html

Student Health Center: http://www.nyu.edu/shc/

Student Health Insurance: http://www.nyu.edu/life/safety-health-wellness/student-health-center/insurance-patient-accounts.html

Wellness Exchange: http://www.nyu.edu/999/

Graduate Housing (links to Housing Office, Off-Campus Housing Office, and MacCracken Housing Program for doctoral students): http://gsas.nyu.edu/page/grad.life.livingnyc

Office of Financial Aid: http://www.nyu.edu/financial.aid/

Office of the Bursar: http://www.nyu.edu/bursar/

Office of Lesbian, Gay, Bisexual, and Transgender (LGBT) Student Services: http://www.nyu.edu/lgbt/

Center for Multicultural Education and Programs: http://www.cmep.nyu.edu/

Moses Center for Students with Disabilities: http://www.nyu.edu/csd/

Palladium Athletic Facility: http://gonyuathletics.com/index.aspx?path=palladium

Coles Sports and Recreation Facility: http://www.nyu.edu/athletics/