Forms & Resources

GSAS Policies and Procedures Manual 
 

 

Registration and Course Work

Students are required to get approval of their course schedules from their faculty advisor before registering each semester. GSAS expects students to be enrolled in full-time course work in all semesters until the course work requirement is fulfilled. For forms related to Registration and Course Work please see the links below:

Independent Study Agreement Form  After completing the qualifying examination, and while writing the dissertation proposal and the dissertation, students will take Directed Reading and Research courses with their advisors (or other dissertation committee members). These will be either individualized tutorials or small-group classes. Normally, Directed Reading and Research courses are discouraged during the first two years of graduate study (with the exception of the Directed Readings course taken in the preparation for Exams in the spring of the second year). Once you have completed the attached form and obtained a faculty signature, please return the form to the Graduate Program Assistant who can generate a permission code with which you can register for the course.

Inter-Doctoral Consortium Form The Inter-University Doctoral Consortium (IUDC) offers eligible doctoral students the opportunity to take graduate courses at distinguished universities throughout the greater New York area. The IUDC has been in existence for over 30 years and offers students an enormous array of courses and opportunities for contact with faculty and other students in their fields. The IUDC is open to doctoral students from participating schools who have completed at least one year of full time study toward the Ph.D. Terminal masters students and doctoral students not enrolled in the participating schools/divisions are not eligible. Students intending to register in courses offered by Universities of the Consortium which are 3-credit or less must first contact the Graduate Program Administrator for instructions. For more information, please visit the GSAS Inter-University Doctoral Consortium Page.

Extension of Incomplete Grade Form

Tuition Scholarship for Undergraduate Skills Course  Doctoral students who have been awarded a full tuition scholarship and are still financial aid eligible may be granted additional tuition scholarship to cover the cost of undergraduate courses that meet the following criteria: the course must represent a skill or body of knowledge that is essential for the student's preparation to do dissertation research, or the same course is not available at the graduate level, or the course must be offered by the College of Arts and Sciences. For more information, please click here. Once the form is completed (electronically), please return to the Graduate Program Administrator.

Pass/Fail Option Form

 

 

Doctoral Student Profiles

 

The department of history offers online bios to all doctoral students who have advanced to candidacy.  Eligible students should complete the graduate student profile template (as Word docs in Calibri font, size 11) and return to your GHSA rep.  First and second year students: please only fill in your name, email, field of study, and principle advisors.  Profiles will be updates twice a year.  To make changes, please submit the profile template (with any changes) by the deadline of May 30th and December 30th.

Full Time Equivalency (FTE)

Full-time status is designated automatically to students enrolled in 12 or more points of course work. For students who have completed their course work requirements (72 points) the department will automatically post full-time equivalency. Please note this can only be done after 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 MacCracken Fellowship. Exceptions may be made for students with approved field work waivers or for other special circumstances.

You are eligible for full time equivalency if you are a student and may submit a Full-Time Equivalency Request Form to the department if you are a student:

  • with outstanding course work requirements; and
  • intending to register for between 1-11 points of course work; and
  • engaged in other academic work toward the degree (i.e., archival research, etc.)

     OR

  • with outstanding course work requirements; and
  • intending to register for between 1-11 points of course work; and
  • have exceptional circumstances for which you advisor AND the Directory of Graduate Studies have approved a reduced course load for that semester.

Full-time equivalency is updated every semester and must be requested every semester that it is needed. (Half time equivalency is also available.  Please see the Graduate School’s Policies and Procedures Manual for more details.)

 

 

Qualifying Exams

In the first semester of the second year, students choose examiners from within the department (including faculty with joint or associate appointments), and obtain their consent to serve on the qualifying examination committee. Students sit for one, two, or three days of exams. For more information please read the Qualifying Exams section in your PhD Handbook.

 

Direct Deposit

The Direct Deposit Program is available to students receiving fellowships or research assistantships, as well as compensation as part-time adjunct instructors.

If you were on direct deposit in the 2014-15 academic year for either a fellowship, research assistantship, or adjunct appointment, you will continue to be on direct deposit in 2015-16. You do not need to do anything further (unless you have changed banks; if so, you will need to update your record). This is true even if your type of support has changed this year.

If you are not already on direct deposit, we ask that you take advantage of this service as soon as you receive your first stipend check. Once direct deposit is established (it may take 2 or more weeks), you will have access to your funds faster than by check.

To be eligible for direct deposit, you must have a checking or savings account at a bank that is a member of the Federal Reserve Bank’s Automatic Clearinghouse (most U.S. banks and credit unions are members).

Whenever you change banks or switch accounts, you must change your direct deposit election. If you fail to do so, your payment will be misdirected and delayed.

Signing up for direct deposit (or changing your bank information for a previous direct deposit election):

Sign in to your NYU home page at home.nyu.edu, and go to the "Academics" tab.
Go to the section labeled "PeopleSync: Manage your HR, Payroll and Stipend Information." Click on the "PeopleSync Login" button.
Click on the "Menu" button in the upper-left hand corner (to the left of "search") and then click on "All About Me."
Go to the "Actions" section and click on "Payment Elections." You will be able to change your current election there. The options are either check or direct deposit. Please be sure to add your bank account information before you click on the button to "change elections."

Please click here for additional information.

 

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. PhD students who transfer 24 credits or more will have their MacCracken funding reduced by 1 year. Only courses awarded a grade of B or better can be transferred. Request for Approval of Transfer Credits must be submitted to the Graduate Program Administrator and should include:

 

Registering for Maintenance of Matriculation

All students who are within their 10 semesters (5 years) of MacCracken Fellowship or who are up to 4 semesters post-Mac (2 years) are still considered financial aid eligible by GSAS and their fees and tuition (up to 72 points) are covered. After 14 semesters* (starting in your 7th year) student are responsible for registering themselves for maintenance of matriculation and paying the associated fees (including those for health insurance coverage).

*semesters spent on Leave of Absence or on Field Work Waivers do not count against the 14 semesters of financial aid eligibility.

You can register for MM just like any other course on Albert. The number is MAINT-GA.4747. To search for the class in ALBERT, please simply search for "4747".

For current MM fees please go the GSAS Tuition & Fees Page.

For current insurance fees please click here.

 

Maintenance of Matriculation Waiver (MMW)

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.

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 advisor attesting to the hardship, the student’s academic standing, and progress toward the degree.

The department will submit the request to the Vice Dean and notify the student when the petition has been adjudicated. Approved petitions will waive the fees for maintenance of matriculation and student health insurance.

Note: Maintenance of matriculation triggers the automatic registration of the student for the NYU comprehensive health insurance package. For those still receiving MacCracken

Fellowship funds, and those who are within two years post-Mac, GSAS pays for both maintenance of matriculation and student health insurance fees. After that, the student may request waivers of these fees in needed.

 

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 7 year limit (for those entering with less than 24 transfer credits and without a master’s). Eligibility is extended for as many semesters as the student had field work waivers, up to a maximum of 4 semesters.

Field Work Waiver Request Form and Instructions.

The Department would greatly appreciate if all students going abroad would submit the Emergency Contact 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 know that during the time a student is on leave they cannot collect any financial aid and they are not covered under the University Health insurance. Any financial aid a student would have been due to receive during the semesters leave is taken 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 Graduate Program Administrator to discuss their options. All materials for Leave of Absence requests should be submitted to the Graduate Program Admin 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)
  • Advisor approval (email is fine)

 

Extension of Time to Degree

Students who have passed their expected time to degree (10 years for those PhD students entering without a master’s degree and transferring less than 24 credits; 7 years for those entering with a master’s degree or transferring 24 or more credits, and 5 years for M.A. students) 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 advisor attesting to the student’s academic standing, and progress toward the degree.

The department will submit the request to the Office of the Vice 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. 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
  • Complete and submit a Graduation Registration Form to the Graduate Program Admin in the Department of History
  • Submit the Preliminary Dissertation and the supporting paper work to the GSAS Office of Academic Life, roughly 2 months before graduation
  • Resolve any outstanding incompletes and follow up on any outstanding requirements on you graduation check sheet (this will be sent to you by Graduation Services)
  • Coordinate your defense with the Graduate Program Office in the Department of History
    • Book a room with the Graduate Program Assistant
    • If you have any committee members that need to be phoned into the defense please make an appointment with the Graduate Program Assistant to set up a polycom for your defense
    • Pick up signature sheets before the day of the defense from the Graduate Program Admin
  • Submit Approval of Outside Reader Form(s) to the Graduate Program Admin (no not submit this to the Office of the Vice Dean directly, their office will only accept it from the Department)
  • Upload your Final Dissertation through ProQuest

 

Graduation – Masters 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
  • Notify the Graduate Program Administrator of your intention to graduate by e-mail.
  • Resolve any outstanding incompletes and follow up on any outstanding requirements on you graduation check sheet (this will be sent to you by Graduation Services)
  • Students in the History of Women and Gender Specialization can find the MA Thesis Reader Sheet at gsas.nyu.edu/page/grad.pp.manual.

 

NYU Resources for Graduate Students

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

Foreign Language Proficiency Exam (FLPE) dates and registration: www.nyu.edu/gsas/forms/flpe/flpe_form.html

GSAS Awards information: gsas.nyu.edu/page/grad.life.fellowships.html

GSAS Travel Grants deadlines and application: gsas.nyu.edu/page/grad.travelgrant

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

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

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

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

GSAS Direct Deposit of Stipends information (information on setting up DD for BOTH Fellowship and Assistantship stipends): gsas.nyu.edu/page/grad.financialaid.directdeposit

      Form: www.nyu.edu/financial.services/cdv/pdf/Direct_Deposit_Authorization.pdf

Graduate Student Educational Development Program (GSEDP): gsas.nyu.edu/page/grad.life.teaching

NYU Blackboard Support: www.nyu.edu/its/blackboard/

Bobst Library / Bobcat: library.nyu.edu/

University Committee on Activities involving Human Subjects (IRB): www.nyu.edu/ucaihs/

On the Square (OTS) Digest Newsletter: gsas.nyu.edu/page/grad.life.ots

NYU Building Code Key: www.nyu.edu/registrar/registration/building-code-key.html

 

NYU Offices for Graduate Students

Graduate Enrollment Services (GES)

Office of Global Services (OGS)

Student Health Center

Student Health Insurance 

Wellness Exchange 

Graduate Housing (links to Housing Office, Off-Campus Housing Office, and MacCracken Housing Program for doctoral students)

Office of Financial Aid

Office of the Bursar

Office of Lesbian, Gay, Bisexual, and Transgender (LGBT) Student Services

Center for Multicultural Education and Programs

Moses Center for Students with Disabilities

Palladium Athletic Facility

Coles Sports and Recreation Facility