Table of Contents
2. Overview of the Division of Graduate Education and Postdoctoral Affairs (GEPA)
3.1. PhD and Professional Doctorate Programs
3.3. Training, Certificate, and Non-Degree Programs
3.5. The Program Review Process
4. Admission Requirements and the Application Process
4.3. International Admission Requirements
5. Financial Policies and Support
5.3. Guidance Advisory on F30, F31, F32 Institutional Allowance Scope
5.4. Research or Teaching Assistant Appointments
5.5. Graduate Education Travel Award
6. Degree and Grading Requirements
6.1. The Doctor of Philosophy Degree
6.4. Course Evaluations for Students
6.6. Policy on Student Progress: Requirements, Notification, Remediation, and Review
7. Electronic Thesis or Dissertation (ETD) Guidelines
8.8. Leaves of Absence/Withdrawal
8.11. Graduate Student Status Table
8.12. Change of Field of Study
8.13. Change of Degree Objective
8.15. The San Francisco Consortium and UCSF-Stanford Exchange
8.18. Notification of Religious Observances Policy
8.19. Digital Communication Guidelines
9.1. Alcohol and Other Drug Policy
9.2. Clery Act Security and Fire Safety Stats
9.3. Violence Against Women Act
9.4. Sexual Violence Prevention and Response Team
9.5. Code of Conduct and Integrity of Research Policies
9.6. Campus Code of Conduct and Policy on Student Conduct and Discipline
9.8. Graduate Community Principles
9.9. GEPA Student Grievance Procedures
9.10. Anti-Discrimination Policy Statement
1. Introduction
This guide is intended for students, faculty, staff affiliated with the Division of Graduate Education and Postdoctoral Affairs (GEPA). It summarizes UCSF policies on application and admission processes, financial support, grading, and the requirements for completing a graduate degree, as well as certificate and non-degree programs. It also includes campus-wide policies relevant to graduate students and faculty. It was developed through a participatory and iterative process, with contributions from staff across GEPA teams and degree programs. Their collective expertise and feedback helped shape this practical resource that responds to the needs and priorities of the UCSF graduate education community.
2. Overview of the Division of Graduate Education and Postdoctoral Affairs (GEPA)
GEPA is responsible for administering policy established by the Academic Senate and its Graduate Council for master’s, doctoral, certificate, non-degree, and graduate professional degree programs other than the professional degree programs in Dentistry, Medicine, Nursing, Pharmacy.
GEPA is the home of graduate education and postdoctoral training at UCSF. We offer: PhD programs in basic, translational, and social/population sciences; master's degree programs; and professional doctorates. More than 1,000 postdoctoral scholars add to the robust research community on campus.
GEPA programs are housed within all four of the professional schools and Global Health Sciences at UCSF. The programs are almost all interdisciplinary, creating a dynamic and synergistic atmosphere for research. Our award-winning faculty members deliver engaging courses and provide personalized mentorship for every student and postdoc.
UCSF is among the top universities of its kind in the world and a key contributor to the Bay Area's well-deserved reputation as a hub of innovation, technology, and progressive influence. Our graduate students, postdocs, and faculty take advantage of year-round opportunities to learn from and engage with leaders and innovators in the community and in the region.
2.1. The Graduate Council
The Graduate Council is a standing committee of the UCSF Academic Senate. In keeping with the University’s commitment to the philosophy of shared governance, the Council is responsible for the establishment of policy and standards for graduate education at UCSF; the approval, review, and monitoring of graduate degree programs; and recommendations regarding fellowships and assistantships, among other duties.
3. GEPA Degree Programs
3.1. PhD and Professional Doctorate Programs
A list of current PhD and Professional Doctorate programs can be found here. Note that individual degree programs have their own websites as well.
3.2. Master’s Programs
A list of current Master's programs can be found here. Note that individual degree programs have their own websites as well.
3.3. Training, Certificate, and Non-Degree Programs
UCSF also offers several training, certificate, and non-degree programs. More details can be found here.
3.4. Creating a New Program
GEPA, UCOP, and the UCSF Graduate Council have established procedures for creating new graduate degree programs. Faculty and administrators interested in creating a new program should review the guidelines in full.
3.5. The Program Review Process
Graduate programs at UCSF are renowned for their excellence. These programs uphold their high standards through a routine, rigorous review process designed to highlight both strengths and areas for improvement, enabling each program to refine its curriculum and advance its research endeavors. Program review processes and guidelines established by GEPA and the UCSF Graduate Council are presented in full detail here.
4. Admission Requirements and the Application Process
4.1. Application Requirements
Applicants to UCSF graduate programs should review and adhere to the requirements found here. Admissions to UCSF’s graduate programs are handled at the individual program level. If you have questions about application criteria, processes, or status, please reach out to the specific program to which you are applying.
4.2. Application Fee Waivers
Some applicants may qualify to have their application fee waived. Requesting a waiver in advance of the application deadline is necessary. Please review the full application fee waiver eligibility and process requirements.
4.3. International Admission Requirements
Requirements for international applicants, including English language proficiency requirements, international transcripts, evidence of financial support, and visa requirements, can be found on the International Admission Requirements page.
4.4. Visiting Students
The APM 430 Visiting Scholars Program supports global academic collaboration through short‑term UCSF appointments. Eligible visiting students can access many student support services at the start of their appointment or upon renewal. Review the Visiting Students page for full details on submission packets, access to student support services, fees, insurance information, and related policies.
5. Financial Policies and Support
5.1. California Residency
To be classified as a California resident for tuition purposes, you must be a financially independent, adult resident of California for more than one year immediately prior to the residence determination date, or a minor whose parents are California residents. The residence determination date is the day instruction begins at the last of the University of California campuses to begin instruction for the term. For detailed information on California residency requirements, please consult the Office of the Registrar.
5.2. Fellowships and Awards
There are several categories of fellowships and awards available to students. Click on the titles below to find out more about individual award requirements.
- Internal Merit Awards: GEPA offers many internal awards to eligible PhD students. Students must be nominated by their individual programs and are chosen for these annual awards by the Graduate Council.
- Extramural Grants and Fellowships: Extramural fellowships distinguish the most meritorious research projects. Eligibility, support, and application procedures vary widely.
- UC Multi-Campus Research Unit Fellowships: The University of California offers a number of system-wide fellowships. Each award has a specific purpose and application process.
- Howard Hughes Medical Institute Gilliam Fellows Program: The Gilliam Fellows Program supports PhD students and their faculty thesis advisors to advance cutting-edge research and foster the development of inclusive scientific training environments.
- Discovery Fellows Program: The Discovery Fellows Program in GEPA supports all PhD students in the basic and biomedical sciences at UCSF through an endowment of over $150 million.
- Harold E. Varmus, MD, Endowed Fund for Global Scholars: The Harold E. Varmus, MD, Endowed Fund for Global Scholars supports future leaders who build bridges between countries and promote intercultural understanding. The fund supports PhD students and medical students and is administered through the International Students and Scholars Office (PhD students) and the Inquiry Funding Office (medical students).
5.3. Guidance Advisory on F30, F31, F32 Institutional Allowance Scope
The NIH sets forth requirements for institutional allowance that supports the cost of trainees. Learn more about requirements for NIH Fellowships here.
5.4. Research or Teaching Assistant Appointments
Most academic departments and programs offer a limited number of research or teaching assistanships, which can provide you with funding as well as valuable career and learning experiences. Read more about policies and procedures for academic appointments here.
5.5. Graduate Education Travel Award
The Graduate Education Travel Award supports PhD students presenting at professional conferences. Explore the full requirements for the award here.
5.6. Academic Appointments
An academic appointment is an excellent way for students to earn funding while advancing their own research. For students who are employed as GSRs or ASEs, please see GEPA policies regarding academic appointments, childcare reimbursement, dependent care flexible spending accounts, and employed student leaves policies. You can also find the ASE, GSR, and Postdoc Contract Implementation FAQs here.
GEPA also offers childcare reimbursement to full-time PhD students registered at UCSF in a graduate program who are not in an ASE/GSR appointment title. Learn more about childcare reimbursement for non-represented PhD students here.
6. Degree and Grading Requirements
6.1. The Doctor of Philosophy Degree
The PhD degree is awarded by the University of California as the mark of highest achievement in preparation for active scholarship and research in an academic discipline. Learn more about GEPA's requirements for completing a PhD and best practices for managing timely completion.
6.2. The Master’s Degree
The master’s degree represents a coherent and comprehensive program of study in an academic or professional discipline that enables the student to master the subject and develop faculties for critical thinking and independent research. Explore the full requirements for completing a master's degree.
6.3. Courses and Grading
GEPA's courses and grading policies are based on the regulations of the Academic Senate. Policies on course classifications, grading, optional grading, and incomplete grades can be found here.
Access the UCSF General Catalog with specific course information.
6.4. Course Evaluations for Students
Course evaluations enable students to provide honest and timely feedback for courses in which they were enrolled. Because these evaluations may cause some anxiety for students, GEPA works to ensure transparency about the extent of information faculty, programs, and the GEPA Dean's Office can access. A list of frequently asked questions about course evaluations is available here.
6.5. Accommodations Process
UCSF is committed to ensuring access to graduate education for all students. Working closely with the Office of Student Disability Services, GEPA has established accommodations policies that includes ensuring accommodations in laboratory settings. Review the complete Accommodations Process.
6.6. Policy on Student Progress: Requirements, Notification, Remediation, and Review
Approved in 2018, the Policy on Student Progress defines criteria for satisfactory academic progress for both doctoral and master's programs. The policy also sets forth processes by which failing students are notified and remediated. Read the full Policy on Student Progress.
7. Electronic Thesis or Dissertation (ETD) Guidelines
The submission of your electronic thesis or dissertation (ETD) is the final step in the awarding of your degree. The finished document is a scholarly work, and something to be proud of — the result of a long period of preparation and research. Allowing enough time for all the required steps, paying attention to deadlines, and adhering to the format guidelines are crucial.
We strongly urge students to initiate submission of the thesis/dissertation and the signed title page far in advance of the deadline. In most cases, revisions will be necessary before you can finalize the submission. If the final thesis/dissertation, and associated documents, are not submitted by the deadline you must either register or go on filing fee status (if eligible) for the next quarter. In order to be on the degree list, you must either be registered or on filing fee status for the quarter in which you wish to graduate. Please refer to the all the dissertation and thesis guideline links below to review deadlines and formatting requirements.
Additional Things to Consider in Advance of ProQuest Submission
Submitting Your Manuscript and Related Requirements for Approval
8. Academic Policies
8.1. Fees and Study Lists
Students are required to pay fees and file a study list each quarter in order to be considered a registered student. The registrar sends registration information to all continuing students approximately six weeks before the quarter begins. For more information see the website of the Office of the Registrar external site (opens in a new window) .
8.2. Current Deadlines
Go to the website of the Office the Registrar external site (opens in a new window) to see current deadlines to:
- apply for filing fee status
- file a study list
- change study list
- withdraw and receive a full refund
- apply for reduced fee enrollment
- apply for part-time enrollment
- register a name change
- reclassify residency
8.3. Registration in Absentia
Graduate students whose research or study requires them to remain outside the nine Bay Area counties throughout the quarter may register in absentia. When you register in absentia, your combined Tuition and Student Services Fee will be reduced by 85%. In order to receive the fee reduction, you must file a registration in absentia application for each quarter in absentia by the beginning of each quarter. Also, to qualify for registration in absentia, you must have advanced to candidacy in your program (doctoral students) and must have completed at least one year of coursework by the time the in absentia status would begin (master's and doctoral students).
The graduate dean may grant in absentia registration status for up to two years for academic doctoral students, and up to one year for master’s and graduate professional students. Longer periods may be granted at the discretion of the graduate dean or the appropriate professional school dean.
The student health insurance fee is assessed for each quarter in absentia, unless a waiver for this fee has been granted by Student Mental Health and Wellbeing; however, an annual student health waiver application fee will be charged. Further, campus-based fees will be assessed each quarter you are registered in absentia.
For additional information on in absentia policies, please see the fee policy for graduate students in absentia external site (opens in a new window) on the website of the UC Office of the President.
8.4. Study Lists
Your study list is the official record of courses for which you will receive credit at the end of the quarter. File your study list online in the student portal. Students are required to obtain preapproval from their graduate adviser prior to filing the study list. The study list must be filed by the published deadlines each quarter. According to Academic Senate regulations, ordinarily a graduate student shall not receive credit for more than 12 units in strictly graduate/200-series courses or more than 16 units in 100-series courses each quarter. However, the graduate adviser may approve a study list that exceeds these limits. Advisers must review the study list carefully since adjustments to students' records cannot be made after established deadlines. The number of units may affect student eligibility for financial aid and for some training grants.
Study List Changes
With the approval of the graduate adviser, students may make changes online to a study list as long as they are made before the published deadline for online filing. After this deadline, students may neither add a course nor change unit values to existing courses. Courses may be dropped until the end of the seventh week of classes of the quarter. No changes to the study list may be made after that date. To modify your study list after the study list filing period closes, students must submit a petition via the student portal.
8.5. Full-Time Status
A load of eight to twelve units is considered full-time study for graduate students. Students may enroll for fewer than eight units and still be considered full-time depending on the kind of activity the student is engaged in during the quarter. A doctoral student who is preparing for the qualifying examination, for example, may be registered for a total of four units and be considered full-time because ample time must be devoted to preparation for the exam. A student engaged in writing the dissertation may register for only one course (i.e. 299, which carries no units) and still be considered full-time.
8.6. Part-Time Study
A student who is unable to pursue full-time study for reasons of occupation, family responsibilities, or health concerns may petition for classification as a part-time student.
- Classification as a part-time student is subject to approval by the graduate adviser and the dean of graduate studies.
- Part-time status is granted for a period of one academic year, subject to renewal each year prior to the fall quarter. An approved petition is required for each renewal.
- Part-time students cannot exceed a total of six units on the study list each quarter.
- Doctoral students in-candidacy may not be classified as part-time.
- Prior to advancement to candidacy, doctoral students who are classified as part-time will accrue time to the degree under the five year allotment of degree policy at one-half the rate of full-time students for those quarters in which they were approved for part-time study.
- Fees for part-time students are reduced in accordance with UC policies on part-time study, i.e. one-half of the Tuition, one-half of any Professional Fee Supplemental Tuition, and one-half of any Nonresident Supplemental Tuition.
Petitions for classification as a part-time student are available through the Office of the Registrar external site (opens in a new window) . (Graduate advisers should endorse petitions for part-time study only if it is appropriate for the student in question.)
8.7. Academic Residence
Every graduate student must register for and complete a minimum of four units of course work each quarter for a specified number of quarters in order to meet requirements for academic residence:
- The academic residence requirement for a master's degree is three quarters.
- The academic residence requirement for a doctoral degree is six quarters.
8.8. Leaves of Absence/Withdrawal
The university may grant you permission for leave of absence or honorable withdrawal if you are in good standing but do not want to retain your class status.
If you do not register, you must petition for either a leave of absence or a withdrawal. Otherwise, your student status will lapse, and the Division of Graduate Education and Postdoctoral Affairs will instruct the registrar to change the status to administrative withdrawal. A leave of absence may be granted for one academic year and is subject to approval by your graduate adviser and the dean of the Division of Graduate Education and Postdoctoral Affairs. After one year has passed, you must submit a request for an extended leave, which must be approved by your graduate adviser. Extensions are limited to no more than one additional academic year. No further extension can be granted. You must return to registered status or forfeit your place in your program. Forfeiture occurs after your absence lapses after one year with no contact from you, at which point you will be administratively withdrawn.
Students are in good standing if they are not subject to academic notice or disqualification, professional disqualification, or disciplinary disqualification. You can petition for honorable withdrawal or leave of absence online in the student portal. However, before starting the online process, please consult with your school or program, Student Mental Health and Wellbeing, and, if applicable, Student Financial Services and the International Students and Scholars Office to discuss your plans, as withdrawal and leave of absence may have consequences for your academic plans, health insurance, employment, financial aid and loans, and any visa.
For a leave of absence, you can select a readmission term at the time you request the leave of absence. We encourage you to indicate your readmission term because, otherwise, a leave of absence may affect access to electronic systems. If you do not know your readmission term, please apply for readmission once your quarter of return is certain.
Learn how withdrawal and leave of absence may affect access to electronic systems.
Students shall work with their program administrator and adviser to ensure that any leave of absence is minimally disruptive to their academic progression.
Please note: Going on leave of absence or withdrawing from your academic program means you are ineligible to be employed as a GSR or ASE and do not have access to any leave provisions in the union contract. Please review the alternative options of taking employment leave under the Employed Student Leaves Policy.
Parental and Medical Leave
Students employed as GSRs or ASEs are eligible for parental and medical leave options. These are distinct from the academic leave and withdrawal described in the above section. See the Employed Student Leaves Policy for more details.
8.9. Readmission
A student on leave of absence must petition for readmission in order to register again as a graduate student. The petition for readmission is available online from the Office of the Registrar external site (opens in a new window) . Readmission requires the approval of the graduate adviser and the dean of the Division of Graduate Education and Postdoctoral Affairs. A non-refundable $40 fee is charged when the readmission form is filed. Students must observe the registrar's deadlines for filing a petition for readmission. For readmission, the following signatures of approval must be obtained in the following order:
- Student Mental Health and Wellbeing
- Director/graduate adviser (nursing students obtain signature of director of student affairs)
- Dean of the Division of Graduate Education and Postdoctoral Affairs
8.10. Filing Fee
Filing Fee is a reduced fee (one-half of the University Registration fee) for graduate students who have completed all requirements for the degree except for filing the master's thesis or doctoral dissertation and are advanced to candidacy. Other types of final exams outside of a capstone (e.g., final report) must be pre-approved by Graduate Education and Postdoctoral Affairs Dean's Office. The Filing Fee is not a form of registration or equivalent to registration. If students wish to use university services that are supported by registration fees, such as health insurance fees, they must pay those fees. Students that may need insurance coverage while on filing fee should make alternate plans for their coverage. Students on filing fee status may enroll in the Voluntary Graduate Student Health Insurance Plan (Voluntary UC SHIP external site (opens in a new window) ) for one quarter. Coverage is elected by term. Students purchasing other insurance must do so before the end of the SHIP insurance period (July 31 or December 31) to avoid any lapse in coverage.
To avoid visa problems with the U.S. Citizenship and Immigration Services, international students must contact the UCSF International Students and Scholars Office external site (opens in a new windo (ISSO) well before the beginning of the term during which they will use the Filing Fee.
A student who has completed all requirements for the degree, with the exception of filing the dissertation or thesis or taking the comprehensive examination, may apply for filing fee status in lieu of registration. Access the filing fee application form appropriate to your degree type. Please also closely follow the filing fee deadlines external site (opens in a new window) each term.
- The cost of filing fee is currently half of the student services fee.
- A student on filing fee status is not eligible to use University facilities, enroll in course work, or make demands on faculty time other than the final reading of the dissertation or thesis, or taking the comprehensive examination.
- A student on filing fee is not eligible for a student academic appointment (GSR, TA, or tutor).
- A student may not apply for filing fee status directly upon return from a leave of absence.
- A student on filing fee status does not register or file a study list. Please do not file a study list during your filing fee term. Doing so will delay processing of your filing fee petition.
- Terms while on filing fee status do NOT count towards the required in candidacy terms for degrees. (The PhD requirement is three terms in candidacy, MA/MS is one term in candidacy). In candidacy terms must be in full-time registered status.
- Services such as financial aid, Student Health and Counseling services, and Millberry Union membership are not available to students on filing fee, except by special arrangement. Students may, however, continue coverage in the UC Student Health insurance plan by enrolling in the voluntary plan within the first 30 days of the quarter. For more information contact the insurance coordinator at Student Health and Counseling, 415/476-1283, before your formal quarter ends. In addition, please be advised that students returning to registered status after a quarter on filing fee status will be assessed full fees for the quarter in which they return.
- Students should not apply for filing fee unless they are sure that they will complete degree requirements during the quarter. The first draft of the thesis or dissertation should be completed and all members of the committee must be in agreement that further research is not necessary. Many students underestimate the time it will take to get the final manuscript approved by the entire committee and prepared for submission to the Graduate Education and Postdoctoral Affairs Dean’s Office.
- If the student does not finish the work for the degree by the end of the quarter on filing fee, registration with full fees for all subsequent quarters will be required until the degree is completed. Students who return to registered student status after a quarter on filing fee will be required to pay an additional Student Health Service insurance fee if they did not continue coverage during the filing fee quarter.
- A student may only register on filing fee once.
- Filing Fee petitions must be approved by the study list filing deadline external site (opens in a new window) .
8.11. Graduate Student Status Table
The Graduate Student Status Table is a practical tool for comparing eligibility requirements, durations, and key policy differences across the various types of student registration.
8.12. Change of Field of Study
A student who wishes to change their field of study must request to do so using a general student petition form. The signature of the graduate adviser in the present program and the approvals of the program directors of both the current and "new" programs are required. The proposed graduate program may review a student’s petition as thoroughly as it does applications for admission. GEPA will provide copies of transcripts, GRE scores, etc. as required. For changes to be effective for a given quarter, petitions must be approved and submitted by the first day of that quarter.
8.13. Change of Degree Objective
A student may petition for change in degree objective by using the application for change/addition of degree objective form.
A student may petition for a change in degree objective for several reasons:
- a student admitted to a master's degree program may wish to obtain a doctoral degree;
- a student admitted to a doctoral program wants to obtain a terminal master's degree;
- a student admitted to a doctoral degree program may wish to obtain a master's in addition to the PhD;
- a student admitted to a doctoral degree program wants to obtain an approved designated emphasis in that program.
In all cases, the petition should state the requested change and bear the signatures of the graduate adviser. Students wishing to obtain a master's degree are subject to the policies and deadlines regarding advancement to candidacy for the master's degree. For changes to be effective for a given quarter, petitions must be approved and submitted by the first day of that quarter.
Doctoral students who wish to obtain a master’s degree, either terminally or additionally, must choose one of the following plans and have the appropriate requirements:
- MS Plan I – Approved Thesis: Requires a minimum of 30 quarter units, including at least 12 units of 200-series courses in the major subject. No more than 8 units of coursework numbered 250 may be applied toward the master’s degree.
- MS Plan II – Passed Comprehensive OR Qualifying Examination: Requires a minimum of 36 quarter units in the 100- and 200-series. No more than 8 units of coursework numbered 250 may be applied toward the master’s degree.
8.14. Intercampus Exchange
The University of California Intercampus Exchange Program allows graduate students to take courses on another campus in the UC system while remaining registered on the home campus. It provides the opportunity for contact with scholars, fields of study, and facilities not available on the home campus. The student pays fees only to the home campus and grades for courses taken at the host campus are reported to the registrar for inclusion on the student’s UCSF transcript. Intercampus exchange forms are available online through the Office of the Registrar.
Four signatures are required:
- Graduate adviser
- Dean of Graduate Studies on the home campus
- Chair of the department in which the desired course is offered on the host campus
- Dean of the Graduate Division on the host campus.
Home campus signatures are required before the host campus will approve. Forms must be submitted to GEPA at least three weeks before the quarter begins so that the Office of the Registrar can make arrangements for filing of study lists, etc. UCSF students must list Intercampus Exchange courses on the UCSF study list in order to receive proper credit. Study lists and other forms may be required for the host campus as well. Courses taken on another campus must be directly related to the student's degree program. Lower division undergraduate courses may not be taken through Intercampus Exchange.
8.15. The San Francisco Consortium and UCSF-Stanford Exchange
Several institutions in San Francisco cooperate in a consortium arrangement in which any regularly enrolled, full-time, matriculated student of a member institution may register for courses offered by other member institutions. No extra cost to the student or institutions is involved except for those students wishing to take a course at the University of San Francisco or Golden Gate University. The consortium arrangement applies only to regular sessions of the academic year and excludes summer session, intersession and extension courses. Cross-registration is limited to one course per term at one other institution. Application forms and specific instructions are available online through the Office the Registrar.
Members of the San Francisco Consortium are:
- University of California San Francisco
- University of San Francisco (USF) (students from consortium member institutions who enroll at USF will be charged the USF per-unit tuition rate published in the USF class schedule for that term and will be expected to make payment at the time of registration.)
- San Francisco State University
- Hastings College of the Law
- Golden Gate University (Students from consortium member institutions who enroll at GGU will be charged a per-unit tuition rate published in the GGU class schedule for that term and will be expected to make payment at the time of registration.)
UCSF - Stanford Exchange
A similar exchange program exists with Stanford University. Forms for cross-registration with Stanford are available through the UCSF Office of the Registrar.
8.16. Concurrent Registration
Concurrent registration permits a student to pursue more than one degree objective simultaneously. A student enrolled for the DDS, or PharmD degree may also work toward a graduate academic degree. Professional students who wish to register concurrently must file a separate application for admission to GEPA and obtain approval from the dean of the professional school. Such students must file two study lists while in concurrent status. Credit may not be utilized toward more than one degree objective. Concurrently registered students must meet all the requirements for a graduate academic degree. Graduate students who have been admitted to the UCSF School of Medicine are advised to complete their degree requirements prior to enrolling as a medical student. Otherwise, the School of Medicine will require the student to take a leave of absence from GEPA. Graduate Council regulations allow a medical student to pursue a master’s degree under the "medical student's option." This option is not available to students in other professional degree programs. Students accepted into the Medical Scientist Training Program in the School of Medicine complete two years of medical school, then complete the PhD, then return to medical school to complete the last two years of their curriculum.
8.17. Transfer of Credit
Ordinarily, all course work for a graduate degree must be done in residence. However, up to six quarter-units of credit for work completed elsewhere may be allowed. For coursework completed at another campus of the University of California, up to one-half the program for a master's degree (15 to 18 quarter units) may be accepted for transfer.
- A student must be registered as a graduate student for at least one quarter before petitioning for transfer credit.
- Units accepted for transfer must have been earned in graduate status.
- Work that formed part of the program for a degree previously conferred may not be applied toward a current degree program.
- Courses taken in a university extension division and courses taken on a non-degree basis may not be accepted for transfer.
The student must file a general petition requesting transfer of credit and have an official transcript indicating completion of the course(s) sent directly to GEPA. If all conditions are satisfied and acceptance of credit is recommended by the graduate adviser, GEPA will instruct the registrar to add the units to the student's permanent record. Courses accepted for transfer should be listed on the application for candidacy. Since specific course and unit requirements do not ordinarily apply to the doctoral degree, transfer of credit policies do not apply to students in doctoral degree programs.
8.18. Notification of Religious Observances Policy
Purpose:
At the Division of Graduate Education and Postdoctoral Affairs, we recognize that religious observances may occasionally conflict with scheduled classes, exams, or academic/professional obligations.
In accordance with the California Education Code 92640, GEPA is committed to ensuring the rescheduling of examinations or assessments-without academic penalty-at a time that does not conflict with a student’s held religious beliefs unless doing so would create an undue hardship that could not reasonably have been avoided.
Process:
Students are responsible for submitting a written request for religious accommodation to the course director of the relevant course. Any requests for notification of religious observance must be submitted no later than the second week of the quarter.
Accommodations will be worked out directly and on an individual basis between the student and course director involved. Please specify the date and nature of the religious observance, as well as the specific exam, course, or academic/professional activity with which it conflicts.
If a conflict involves an exam, students may be asked to take it on an alternate date. Students are encouraged to contact their course director(s) before the start of the academic quarter with any questions or additional requests.
Students or faculty with questions or concerns about this policy may contact: [email protected]. UCSF is committed to fostering an inclusive academic environment that respects the religious practices of the student community.
8.19. Digital Communication Guidelines
Purpose:
Respectful digital communication is essential to fostering a safe, inclusive, and productive environment for all members of the academic community, including students, postdocs, staff, and faculty. As much of today’s learning, collaboration, and administrative work occurs online, the tone and content of our digital interactions directly impact the quality of discourse, mutual understanding, and overall campus culture. Respectful communication ensures that various perspectives are heard and valued, conflicts are handled constructively, and everyone can engage in academic and professional dialogue without fear of harassment or discrimination. Cultivating this standard is vital to upholding the integrity and values of the university community.
Overview:
Digital communication across all courses, whether online, hybrid, or onsite, should adhere to existing UCSF policies, including our PRIDE values, the Campus Code of Conduct and the Policy on Student Conduct and Discipline, and the UC Faculty Code of Conduct.
The UCSF Campus Code of Conduct articulates the values and ethical practices collectively prized by the USCF campus community. In addition, it declares the expectation that all members of the campus community will exercise integrity and highly ethical conduct when making their contribution to the organization. There are several campus compliance programs in various stages of development that supplement this Code of Conduct. This document is intended to highlight some key issues specific to digital communication. Please visit the UCSF Office of Student Academic Affairs website for a more extensive list of student-related policies.
Students, postdoctoral scholars, and faculty should abide by the guidelines below across all forms of online communication conducted during UCSF-affiliated activities, including emails, discussion boards, presentations, forums, and video and chat applications. Serious or repeated online misconduct may constitute violations of existing UCSF policies and will be investigated accordingly. Disciplinary actions can range from a verbal warning to potential dismissal, with increasing levels of formality and intervention, including written notices, conduct records, and action plans, based on the severity or recurrence of misconduct.
Guidelines for Digital Communication:
• Remember There Are Real People Behind the Screen:
When engaging in online discussions, keep in mind that your words are being read by real individuals who deserve respect. Without visual cues like facial expressions or tone, messages can easily be misunderstood. Before hitting send, ask yourself if you would say the same thing in a face-to-face conversation.
• Uphold the Same Ethical and Professional Standards as You Would In-Person:
Online environments are no different from in-person settings when it comes to expectations for conduct. This includes following copyright laws and adhering to the University's values. Please use proper titles when addressing professors and instructors, such as Dr. or Prof. Remember to not address instructors by their first names unless specifically invited to do so. Also, give credit when referencing or quoting an external source.
• Be Mindful of the Digital Environment:
What may be acceptable on social media or in a text message might not be appropriate in an academic setting. Take note of the communication style used by your peers and instructors and adjust accordingly.
• Write with Care and Clarity:
Your writing speaks volumes. Please ensure your contributions are well-written, relevant, and proofread before submission. Be cautious when using abbreviated text (e.g., using “u” instead of “you”) or ALL CAPS, as the latter can be interpreted as yelling.
• Engage Respectfully - Don’t Bully or Argue Dismissively:
Passion for a topic is commendable; however, it should always be conveyed through respectful and thoughtful communication. Disagreement is a constructive element of academic discourse; however, it should remain focused on ideas and avoid becoming personal. Treat others with the same respect you would expect in return.
• Protect the Privacy of Your Peers and Instructor:
Some discussions may involve personal experiences. Respect the confidentiality of your peers and instructors. Refrain from sharing screenshots, recordings, or any content from the course without explicit permission.
• Don’t Misuse Expertise or Authority:
If you have more experience in a subject, use it to support, not overpower, others. Constructive dialogue promotes growth; offer support rather than dismissal.
• Respect Others’ Time and Internet Resources:
Keep your messages focused and to the point. Avoid attaching large files or images that may be difficult to download.
9. Campus-Wide Policies
9.1. Alcohol and Other Drug Policy
The University recognizes drug and alcohol dependency as treatable conditions and offers student support programs for University students and employees with substance dependency problems. Student Mental Health and Wellbeing (SMHW) external site (opens in a new window) offers programs and personal consultation services.
Policy
The unlawful manufacture, distribution, dispensing, possession, use, or sale of alcohol or of controlled substances by university employees and students in the workplace, on university premises, at official University functions, or on university business is prohibited.
UCSF’s implementation of the regulations associated with the UC Policies Applying to Campus Activities, Organizations and Students external site (opens in a new window) are designed to protect the rights of members of the University, prevent interference with University functions or activities, and assure compliance with all pertinent laws and policies.
9.2. Clery Act Security and Fire Safety Stats
The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act of 1998 is part of the Higher Education Act. The goal of the Clery Act is to ensure that students, prospective students, parents and employees have access to accurate information about crimes committed on campus and campus security procedures.
- Visit the UCSF Police Department website to read the current Annual Security Report.
- UCSF also prepares an annual Fire Safety Report that provides information on fire suppression systems and other relevant fire safety details. Visit the Office of Research: Environmental Health and Safety to read the current Fire Safety Report.
- See information on UC's compliance with Clery Act on the website of the UC Office of the President.
- Visit the Clery Center website for more information about the Clery Act.
9.3. Violence Against Women Act
UCSF places a high value on the safety of its community members. The UC Policy on Sexual Harassment and Sexual Violence prohibits all forms of sexual harassment and sexual violence, including sexual assault, dating and domestic violence, and stalking. Additionally, California law prohibits acts of sexual assault, dating and domestic violence and stalking – these acts are crimes. See the section on violence against women on the UCSF Police Department website for more information.
9.4. Sexual Violence Prevention and Response Team
The Sexual Violence Prevention and Response Team at UCSF provides proactive education and training about unlawful discrimination and harassment to the campus community; assists students, staff, faculty, and visitors to resolve conflicts involving discrimination and harassment; responds to complaints; and oversees the process for resolution and investigation of complaints. Visit the Team's website for help and further information.
If you need assistance for yourself or another person, you may also contact a confidential CARE advocate at 415-502-8802 or [email protected].
9.5. Code of Conduct and Integrity of Research Policies
Quality research requires adherence to the highest standards of integrity in proposing, conducting, and reporting research. Report suspected research misconduct such as fabrication, falsification, or plagiarism to [email protected].
Individuals should not undertake investigations of suspected research misconduct on their own. The Office of Ethics and Compliance is responsible for evaluating and investigating all allegations of misconduct related to research at UCSF.
Please also refer to UCSF Office of the Executive Vice Chancellor and Provost’s Integrity of Research Policy, and the University of California Policy on Integrity in Research.
9.6. Campus Code of Conduct and Policy on Student Conduct and Discipline
The UCSF Campus Code of Conduct articulates the values and ethical practices collectively prized by the USCF campus community. It expresses the campus commitment to teaching, patient care, research, and business operations that are based on the highest ethical principles. In addition, it declares the expectation that all members of the campus community will exercise integrity and highly ethical conduct when making their contribution to the organization.
There are several campus compliance programs in various stages of development that supplement this Code of Conduct. There are also many UCSF policies and applicable federal and state laws and regulations to which the campus must adhere. This document is intended to highlight some key issues. See the Policy on Student Conduct and Discipline for the complete policy.
9.7. Faculty Conduct Policies
The UC Faculty Code of Conduct presents the Code of Professional Rights, Responsibilities, and Conduct of University Faculty, as well as University Disciplinary Procedures.
The UC Policy on Faculty Conduct and the Administration of Discipline can be found here. It summarizes types of disciplinary sanctions applicable to faculty.
The UCSF Procedure for Investigation of Faculty Misconduct and the Administration of Discipline applies to any complaint of faculty misconduct received on or after January 20, 2016.
9.8. Graduate Community Principles
In alignment with UCSF PRIDE Values and the Office of Outreach and Opportunity’s Principles of Community, the graduate community shares a collective responsibility to foster a campus community that is equitable, inclusive, welcoming, secure, responsive, and affirming environment of mutual respect, empathy and trust. Several principles of community have been established to guide campus life at UCSF:
We recognize, value, and affirm that our rich diversity contributes to the excellence of the University and enhances the quality of campus life for individuals and groups. We encourage one another to apply our unique talents in creative and collaborative work, take pride in our various achievements and celebrate our differences.
We reject all acts of discrimination, including, but not limited to those based on race, ethnicity, gender, age, disability, sexual orientation, gender identity/expression, and religious or political beliefs, as affirmed by the UC Diversity Statement. We commit ourselves to fostering an atmosphere of equity and inclusion.
We are committed to providing a welcoming campus environment where each person can benefit from the highest principles of openness and integrity. As a public university, we are committed to transparency in our dealings so that we may engender trust from all of our stakeholders.
We affirm the right of freedom of expression within the UCSF community and commit to the highest standards of civility and decency. We are committed to maintaining a community where communication is courteous, sensitive, respectful and never demeaning.
We will form a campus infrastructure that is responsive to the needs of our community. We have empathy for others, and will establish systems which address the needs of the one and the many.
We affirm that each member of the campus community is expected to work in accord with these principles and to make individual efforts to enhance the quality of campus life for all.
9.9. GEPA Student Grievance Procedures
For complete student grievance and academic dismissal procedure guidelines, please see Appendix VII, Divisional Procedure for Student Grievance in Academic Affairs on the website of the UCSF Division of the UC Academic Senate.
9.10. Anti-Discrimination Policy Statement
The University of California, in accordance with applicable Federal and State law and University policy, does not discriminate on the basis of race, color, national origin, religion, sex, gender identity, pregnancy,* physical or mental disability, medical condition (cancer related or genetic characteristics), ancestry, marital status, age, sexual orientation, citizenship, or service in the uniformed services.** The University also prohibits sexual harassment.
This nondiscrimination policy covers admission, access, and treatment in University programs and activities.
*Pregnancy includes pregnancy, childbirth, and medical conditions related to pregnancy or childbirth.
**Service in the uniformed services includes membership, application for membership, performance of service, application for service, or obligation for service in the uniformed services.