Appointments, Delays, and Cancellations

Initial Appointment and Approval Timeline

APM 430 appointments should not exceed one standard calendar year (365 days), and they should not begin prior to being approved. Initial domestic student appointments should be submitted to HR at least six weeks in advance of the proposed appointment start date; initial international student appointments (J-1 requests) should be submitted to HR three-four months prior to the proposed start date. Retroactive appointments will not be approved. If initial requests are submitted outside of HR's timing considerations policy, the Graduate Division will require that the department amend program dates.

Based on HR's timing considerations policy, approvals for domestic scholars can take up to one month and 3‐4 months (includes 2 months ISSO processing time) for J-1 visitors. Due to the limited bandwidth, rush requests cannot be honored. We attempt every effort to provide a quick turnaround time when possible.

Extension/Renewal Appointments

Renewals for domestic and international students should be submitted to HR at least six weeks in advance of the extension start date. Extension/renewal packets should follow all packet requirements. These packets should include an updated/new research purpose/request for extension on the departmental cover sheet, as well as an updated personal statement on the student's applicant form. Packets without updated information will not be approved.

Acceptable Forms

Only the following forms should be used. Older versions will not be accepted.

  1. APM departmental packet
  2. APM student packet
  3. APM supplemental form

Delays and Cancellations

Departments are required to email their HR representative and the student's respective primary insurance company at least three weeks prior to the start date if the student will be delayed in arrival if their program has been canceled or shortened. Failing to directly notify HR and the student's insurance company may result in the department being charged non-refundable fees. The Graduate Division is unable to intervene on behalf of departments or students if primary insurance fees are applied.