Forms, Policies, and Resources

Academic Regulations for the School of Medicine Graduate Programs 

Admission Policy (updated 10/6/2020)

Application Fee Waiver Policy (updated 7/2022)

Attendance Policy in SOM Graduate Studies for classes/journal clubs/seminars (updated 5/9/2023)

Continuous Enrollment Policy (updated 6/21/2010)

Degree & Certificate Requirements (Registrar's Office)

Dissertation Advisory Committee Guidelines for PhD Students (updated 6/10/2014)

Graduate Program Director Description (updated 5/9/2023)

Graduate Studies Professional Conduct Policy (updated 11/14/2024)

Mentor-Student Discussions (updated 4/9/2019)

MOU Stipend Gap FY25 (updated 7/18/2024)

MOU Tuition Waiver/Exemption FY25 & FY26 (updated 7/18/2024)

PhD Student Stipend Policy (through June 2027) (updated 5/14/2024)

Thesis Advisory Committee Guidelines for Master's Students (updated 11/11/2014)

Petition for Exception to Academic Policy
This form is to be used in the following situations:

  • Course registration after deadline
  • Extensions of time-to-degree
  • Course substitution
  • Change of degree
  • Any other exception to an existing SoM academic policy

Course Transfer Request Form
To be submitted by graduate programs on behalf of a new student that wishes to transfer courses from a previous degree or another institution.

International Travel - Off Campus Authorization Registration

Teaching activity approval 

Incomplete Grade Agreement and Instructions

Religious Accommodation Request Form

Onboarding

Immunization Status Form
To be completed at least 2 weeks prior to your first day. There is a separate process for demonstrating proof of COVID vaccination.

Federal Employment Documents
[PhD students receiving a stipend only] All students that are also employees of OHSU must complete the I-9 federal employment form. Use the link above to complete Section 1 of the I-9. Section 2 must be completed in-person at Human Resources.

Qualifying Exams & Degree Advancement

Ph.D. Rotation Request Form
This form confirms rotation assignment plans among the graduate student, proposed rotation mentor, and program director. Research rotations provide a necessary first step in determining where each first-year graduate student will conduct their dissertation research

Request for Dissertation Advisory Committee
Advisory committees guide and advise student research and dissertation/thesis preparation. The Dissertation Advisory Committee must be appointed within six months after Advancement to PhD Candidacy or upon commencement of dissertation research, whichever is earlier.

DAC/TAC Meeting Summary | DAC/TAC Meeting Summary Intake Form
The meeting summary document must be submitted after every DAC/TAC meeting using the intake form.

Graduate Student Annual Progress Report | Graduate Student Annual Progress Report Intake Form
Students meet with their program director once per year to discuss progress on research, classes, and degree completion. The progress report document should be filled out in preparation for this annual meeting.

Defense & Graduation

In order of submission:

Request for Oral Examination 
Use this form to designate the date, time, place, and committee members for your oral examination. The Oral Exam Committee must include no fewer than four (4) members of the Graduate Faculty who do not all have primary appointments in the same department or institute. The committee must also include at least one (1) member who is not a member of the student’s dissertation advisory committee. This form must be approved four weeks prior to your defense date.

Oral Exam Certificate
This form indicates whether the Oral Examination Committee considered the examination to be satisfactory or unsatisfactory. The approved form is due within two (2) days following an oral exam. Plan to complete the form the day before or the morning of your oral exam.

Dissertation/Thesis Certificate of Approval
This replaces the "signature page" of your thesis, with which your Oral Exam Committee approves of the final revisions of your dissertation. The approved form is due before the last day of the term of intended graduation. 

We often receive questions about thesis and dissertation formatting guidelines. We recommend that you follow disciplinary conventions whenever possible. But for most cases, this formatting guide may be helpful.

Library Submission for Dissertations/Theses
How to submit your dissertation to the Library. Your dissertation must be submitted no later than the last day of the term of intended graduation.

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Survey of Earned Doctorates

Onboarding

Immunization Status Form
To be completed at least 2 weeks prior to your first day. There is a separate process for demonstrating proof of COVID vaccination.

Mentor Assignment Form
For documenting your mentor selection. This is typically completed during your first term as a graduate student in a "direct admit" program. Work with your mentor and academic coordinator to verify the information provided is accurate.

Thesis Advisory Committee & Degree Advancement

Request for Thesis Advisory Committee (TAC)
Advisory committees guide and advise student research and dissertation/thesis preparation. The Thesis Advisory Committee must be appointed within nine (9) months of matriculating into the graduate program. Programs may require appointment of the committee earlier than the minimum guideline.

TAC Meeting Summary | TAC Meeting Summary Intake Form
The meeting summary document must be submitted after every TAC meeting using the intake form.

Graduate Student Annual Progress Report | Graduate Student Annual Progress Report Intake Form
Students meet with their program director once per year to discuss progress on research, classes, and degree completion. The progress report document should be filled out in preparation for this annual meeting. For the first meeting, the progress report document should be filled out and shared with the program director before the meeting. After that, students update the form before each meeting.

Defense & Graduation

Request for Oral Examination 
Designate the date, time, place, and committee members for your oral examination. The Oral Exam Committee must include no fewer than three (3) members of the Graduate Faculty who do not all have primary appointments in the same department or institute. The approved form is due four weeks prior to the defense date.

Oral Exam Certificate
The approved form is due within two (2) days following an oral exam. Plan to complete the form the day before or the morning of your defense exam. This form indicates whether the Oral Examination Committee considered the examination satisfactory or unsatisfactory.

Certificate of Approval
This replaces the "signature page" of your thesis, with which your Oral Exam Committee approves of the final revisions of your thesis. The approved form is due before the last day of the term of intended graduation.

Library Submission for Dissertations/Theses
Instructions to submit your thesis to the Library. Your thesis must be submitted no later than the last day of the term of intended graduation.

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