Doctoral Candidacy Policies

Handbook Table of Contents | Constitution | Faculty Policies | Degree Policies

Policies for All But Dissertation

Carnegie Mellon Doctoral Candidacy Policies

The University document "Doctoral Candidacy Policies for ABD Dissertation Candidates", dated 28 February 1991, is included in this Handbook for reference (see below).

The point at which the conditions specified in this Policy for the beginning of ABD status are met is defined in the published description of each doctoral program for which the Mellon College of Science or one of its departments is responsible.

By decision of the MCS College Council (19 March 1991), the College does not specify any guidelines, beyond those contained in the Policy, regarding the definition of "substantial use of University resources", as used for the certification of in-absentia status.

Doctoral Candidacy Policies for All But Dissertation (ABD)

Approved February 28, 1991
Modified May 8, 1995

The university has a series of policies which cover: a definition of ABD status, time limits on doctoral candidacy status, a definition of in residence and of in absentia status for ABD candidates and the tuition charged for candidates in residence and candidates in absentia. These rules apply to all graduate students, except those who were enrolled or on leave of absence as graduate students in the spring semester 1990. Each student to whom this exception applies shall continue to be governed by the policies of his/her department/college at the time of matriculation, unless the student wishes to opt for the current set of policies. Any student so doing will be subject to all the rules and conditions of these policies from the beginning of the semester of this option; any charges incurred prior to that date will be applicable. Under extraordinary circumstances, appeals of these charges may be made in writing to the Office of the Registrar.

ABD Status

After the completion of all formal degree requirements other than the completion of and approval of the doctoral dissertation, and the public final examination, doctoral candidates shall be regarded as All But Dissertation (ABD). Achieving ABD status is verified by the candidate's home department. Once a student meets department criteria, ABD status must be certified by the department in writing to the Registrar's Office.

Time Limit on Doctoral Candidacy Status

Once students achieve ABD status, their doctoral degree candidacy shall continue for a maximum of seven full academic years, unless terminated earlier by conferral of the degree, by academic or administrative action, or by a lapse of candidacy due to more restrictive department or college policy. At the expiration of the seven year period, candidacy status shall lapse. Once candidacy has lapsed, the person may resume work towards a doctoral degree only if newly admitted to a currently offered doctoral degree program under criteria determined by that program.

Under extraordinary circumstances, such as documented military or public service, family or parental leave, or temporary disability, a school or college may, upon the relevant department's recommendation and with the written approval of the dean, defer the lapse of candidacy status for a period commensurate with the duration of that interruption.

In Residence vs. In Absentia

Once students achieve ABD status, they must choose whether to complete their dissertation in residence, in absentia under the current policies, or in absentia under the old policy if they were accepted into their doctoral program prior to fall semester 1990.

A candidate in absentia must meet the specific criteria noted below. No candidate in absentia will be verified by the university as a "student" for immigration or loan purposes. ("Non resident alien" students on J1 or F1 visas who become ABD must continue to follow Immigration and Naturalization Service (INS) regulations. The intent of INS regulations is that the student continues to pursue completion of the degree on a full-time basis under the jurisdiction of the university which will award the degree. In general, foreign students who enter ABD status are advised to remain in residence while they complete their degree. Questions about ABD status and visa requirements should be addressed to the Office of International Education.)

When a candidate decides whether to be ABD in residence or ABD in absence, he/she must complete a Doctoral Candidate Contractual Agreement form available from the Office of the Registrar. The Agreement Form declares the candidate's choice of following the current or old policy, if the old policy is an option, as well as whether the candidate wishes to be designated as in residence or in absentia. The Contractual Agreement form may be used several times; however, a candidate who has chosen to be in absentia must return for at least one semester of full time status before qualifying for final semester tuition benefits for ABD candidates in residence.

The candidate has been enrolled as a full-time graduate student at Carnegie Mellon University for at least one academic year or up to two academic years if required by the student's home college. Part-time graduate enrollment may, at the department's discretion, be counted pro-rata towards one year of this total.
The candidate does not receive a stipend predicated on his or her status as a graduate student or doctoral candidate and paid by or administered by the university whether teaching or research assistantship, scholarship, or fellowship.
The student does not require substantial use of university resources. Departmental certification of this condition shall be subject to guidelines established by the School or College.

According to university guidelines, candidates in absentia may:

obtain university health insurance
use university libraries
use the book and computer stores
use computing facilities only for department communications and for thesis text preparation
enter university buildings for faculty/student consultations
become regular university employees

They may not:

be employed with a graduate student stipend

buy parking permits

use the gymnasium

use Dining Service meal plans

use Campus Account services

live in university housing

use University Health Services (1)

The Office of the Registrar will provide in absentia candidates with a sticker which provides identification for access to the library and other services permitted under the guidelines.

Tuition/Fee Effects of in Absentia Status Including Final Semester

While an ABD candidate is in absentia, no formal enrollment or payment shall be required with one exception: an ABD candidate in absentia shall be required to pay five units of graduate study, or greater if required by college policy, based on their current school/college's tuition before the degree is conferred. Under extraordinary circumstances, an exception may be granted by petition. A petition should be made to the student's school/college's Associate Dean who will forward it for consideration by the Registrar.

Employment of Candidates in Absentia

As noted above, ABD candidates in absentia are extended only minimum access to university resources: "The candidate does not receive a stipend predicated on his/her status as a graduate student or doctoral candidate and paid by or administered by the university whether for teaching or research assistantship, scholarship or fellowship." An ABD candidate in absentia cannot be hired for work directly related to completing his/her dissertation and/or make substantial use of resources for work towards the doctorate as noted above. In order to be in compliance with these policies, the universities employment policies, and the Internal Revenue Service, an ABD candidate in residence may only be hired for university employment as a regular employee and through the regular employment process.

Footnotes
1 University Health Services are available only to currently-enrolled students except in an emergency.