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Academic Policies
For official wording of Stanford's academic policies, students should refer to:
Below we provide an overview of these policies and guidance on adhering to them.
Academic Calendar
Students should be aware of significant enrollment deadlines that accompany every quarter. Deadline descriptions and guidance on meeting them are provided below.
Study Lists Deadline
By this deadline date, students should choose an initial course list of at least 12 units and register on AXESS. Students who do not submit a Study List by the deadline will incur a fee.
Students should be aware that AXESS may be difficult to log on to during high-traffic periods. For this reason, we encourage students to file their Study Lists well in advance of the deadline. Students also should print a copy of their updated Study Lists for their records.
Add Deadline: Last date to add courses or units
Students should add new courses or units to their Study Lists on AXESS on the Add Deadline date. This includes adding an entirely new course or increasing the number of units in a course based on the instructor’s approval. Students should print a copy of the new Study List for their records.
Drop Deadline: Last date to drop courses or units
By this date, students should drop any courses or units from their Study Lists on AXESS. Courses or units dropped by this deadline will not appear on a student’s transcript. Students may continue to withdraw from courses for a specified period after this date and a W (withdraw) notation will appear on the students transcript. Students also should print a copy of their updated Study List for their records.
Change of grading basis deadline
Many courses have a letter grade or credit / no credit notation option, which students choose when they file an initial Study List. Students may elect to change this option until the grading basis deadline.
However, students must decide by the grading basis deadline date whether they will maintain their current grading basis after evaluating their progress in their courses. In some cases, this needs to be decided without knowing formal midterm grades.
Students cannot petition to change their grading option after the deadline due to poor performance on a midterm. Students also should print a copy of their updated Study List for their records.
Term withdrawal deadline
Students withdrawing from the University for personal or academic reasons, may receive a partial tuition refund if this is done by the term withdrawal deadline. Freshmen should consult with their Resident Dean and the Assistant Dean of Freshmen, Jim Kim (jimkim@stanford.edu, 650-724-1853). Upper-class students should consult with their Residence Dean and UAR advisor.
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Course withdrawal deadline
By this date, students should withdraw from a course to receive a W instead of a grade on their transcript. The W will remain on the transcript and cannot be changed even if a student takes the course again. Students also should print a copy of their Study List, reflecting the withdrawal, for their records.
Last opportunity to arrange an Incomplete in a course, at last class
Students should consult with their instructors well in advance of the deadline to secure permission to take an Incomplete notation in a course. Typically, this option is granted on a case-by-case basis depending on a student’s specific circumstances, and by no means are Incomplete notations automatically granted.
Students may request this notation for a variety of reasons. Some reasons include expanding on a research paper under an instructor’s guidance or needing more time to complete coursework due to personal circumstances. Incompletes are granted entirely at the discretion of the instructor.
End-Quarter Period and End-Quarter Examinations
Students should review their final examination schedules published in the Time Schedule and available through AXESS and prepare accordingly. Final examination schedules for each quarter are determined by the time and day that courses meet during the term. By filing a Study List, students commit to taking their final exams on this schedule.
Students may sometimes have two or three finals on the same day based on this scheduling. Students may NOT request to have their finals schedule changed if they have multiple exams on the same day.
Advisors should discuss this with students in advance and encourage them to plan ahead and manage their time well in preparation for their exams.
Course enrollment deadline for students receiving financial aid for following Quarter
By this date, students should enroll in at least one class on AXESS to receive their stipend and refund checks on the first day of Winter quarter.
All Stanford students who receive financial aid must fulfill this administrative task to receive their tuition money in time to attend Winter quarter classes.
Academic Standing
Academic Probation:
Students will be placed on Academic Probation in any of the following situations:
- If your cumulative GPA drops below 2.0
- If you earn fewer than 9 units of credit in a single quarter
- If you earn fewer than 36 units in three consecutive quarters
Removal from Academic Probation:
Students are removed from Academic Probation by doing the following for three consecutive quarter:
- Earning a minimum of 12 units of new course work, and
- Maintaining a cumulative GPA of 2.0 for three consecutive quarters.
Provisional Registration:
Failing to earn 12 units of new course work per quarter or maintain a cumulative GPA of 2.0 while on Academic Probation places students on Provisional Registration.
Removal from Provisional Registration:
Students are removed from Provisional Registration by doing the following for three consecutive quarters:
- Earning a minimum of 12 units of new course work, and
- Maintaining a cumulative GPA of 2.0 for three consecutive quarters.
Suspension:
Students are suspended when they fail to earn 12 units of new course work per quarter or maintain a cumulative GPA of 2.0 while on Provisional Registration. In some cases, students have been suspended directly from Academic Probation. Generally the first suspension is for one year and subsequent suspensions are for three years.
Exemptions:
Under compelling circumstances, a student may be granted a personal exemption, a medical exemption or an ADA exemption. For more information on exemptions, contact Undergraduate Advising.
Appeals:
Any student who wishes to file an appeal to a decision relating to academic policy may do so. For more information on appeals, contact Undergraduate Advising.
Grievances:
Any student who wishes to file a grievance relating to an academic matter may do so.
Course Load and Registration
Standard course load and units for graduation.
The standard amount of work for undergraduates is 15 units in a quarter, although students can register for as few as 12 units of credit. The maximum work load is 20 units (21 if the program includes a one-unit activity course).
Units for graduation.
Undergraduates normally are expected to plan their academic programs so that they can complete 180 units in four years (12 quarters). This includes the requirements for a major, the General Education, Writing and Rhetoric, and the Language Requirements. Satisfactory academic progress averages 45 units per academic year, resulting in 180 units, a cumulative grade point average of at least 2.0 and a baccalaureate degree.
Petitioning to exceed 20 units.
Those students who wish to take more than 20 units in a quarter must file a special petition with Undergraduate Advising and Research. Further information:
Athletes and NCAA considerations.
All varsity student-athletes are required to be certified as eligible under NCAA, Pac-10 and Stanford University rules and regulations. Eligibility certification must be completed prior to joining a team and taking part in any athletic-related activities.
- More information is available in the NCAA Compliance and Eligibility Office and / or contact Sarah Arens (sarens@stanford.edu, 650-725-1524).
The following general rules apply to NCAA eligibility. However, it is always prudent to contact eligibility staff with specific questions since certain regulations are complicated and difficult to interpret.
NCAA rules require that all student-athletes be enrolled in and actively participating in 12 units to be eligible for competition and practice. The only exception to this rule is for seniors in their final quarter, who may be enrolled in the number of units they need to graduate. In this situation, they must file a petition in advance with the Eligibility Office before being eligible for competition.
In order to be eligible for competition, a student-athlete must have passed a minimum of 6 units during the preceding quarter. This requirement carries over from year to year, so students competing in Fall quarter need to complete at least 6 units the prior Spring quarter.
By beginning of second year of enrollment, student-athletes must have completed 36 units and maintained at least a 1.8 cumulative GPA.
By beginning of third year of enrollment, student-athletes must have completed a minimum of 27 units during the previous academic year (Fall / Winter / Spring only). They must also complete at least 40 percent of degree while maintaining at least a 1.9 cumulative GPA.
By beginning of fourth year of enrollment, student-athletes must have completed a minimum of 27 units during the previous academic year (Fall / Winter / Spring only). They must also complete at least 60 percent of degree while maintaining at least a 2.0 cumulative GPA.
By beginning of fifth year of enrollment, student-athletes must have completed a minimum of 27 units during the previous academic year (Fall / Winter / Spring only). They must also complete at least 80 percent of degree, while maintaining at least a 2.0 cumulative GPA.
Special cases for transfer student-athletes generally follow these guidelines, but it would be best to check with the Eligibility Office if you have specific questions.
Activity Courses Units:
The universtiy does limit the number of activity units that may be applied to the undergraduate degree. This includes student-initiated courses. Check the Stanford Bulletin for the maximum allowable units.
Grading Options
CR / NC.
The CR / NC option is intended to relieve the pressure on students for achievement in grades. Students should evaluate their performance in a course before opting to change it to a CR / NC notation. Please note the following:
- Most departments do not accept CR / NC notation for courses for credit within the major requirement.
- All General Education and Writing and Rhetoric Requirement courses must be taken for a letter grade.
- The following applies for students admitted as freshmen Autumn quarter 1996 and later. No more than 36 units of Stanford course work (including activity courses) in which a ‘CR’ or ‘S’ was awarded can be applied to the 180 (or 225 for dual majors) units required for a bachelor’s degree.
- Stanford Bulletin: Grading Systems
Incompletes
- Students may request incomplete as a grade for a course in which they have completed part of the requirements by the end of the quarter. The work completed must be substantial to qualify for an incomplete.
- Students must request an incomplete by the last class meeting. Some departments and programs have an official incomplete form that students must fill out and submit for approval.
- Faculty may decide whether to grant the request for the incomplete. They may determine the conditions under which the work is made up, including setting a deadline of less than one year.
- Students are urged to consult with an advisor to determine whether an incomplete is a good course of action given their current academic standing and future plans.
- No credit is given until the course is completed and a passing grade received, At that time, all reference to the “I” is removed from the transcript.
- If the work is not completed within one year, the “I” is automatically changed to an “NP” (No Pass) or “NC” (No Credit).
- Stanford Bulletin: Grading Systems
Withdrawals
- Students may withdraw from a course by the course withdrawal deadline.
- The notation ‘W’ (meaning Withdrew) will be recorded on the transcript instead of a grade. This cannot be changed even if a student takes that course again.
- Students who withdraw from a course that is necessary for their major or specific pre-professional track should consult closely with an advisor about options for fulfilling this requirement in subsequent quarters.
- Stanford Bulletin: Grading Systems
Repeated Courses
- Students may retake many courses already on their transcript, regardless of the grade earned. The original grade will be replaced with the notation "RP."
- Courses that may be repeated for credit are noted in the Bulletin.
- Only the units and the grade for the second enrollment in the same course count toward your GPA.
- Students may not replace a final grade of "W" with an "RP."
- Students may not take a course for a third time unless they received an "NC" or "NP" the second time. Students must also meet with an academic advisor before being allowed to enroll in a course for the third time.
- A "W" in a course does not count toward the three-retake maximum.
- Students may not enroll in courses for credit for which they received either Advance Placement or transfer credit.
- Discuss the academic value of retaking any course with your academic advisor.
Absences and Illnesses
Inevitably circumstances arise where students must miss class due to serious illness, family crisis or other exceptional extenuating circumstances.
- Students should contact their instructors as soon as possible to notify them of the reason for the absence.
- It may be necessary for the student to discuss academic accommodations (e.g., extensions of due dates, excused absences).
- Students should also contact their Residence Dean and the Office of Undergraduate Advising and Research in such instances.
- The UAR may assist in the notification to instructors verifying the student's circumstances.
- It is at the discretion of the instructor to deem what accommodations, if any, are appropriate.
- When granted by the instructor, accommodations provide students the flexibility to address life circumstances while maintaining a responsible approach to their academic responsibilities.
- If students are unable to contact their instructors, Undergraduate Advising and Research (UAR) advisors and deans in the Freshman Dean's Office (FDO) can facilitate these communications.
- The UAR and FDO can help students develop a plan on how best to work through their individual situation.
- The plan may include referrals to campus resources, such as Vaden Health Center, Counseling and Psychological Services, the Office of Accessible Education, and the Residence Deans.
When life circumstances are particularly disruptive to academic study in terms of severity or timing, students are advised to consult UAR and FDO staff who are experienced in helping students. They can help you weigh whether it’s best to drop or withdraw from a course, change the grading basis, arrange an incomplete, or take a leave of absence. Students who will not meet requirements for satisfactory academic progress because of illness, injury, or significant personal circumstances should consult UAR or FDO staff. Read more about:
- Withdrawing from a course
- Changing the grade basis for a course
- Arranging an incomplete
- Taking a leave of absence
- Making an advising appointment
Absences for Varsity Athletes
The instructor has the discretion to determine what academic accommodations for athletic commitments are appropriate. It is in students' best interests to approach instructors as soon as team schedules are known, ideally at the start of each term. When team obligations conflict with scheduled class examinations, student athletes are advised to adapt the following letter and deliver it as soon as possible to their instructor.
Transfer credit
Students can transfer up to 45 units of credit from another institution toward their Stanford degree, with approval.
University Course Credit
Undergraduates who want to apply credit from courses taken at another university toward their Stanford degree should review the policies for doing so:
This applies to both transfer students and students seeking pre-approval for courses they anticipate taking during summer or a leave of absence.
Credit for courses taken through a University Exchange
Students who plan to study overseas should speak to the transfer credit officer in the registrar’s office before they leave for their overseas program. It’s important to clarify what materials to collect while abroad (syllabi, documents with signatures, etc.) so the credit transfer can be expedited when they return.
AP / IB Credit
Students wishing to apply their AP or IB credit toward their Stanford degree should evaluate their college plans before transferring all their credit. Keep in mind that students can transfer a maximum of 45 units. Students who anticipate taking classes during the summer at another university that might apply to their major may wait to transfer their AP / IB credit. This insures that they do not reach their 45 unit maximum too early in their Stanford career. Students with AP / IB credit should consult with an Undergraduate Advisor before beginning the transfer process.
Holds
In some circumstances, students may experience holds on enrollment due to financial or medical circumstances. Students can check AXESS to see who has placed the hold and should then resolve it by communicating with that individual or office. Students are encouraged to speak to an Undergraduate Advisor if they need to make changes to their Study List. Students can speak to advisors about other necessary enrollment status changes while they have a hold, or if they need advice or clarification about holds.
End of the Quarter and Finals
End of the Quarter
The End-of-the-Quarter period is a time of reduced social and extracurricular activity preceding final examinations. Its purpose is to permit students to concentrate on academic work and prepare for final examinations.
During End-Quarter period, classes are regularly scheduled and assignments made. This regular class time is used by instructors in whatever way seems best suited for completing the course material.
- Instructors should not make up extraordinary assignments or announce additional course meetings in order to “catch up” in course preparations. They can, however, offer optional review sessions and suggest other activities that might seem appropriate for students preparing for final examinations.
- No graded homework assignments, mandatory quizzes or examinations should be given during End-Quarter period. For exceptions to this policy, see the Stanford Bulletin (PDF).
- Major papers or projects that the student has had reasonable notice about may be called due during End-Quarter period.
- Take-home final examinations may be distributed in the End-Quarter period.
- End-Quarter examinations may not be held during this period.
- If students encounter problems with the stated policy in one of their courses, they should consult with a UAR advisor.
- Stanford Bulletin: End-Quarter Policy Statement
Finals
Examinations are part of the process of education at the same time that they are a means to measure the student’s performance in course work.
- Final examination schedules for each quarter are determined by the time and day that courses meet during the term. By filing a Study List, students commit to take their final exams on this schedule. Sometimes students may have two or three finals on the same day based on this scheduling. Students may not request to have their finals schedules changed if they have multiple exams on the same day.
- When the final examination is not held in class, the schedule or format of it must be made known by the fourteenth day of the quarter. The instructor may ask students to return take-home examinations early in the final examination period. However, exams may not be called due until the end of the regularly scheduled examination time for that course.
- If unforeseen circumstances prevent the student from sitting for the regularly scheduled examination, instructors should make alternative arrangements on an individual basis. Unforeseen circumstances include illness, personal emergency or the student’s required participation in special events. One example of these types of events are athletic championships which are approved as exceptions by the Committee on Undergraduate Standards and Policy.
- Stanford Bulletin: End-Quarter Examinations
Leaves of Absence
Leave of Absence policy
Students have the option of taking a Leave of Absence for up to one year upon filing a petition with the Office of the University Registrar. In some cases, leave may be extended through the petition process. For more information:
Returning Students.
Students returning at a time different from that indicated on the Leave of Absence (LOA) form, or those returning from an absence who did not submit a LOA form must petition to register.
Students returning from more than one year away from Stanford may wish to join a returning students advising group, facilitated by advisors from UAR. Interested students should contact Undergaduate Advising and Research.
Reinstatement.
Students who have not been enrolled at Stanford for more than two years must petition for reinstatement under the guidance of a UAR advisor. The University is not obligated to approve reinstatement of students. For more information: