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Academic Policies
The following information is intended to offer clarification of some university academic policies. While all university policies are not addressed, we hope to illuminate certain policies pertaining to undergraduates and offer information and guidance on the procedures related to them.
For official wording of Stanford's academic policies, students should refer to:
Academic Calendar
Students should be aware of significant enrollment deadlines that accompany every quarter. Deadline descriptions and guidance on meeting them are provided below.
Preliminary Study List 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 onto 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 copies of their updated Study Lists for their records.
Final Study List Deadline: Last date to add or drop courses or units
Students should add new courses or units to and/or drop courses or units from their Study Lists on AXESS by this deadline date. This includes adding an entirely new course and/or increasing or decreasing the number of units in a course based on the instructor’s approval. 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 should print copies of their new Study Lists 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 as the result of either strong or poor performance on a midterm. Students also should print a copy of their updated Study Lists 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 Residence Dean and the Associate Dean of Undergraduate Advising and Research, Koren Bakkegard (kbakkega@stanford.edu, 650-725-3115). Upper-class students should consult with their Residence Dean and UAR Advisor.
Course withdrawal deadline
By this date, students should withdraw from a course to receive a notation of "W" instead of a grade on their transcript. The "W" has no impact upon a student's GPA. The "W" will remain on the transcript and cannot be changed even if a student takes the course again. Students also should print copies of their Study Lists, 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 discuss whether a request for an Incomplete for the course is appropriate. Once requested by the student, Incompletes may be granted at the discretion of the instructor under certain conditions and for a maximum of one year. For more information on the conditions required for an Incomplete, see the Grading Policies section below.
End-Quarter Period and End-Quarter Examinations
Please see below:
Course enrollment deadline for students receiving financial aid for following quarter
By this deadline, 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 their cumulative GPA drops below 2.0
- If they earn fewer than 9 units of credit in a single quarter
- If they earn fewer than 36 units in three consecutive quarters
- Stanford Bulletin: Probation
Removal from Academic Probation
Students are removed from Academic Probation 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.
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.
- Stanford Bulletin: Provisional Registration
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. Typically the first suspension is for one year; subsequent suspensions may be for up to three years.
NOTE: a student may be placed directly on Provisional Registration or suspended without first being placed on Probation if the student has had a prior Probation status.
Appeals
Any student who wishes to file an appeal to a decision relating to academic policy should contact Undergraduate Advising and Research.
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 major, the general education, writing and rhetoric, and language requirements. Standard 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 submit a petition to 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 athletics-related activities.
- More information is available in the NCAA Compliance and Eligibility Office: contact Megan Boone (mboone@stanford.edu, 650-723-6150).
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 Autumn quarter need to have completed at least 6 units the prior Spring quarter.
By the beginning of the second year of enrollment, student-athletes must have completed 36 units and maintained at least a 1.8 cumulative GPA.
By the beginning of the third year of enrollment, student-athletes must have completed a minimum of 27 units during the previous academic year (Autumn / Winter / Spring only). They must also have completed at least 40 percent of degree while maintaining at least a 1.9 cumulative GPA.
By the beginning of the fourth year of enrollment, student-athletes must have completed a minimum of 27 units during the previous academic year (Autumn / Winter / Spring only). They must also have completed at least 60 percent of degree while maintaining at least a 2.0 cumulative GPA.
By the beginning of the fifth year of enrollment, student-athletes must have completed a minimum of 27 units during the previous academic year (Autumn / Winter / Spring only). They must also have completed 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 university limits 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 Policies
CR / NC
Students not wishing to take a course for a letter grade may elect the CR / NC grading option when available and appropriate. Many courses may only be taken for a letter grade. 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
Incomplete Grade
A grade of Incomplete ("I") may be granted by an instructor only if:
- the student requests the Incomplete before the last class meeting; and
- the student has satisfactorily completed a substantial part of the coursework.
Even when both of the above criteria have been met, whether to grant the Incomplete or not is left to the discretion of the instructor. The maximum period of time for which an Incomplete can be assigned is one year.
Instructors are free to determine the conditions for completion of the work, including setting a deadline of less than one year. Thus, students should be advised of the possible implications of being granted an Incomplete, including Academic Standing review. Students may be encouraged to confirm their agreement on the terms for finishing the incomplete with the faculty member in writing (e.g., email).
Students should not request an Incomplete, nor should instructors grant an Incomplete, if the student needs to “sit in on” or retake the entire course or the majority of the course to finish the work. Instead, the student should withdraw from the course by the deadline and retake it later. Students who do not officially withdraw from a course should not be awarded a grade of Incomplete, but should be assigned a grade by the instructor to reflect the amount and quality of work submitted.
Keep in mind the difficulties you may face in completing the work of the course in a timely fashion. Incompletes automatically revert to “No Pass” or “No Credit” by the end of one year and may severely impact academic standing and degree progress. If you have questions, please contact the Office of Undergraduate Advising and Research.
Further Resources:
- Some departments and programs have an official incomplete form that students must fill out and submit for approval.
- 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.
- Stanford Bulletin: Grading Systems
- Stanford Bulletin Academic Policy
Withdraw (from a course)
Students may withdraw from a course after the drop deadline but before the deadline to withdraw. The course will be noted with a designation of “W” on the transcript. The "W" has no impact upon a student's GPA. While withdrawing from a course may be the appropriate option, students should be aware of any implications that may result from the withdrawal.
Students who do not officially withdraw from a course should not be awarded a grade of Incomplete, but should be assigned a grade by the instructor to reflect the amount and quality of work submitted.
- The notation "‘W" will not be changed 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.
- Stanford Bulletin: Grading Systems
Attendance Policies
Attendance
Undergraduate students should plan to attend all class meetings for their courses and are encouraged to review their syllabi for expectations of attendance in each course. Students who are unable to attend classes due to illness, injury, or other compelling reason should be encouraged to contact their faculty directly to alert them to the situation. If the student is away from ampus or otherwise incapacitated, UAR or Residential Education may notify faculty and encourage the student to contact their faculty as soon as possible to discuss plans for making up any missed work.
Note that in general, participation in student groups, clubs, or on athletic teams (including varsity) does not guarantee exceptions to attendance policies, assignment deadlines, exam dates, or other course requirements. Students are generally expected to meet course requirements regardless of travel schedules and are encouraged to discuss travel schedules with each instructor prior to the Study List deadline to ensure agreement on all academic responsibilities. (One exception is athletic championships, which are approved as exceptions by the Committee on Undergraduate Standards and Policy.)
Absences and Illnesses/Injuries
Inevitably some 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.
- Students should also contact their Residence Dean and the Office of Undergraduate Advising and Research in such instances.
- UAR may assist in the notification to instructors verifying the student's circumstances.
- It may be necessary for the student to discuss academic accommodations (e.g., extensions of due dates, excused absences).
- 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.
- The UAR can help students develop a plan on how best to work through their individual situations.
- 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 staff, who are experienced in helping students. They can help students 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 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 may utilize the following letter to communicate with their instructors about the conflict.
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:
Registrar’s Transfer Credit website
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 wish to 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, academic, medical, or behavioral 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 a UAR Advisor if they need to make changes to their Study Lists. 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 the 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 the 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 the 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
Final Examinations
The final exam schedule for each quarter is published on the Office of the University Registrar’s website. Students should be encouraged to review their final exam schedules when they establish their study lists for the quarter and are responsible for ensuring their ability to take the exam as scheduled. Multiple final exams on the same day are not grounds for an exam to be rescheduled. In most other cases as well, faculty are not obliged to re-arrange a final exam for an individual student. In the case of illness, injury, or other trauma, students should be encouraged to consult with their faculty before final exams begin to seek alternative arrangements. Once taken, final exams may not be re-taken.
See also “Attendance Policies” above.
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.
- 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 (e.g., athletic championships, which are approved as exceptions by the Committee on Undergraduate Standards and Policy).
- Stanford Bulletin: End-Quarter Examinations
Leaves of Absence
Students may take a Leave of Absence for up to one year with the option of extending to a second year upon filing a petition with the Office of the University Registrar. For complete information on taking a Leave of Absence from Stanford, see the following:
Returning Students
Students returning to Stanford may need to take specific steps depending on their situation. Please read the following to learn more:
Student with Disabilities
Students who disclose or wish to disclose a disability should be referred to the Student Disabilities Resource Center (SDRC) in the Office of Accessible Education (OAE). Students must provide medical documentation of their disability to OAE. Documentation should not be given to faculty, staff, or other departments.
The SDRC will prepare an accommodation letter to be delivered to the instructor. If the course instructor has not received an accommodation letter for a student, dated in the current quarter, there is no obligation to provide accommodations. For equity reasons alone, students should not receive special accommodations unless their needs have been formally documented.
Further Resources: