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Students of New Faculty (GAP 2.4)

Document 2.4

Commitment to Graduate Student Diversity

Current version

July 25, 2011
* This policy became effective
Sept 1, 2011

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Any Stanford department or program recruiting faculty from another academic institution, and eligible doctoral students advised by that faculty member, as defined in this policy.   

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If you have questions or suggestions about this handbook, contact the office of the Vice Provost for Graduate Education.

This handbook is a reference for Stanford faculty, staff and students. Where the current Stanford University Bulletin includes coverage of these topics, the current Bulletin is the governing policy. Stanford University reserves the right to make changes to its applicable policies, procedures and other materials contained here at any time and without prior notice.


Current doctoral students of faculty hired by Stanford have options for continuing their doctoral program, once their faculty advisor transitions to Stanford. One option, described here, includes being appointed into nonmatriculated status at Stanford for a limited period of time.


Faculty members recruited by Stanford University may be coming from positions where they have been advising doctoral students. Options for these students include:

  1. The student stays enrolled at the home institution and completes the degree program there.
  2. If Stanford offers an appropriate degree program, the student applies to, is accepted by, and matriculates in a doctoral program at Stanford and completes the degree program here. All degree requirements and decisions regarding timing, procedures and outcome of the student’s application for admission rest solely with the Stanford degree-granting program (see GAP 2.1, Admitting Graduate Students to Matriculated Study).
  3. The student stays enrolled at the home institution, but moves to Stanford for a limited period of time to complete research under the direct guidance of the newly hired faculty member. The degree is awarded by the home institution.

To facilitate this third option, Stanford has established a nonmatriculated graduate student status for Students of New Faculty.


1.1 Appointing Students of Newly-Appointed Stanford Faculty Into Nonmatriculated Stanford Status

   1.1.1 Eligibility

Faculty who are being hired by Stanford University, and who are currently advising doctoral students in advanced stages of degree completion at their home university, may appoint one or more of these students into nonmatriculated graduate status at Stanford for the purpose of facilitating the completion of the student's doctoral research with their faculty advisor. To be eligible for this status, the student must:

  1. have completed at their home institution all degree requirements equivalent to those required for Stanfordís TGR status (i.e., completed all curricular requirements, candidacy, and residency), and
  2. be in good academic standing at their home institution, and remain so while at Stanford, and
  3. demonstrate agreement to the terms and conditions for this appointment by signing the Students of New Faculty Representations.

   1.1.2 Appointment

The decision as to whether a newly-appointed faculty member may bring one or more current doctoral students to Stanford to complete their doctoral research, and the arrangements for doing this, must be addressed during the recruitment process and must be documented before the faculty member begins their appointment at Stanford (see Implementation Procedures, Section 2, below).

Appointment of these students into nonmatriculated Stanford graduate status requires the approval of the incoming faculty member, that faculty member’s Stanford department chair and school dean, and Stanford’s office of the Vice Provost for Graduate Education, as well as of the appropriate office at the student’s home institution. Students are appointed into a degree-granting department or program.

Approval for these appointments is documented by means of an Affiliation Agreement identifying the student(s) and describing the arrangements for their appointment at Stanford. Attachments to this agreement specify the timing of the appointment and the sources of financial support, if any, for each student. [NOTE: Both links will download a Word form.] Because these students will enroll in the appropriate TGR course each quarter, their appointments should start on a date coinciding with the start of an academic quarter at Stanford (see discussion of enrollment, below).

Students are appointed into this status for one year at a time, up to a limit of three years. The Stanford department may request extensions beyond the third year. Approval for extensions requires the concurrence of the Stanford school dean’s office and the Vice Provost for Graduate Education, along with the appropriate office(s) at the student’s home institution.

   1.1.3 Visa Processing

International students who have been granted F or J visa sponsorship by their home institution will remain on that visa during their appointment at Stanford. The appropriate office at the degree-granting institution will confirm this status with Stanford’s Bechtel International Center in advance of the student’s appointment here.

In the case of a faculty member being recruited from a university outside of the United States, where the faculty member wishes to appoint a doctoral student to nonmatriculated status under the provisions of this policy, the student will need to obtain and maintain the appropriate visa status for their stay in the United States (see GAP 2.2, Requirements for New International Students).

1.2 Enrollment

Once appointed, Students of New Faculty must enroll in the appropriate TGR course during each academic year quarter of their Stanford appointment. Failure to enroll in the appropriate TGR course for a term during the academic year may result in the termination of the student’s status at Stanford. Summer enrollment is optional subject to the relevant policies of Stanford and of the home institution.

When enrolled in this status, students may also enroll for up to three additional units, which cannot be applied toward degree requirements at the home institution. Students of New Faculty are not expected to enroll in more than three units; if enrolled in four or more units, the student will be charged the graduate per-unit tuition rate, rather than the TGR rate.

The policies of the student’s home institution regarding approved leaves of absence will apply; Students of New Faculty will not be placed on leave status from Stanford University. If a student is approved for a leave of absence by the home institution for reasons other than appointment at Stanford, the appointment at Stanford will be discontinued, and reinstatement will require the approval of the Stanford department chair, school dean’s office and office of the Vice Provost for Graduate Education.

1.3 Tuition, Fees and Financial Support

   1.3.1 Tuition and Fees

Students of New Faculty will be charged TGR tuition for every quarter in which they are enrolled at Stanford University (except as provided in Section 1.2, above, in the case of enrollment in four or more units).

In addition, these students will automatically be enrolled in the Cardinal Care insurance plan unless they contact the Vaden Health Center to demonstrate comparable alternative coverage and take the necessary action to waive Cardinal Care. Students in this status will also be charged the quarterly Campus Health Services Fee.

Students of New Faculty will be charged a one-time Document Fee and ASSU fees.

   1.3.2 Financial Support

Nonmatriculated students, including the Students of New Faculty, are not entitled to financial support from Stanford University. However, the newly-appointed faculty member and/or the Stanford school or department may provide financial support in either of the following ways:

  • The student may be given a stipend from unrestricted sources, including funds designated as the faculty member’s “start up” funding. These funds may also be used to pay the student’s tuition and other Stanford fees as deemed appropriate.
  • If the student will be contributing effort in the performance of a sponsored project, the student may be appointed and paid as a Research Assistant (see Administrative Guide 24.2, Graduate Student Assistantships).

See Students of New Faculty in GFS for additional information about processing financial support for Students of New Faculty.

1.4 Student Privileges and Responsibilities

Students of New Faculty are subject to thepolicies, rules and regulations of Stanford University. These include (but are not limited to):

  • intellectual property; students in this status are required to sign an SU-18 Stanford Patent and Copyright Agreement
  • the Honor Code and Fundamental Standard; students in this status who commit violations of academic or behavioral standards are subject to termination of their appointment, at the discretion of the faculty advisor and the Vice Provost for Graduate Education, who may confer with others as appropriate.
  • required training; the faculty advisor is responsible to assure that students in this status receive any required training in order to be able to carry out their research at Stanford, including appropriate health & safety training, instruction in the protection of human subjects, or any other instruction required by the work that the student will do.

Students of New Faculty must meet all deadlines established by the Stanford Academic Calendar, including quarterly registration. They are eligible for graduate on-campus housing on a space-available basis. They are also eligible to participate in the programs offered by the Graduate Life Office.

1.2 Discontinuance of Status

Appointments of Students of New Faculty can be discontinued by Stanford before the anticipated end date:

  1. if the student graduates from the home institution;
  2. for breach of the Affiliation Agreement or Student of New Faculty Representations;
  3. if the faculty advisor leaves Stanford or is unable to serve as an advisor to the student;
  4. if the student fails to comply with applicable laws and/or the policies of Stanford University; or
  5. if Stanford determines it is in its best interests to separate from the student.


2.1 Appointment Into Nonmatriculated Stanford Status

1. Determines whether the incoming faculty member has doctoral students whom he or she wishes to appoint to nonmatriculated status at Stanford. Appointing department chair and Faculty Affairs
2. If the incoming faculty member wishes to bring one or more doctoral students to Stanford for a limited period of time, formalizes these arrangements by including information about the student(s) in the incoming faculty member’s appointment papers. Faculty Affairs or designated staff in the appointing department
3. Completes and signs the Affiliation Agreement between Stanford and the student’s home institution, with an attachment including appointment information for each incoming student. Each link will download a Word form. Stanford degree program, school dean’s office, VPGE office, plus appropriate office at home institution
4. Obtains the nonmatriculated biodemographic form and the Students of New Faculty Representations, and forwards to student for completion. Stanford Department
5. Completes the biodemographic form and the Student of New Faculty Representations and returns to the Stanford department. Student

Forwards the biodemographic form and a copy of the signed Affiliation Agreement and Student Representations to Graduate Admissions in the Office of the Registrar as soon as possible, but no less than 30 days before the first day of classes in the anticipated Stanford academic term. Retain original forms in departmental files.

In the case of international students, forwards a copy of signed Affiliation Agreement to the Stanford Bechtel International Center, identifying the student’s visa status at the home institution.

Stanford Department
7. For international students, confirms the student’s visa status with the home institution and maintains documentation of visa status here. Bechtel Center
8. Creates and activates the nonmatriculated student record in PeopleSoft, provides the Employee Identification (Emplid) number with enrollment instructions to student. Graduate Admissions,
Office of the University Registrar

Registers in departmental TGR course before each quarterly deadline, makes appropriate academic progress, and is responsible for the payment of all Stanford bills.

    Note: Non-matriculated registration is a manual process, requiring the student to complete a registration form at the Student Services Center.

10. If appropriate, enters any agreed-upon financial support for the student in GFS. See Students of New Faculty in GFS. Department
11. Documents academic progress by recording a Pass/No Credit grade for the student for each enrolled quarter. Faculty Advisor
12. To extend a student in the status of Student of New Faculty into a new academic year, complete and forward to the Office of the Registrar a Students of New Faculty: Appointment Extension/ Termination form. Note that this form is necessary to extend the appointment of a Student of New Faculty into any new academic year. Department

2.1 Discontinuing Student Status

1. Advises Stanford department of pending graduation from the home institution or other reason for ending the appointment at Stanford, as soon as possible but no later than the first day of the student’s intended last quarter at Stanford. Student
2. If the intended last quarter is that originally proposed, or proposed on the most recent Extension, then the student simply does not register after the last quarter. If the student is leaving earlier than anticipated, then the department notifies Graduate Admissions, Office of the Registrar of the pending termination by completing and forwarding the Students of New Faculty: Appointment Extension/ Termination form. Stanford Department
3. Discontinues the student’s enrollment privileges in PeopleSoft. Graduate Admissions,
Office of the University Registrar


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