Ph.D. Handbook - Stanford University by wuyunyi

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									       Ph.D. Handbook

     English Department
      Stanford University

A supplement to be used in conjunction
                 with
         The Stanford Bulletin


                 2012-2013 (revised 8/2012)
TABLE OF CONTENTS


SECTION 1: INTRODUCTION                                             1

PURPOSE OF THIS HANDBOOK                                            1
STANFORD BULLETIN                                                   1
GRADUATE ACADEMIC POLICIES AND PROCEDURES (GAP)                     1
STUDENT RESPONSIBILITIES                                            2
GRADUATE PROGRAM OVERVIEW AND LEARNING OUTCOMES                     2
DEPARTMENT FACULTY AND STAFF SERVING KEY ROLES IN PH.D. PROGRAM     3

SECTION 2: ABOUT THE ENGLISH PH.D. PROGRAM                          4


PART ONE: GENERAL REQUIREMENTS                                      4

TIMELINE TO DEGREE                                                  4
COURSE REQUIREMENTS FOR PH.D. IN ENGLISH & AMERICAN LITERATURE      5
COURSE REQUIREMENTS FOR PH.D. IN ENGLISH & COMPARATIVE LITERATURE   6
ENGLISH 398R. REVISION AND DEVELOPMENT OF A PAPER                   7
FOREIGN LANGUAGE REQUIREMENT                                        7
 What languages can I study?                                        7
 How do I prove competence?                                         7
ADEQUATE PROGRESS                                                   8
PRE-CANDIDACY AND CANDIDACY                                         8
DEPARTMENT VS. UNIVERSITY REQUIREMENTS                              8

PART TWO: THE FIRST YEAR                                            9

CHOOSING AN ADVISOR                                                 9
 Advisor’s Responsibilities                                         9
 Cohorting and Mentoring                                            9
CHOOSING CLASSES                                                    10
What classes and how many classes?                                  10
Grade Expectations                                                  10
Potential Pitfalls                                                  10
THE QUALIFYING EXAMINATION (QUALS)                                  11
Eligibility                                                         11
Preparation                                                         11
Scheduling                                                          11
Results                                                             11

PART THREE: ADVANCING TO CANDIDACY                                  12

STUDENT EVALUATION                                                  12
TIMELINE TO CANDIDACY                                               12
FAILURE TO ADVANCE TO CANDIDACY AND DISMISSAL                       12
PART FOUR: THE UNIVERSITY ORAL EXAM                 13

TIMELINE TO THE EXAM                                13
STUDYING FOR THE EXAM                               13
THE ORALS COMMITTEE                                 13
 Responsibilities of the Examiners                  14
 Responsibilities of the Outside Chair              14
SCHEDULING THE EXAM                                 14
FORMAT AND DURATION OF THE EXAM                     15
 How does the "prepared talk" work?                 15
PREPARATION FOR THE EXAM                            15
…
ASSESSMENT OF THE EXAM                              15

PART FIVE: THE DISSERTATION PROPOSAL                16

TIMELINE FOR THE PROPOSAL                           16
..
RECOMMENDED GUIDELINES FOR DISSERTATION PROPOSALS   16
SELECTING A TOPIC                                   16
  Helpful Resources for Selecting a Topic           17
DISSERTATION READING COMMITTEE                      17
..
SUBMITTING THE PROPOSAL                             17
.
PART SIX: DISSERTATION WRITING AND SUBMISSION       18

THE FIRST CHAPTER REVIEW                            18
THE EARLY DRAFTS                                    18
HELP WITH WRITING                                   18
 Dissertation Boot Camps                            19
 Dissertation Writing in Green Library              19
PREPARING THE FINAL DISSERTATION                    19
 Closing Colloquium                                 19
 Signature Pages                                    19
 Abstract                                           20
SUBMITTING THE DISSERTATION                         20
 Hard Copy Filing                                   21
 Electronic Filing                                  21

PART SEVEN: THE JOB SEARCH                          23

THE CAREER DEVELOPMENT CENTER                       23
CHRONOLOGY OF THE JOB SEARCH                        23
DEPARTMENT LETTERHEAD                               24
 Digital Letterhead                                 24
MAILING YOUR APPLICATIONS                           24
SECTION 3: ABOUT TEACHING REQUIREMENTS                     25

FIRST YEAR TEACHING                                        25
 Pedagogy Training                                         25
 Sexual Harassment Training                                25
 TA assignments                                            26
 TA Duties                                                 26
 Supervision and Evaluation                                26
SECOND YEAR TEACHING                                       27
 Pedagogy Seminar II and Apprenticeship                    27
 Winter and Spring Teaching                                27
FOURTH YEAR TEACHING                                       27
FIFTH YEAR AND BEYOND                                      27
 TA and PWR Opportunities for Advanced Students            27

SECTION 4: ABOUT FUNDING AND FINANCES                      29

THE 2011-12 FINANCIAL PICTURE                              29
 Stipend Payment Schedule                                  29
 Assistantship Payment Schedule                            30
 Patent Agreement/Hourly employment                        30
 Direct Deposit                                            31
 International Students and Social Security Numbers        31
 Required Federal Forms: I-9 and W-4                       31
 Payroll Deduction                                         31
YOUR UNIVERSITY BILL                                       32
CONFERENCE TRAVEL AND RESEARCH FUNDS                       32
SECOND YEAR SUMMER LANGUAGE STUDY                          33
UNIVERSITY GRANTS AND FELLOWSHIPS                          33
 Graduate Research Opportunity Grants (GRO)                33
 Diversity Dissertation Research Opportunity Fund (DDRO)   33
 Dissertation Fellowships                                  34
OUTSIDE FELLOWSHIPS                                        35
EMERGENCY GRANTS-IN-AID                                    35
PRIZES                                                     35
 Alden Dissertation Prize                                  35
 Andrew Smith Memorial Essay Prize                         35
 Centennial Teaching Awards                                36
THANK YOU LETTERS TO DONORS                                36


SECTION 5: ABOUT REGISTRATION POLICIES AND PROCEDURES      37

CONTINUOUS REGISTRATION                                    37
REGISTRATION CATEGORIES                                    37
Full-Time Registration: 11-18 units                        37
Half-time Registration: 8-10 units                         37
Graduate Tuition Adjustment                                38
 Terminal Graduate Registration (TGR)               38
 Graduation Quarter                                 38
LEAVE OF ABSENCE                                    39
REINSTATEMENT                                       39
PERMANENT WITHDRAWAL                                40
DISMISSAL                                           40
 Before Candidacy                                   40
 During Candidacy                                   40
 Implementation Guidelines                          41
STUDY LISTS                                         42
RESIDENCY                                           42
 Graduate Residency Transfer Credit                 42
INTERNATIONAL STUDENTS                              42
EXCHANGE SCHOLAR PROGRAM                            43
 Selected UC Exchange Programs                      43
MASTER’S DEGREES                                    43


SECTION 6: GRADUATE STUDENT RESOURCES AND GENERAL
                                                    44
INFORMATION

ADMINISTRATIVE STAFF: WHO DOES WHAT                 44
ASK JANE                                            45
AUDIO-VISUAL EQUIPMENT                              45
CATERING AND ORDERING FOOD                          45
COPYING/SCANNING                                    45
CREDIT CARD                                         46
EMERGENCIES                                         46
GRADUATION AND COMMENCEMENT                         46
 Applying to Graduate                               46
 Spring Commencement and English Diploma Ceremony   46
 Regalia                                            47
LOCKERS                                             47
MAIL AND MAILBOXES                                  47
MISSING INDIVIDUAL STUDY SECTIONS                   47
REVIEW CLUB/COMMITTEES/DEPARTMENT SERVICE           48
SECURITY                                            48
SUPPLIES                                            48
SUPPORT SERVICES FOR GRADUATE STUDENTS              49
TERRACE ROOM/CONFERENCE ROOM                        50
TRAVEL CARD                                         50
UNITED PARCEL SERVICE                               51
WEBSITE                                             51
WIRELESS                                            51
SECTION 1: INTRODUCTION

PURPOSE OF THIS HANDBOOK
This handbook is designed as a supplement to various other University publications, in particular
the 2012-13 version of the Stanford Bulletin, which is the ultimate legal resource for all Stanford
University policies and procedures. All English Ph.D. students are urged to take the time to read
the general material in the Bulletin concerning policies associated with study at Stanford, as well
as the English Department’s specific section. It is the responsibility of each student to familiarize
himself/herself with this information and to seek clarification as needed.

Note on the use of this handbook:
 This icon will alert you throughout this handbook to particularly helpful sites (URLs) or PDFs and
where to find them.

STANFORD BULLETIN

The online Stanford Bulletin is the official statement of Stanford degree requirements and
courses. The Bulletin is composed of two parts: Explore Degrees lists University requirements and
regulations, degree requirements, and other information pertinent to acquiring a degree at
Stanford. Explore Courses is the Bulletin's online course catalog and schedule of classes,
updated three times daily.
 Stanford Bulletin http://exploredegrees.stanford.edu/#text

GRADUATE ACADEMIC POLICIES AND PROCEDURES (GAP)

The Graduate Academic Policies and Procedures handbook (the GAP handbook) is a
compilation of university policies and other information related to the academic progress of
Stanford graduate students -- from their application and admission, to the conferral of degrees
and retention of records.

The information contained in GAP is drawn from several sources, including:
   • the Stanford Bulletin, containing university and degree-specific requirements
   • various forms provided by the Stanford University Office of the Registrar
   • documentation related to the PeopleSoft Student Administration (SA) and Graduate
       Financial Support (GFS) applications
   • the record of actions taken by the Academic Senate and its Committee on Graduate
       Studies.

Background information is contained in a box on the right side of each individual document in
this collection, including information about the source of the policy and its applicability, related
policies and other resources. You will also find links to the current, applicable sections of the
Stanford Bulletin. Where the current Bulletin includes coverage of these particular topics, the
current Bulletin is the governing policy.
 GAP Handbook http://gap.stanford.edu


Section 1: Introduction………………………………………………………………………………………………………..                                    1
STUDENT RESPONSIBILITIES

Graduate school is professional training and, as such, is an active partnership between the
student and the department. When most effective, both the department and the student share
responsibility for the academic career. The department is expected to share information about
degree requirements, local policies and procedures, and helpful resources. The student also has
responsibilities, such as knowing relevant policies and procedures, and engaging in professional
conduct and communication.

Students are responsible for:

   •   Knowing University policies and degree requirements
   •   Understanding University expectations for standards of conduct and academic integrity
       (i.e., Honor Code http://studentaffairs.stanford.edu/judicialaffairs/policy/honor-code)
   •    Knowing department policies and degree requirements
   •   Accepting ownership of their academic career and taking charge of their education
   •   Checking their transcript to ensure accuracy in grading, following-up with instructors
       when a grade is not submitted, and making arrangements to submit work for clearing an
       incomplete.
   •   Understanding their graduate funding
   •   Communicating professionally and effectively
   •   Knowing where to find resources and help
   •   Utilizing the Stanford.edu email for all academic correspondence


 UNIVERSITY POLICY ON NOTIFICATION/OBLIGATION TO READ EMAIL

 For many University communications, email to a student's Stanford email account is the
 official form of notification to the student, and emails sent by University officials to such email
 addresses will be presumed to have been received and read by the student. Emails and
 forms delivered through a SUNet account by a student to the University may likewise
 constitute a formal communication, with the use of this password-protected account
 constituting the student's electronic signature.

 http://exploredegrees.stanford.edu/academicpoliciesandstatements/


GRADUATE PROGRAM OVERVIEW AND LEARNING OUTCOMES

The graduate program features rigorous training in the research and analysis of British, American
and Anglophone literary histories and texts, preparing students to produce scholarship of
originality and importance, and to teach literature at advanced levels.

The Ph.D. is conferred upon candidates who have demonstrated substantial scholarship and
the ability to conduct independent research and analysis in English. Through completion of
advanced course work and rigorous skills training, the doctoral program prepares students to
make original contributions to the knowledge of English and to interpret and present the results
of such research.


Section 1: Introduction………………………………………………………………………………………………………..                                       2
DEPARTMENT FACULTY AND STAFF SERVING KEY ROLES IN THE PH.D. PROGRAM


            ROLE                      NAME          ROOM      PHONE            EMAIL

Department Chair               Gavin Jones         460-201C   4-5626   grjones@stanford

Director of Graduate Studies   Alex Woloch         460-307    3-4594   woloch@stanford

Director of Undergraduate      Blair Hoxby         460-414    3-3316   bhoxby@stanford
Studies
Directors of Graduate          Sianne Ngai         460-417    3-4622   xngai@stanford
Admissions                     Mark McGurl         460-419    3-4722   mcgurl@stanford
Directors of Placement         Blakey Vermeule     460-325    3-2905   vermeule@stanford
                               Claire Jarvis       460-309    3-0050   cjarvis@stanford
Director of PWR                Nicholas Jenkins    460-423    3-2725   njenkins@stanford

Department Administrator       Dagmar Logie        460-201D   3-2636   dagmar@stanford

Office Manager                 Alyce Boster        460-201E   3-1802   boster@stanford

Graduate Administrator         Judy Candell        460-201B   3-4848   jcandell@stanford

Undergraduate                  Katie Dooling       460-201A   5-1222   kdooling@stanford
Administrator
Office Associate               Nelia Peralta       460-203    5-7654   nelia@stanford

Office Assistant               Nicole Bridges      460-201    3-2635   nybridges@stanford

PWR Course Administrator       Jared Hoffman       Sweet      6-7119   jaredh1@stanford
                                                   Hall
PWR Office Assistant           Cristina Huerta     Sweet      3-2631   chuerta@stanford
                                                   Hall
Creative Writing               Christina Ablaza    460-223    5-1208   cablaza@stanford
Administrator
Creative Writing Assistant     Krystal Griffiths   460-223    3-0011   krystalg@stanford



 English Department Web Site Address: http://english.stanford.edu


Section 1: Introduction………………………………………………………………………………………………………..                            3
SECTION 2: ABOUT THE ENGLISH PH.D. PROGRAM
PART ONE: GENERAL REQUIREMENTS

TIMELINE TO DEGREE

       Year        Unit Requirements                Exams                Teaching              Dissertation          Paperwork Due

                 Autumn: 17-18 units          Summer: Read for     Winter or Spring: TA                           End of Summer:
                                              Qualifying Exam      two sections of                                7 copies of qualifying
                 Winter (TA): 10 units                             undergraduate                                  exam reading list 2
                 Winter (not TA): 15-18                            lecture course                                 weeks prior to exam
                 units

         1st     Spring (TA): 10 units
                 Spring (not TA): 15-18
                 units

                 Summer:10 units

                 52 units

                 Autumn, Winter, Spring:      Pre-Autumn:          Autumn: TA teaching                            Spring: Application for
                 10 units per quarter         Qualifying Exam      apprentice in PWR                              Candidacy for
        2nd                                                                                 Begin to think        Doctoral Degree upon
                                              Autumn: Retake       Winter/Spring:           about                 faculty advancement.
                                              Qualifying Exam if   Teaching Affiliate for   dissertation topics
                 82 units                     necessary            PWR                      and appropriate
                                                                                            advisor.
                 Autumn and Winter: 15-       Autumn/Winter:                                                      Winter: University Oral
        3rd      18 units                     Read for Oral                                                       Examination Schedule,
                                              Exam                 No teaching                                    Department Schedule,
                 Spring: 10 units             Form Oral Exam                                                      and 7 copies of orals list
                                              Committee                                                           two weeks prior to the
                 122+ units                                                                                       Examination date.
                                              End Winter: Oral
                                              Exam

                 Autumn, Winter, Spring:                           Autumn: TA two           Autumn: Form          Autumn: Dissertation
                 10 units per quarter until                        sections of              Dissertation          Reading Committee
                 TGR status is reached                             undergraduate            Reading               Form.
        4th                                                        lecture course           Committee and
                                                                                            submit proposal       Spring: Request for TGR
                                                                                                                  Status upon
                                                                                            End of Summer:        completion of 135 units
                                                                                            First chapter         and in advance of
                 135+ units                                                                 colloquium            following quarter

                                                                   No teaching
                                                                   requirement, but         Dissertation          Final Quarter:
                                                                   students may add a       research and          Refer to the Registrar
       5th/6th                                                     25% assistantship to     writing               for instructions on
                                                                   any quarter in years 5                         dissertation submission.
                 Terminal Graduate                                 and 6.                   Ideal time to
                 Registration (TGR) *                                                       degree = 6 years

                                                                                            Final quarter:
                                                                   In years 7+,             Closing
7th and up                                                         enrollment driven        Colloquium
                                                                   teaching
                                                                   assistantships may be
                                                                   available

	
  
COURSE REQUIREMENTS FOR A PH.D. IN ENGLISH AND AMERICAN LITERATURE
         	
  
         • 70 units of course work (may include 5 units of ENGLISH 398 or ENGLISH 398R).
         • 135 units = minimal # of total units of course work/research you must complete for a Ph.D.
         • 70 of the 135 units must be graded (the remaining 65 can be taken S/NC, and can include research).

All students will be expected to do course work across the full range of English and American Literature. Students
would be required to fulfill the following requirements. Note: Fulfillment of requirements 1,2, and 3 must be through
Stanford courses; students will not be excused from these requirements or granted credit for courses done elsewhere.
	
  
1.	
   ENGLISH 396, Introduction to Graduate Study for Ph.D. Students (5 units), a course that
       introduces students to the methods of literary study, and ENGLISH 396L . Pedagogy Seminar I,
       for first year students (2 units).

2.     Graduate-level (i.e. at least 200-level) course work in English Literature before 1700, and
       English and American literature after 1700 (at least 5 units each).

3.     Graduate-level (i.e. at least 200-level) course work in some aspect of literary theory (e.g.
       courses in literary theory itself, narrative theory, poetics, rhetoric, cultural studies, gender
       studies; at least 5 units).

4.     Students concentrating in British literature are expected to take at least one course (5 units)
       in American literature; students concentrating in American literature are expected to take
       at least one course (5 units) in British literature.

5.     Of all courses taken, a minimum of six courses for a letter grade must be graduate colloquia
       and seminars, of which at least three must be graduate seminars. The colloquia and
       seminars should be from different genres and periods, as approved by the advisor.

6.     Completion, in Autumn quarter of the second year, of a pedagogy seminar which includes
       the Apprentice Teaching Program, and a series of pedagogy workshops during Winter and
       Spring quarters. There are no units associated with this work.

7.     The remaining units of graded, graduate-level courses and seminars should be distributed
       according to the advisor’s judgment and the candidate’s needs. A student may receive
       graduate credit for no more than two 100-level courses in the Department of English.

8.     Consent of the Director of Graduate Studies if courses taken outside the Department of
       English are to count toward the requirement of 70 graded units of course work.

9.     An oral qualifying examination based on a reading guide, to be taken at the end of the
       Summer after the first year of graduate work.

10. University oral examination to be taken no later than the Spring quarter of the student’s third
   year in the Ph.D. program. This examination covers the field of concentration as defined by
   the student and the student’s advisor in collaboration with the DGS.


	
  

Section 2: About the English Ph.D. Program………………………………………………………………………………..                                          5
COURSE REQUIREMENTS FOR A PH.D. IN ENGLISH AND COMPARATIVE LITERATURE
         • 70 units of course work (may include 5 units of ENGLISH 398 or ENGLISH 398R).
         • 135 units = minimal # of total units of course work/research you must complete for a Ph.D.
         • 70 of the 135 units must be graded (the remaining 65 can be taken S/NC, and can include research, etc.)
This program is designed for students wishing an extensive knowledge of the literature, history and thought of England
and at least one foreign country, for one period. Approximately half the student’s course work and reading is
devoted to this period, with the remainder of the time given to other periods of English and American literature since
1350.

    1. ENGLISH 396. Introduction to Graduate Study for Ph.D. Students (5 units), a course that
       introduces students to the methods of literary study, and ENGLISH 396L . Pedagogy Seminar
       I, for first year students (2 units).

    2. Knowledge of the basic structure of the English language and of Chaucer. This
       requirement may be met by examination, or by taking 10 units of courses chosen from
       those offered in linguistics, English philology, and early and middle English literature
       including Chaucer.

    3. A knowledge of one foreign language sufficient to take graduate-level literature courses
       in a foreign language department and an advanced reading knowledge of a second
       language.

    4. A minimum of 45 units in the history, thought, and literature of one period, in two or more
       languages, one of which must be English and one foreign. Students normally include at
       least two courses in a foreign literature read in the original language and two courses
       listed under Comparative Literature or Modern Thought and Literature.

    5. A minimum of six courses from graduate colloquia and seminars, of which three must be
       graduate seminars and of which four must be from the Department of English. Among
       these courses, students should take one course in literary theory or criticism. These
       colloquia and seminars should be in different genres and periods as approved by the
       advisor.

    6. Completion, in Autumn quarter of the second year, of a pedagogy seminar which
       includes the Apprentice Teaching Program, and a series of pedagogy workshops during
       Winter and Spring quarters. There are no units associated with this work.

    7. The remaining units of graded, graduate-level courses and seminars should be distributed
       according to the advisor’s judgment and the candidate’s needs. A student may receive
       graduate credit for no more than two 100-level courses in the Department of English.

    8. An oral qualifying examination to be taken at the end of the Summer after the first year
       of graduate work. Candidates are not held responsible for literature before 1350, but will
       instead include on their reading list a selection of works from a foreign literature read in
       the original language.

    9. A University oral examination to be taken no later than the Spring quarter of the student’s
       third year in the Ph.D. program. This examination covers the field of concentration as
       defined by the student and the student’s advisor in collaboration with the DGS.

Section 2: About the English Ph.D. Program………………………………………………………………………………..                                          6
ENGLISH 398R. REVISION AND DEVELOPMENT OF A PAPER
	
  
As part of the required course work for both tracks, students are urged during the second year
to take ENGLISH 398R. Revision and Development of a Paper, a course in which students revise
and develop a paper under the supervision of a faculty member, with a view to possible
publication. In order to receive a grade for 398R, students must meet regularly with the
instructor and complete a substantially revised paper by the end of the quarter.

FOREIGN LANGUAGE REQUIREMENT

All candidates for the Ph.D. (except those in English and Comparative Literature, who have
special language requirements) must demonstrate a reading knowledge in two foreign
languages. Candidates must certify one foreign language by the end of Summer quarter of
the 1st year and the other by the end of the 3rd year. It is best to satisfy the foreign language
requirement as soon as possible; the official schedule states the maximum permissible latitude,
not the most desirable calendar of progress. The successive pressures of teaching, taking the
oral exam, and writing the dissertation leave little time for learning a foreign language.

What languages can I study?

Candidates in the earlier periods (i.e. Renaissance and earlier) are encouraged to offer Latin
and one of the following: Greek, French, German, Italian or Spanish. In some instances they
may be required to offer a third foreign language. Candidates in the later periods must offer
either Latin or French or German as one language, and may choose a second language from
the following: Greek, Latin, French, German, Italian, Spanish, Russian, or another language
relevant to the student's field of study. The student’s choice of language must be approved by
his/her advisor. Any substitution of another language must be approved by the Director of
Graduate Studies.

How do I prove competence?

The English department's foreign language requirement may be fulfilled in any of the following
ways:

       •   Passing a reading examination given each quarter by the various language
           departments. Test dates are posted outside 460-201.
       •   Passing with a letter grade of ‘B’ or higher a course in literature numbered 100 or higher
           in a foreign language department at Stanford. As an alternative for Latin, French, Italian,
           German, and Spanish, passage of ClassLat 10, FrenchLang 250, ItalLang 250, GerLang
           250, and SpanLang 250, respectively, with a ‘B’ grade or higher.
       •   Graduate level foreign language work taken elsewhere must be documented with a
           syllabus and a letter grade prior to any approval by the DGS to fulfill the requirement.


Note that basic language courses taken to complete the language requirements do not count
as part of the 70 graded units required for the Ph.D. degree.



Section 2: About the English Ph.D. Program………………………………………………………………………………..                           7
ADEQUATE PROGRESS

In addition to the specific program requirements listed previously, at each stage of the Ph.D.
program, the Department has the following minimum standards for adequate academic
progress:

1. First year incompletes cleared by end of Summer quarter of 1st year.

2. Completion of first language requirement by end of Summer quarter of 1st year and second
language requirement by end of 3rd year.

3. Successful passage of qualifying examination by end of Autumn quarter of 2nd year.

4. Advanced to candidacy by end of Spring quarter of 2nd year.

5. Successful passage of oral examination by end of winter quarter of 3rd year.

6. Approval of dissertation prospectus and Dissertation Reading Committee on file by the end
of Autumn quarter of the 4th year.

7. Completion of first chapter colloquium by end of Summer quarter of 4th year.

8. Advance to TGR status by end of the 4th year.

9. Substantial progress toward completion of the dissertation in 5th and 6th years.

PRE-CANDIDACY AND CANDIDACY

Progress towards the Ph.D. degree is in two stages:
1. A two-year pre-candidacy stage, where program requirements such as coursework, and
qualifying exams are met.
2. Candidacy, focused on refining research skills, teaching skills, and on writing the doctoral
dissertation.

Short of the dissertation itself, advancing to candidacy is one of the most important milestones
on the way to the Ph.D. Part 3 deals with the requirements and procedures for advancing to
candidacy.

DEPARTMENT VS. UNIVERSITY REQUIREMENTS

The Stanford Bulletin and the Graduate Academic Policies and Procedures (GAP) handbook
contain detailed and up-to-date information on University policies, procedures, and
requirements concerning graduate degrees at Stanford. The GAP is especially useful as it
provides policy rationale, implementation guidelines, and documents related to graduate
policy. Where University and Department requirements speak to the same issue, Department
requirements as published in the Department’s section of the Stanford Bulletin take
precedence.

Section 2: About the English Ph.D. Program………………………………………………………………………………..                         8
PART TWO: THE FIRST YEAR

The 1st year in the Ph.D. program is obviously the year in which students are least familiar with
department program requirements, university policies and procedures, etc. Some of the
questions posed by 1st year students are:
    • How do I find an advisor?
    • What classes should I take?
    • What is the Qualifying Examination?

CHOOSING AN ADVISOR

Each entering student will be assigned to a faculty advisor based on common research
interests. If you and/or your advisor believe that your needs may be met best with another
faculty advisor, you may change advisors by informing the Graduate Administrator and the
Director of Graduate Studies.

Advisor’s Responsibilities

Faculty advisors, together with the Director of Graduate Studies, will help you select courses and
keep a running check on progress in completing the course and language requirements during
the first two years. You should feel free to visit your advisor or the Director of Graduate Studies
often, on an informal basis, to keep in touch. The formal duties of your advisor, together with
the Director of Graduate Studies, are as follows:

   •   Carefully read and acquaint themselves with the contents of this entire handbook.
   •   Consult with students at the beginning of each quarter about progress and about
       courses and requirements.
   •   Meet with students Spring quarter of the first year to review progress.
   •   Following the Qualifying Exam, evaluate (with the aid of the Director of Graduate
       Studies) the work of the advisee and suggest a possible course of study for the second
       year.
   •   Hold regular office hours throughout the year.
   •   Late in the second year or early in the third year, help students to plan for the University
       Oral Examination and to choose a faculty member who will serve as head examiner for
       the exam (and who often may remain as director of the dissertation). Since this second
       advisor will be in the student’s chosen field, s/he will be able to give the student valuable
       feedback and advice during the final stages of the degree and during the student’s job
       search process.

Cohorting and Mentoring
       	
  
Graduate students are strongly advised to work together as a cohort, that is, students in the
same year offering each other mutual support and encouragement as they move through the
steps of the program. Similarly, students are expected to mentor those in lower cohorts: 2nd
year students will help prepare first year students for the qualifying exams by giving mock
exams; 4th year will work with 3rd year students studying for the university oral exam; students at
the dissertation writing stage will form workshops to critique each other’s work, and so on.


Section 2: About the English Ph.D. Program………………………………………………………………………………..                            9
CHOOSING CLASSES

Before being considered for candidacy by the end of the 2nd year, a student must complete
the majority of the 70 required units of coursework detailed in the course requirements section.
Accordingly, perhaps the dominant consideration in choosing classes is dispensing with these
requirements in a timely fashion, for example, what coursework is required: pre-1700, literary
theory, etc. This should be accomplished by scheduling a balanced load to avoid
incompletes. Another consideration is to select courses in anticipation of the qualifying
examination at the end of the 1st year, which demands a broad spectrum of knowledge of
British, American, and Anglophone literature.

What classes and how many classes?

The recommended number of units to be taken each quarter is outlined in the table at the
beginning of this section. The university imposes a maximum number of units in a quarter at 18
units with a reduced number of 10 units in a teaching or research assistantship quarter. Thus, an
Autumn/Winter/Spring distribution of 3:2:3 or 3:3:2 courses in the 1st year will keep a student on
track to meet the majority of course requirements by the end of the 2nd year. Autumn quarter
of the 1st year will typically consist of ENGLISH 396. Introduction to Graduate Studies; ENGLISH
396L. Pedagogy Seminar I; and two additional graduate seminars. There is also room for activity
units during the 1st year for a balanced existence.

Grade Expectations

Graduate students in the department are expected to maintain a GPA of 3.3 in all courses
required for the degree. This requirement is more restrictive than the university GPA requirement
http://exploredegrees.stanford.edu/graduatedegrees/#degreeprogresstext. Students with a
GPA of less than 3.3 are not making satisfactory progress and may be at risk for dismissal from
the program.

Potential Pitfalls

Students are strongly recommended not to overextend themselves in their first year in the
program, and especially their first quarter. Those coming from a semester system will find that
the quarter system is exceptionally fast-paced, and they may be tempted to take an
incomplete in a course. Incompletes weigh heavily like a millstone around the neck in the fast-
moving quarter system. Make every effort to avoid them. Try to negotiate with professors to
define your work realistically. Try not to take several courses requiring term papers in the same
quarter. Complete a version of your paper for later revision rather than aspiring to publishable
form in the first draft.

According to the University Grading Policy, incompletes must be changed to a grade or
notation within one year (i.e., prior to the first day of the fifth quarter which follows the course,
including Summer quarter). After that time, an “I” will be changed automatically by the
Registrar’s Office to a “NC” or “NP,” depending on the grading option selected. The DGS will
monitor incompletes (as well as other requirements of the degree) and bring them to the
attention of the Graduate Studies Committee.


Section 2: About the English Ph.D. Program………………………………………………………………………………..                              10
THE QUALIFYING EXAMINATION (QUALS)

The one-hour oral qualifying examination based on a master departmental reading list must be
taken at the end of the summer after the first year of graduate work.

Eligibility

Students are eligible to take the Qualifying Exam after they have completed at least 35 units of
graded classroom units with no incompletes and the first language requirement. Students
should emphasize 300-level courses offered by the English Department, strictly minimizing lower-
level courses or courses offered by other departments. Students should meet with their advisor
at least once during the Spring quarter of the 1st year in order to ensure that they fulfill
requirements; they should clear all requirements by the official ending date of Summer quarter
of the 1st year.

Preparation In order to pass the examination candidates must:

•   demonstrate familiarity with the works on the Reading List;
•   interpret in a convincing manner particular aspects of the works;
•   make discriminating use of interpretive techniques and critical terminologies;
•   relate the works and their authors to their historical contexts.

Students should aim to develop independent lines of argument, make pertinent connections,
and demonstrate intellectual initiative. The English Graduate Student Council provides informal
advice on these matters as a complement to the guidance given by the faculty advisor, who is
the primary source of information and direction.

Scheduling

Once the exam dates and examiners have been determined, the Graduate Administrator will
send students an e-mail notifying them of the day and time of the exam. Seven copies of the
personalized reading list should be submitted two weeks before the exam.

Results

Examiners will write a short report assessing each student’s performance. In order to determine
each student’s qualification to proceed with the Ph.D., the Graduate Studies Committee (GSC)
will meet the week following the exam to discuss these reports, 1st year grades, and faculty
commentary on student work from the 1st year of study. The DGS will inform students in writing
of their status usually in the week following the exam. Students may be given immediate
clearance to advance to candidacy; be required to retake all or part of the exam; be required
to take additional course work; or be required to consult with the Center for Teaching and
Learning. Students who are required to retake any section of the examination must do so
before the end of the Autumn quarter in order to remain on schedule for teaching for PWR.
Only when conditions have been cleared will a student be approved to advance to
candidacy.


Section 2: About the English Ph.D. Program………………………………………………………………………………..                    11
PART THREE: ADVANCING TO CANDIDACY

STUDENT EVALUATION

The department routinely evaluates students to assess progress to degree, to identify areas of
strength, to provide helpful resources, and to note potential issues or areas of concern. During
the first year faculty are asked to review the progress of students in their classes in order to
evaluate the potential success of the student in the program.

TIMELINE TO CANDIDACY

University policy on candidacy is available at
http://exploredegrees.stanford.edu/graduatedegrees/#doctoraltext Students are expected to
be advanced to candidacy by the end of spring quarter of their 2nd year. In the English
department students are eligible for candidacy after successfully passing the qualifying
examination and upon the recommendation of the Graduate Studies Committee based on
faculty commentary and grades from first year course work which indicate the student’s ability
to produce original scholarship. Advancement to candidacy is not automatic, and is not
based solely on satisfactory completion of prerequisites. The Application for Candidacy for
Doctoral Degree form may be filed before the coursework, language, residency, or teaching
requirements are completed; tentative dates are entered. The form should be signed by the
advisor and returned to the Graduate Administrator for the Chair’s signature and processing
through the Registrar.
 Application for Candidacy for Doctoral Degree
http://www.stanford.edu/dept/registrar/pdf/appcanddoct.pdf

Candidacy is valid for 5 years, subject to satisfactory academic progress; that is, Ph.D.
dissertations must be completed and approved within 5 years from the date of application for
candidacy. Students may renew their candidacy for one year if they have met the following
conditions:
•   Students must show evidence that the dissertation is sufficiently complete to be submitted
    during this extra year
•   This extension must be approved by the dissertation advisor, the Director of Graduate
    Studies, and the Department Chair
•   Modification of this extension can be made to take into consideration official leaves of
    absence
 Application for Extension of Candidacy or Master's Program
http://studentaffairs.stanford.edu/sites/default/files/registrar/files/appcandextens.pdf

FAILURE TO ADVANCE TO CANDIDACY

Per University policy
http://exploredegrees.stanford.edu/graduatedegrees/#degreeprogresstext,
students not advanced to candidacy will be dismissed from the degree program. In the
Department of English, students will be provided the option of receiving their master’s degree if
appropriate.


Section 2: About the English Ph.D. Program………………………………………………………………………………..                       12
PART FOUR: THE UNIVERSITY ORAL EXAM

TIMELINE TO EXAM

All Ph.D. students in English must take the University Oral Examination by the end of winter
quarter of the 3rd year. Students should attend ENGLISH 398W. Orals/Dissertation/Publication
Workshop, coordinated by the DGS during the 3rd year.

 In light of the course and teaching requirements, as well as the importance of a prompt
completion of Ph.D. requirements, all students are urged to take the oral exam as early as
possible in the 3rd year. Students may, under special circumstances, be enrolled in courses
during the quarter in which they take the oral examination, with the permission of the DGS.
They are discouraged from taking on any additional teaching duties during the 3rd year.

STUDYING FOR THE EXAM

The student and the advisor define the field of concentration as soon as the student has settled
on a general dissertation topic. The University Oral Exam is not an exam on the dissertation
topic. The area can be defined either historically as a 100 year period (e.g. a student working
on Philip Sidney might focus on English Literature from 1500-1600; a student working on Mark
Twain might focus on American Literature 1850 to 1950); or by genre (e.g., a student working on
Webster might focus on English Drama as a whole, with a concentration in Jacobean and
Elizabethan periods). Students should discuss possible areas of focus with their advisor,
participants in the Orals/Dissertation Workshop, and various faculty members. Studying sample
reading lists can also be very helpful (the Graduate Administrator keeps files of sample reading
lists, by period--ask to see them).

Your reading list should be approved by the examining members of your committee. Reading
lists usually contain about 80-100 items (counting groups of shorter poems or excerpts from long
works as one item). You may choose to discuss works not on your list during the exam but
examiners may not require you to do so. Works of criticism and literary history may sometimes
appear on reading lists but not centrally. You are not specifically responsible for such works if
they are not on your list, but a solid background in literary history and scholarship is necessary for
a strong performance.

THE ORALS COMMITTEE

The University Oral Examination Committee consists of at least five Stanford faculty members:
four examiners and the committee chair from another department. The chairperson of a
Stanford oral examination is appointed for this examination only, to represent the interests of the
University for a fair and rigorous process as described above. All committee members are
normally on the Stanford University Academic Council, and the chair must be a member.
Emeritus faculty are also eligible to serve as examiners or chair of the committee. The chair of
the examining committee may not have a full or joint appointment in the adviser's or student's
department, but may have a courtesy appointment in the department.
The student should consult with his/her advisor about the composition of the examining
committee well in advance of the examination. The date of the examination is determined by


Section 2: About the English Ph.D. Program………………………………………………………………………………..                         13
consultation between the candidate and the examining committee. The student's advisor is
responsible for securing the University Orals Chair. (The student should not be involved in
choosing the University Orals Chairperson.)

Responsibilities of the Examiners

The responsibilities of the examiners are to:

        •     ask challenging questions
        •     follow the University and department guidelines for oral examinations
        •     vote on the candidate’s performance.

Responsibilities of the Outside Chair

The responsibilities of the chair of an oral examination are to:

    •       to serve as an impartial representative of academic standards
    •       to ensure that the candidate is asked challenging but fair questions, the chair may
            participate in the questioning
    •       to assign one or more members of the committee to give the candidate appropriate
            evaluation
    •       to ensure that University and departmental guidelines are followed
    •       to vote on the candidate’s performance
    •       to report the results of the examination
    •       in the event of a candidate’s failure, to follow University procedures for notification

SCHEDULING THE EXAM

Before scheduling the Oral Exam, students must:

    •       have been advanced to and have valid candidacy
    •       be registered in the quarter in which the University Oral Examination is taken
    •       have completed language requirements
    •       have not more than one incomplete on his/her transcript

To schedule an exam, submit to the Graduate Administrator at least two weeks before the
exam date:

•   A completed (with appropriate signatures) University Orals Exam Schedule
•   A completed (with appropriate signatures) Departmental University Oral Exam Schedule
•   Seven copies of the student’s Final Reading List (approved by the advisor)

Changes in the committee's makeup or the date must be reported to the Graduate
Administrator as soon as they are known. Arrangements for orals should be made well in
advance; room scheduling is sometimes difficult, and faculty may be over-booked.
 University Oral Examination Form
http://studentaffairs.stanford.edu/sites/default/files/registrar/files/doc_orals.pdf


Section 2: About the English Ph.D. Program………………………………………………………………………………..                            14
FORMAT AND DURATION OF EXAM

The Oral Exam usually lasts 2 hours, but 2.5 hours should be scheduled to allow for possible
breaks and faculty discussion. The exam proceeds as follows:

   •   The student gives a prepared talk for 20-30 minutes.
   •   The student’s dissertation advisor opens up a 10-minute discussion in which examiners
       respond to the candidate's talk.
   •   Examiners ask questions on the student’s field of concentration (20 minutes each).
   •   The University Chair may ask the student questions (10 minutes--optional).

How does the "prepared talk" work?

Students have a choice among three or four general questions, which are always in the field of
concentration and are prepared by the student’s faculty advisor. One week before the exam,
the student must finalize the 3 or 4 exam questions with the student’s advisor, who will submit
these questions to the Graduate Administrator. With the help of notes and books, you should
prepare a 20-30 minute talk, based on one of the questions. Although you may consult notes
and read relevant quotations from books during the exam, the talk may not be read verbatim.
It is important to remember that talking from notes often takes longer than one expects.

PREPARATION FOR THE EXAM

You should arrange to meet with your advisor a week or so before the Oral Exam to remind
him/her of your special interests and to seek advice on how best to prepare for the exam.
There is no one best way to prepare for the Oral Exam; however, three general pieces of advice
seem to be reliable:

   •   It is important to be in good physical and psychological health.
   •   Over the last few years the great majority of students have found the experience to be
       less formidable than they expected.
   •   It is better to consolidate what one knows than attempt at the last minute to cram for
       what one does not. Don’t plan on reading new works during your last week of prep.

It is fairly common that students talk informally with members of the exam committee to find out
what sort of questions they might expect. Some faculty meet with candidates several days
before an examination to ask sample questions and give the student a "feel" of what the
examination will be like. More commonly, students arrange mock orals with other recently
initiated students. It may often happen that students have a difficult time with the sample
questions and then do well in the actual examination.

ASSESSMENT OF THE EXAM

The student passes the Oral Exam if the Committee members cast 4 out of 5 favorable votes.
The candidate is asked to withdraw while the examiners deliberate; no deductions can or
should be drawn from the length of their deliberations. Five committee members must be
present and voting to constitute a quorum.


Section 2: About the English Ph.D. Program………………………………………………………………………………..                     15
PART FIVE: THE DISSERTATION PROPOSAL

TIMELINE FOR THE PROPOSAL

The dissertation proposal is due no later than the end of Autumn quarter of the 4th year of the
Ph.D. program. Failure to submit a proposal by this deadline may result in a withholding of
Summer funding at the end of the 4th year.

RECOMMENDED GUIDELINES FOR DISSERTATION PROPOSALS

Recommended length for the dissertation proposal is between 4,000–6,000 words (15–20 [+]
pp.), double-spaced, including (additionally) a full bibliography. Longer proposals are not
desirable. The precise format is open, but the proposal should cover the following areas:

1. Working title.

2. Brief description (in abstract form) of project (c. 2 pp.), including a provisional justification of
its significance and relation to existing work in the field, some indication of methodology(ies)
informing this work, whether historical/ documentary, theoretical, experimental, analytical,
critical, cross-disciplinary etc.

3. A more detailed summary of existing scholarship in the field (and closely related fields, as
applicable). Give as clear as possible an idea which prior work will be most important for the
present study, and ways in which this study will constitute a significant contribution to the field
(5–8 pp.). An annotated bibliography might serve this purpose, up to a point; however, some
contextualized discussion of the literature and its relation to the proposed topic is desirable.

4. Detail, as closely as is possible at this stage, your plans for proceeding: general
methodological premises (starting point); anticipated stages of research; anticipated structure
of dissertation; structure of the underlying argument/thesis (as far as this applies); order in which
material will be presented, discussed, analyzed, with reference to specific primary sources,
research, or other types of material to be considered. If possible, include an outline of
proposed sections, chapters, and subheadings for the dissertation.

5. Bibliography (with optional annotations)

SELECTING A TOPIC

Students should select a topic

•   in which they are deeply interested,
•   which is clearly enough defined to allow the dissertation to be completed in a timely
    manner, and
•   which will lead to publishable articles or a book.

The dissertation should be a significant piece of original work. Students should begin thinking
about possible topics as early as possible in their graduate careers. 1st and 2nd year seminars

Section 2: About the English Ph.D. Program………………………………………………………………………………..                                16
often provide good opportunities to formulate and test potential topics. Moreover, students’
preparation for their orals should be in part shaped by, and help prepare a context for, the
development of a research agenda.

Helpful Resources for Selecting a Topic

Before making a final decision on a topic and in order to avoid duplication, a student should
consult the many dissertation databases available through the Stanford Library. The Dissertation
Abstracts database provides indexing of virtually all doctoral dissertations accepted by U.S. and
Canadian institutions since 1861. Abstracts are included beginning with 1980. Selected masters
theses are covered after 1962, with abstracts available after 1988.
 Dissertation Abstracts  Green Library

DISSERTATION READING COMMITTEE

The doctoral dissertation reading committee consists of the principal dissertation adviser and,
typically, two other readers. The doctoral dissertation reading committee must have three
members and may not have more than five members. At least one member must be from the
student’s major department. Normally, all committee members are members of the Stanford
University Academic Council or are emeritus Academic Council members. The student's
department chair may, in some cases, approve the appointment of a reader who is not a
current or emeritus member of the Academic Council, if that person is particularly well qualified
to consult on the dissertation topic and holds a Ph.D. or equivalent foreign degree. Former
Stanford Academic Council members and non-Academic Council members may thus, on
occasion, serve on a reading committee. A non-Academic Council member (including former
Academic Council members) may replace only one of three required members of dissertation
reading committees. If the reading committee has four or five members, at least three members
(comprising the majority) must be current or emeritus members of the Academic Council.

Any member of the Academic Council may serve as the principal dissertation adviser. If former
Academic Council members, emeritus Academic Council members, or non-Academic Council
members are to serve as the principal dissertation adviser, the appointment of a co-adviser who
is currently on the Academic Council is required. This is to ensure representation for the student
in the department by someone playing a major adviser role in completion of the dissertation.
However, a co-adviser is not required during the first two years following retirement for emeritus
Academic Council members who are recalled to active service.

SUBMITTING THE PROPOSAL

The dissertation proposal should be submitted to the Graduate Administrator according to the
timeline previously outlined above. The proposal should be appended to the Dissertation
Reading Committee Form signed by all members of the committee indicating that they have
read and approved the proposal. The Department Chair and the Director of Graduate Studies
will then also sign off on the project.
     Doctoral Dissertation Reading Committee Form
http://studentaffairs.stanford.edu/sites/default/files/registrar/files/doc_diss_rdg_ctte.pdf


Section 2: About the English Ph.D. Program………………………………………………………………………………..                     17
PART SIX: DISSERTATION WRITING AND SUBMISSION

THE FIRST CHAPTER REVIEW

By the end of Summer of the 4th year in the program students must arrange a Committee
Review of the first chapter of the dissertation. This will take the form of a one-hour collaborative
meeting with all the members of the Dissertation Reading Committee to discuss the trajectory of
the dissertation project.

THE EARLY DRAFTS

Work closely with your advisor early in the process, including review of outlines and partial
chapters. Each draft chapter should be submitted separately to the dissertation advisor,
preferably with a current outline (title and proposed chapter) to provide context. If you are
having trouble with your writing, don’t hide from your advisor and other readers. Remember to
back up everything to avoid the consequences of possible loss. According to circumstances
and the student's wishes, the other members of the committee may, or may not, read the
chapters until the advisor thinks that the student is "on the right track." The reading committee
will review the student's successive rewritings and decide when, after latest revisions are
incorporated, the dissertation is ready for submission.

HELP WITH WRITING

What is writing apprehension?

Writing apprehension is defined as “negative, anxious feelings (about oneself as a writer, one’s
writing situation, or one’s writing task) that disrupt some part of the writing process.” (McLeod
427)

Writers with writing apprehension often lack confidence as writers, have had low success with
writing, have received negative comments about their writing, tend to avoid writing, write very
little that is not required, have difficult with “invention,” write relatively shorter pieces than
others, use less variety in organization and sentence pattern. (Reeves 38-39)

Address writing apprehension by acknowledging difficulties and fears, by talking to others with
similar problems, by writing more (including non-required writing), by sharing writing with others
(including fellow students), by becoming more aware of your writing process, by joining a
community of writers. (Reeves 39-44).

 “My father told me that the only way to get through the paper was by ‘total immersion’—for
ten days, write ten hours a day. Don’t leave the computer, no distractions, no snacks. Forget
about the books, write from your heart.” (Clark and Wiedenhaupt 63)

Bibliography: McLeod, Susan. “Some Thoughts and Feelings: The Affective Domain and the
Writing
Process.” College Composition and Communication 38:4 (Dec. 1987): 426-35.
Reeves, LaVona. “Minimizing Writing Apprehension in the Learner-Centered Classroom.” The

Section 2: About the English Ph.D. Program………………………………………………………………………………..                       18
English Journal 86:6 (Oct. 1997): 38-45.
Clark, Beverly Lyon and Sonja Wiedenhaupt. “On Blocking and Unblocking Sonja: A Case
Study in Two Voices.” College Composition and Communication 43:1 (Feb. 1992): 55-74.

Dissertation Boot Camps

To help with writer’s block or writing apprehension the Hume Writing Center offers intensive 10-
day dissertation boot camps each quarter to Ph.D. students from all disciplines. Participants
agree (in writing) to work at least from 9 a.m. to 1 p.m. during the days of Boot Camp, and can
continue working in the Center until 4 p.m. if they want to. Tutoring is provided as needed.
Among the most helpful or useful parts of the boot camp are the acquisition of learning skills
such as writing on a schedule, learning to budget time, and trying new techniques for
producing pages of prose.

Dissertation Writing in Green Library

Two things help students to write regularly and productively: a place to go on a regular basis to
write, and the company of others who are also writing. Having peers to which they are
accountable for regular progress (and with which they can celebrate their accomplishments) is
very helpful for making timely progress to degree completion. A place for daily dissertation
writing is offered in Green Library in the Velma Denning Room on the first floor in the Bing Wing
of Green Library.

Any graduate student working on a large writing project is welcome to use the Dissertation
Writing space. Dissertation writers are particularly encouraged. Drop-ins are welcome. It has
been found that making a regular commitment (at least 2 days a week), in the spirit of
Dissertation Boot Camp, is most effective. The student liaison will keep each participant’s
commitments, to provide informal accountability.

PREPARING THE FINAL DISSERTATION

Students should become familiar with the instructions in the booklets Directions for Preparing
Doctoral Dissertations or Directions for Preparing Electronic Doctoral Dissertations. These
booklets contain detailed instructions for quotations, sample title and signature pages, a
sample abstract, etc. These instructions should be carefully followed when preparing early
dissertation drafts and the final copy. Please follow all instructions in these booklets carefully, or
the Registrar may not accept your dissertation.
 Directions for Preparing Doctoral Dissertations
http://studentaffairs.stanford.edu/sites/default/files/registrar/files/docdissdir.pdf
  Directions for Preparing Electronic Doctoral Dissertations
http://studentaffairs.stanford.edu/sites/default/files/registrar/files/edissertation.pdf

Closing Colloquium

Prior to submitting the final dissertation, you should schedule a Closing Colloquium, a brief
discussion of the dissertation in final form, involving members of the Reading Committee and



Section 2: About the English Ph.D. Program………………………………………………………………………………..                           19
any interested faculty and students. This is not to be considered a defense of the dissertation, but
rather an opportunity to discuss your work in its entirety and bring a closure to the project.

Signature Pages

All members of the reading committee will certify by signature on the final copies of the
dissertation that they have read the dissertation, and that in their opinion it is of scope and
quality acceptable for the Ph.D. degree. Since the faculty may prove to be more mobile than
the student anticipates, each student should keep close track of the whereabouts of each
committee member, especially if the student leaves Stanford before completing the
dissertation. Although the Department Chair and/or the Director of Graduate Studies may sign
the Dissertation Reading Committee Form for absent committee members, the Signature Pages
must be signed by the dissertation readers only. If one of the readers is overseas, the student
should send copies of the Signature Pages (unfolded, with protective cardboard) to be signed
and returned to the English Department well in advance of the date that the dissertation is due
in the Graduate Degree Progress Office. The same signatures that appear on the Doctoral
Reading Committee Form should appear on the Signature Pages of the dissertation.

The Abstract

The Degree Progress Office requires an abstract of the dissertation signed by one of the readers.
The abstract should total no more than 350 words and will be published in Dissertation Abstracts.
The candidate will also have to submit a Survey of Earned Doctorates form and a copyright
contract from Dissertation Abstracts. The matter is complicated, but it is wise to copyright the
dissertation.

SUBMITTING THE DISSERTATION

The dissertation must be submitted by the last day of instruction of the degree quarter and no
later than the final quarter of candidacy. (Note: students must be registered the quarter of
degree conferral.) To meet this deadline, the dissertation should be submitted to the
committee in substantially final form at least four weeks before submitting the dissertation. This is
to allow for the final reading, revising, etc., all of which may take longer than anticipated.

It is recommended that all students make an appointment for both a dissertation format check
and submission (if choosing hard copy submission). Note: format checks will not be done in the
final week of the submission deadline. To assure a time slot, appointments for format checks
and submissions should be made well in advance. Appointments: For appointment scheduling,
go in person to the Student Services Center at Tresidder Memorial Union, 2nd floor, file a HelpSU
ticket (Request Category = Student Services, Request Type = Student Services Center), or call
the dissertation appointment phone at (650) 721-1569. Include the following information:
desired day for appointment, full name, phone number, and student ID.




Section 2: About the English Ph.D. Program………………………………………………………………………………..                        20
Hard Copy Filing

Students must submit four unbound copies of the final dissertation, which are distributed to the
University Library, Archives, the department, and Proquest. (The copy for Proquest must be
printed single-sided.) You are reminded to keep an extra manuscript copy for personal use
during the binding process, since copies will be inaccessible. The University requires that three of
the four copies are reproduced on archival quality, acid-free paper.

Submit the dissertation copies to the Degree Progress Office, 630 Serra St, Suite 120. At least one
member of the committee must have read the work in its final form, and has so indicated by
signing the Certificate of Final Reading Form. The student must personally transport the final
copies to 630 Serra St, Suite 120. Each University copy must contain an original Signature Page
signed by each member of the reading committee, along with the Final Reading Form, signed
by a reader, usually the dissertation advisor, who has seen the dissertation in its final form.

The Office of the University Registrar does not provide bound copies of the dissertation for
personal use. Students who want additional dissertation copies bound for personal use have a
few options available below.
Option 1: Bring printed copies to the Binding and Finishing office in Meyer Library (room 380).
The cost is $16.00 per bound copy; exact amount can be paid in either cash or check payable
to Stanford University. There is a 4-6 week turnaround time. Students will be informed when to
pick the bound copies in the Binding and Finishing office. Contact Heather Bolei with questions
at hbolei@stanford.edu or (650) 736-2011
Option 2: Students who want to pay by credit card or desire rush or direct shipment may take
printed copies to Postal Annex, 30166 Industrial Parkway SW, Hayward, CA 94544 (located in the
Target Center at Industrial and Whipple; 510-487-4017). These copies will be shipped off to the
HF Group Bindery for binding and then shipped directly to the student. Students should request
“Stanford Style Ph.D” for binding identical to that used by Stanford. For questions related to this
binding option please call: HF-Group Customer Service: (800) 253-5456.

Payment of fees should be made to the University Cashier. Your check must be made payable
to Stanford University and have your student ID number written on it. Cashier hours are 9:00 a.m.
to 5:00 p.m., Monday through Friday. Dissertation fees can be paid by cash or check; no credit
card or debit cards are accepted. Bring the receipt with you when submitting your dissertation.
The following fees will be charged for filing hard copies:
$126 — for microfilming, publishing of abstract, and binding of required copies of dissertation
$1.65 — copyright registration fee (optional)
$1.95 — open access fee
$1.10 — fee for each map pocket or CD pocket
$0.35 — fee for each mounted photo page or fold-out page

Electronic Filing

To assure a smooth submission, students are encouraged to attend at least one of the
Electronic Dissertation Open Lab sessions held each quarter. Registrar and Library staff will be
present to assist with questions about the procedures and requirements. All Open Lab sessions
will be located at Green Library IC (Information Center) Classroom, Room 166. For further
information on the dates and times of the Electronic Dissertation open lab sessions, please visit

Section 2: About the English Ph.D. Program………………………………………………………………………………..                          21
the Registrar's Office web site at
http://studentaffairs.stanford.edu/registrar/students/dissertation-thesis.

There are obvious advantages to electronic filing e.g. there is absolutely no cost to you and
electronic submission results in reduced time and expense on your part, but since this is a
relatively new process, it is advisable for students to discuss the pros and cons with their advisor.

Students will still be able to obtain hard copies of their dissertation for personal use (see above).

The Registrar’s Office has produced a comprehensive FAQ page to help you and your
committee with this new process:

 http://studentaffairs.stanford.edu/registrar/students/edissertation-faq




Section 2: About the English Ph.D. Program………………………………………………………………………………..                         22
PART SEVEN: THE JOB SEARCH

THE CAREER DEVELOPMENT CENTER

Students normally expect to secure gainful employment at the end of their graduate career.
Placement in teaching or nonacademic positions requires the cooperation of the student, the
student’s advisor, and the University’s Career Development Center (CDC). The CDC’s
Reference File Service Partners with Interfolio, the premier online credential file management
service for colleges and universities. As a first step the student should establish a credentials file
with Interfolio immediately after the oral examination and begin to assemble a dossier and
letters of recommendation. It is particularly useful to do this at this time if the student intends to
be doing research off campus over an extended period of time. The first letters of
recommendation may be added to or replaced at a later date, particularly after the
dissertation is completed or nearly so, if this seems desirable.

Students are strongly encouraged to assemble a teaching portfolio. This portfolio might include
a statement of teaching philosophy and interest, copies of student evaluations, copies of
evaluations by professors, Center for Teaching and Learning and other observers, and copies of
syllabi. CTL offers workshops on writing a teaching philosophy.

 Interfolio http://www.interfolio.com

CHRONOLOGY OF THE JOB SEARCH

The Directors of Placement for 2012-13 are Blakey Vermeule and Claire Jarvis. Each Spring
quarter they hold a preliminary meeting for all those planning to enter the job market in the
Autumn to discuss the various steps to be taken and tools needed to ensure a successful job
search. At this time, all job candidates will be added to the “Jobseekers” email distribution list.

After the Job Information List is distributed by the Modern Language Association, the placement
directors will work with each candidate to review materials, i.e., job letter, writing sample, and
CV, and will review the materials in each candidate’s placement file.

Consider applying for post-doctoral fellowships, part-time teaching positions, as well as posts in
private secondary schools or junior colleges.

Later in the Autumn quarter, the placement directors will hold a meeting about the interview
process; mock interviews will be scheduled with faculty both inside and outside the targeted
field of interest to help prepare students for the MLA conference, which takes place in early
January. Please keep the department informed if you are invited for interviews.

The English Department maintains a job seekers’ “headquarters” room at the MLA conference.
The English Graduate Student Council’s co-chairs coordinate the activities of the job seekers at
the MLA. Normally, the English Department is able to offer financial support for travel to the
MLA to those with job interviews.




Section 2: About the English Ph.D. Program………………………………………………………………………………..                           23
In Winter quarter as schools invite you to visit their campus to present a job talk, the placement directors
will help you schedule a mock job talk in front of faculty and graduate students to simulate the actual
experience. Lastly, when you finally receive the job offer, they will help you navigate your way through
the negotiation process.

DEPARTMENT LETTERHEAD

Jobseekers may use department letterhead when submitting job applications, but should refrain
from using department envelopes. The administrative staff who will process your job application
won’t even look at the envelope you use and it will be tossed immediately. A plain envelope
will serve your purpose just as well.

Digital letterhead

The Graduate Administrator can give you access to an MS Document Template (.dot) file that
can be used to create new MS Word documents with the Department Letterhead. In order to
use the template, please follow these directions:
   • Put the template into your Templates folder.
   • On a Mac this folder can be found here: /HD/Users/YourUserName/Library/Application
       Support/Microsoft/Office/User Templates/My Templates
   • On a PC here: C: \Documents and Settings\yourHome\Application
       Data\Microsoft\Templates
   • After putting the file in this location:
   • On a Mac open MS Word and select "Project Gallery" from the file menu. In the pane to
       the left, find and select "My Templates". In the right pane you will now see the
       "StanfordEnglishLetter" document Template. Double click the template icon (or click the
       "open" button) to create a new document from the template.
   • On a PC, choose "new" from the file menu and opt to create a new file from a Template
       (varies a bit depending on version of Word).


MAILING YOUR APPLICATIONS

You should plan ahead when mailing applications to avoid the prohibitive costs of express mail.
You may mail your applications through the department at no cost via the US Postal Service.
However, if you choose to use United Parcel Service, remember you will receive a bill from
Nicole, which you will be expected to pay.

The same procedures also apply to mailings from Interfolio who will be mailing out your dossier.
Give yourself plenty of time in case problems arise (which have been known to happen).
ALWAYS check 4 - 5 days after you've completed a mailing request to verify that your file was
indeed sent. If you don't see a record of your mailing request within the 4-5 day timeframe,
please contact Interfolio immediately at (877) 77-FOLIO. You don’t want to jeopardize your
chances at that top school because your dossier was not received.




Section 2: About the English Ph.D. Program………………………………………………………………………………..                                 24
SECTION 3: ABOUT TEACHING REQUIREMENTS
Teaching is an integral part of the graduate academic program at Stanford. The English
department offers all doctoral students a variety of teaching opportunities and professional
preparation activities aimed at providing valuable professional experience and giving every
advantage in the highly competitive job market.

“We believe it is not only possible but vital that we give teaching as much emphasis and
support as we give research. As a Stanford faculty member, academic staff member, or
teaching assistant, you are already recognized for your scholarship in your field. We ask that you
be a leader in your teaching as well….I hope that you approach your teaching with the same
passion that you approach your research. Not only will our students benefit, but I firmly believe
that it will result in further intellectual exploration and growth for you as well.”

John L. Hennessy, President

FIRST YEAR TEACHING

Pedagogy Training

In the Autumn quarter, all first-year English students must enroll in English 396. Introduction to
Graduate Study, and English 396L. Pedagogy Seminar I. These courses provide background
information about graduate study at Stanford, the state of the profession, as well as an
introduction to teaching obligations, especially leading a section. 396L meets for workshop
sessions throughout the quarter. Traditionally, one session brings together a panel of
undergraduates, a panel of experienced Teaching Assistants, and a panel of one or two faculty
members to talk about section work from these various perspectives. Another session is a
workshop on grading papers, along with an assignment to prepare a classic literary text and
comment on how one would teach it. Another session has been given by a representative from
the Center for Teaching and Learning (CTL) on the services CTL offers to beginning TAs.

Sexual Harassment Training

Students will also be informed of Stanford University’s sexual harassment policy. The Sexual
Harassment Policy Office offers an approximate 60 minute online training session on sexual
harassment which all English PhD students will be required to complete. For complete
registration instructions: http://harass.stanford.edu/non-supe_training.html

Some Important Links:

Administrative Guide http://adminguide.stanford.edu/24_2.pdf
CTL http://ctl.stanford.edu/help/tas-and-graduate-students.html
Judicial Affairs http://studentaffairs.stanford.edu/judicialaffairs
Sexual Harassment Policy Office http://harass.stanford.edu/index.html
Consensual Relationships Policy http://harass.stanford.edu/cons_rel_about.html




Section 3: About Teaching Requirements…………………………………………………………………………                             25
TA assignments

In either Winter or Spring quarter, all first-year students will be responsible for two sections of a
large class taught by a faculty member. In assigning sections, every effort will be made to
accommodate the preferences of students for courses. The Graduate Administrator will send
out a TA Preference Sign-Up memo by the end of each quarter. Bear in mind that student
preferences, however, do not guarantee that the student will automatically receive the
preferred course. Students may contact the professor for whom they hope to TA, and faculty
members may express a particular preference, but final decisions will be made by the
Graduate Administrator based on enrollment demands. Students are encouraged to attend
the courses in which they are most interested in serving as a TA during the first weeks of classes
until the assignments are settled.

TA Duties

Under the supervision of a faculty member, TAs are responsible for fulfilling all assigned teaching
duties, including term-end grading, in a professional and timely manner. TA duties include:
       • Attending course lectures, TA and professor meetings, or any course-related activities;
       • Assisting professors with section enrollment and assignment in CourseWork;
       • Emailing students before section meets for the first time;
       • Conducting discussion section every week for enrolled undergraduate students;
       • Participating in the design of exams and other curricular components;
       • Grading examinations and papers with appropriate comments / feedback;
       • Holding regular office hours and additional meeting times with students unable to
       attend regular office hours; holding extra hours if needed before exams, term papers,
       etc.;
       • Responding to student emails in a polite and timely fashion;
       • Meeting regularly with the professor and other TAs for the class.

The normal workload is twenty hours per week. Teaching assistants must contact faculty prior to
the start of the quarter to discuss responsibilities and preparation for the course. Refer to the TA
Handbook for additional information.

Supervision and Evaluation

The professor responsible for the course will closely supervise the performance of the teaching
assistants, discuss plans for each meeting of the section, and review some graded papers.
Faculty must submit a written evaluation of the student's performance to the Graduate
Administrator to be filed. These evaluations will be taken into account, along with reports from
professors on students' in-class performances, when the Director of Graduate Studies and the
Director of the Program in Writing and Rhetoric meet to discuss the qualifications of students
who are scheduled to teach in PWR. Be sure that your classes are visited and your teaching
documented by the professor.

If the Director of Graduate Studies and the Director of the Program in Writing and Rhetoric
(PWR) agree that a student lacks the ability to teach, even at a minimally satisfactory level, they
will convene a special committee to evaluate the student's performance. The committee will

Section 3: About Teaching Requirements…………………………………………………………………………                                  26
consist of the Director of Graduate Studies, the Director of PWR, the professor(s) who supervised
the student's teaching and another faculty member selected by the student. The student may
discuss his/her particular situation with the committee.
If this committee deems the student unqualified, it shall have the responsibility of informing the
student, of evaluating the possibility of future fitness, and of designing a program for removing
the disability (substitution of third year obligations for the second year obligations, a leave of
absence, etc.). If the committee believes that the cause of the disability cannot be removed, it
must advise the student; the student then has the option of completing the requirements for the
MA and/or leaving the program.

SECOND YEAR TEACHING

Pedagogy Seminar II and Apprenticeship

In the Autumn quarter, all students complete English 397A. Pedagogy Seminar II, and serve a
Teaching Apprenticeship. The Seminar is devoted to writing theory and pedagogy and to
syllabus and assignment design. Each student prepares a complete syllabus for teaching the
Writing 1-2 sequence during Winter and Spring quarters in the Program in Writing and Rhetoric
(PWR). In addition, apprentice teachers attend classes and conferences of mentor instructors
for two to three weeks. Participation in Pedagogy Seminar II and the Teaching Apprenticeship
constitute a 50% quarter of work as a Teaching Assistant at the standard rate. Fulfillment of
obligations and demonstration of proficiency in the Pedagogy Seminar and Apprenticeship
are required for teaching in PWR. For this, as well as for pedagogical reasons, full participation
in this process is required.

Winter and Spring Teaching

In Winter and Spring quarters, all qualified students teach a two-quarter sequence in PWR. In
addition, students attend regular Pedagogy Workshops and staff meetings focusing on the
students’ concurrent PWR teaching and, in the Winter, on preparation for teaching the second
quarter of the PWR sequence. Regular attendance at the meetings is mandatory in both Winter
and Spring.

FOURTH YEAR TEACHING

In the Autumn quarter, all students will be responsible for leading two discussion sections from a
large literature class. Sign-ups are handled in the same manner described in the “First Year”
section. In general, Autumn quarter teaching works to clear time for dissertation writing the rest
of the year.

FIFTH YEAR AND BEYOND

TA and PWR opportunities for advanced students

5th and 6th year students are eligible to hold a 25% assistantship each quarter in addition to their
regular fellowship funding. These assignments are based on enrollment needs and will only be
granted if the student is making satisfaction progress towards the completion of the dissertation.

Section 3: About Teaching Requirements…………………………………………………………………………                                27
Gaining additional teaching experience later in the program is often beneficial for those
students entering the job market.

Advanced students, i.e., 7th year and above, are eligible to teach up to three sections of Writing
and Rhetoric per year (at the Teaching Affiliate rate) provided 1) they are making satisfactory
progress toward their degree, 2) they are not on another fellowship, and 3) they have an
excellent record of teaching in PWR and as TAs.




Section 3: About Teaching Requirements…………………………………………………………………………                             28
SECTION 4: ABOUT FUNDING AND FINANCES

THE 2012-13 FINANCIAL PICTURE

The English Department six-year funding package consists of a combination of assistantship and
fellowship quarters. Students with funding offers will receive Summer support for four Summers,
provided they are in good standing.

The following table outlines the financial picture for students receiving department funding.
Those 6th year students who have been awarded outside fellowships should refer to their
particular award letter.

      Year              Autumn                Winter                Spring               Summer

       1st         Stipend:   Tuition:   Stipend: $ 8,032 or TA: $8,327              RA:       Tuition:
                   $9,032     $13.750    Tuition: $13,750 or $8,940                  $6,426    $8,940

       2nd         TA:        Tuition:   TF:        Tuition:   TF:        Tuition:   Stipend: Tuition:
                   $8,327     $8,940     $8,596     $8,940     $8,596     $8,940     $6,426   $0

       3rd         Stipend:   Tuition:   Stipend:   Tuition:   RA:        Tuition:   Stipend: Tuition:
                   $ 8,032    $13,750    $ 8,032    $13,750    $ 8,032    $8,940     $6,426   $0

       4th         TA:        Tuition:   RA:        Tuition:   RA:        Tuition:   Stipend: Tuition:
                   $8,327     $8,940     $ 8,032    $8,940     $ 8,032    $8,940     $6,426   $0

       5th         Stipend:   Tuition:   Stipend:   Tuition:   Stipend:   Tuition:
                   $ 8,032    $2,682     $ 8,032    $2,682     $ 8,032    $2,682

      6th          Stipend:   Tuition:   Stipend:   Tuition:   Stipend:   Tuition:
                   $ 8,032    $2,682     $ 8,032    $2,682     $ 8,032    $2,682


100% health insurance will be paid for students in years 1-5, 50% health insurance for students in
year 6.
Health insurance covers students for the entire academic year, September 1, 2012 through
August 31, 2013. Students are responsible for paying the campus health service fee each
quarter.

Stipend Payment Schedule

If you are receiving a department fellowship, your award is paid in a lump sum on the first day
of each quarter– provided you enroll by the deadline (watch for email from the Registrar’s
Office). If you are living on campus, Student Financial Services will deduct housing and fees
from your check. It is your responsibility to pay all other student fees and bills by the scheduled
deadline for each quarter.
Assistantship Payment Schedule

Your TA or RA salary is paid semi-monthly on the 7th and 22nd of each month. If those dates fall
on a weekend, the checks come to the department on the preceding Friday (and will be
available for pick-up), or are directly deposited to your bank account (if you have made
arrangements for direct deposit: see section on direct deposit). Your tuition allowance will be
paid directly to your university bill.

There are six pay periods (hence, six paychecks) in Autumn, Winter, and Spring quarters.
Summer quarters are two weeks shorter than the AWS quarters, and there are only four pay
periods in Summer quarter.

Teaching and research assistantships in the English department are paid according to an
“alternate quarter” schedule, the purpose of which is to enable you to receive your first pay
check of the year close to the beginning of the quarter. The payment schedule corresponds to
the following calendar:


Pay Period for Teaching and Research              Corresponding Pay Dates
Assistants:                                       on the 7th and 22nd of each month
                                                  beginning:

Autumn Quarter: 9/16 to 12/15                     10/7 until 12/22 (6 pay checks)


Winter Quarter: 12/16 to 3/15                     1/7 until 3/22 (6 pay checks)


Spring Quarter: 3/16 to 6/15                      4/7 until 6/22 (6 pay checks)


Summer Quarter: 6/16 – 8/15                       7/7 until 8/22 (4 pay checks)


Patent Agreement

All faculty, staff, graduate students and postdoctoral fellows are required to sign a Patent and
Copyright Agreement (the SU-18 form, signed electronically in Axess) as a condition of either
employment or enrollment at Stanford University.

Hourly employment

Since completion of the dissertation is the ultimate goal of every graduate student, the
university has strict policies on the amount of hourly employment a student may undertake.

   •   Students on full fellowships may hold a concurrent research or teaching assistantship
       appointment up to a maximum of 25% with no additional hourly employment.



Section 4: About Funding and Finances………………………………………………………………………………..                          30
   •   U.S. citizens and permanent residents are permitted to work an additional 8 hours per
       week in incidental hourly employment, unrelated to the assistantship (this additional work
       may not be in the form of another assistantship).

   •   International students may not be employed for any additional hours beyond a 50%
       assistantship. This limit on additional hours of employment does not apply to the period
       between the last day of exams of a quarter and the first day of classes of the following
       quarter, as published in the academic calendar. During this period between quarters,
       the student is still considered to be employed on the assistantship, but may do additional
       work (other than the assistantship) for hourly compensation. As long as they are not
       enrolled over the Summer, international students may work full-time on-campus during
       that quarter.

Direct Deposit

You are strongly advised to sign up for Direct Deposit in Axess at your earliest opportunity for
your stipend checks, your pay checks, and reimbursement checks.
 See http://fingate.stanford.edu/students/universbill/quick_steps/enroll_direct_deposit.shtml
for instructions.

International Students and Social Security Numbers

International students should begin the process of securing a social security number during the
quarter before they plan to begin the first teaching assistantship i.e. in Autumn quarter for a
winter quarter teaching assistantship, or in winter quarter for a Spring quarter teaching
assistantship. Please refer to the Bechtel International Center for information about where and
how to apply.

 Applying for a Social Security Number
http://icenter.stanford.edu/quick_reference/soc_sec.html#f1

Required Federal Forms: I-9 and W-4

Before you begin your first teaching assistantship at Stanford, you will need to submit two forms:

I-9 Employment Eligibility Verification – this must be submitted in person to the Graduate
Administrator with the appropriate form(s) of identification.

W-4 Employee’s Withholding Allowance Certificate - on-line in Axess under the employee tab
(which will appear in your Axess tabs just prior to the start of your first term as a Teaching
Assistant),

Payroll Deduction

Payroll deduction is a means for Graduate Student Research Assistants (RA) and Teaching
Assistants (TA) to deduct a portion of their bi-weekly salaries for the purpose of paying tuition
and fees. This allows graduate students to pay their University bill over several payments rather
than in one lump sum. (Payroll deduction is not available to students on Fellowships because

Section 4: About Funding and Finances………………………………………………………………………………..                               31
Fellowship checks are issued once per quarter.) Graduate students may enroll in payroll
deduction for one academic year at a time. For example, in 2012-13, the period is from
October 1, 2012 through September 30, 2013.

Students may select from four categories of charges to be paid via payroll deduction:

   •    Tuition only
   •    Housing Only
   •    Housing and Fees
   •    Pay All charges

Note:   Students may owe a remaining balance after the Payroll Deduction contract ends if
   •    their salary is less than the payroll deduction payment amounts
   •    their department sets up their salary after the first scheduled payroll deduction
   •    if they are paid on the “alternate quarter” system

Any remaining balance due will be added to the student's University bill . These charges cannot
be moved to the next term and are subject to late fees and holds per University policy.
 http://fingate.stanford.edu/students/universbill/quick_steps/pay_tuition_payroll.html

YOUR UNIVERSITY BILL

Each quarter while at Stanford you will receive a university bill which outlines all the charges and
credits on your account for that quarter. It is your responsibility to review the bill each quarter
and pay the amount that you owe. Most financial aid, e.g. stipends, tuition allowance, health
insurance subsidy, etc. will appear as a credit on your bill. Teaching and research assistantships
are considered salary and do not appear on your bill. Please adhere to payment due dates to
avoid late fees, and also to avoid the eventual hold on your degree conferral.
                           Autumn          Winter             Spring            Summer
Bill sent to students      August 20       November 20 February 20              May 20
Payment due date           October 15      January 15         April 15          July 15

 For Complete information concerning your University bill and payment procedures/options,
see:
http://financialgateway.stanford.edu/students/index.html

CONFERENCE TRAVEL AND RESEARCH FUNDS

Funding is available to students for conference and research travel. All travel must be directly
related to the doctoral degree and will be reimbursed only after travel has been fully
completed. Students are limited to 2 trips per year, only one of which may involve international
travel. Student must present a paper at one of the two conferences. The maximum funding
available for domestic travel is $800 per trip. The maximum funding available for international
travel is $1,200 per trip.

Students must submit a request form which has been signed and approved by the student’s
advisor or DGS, prior to making travel arrangements. The completed application should then


Section 4: About Funding and Finances………………………………………………………………………………..                            32
be submitted to the Graduate Administrator. Students may use the department travel card to
prepay for airfare, conference registration, hotels, etc. After travel is completed, all additional
receipts and conference brochures must be submitted for reimbursement processing. Original
receipts must be submitted for an expense to be reimbursed. These funds are not tax-
reportable if submitted within 60 days.

SECOND YEAR SUMMER LANGUAGE STUDY

Up to $2,500 will be available to students for intensive Summer language study at the end of the
second year of the program. Students must secure approval (see above) prior to making travel
arrangements and enrolling in an approved program. Approved funding in this category will
be disbursed as stipend checks before departure and is tax-reportable. For further details on
appropriate programs, contact Patricia DeCastries (patricia@stanford.edu) in the Language
Center.

UNIVERSITY GRANTS AND FELLOWSHIPS

Graduate Research Opportunity Grants (GRO)

   •   Application deadlines are in mid-November and early April
   •   Stipend amount up to $5,000
   •   For students in social science or humanities disciplines who are making satisfactory
       academic progress and are in years two through five of their doctoral program.
       Recipients of previous GRO fellowships are not eligible
   •   Successful applicants must be registered in the quarter they receive GRO funds. Grants
       will be issued by the end of November for the Fall recipients, and May for the Spring
       recipients
   •   Information available from Assistant Dean of Graduate Studies in H&S

Diversity Dissertation Research Opportunity Fund (DDRO)

   •   Research grants are available for research costs directly related to the dissertation for
       doctoral students whose dissertation topics focus on socioeconomic status, race,
       ethnicity, gender, work or life experiences. These funds help advance Stanford’s
       commitment to graduate student diversity.
   •   Requests may not exceed $5,000
   •   For Stanford doctoral students who are making satisfactory academic progress, have
       advanced to candidacy, and have an approved dissertation proposal.
   •   Application deadlines are in mid-November and early April
   •   For other questions, contact the Vice Provost for Graduate Education (VPGE) office.




Section 4: About Funding and Finances………………………………………………………………………………..                              33
Dissertation Fellowships

Guidelines for Humanities Center Geballe Dissertation Fellowship

   •   Application deadline is early January
   •   Stipend amount approx. $24,000 plus TGR fees. Recipient also gets office for tenure of
       fellowship at the Humanities Center
   •   For students in humanities only. Applicants who have not previously held a Stanford
       dissertation fellowship will be given the most serious consideration
   •   Applications available in mid-October on the http://shc.stanford.edu/ website

Guidelines G.J. Lieberman Dissertation Fellowship

   •   Application deadline early January
   •   Stipend amount approx. $31,000 plus TGR fees
   •   For one student in humanities who intends to pursue a career in university teaching and
       research, and who has demonstrated the potential for leadership roles in the academic
       community. Applicants who have not previously held a Stanford dissertation fellowship
       will be given the most serious consideration
   •   Applications available in mid-October on the http://shc.stanford.edu/ website.

Guidelines for Mellon Foundation Dissertation Fellowship

   •   Application deadline early-mid January
   •   Stipend amount approx. $23,000 plus TGR fees
   •   Applications available in mid-October on the http://shc.stanford.edu/ website.

Guidelines for Whiting Fellowship in the Humanities

   •   Application deadline early-mid January
   •   Stipend amount approx. $25,000 plus TGR fees
   •   For students in humanities departments. The award is designed to reward excellent
       performance and further outstanding achievement in the humanities. Applicants who
       have not previously held a Stanford dissertation fellowship will be given the most serious
       consideration
   •   Applications available in mid-October on the http://shc.stanford.edu/ website.

Guidelines for DARE Doctoral Fellowships (Diversifying Academia, Recruiting Excellence)

   •   Provides a generous quarterly stipend and (TGR) tuition for up to eight academic
       quarters
   •   For Stanford doctoral students in their final two years
   •   For students who want to investigate and prepare for academic careers
   •   For students whose presence will help diversify the professoriate.
   •   Application deadline in early April




Section 4: About Funding and Finances………………………………………………………………………………..                           34
Guidelines for Stanford Interdisciplinary Graduate Fellowships (SIGF)

   •     Three-year awards for current Stanford graduate students pursuing a doctoral degree.
         The annual stipend amount is approximately $34,000.
   •     For students pursuing interdisciplinary initiatives on human health, international studies,
         creativity and the arts, K-12 education, and environment, energy and sustainability
   •     For students pursuing multidisciplinary inquiry within and between the humanities, the
         social sciences, and the natural sciences
   •     For students pursuing other emerging areas of interdisciplinary study
   •     Application deadline in early April

OUTSIDE FELLOWSHIPS

Announcements for outside fellowships are posted on the bulletin board by the student
mailboxes and announcements from the Dean’s Office about fellowships may be sent via e-
mail. These awards include ACLS, Fulbright, Mabelle McLeod Lewis fellowships to name a few.
The Lewis Fellowship is limited to advanced doctoral candidates at Northern California
universities for research in the humanities. The department encourages matriculated graduate
students to apply for outside fellowships, especially during the advanced years. Registers of
sources of outside fellowships, including brief descriptions and application deadlines, are
available in the Financial Aid Office.

EMERGENCY GRANTS-IN-AID

Emergency Grant-in-Aid Funds assist graduate students who experience a financial emergency
or unanticipated expenses (e.g., medical, dental, or legal) causing financial hardship. This
program is designed to assist those who cannot reasonably resolve their financial difficulty
through fellowships or loans. For more detailed information and application procedures, please
refer to the Emergency Grant-in-Aid (PDF) instructions and application form.
http://www.stanford.edu/dept/finaid/pdf/EmergencyGrant-In-Aid.pdf

PRIZES

Alden Dissertation Prize

The Alden Dissertation Prize of $2,500 is awarded each year to the Ph.D. student in English whose
dissertation shows the greatest promise of scholarly achievement. The prize is for dissertations
finished between Spring through Winter quarters each academic year and is awarded at
Commencement.

Andrew Smith Memorial Essay Prize

The Andrew Smith Essay Prize commemorates graduate student Andrew Smith, a member of
the incoming Ph.D. student class of 1996, who passed away in 1997 at the age of 25. Andrew
Smith was a young man of tremendous grace and promise, much beloved by his classmates, in
whose memory this prize was established. The Andrew Smith Essay Prize of $1,000 honors the best
essay written by a first-year graduate student, and is awarded each June at Commencement.

Section 4: About Funding and Finances………………………………………………………………………………..                                  35
Centennial Teaching Awards

The Centennial Awards highlight Stanford's commitment to excellence in teaching, not only by
our faculty, but also by our many and talented teaching assistants. These are graduate
students, who assist professors in the teaching of large undergraduate courses and assist the
students taking such courses. Prizes are awarded throughout the university on a rotating basis
every three years.

THANK YOU LETTERS TO DONORS

Graduate fellowships at Stanford are made possible through the gifts of some of Stanford’s
generous alumni and friends. These donors take pride in supporting you and are interested in
learning about your progress and success. Stewardship is the process through which Stanford
thanks these benefactors and reports back to them on the ways in which their gifts are being
used. Stewardship provides you with the opportunity to personally express your appreciation to
the people who are directly supporting you through a named scholarship or fellowship.
Throughout your graduate career you may be asked by the Office of Development to write a
thank you letter to or even have lunch with a particular donor. You may not even realize that
you are being funded by a special donor who may have simply wanted their money to go to a
student born in Santa Clara County; or someone working specifically on the literature of the
Second World War; or someone with a disability. Thanking your donors is an essential part of the
financial aid process and promises vast benefits for the university, its supporters, and YOU! For
guidance on writing a letter to a donor, please refer to:  https://thankyou.stanford.edu/




Section 4: About Funding and Finances………………………………………………………………………………..                          36
SECTION 4: ABOUT REGISTRATION POLICIES AND PROCEDURES

CONTINUOUS REGISTRATION

Graduate students must enroll in courses for all terms of each academic year (Autumn, Winter,
and Spring quarters) from the admission term until conferral of the degree. The only exception
to this requirement occurs when the student is granted an official leave of absence. Failure to
enroll in courses for a term during the academic year without taking a leave of absence results
in denial of further enrollment privileges unless and until reinstatement to the degree program is
granted and the reinstatement fee paid. Registration in Summer Quarter (except in year 1) is
not required and does not substitute for registration during the academic year. Students
possessing an F-1 or J-1 student visa may be subject to additional course enrollment
requirements in order to retain their student visas.

In addition to the above requirement for continuous registration during the academic year,
graduate students are required by the University to be registered:

     •   In each term during which any official department or University requirement is fulfilled,
         including qualifying exams or the University oral exam. The period between the last day
         of final exams of one term and the day prior to the first day of the following term is
         considered an extension of the earlier term.
     •   In any term in which a University dissertation/thesis is submitted or at the end of which a
         graduate degree is conferred.
     •   Normally, in any term in which the student receives financial support from the University.
     •   In any term for which the student needs to use University facilities.
     •   For international students, in any term of the academic year (Summer may be
         excluded) for which they have non-immigrant status (i.e., a F-1 or J-1 visa).

REGISTRATION CATEGORIES

Full-Time Registration: 11-18 units

Full-time registration permits a student to enroll in 11-18 units of coursework without incurring
additional tuition costs. The department pays for 18 units of tuition in any quarter in years 1-3 in
which you are receiving a fellowship stipend (except Summer quarter). You are encouraged to
maximize the number of units each quarter in order to satisfy the residency requirement and to
enable you to “go TGR” as quickly as possible (see TGR section).

Half-time Registration: 8-10 units

You will enroll in a maximum of 10 units any quarter in years 1-4 in which you are receiving a
teaching or research assistantship. This is because an assistantship is considered to be a half-
time salaried position. DO NOT EVER exceed this 10 unit maximum as the department only pays
for 10 units of tuition!




Section 4: About Registration Policies and Procedures……………………………………………………………                      37
Graduate Tuition Adjustment

Graduate students who need fewer than 8 units to complete degree requirements or to qualify
for TGR status (see below), may register for one quarter on a unit basis (3 to 7 units) to cover the
deficiency. This status may be used only once during a degree program and requires
department approval.
  Graduate Tuition Adjustment
http://studentaffairs.stanford.edu/sites/default/files/registrar/files/tuitadjreq.pdf

Terminal Graduate Registration (TGR)

Doctoral students who have been admitted to candidacy, completed all required courses and
degree requirements other than the dissertation, completed 135 units, and submitted a
Doctoral Dissertation Reading Committee form, should request Terminal Graduate Registration
status to complete their dissertations. For students in the English department this should be no
later than the end of the 4th year in the program.

Each quarter, TGR students must enroll in the 802 course in their department for zero units, in the
appropriate section for their adviser. TGR students register at a special tuition rate: $2,682 per
quarter in 2012-13. TGR students may enroll in up to 3 units of course work per quarter at this
tuition rate. Within certain restrictions, TGR students may enroll in additional courses at the
applicable unit rate. The additional courses cannot be applied toward degree requirements
since all degree requirements must be complete in order to earn TGR status.
 Students applying for TGR status must complete Request for Terminal Graduate Registration
(TGR) Status Form prior to the start of the quarter for which TGR is requested.
http://www.stanford.edu/dept/registrar/pdf/tgrreq.pdf

An “N” grade indicates satisfactory progress must be received each quarter in 802 to maintain
registration privileges. The “N-“ grade indicates unsatisfactory progress. The first “N-“ grade
constitutes a warning. The adviser, department chair, and student should discuss the
deficiencies and agree on the steps necessary to correct them. A second consecutive “N-“ will
normally cause the department to deny the student further registration until a written plan for
the completion of the degree requirements has been submitted by the student and accepted
by the department. Subsequent “N-“ grades are grounds for dismissal from the program.

Graduation Quarter

Registration is required for the term in which a student submits a dissertation or has a degree
conferred. Students who meet all the following conditions are eligible to be assessed a special
tuition rate of $100 for the quarter in which they are receiving a degree:

   •   All course work, degree requirements, oral exams, and residency requirements for all
       graduate degree programs, including joint degree programs, have been completed.
   •   A graduate or professional student must have been enrolled or have been on an
       approved leave of absence in the term immediately preceding the term chosen as the
       graduation quarter.
   •   The student has formally applied to graduate.


Section 4: About Registration Policies and Procedures……………………………………………………………                      38
   •   The student has only to submit the dissertation, project, or master's thesis by the deadline
       for submission in the term designated as the graduation quarter.
   •   The student has filed all necessary forms regarding graduation quarter before the first
       day of the term chosen as graduation quarter.

Students on graduation quarter are registered at Stanford and, therefore, have the rights and
privileges of registered students. Only one graduation quarter may be requested, so if you miss
the dissertation submission deadline in your graduation quarter, future quarters will be charged
at the TGR tuition rate.
 Graduation Quarter Petition http://registrar/pdf/grad_qtr.pdf

LEAVE OF ABSENCE

Graduate students who do not meet the requirement for continuous registration during the
academic year must obtain an approved leave of absence, in advance, for the term(s) they
will not be registered. The leave of absence must be reviewed for approval by the chair or
director of graduate studies major and, if the student is in the United States on a foreign student
visa, by the Bechtel International Center. The granting of a leave of absence is at the discretion
of the department and subject to review by the Office of the University Registrar.

New graduate students may not take a leave of absence during their first quarter.

Leaves of absence are granted for a maximum of one calendar year, or four quarters. An
extension of leave, for a maximum of one year or four quarters, is approved only in unusual
circumstances. Extension requests must be made before the expiration of the original leave of
absence. Leaves of absence for graduate students may not exceed a cumulative total of two
years (eight quarters including Summer quarters).

Students on leave of absence are not registered at Stanford and, therefore, do not have the
rights and privileges of registered students. They cannot fulfill any official department or
University requirements such as the university oral exam during the leave period.

Students on leave may complete course work for which an 'Incomplete' grade was awarded in
a prior term and are expected to comply with the maximum one-year time limit for resolving
incompletes; a leave of absence does not stop the clock on the time limit for resolving
incompletes.

 Leave of Absence: http://www.stanford.edu/dept/registrar/pdf/leaveofabsence.pdf

REINSTATEMENT

Students who fail to register and do not take a leave of absence will be automatically
discontinued from the program by the Registrar’s Office. The reinstatement procedure is
required for students who wish to return to the same degree program or to be admitted to a
different degree program in the original department or in another field. Reinstatement
decisions may be based on the applicant’s academic status when last enrolled, activities while
away from campus, the length of the absence, the perceived potential for successful


Section 4: About Registration Policies and Procedures……………………………………………………………                     39
completion of the program, as well as any other relevant factors or consideration. Problems
can arise when the length of absence has been considerable as the original advisors may have
retired and there is no one in the department willing to take on a student with whose work they
are unfamiliar. It is wise to discuss the possibility of reinstatement before embarking on the
actual process.
Reinstatement is processed by the Graduate Admissions Office. Applications are due the first
day of the quarter in which re-enrollment is requested; an application fee of $105 and a $150
reinstatement fee is assessed. Registration must be completed by the end of the third week of
the quarter for which reinstatement is authorized.

 Application for Reinstatement in Graduate Study:
http://studentaffairs.stanford.edu/sites/default/files/registrar/files/appgradreinstate.pdf

PERMANENT WITHDRAWAL

Any student who wishes to withdraw permanently from the graduate program should submit a
letter of resignation to both the Department Chair and the Director of Graduate Studies as well
as submitting the “Request to Permanently Withdraw from Degree Program” form to the
Registrar’s Office. Reinstatement to the program would only be granted in exceptional
circumstances.

 Request to Permanently Withdraw from Degree Program:
http://studentaffairs.stanford.edu/sites/default/files/registrar/files/permanent_withdraw.pdf

DISMISSAL

Before Candidacy
The Graduate Studies Committee (GSC) may vote to dismiss a student who is not making
minimum progress or completing requirements in a timely and satisfactory way before review
for admission to candidacy. Before considering dismissal, the GSC should communicate with
the student (which may include a meeting with the student) concerning his or her academic
performance and how to correct deficiencies, where such deficiencies are deemed
correctable.

In a review for admission to candidacy, if the GSC votes not to recommend the student for
admission to candidacy, the vote results in the dismissal of the student from the program. The
department chair, or Director of Graduate Studies, or the student's adviser shall communicate
the department's decision to the student in writing and orally. The student may submit a written
request for reconsideration. The GSC shall respond in writing to the request for reconsideration; it
may decline to reconsider its decision.

During Candidacy
When a student admitted to candidacy is not making minimum progress or not completing
university, department, or program requirements in a timely and satisfactory manner, the
student's adviser, the Director of Graduate Studies, or department chair, and other relevant
faculty should meet with the student. A written summary of these discussions shall be sent to the
student and the adviser and added to the student's department file. The summary should


Section 4: About Registration Policies and Procedures……………………………………………………………                     40
specify the student's academic deficiencies, the steps necessary to correct them (if deemed
correctable), and the period of time that is allowed for their correction (normally one
academic quarter). At the end of the warning period, the GSC should review the student's
progress and notify the student of its proposed actions. If the student has corrected the
deficiencies, he or she should be notified in writing that the warning has been lifted.
If the deficiencies are not deemed correctable by the GSC (for example, the failure of a
required course or examination, or a pattern of unsatisfactory performance) or if, at the end of
the warning period, the student has not in the view of the GSC corrected the deficiencies, the
GSC may initiate proceedings for dismissal. The student shall be notified, in writing, that the case
of dismissal will be considered at an impending GSC meeting. The student has the right to be
invited to attend a portion of the scheduled meeting to present his or her own case; a student
may also make this case to the committee in writing.

After full discussion at the GSC meeting, the GSC, without the student present, shall review the
case and vote on the issue of dismissal. The student shall be sent a written summary of the
discussion, including the GSC's decision and the reasons for it. The student may submit a written
request for reconsideration. The GSC's response to the request for reconsideration shall be
made in writing; it may decline to reconsider its decision.

Implementation guidelines

PROCESS STEPS                                                                    RESPONSIBILITY
 1  Identifies the appropriate departmental committee to consider the            Department
    student’s academic standing. This may be the department’s
    committee of the faculty or other committee authorized to act on the
    department’s behalf, such as the departmental graduate studies
    committee.
 2  Where possible and as early as possible, warns the student, in writing,      Committee
    of the situation and deficiency. A detailed explanation of the reason
    for the warning should be provided.
 3  Provides a response to the committee, explaining circumstances and           Student
    identifying any necessary actions to achieve satisfactory progress.
 4  Considers extenuating circumstances communicated by the student.             Committee
 5  Decides the question of dismissal by majority vote of the committee          Committee
    (with at least three faculty members participating in the committee’s
    deliberation), and communicates the decision to the student in
    writing.
 6  Places a summary of department discussions, votes, and decisions in          Department
    the student’s file.
 7  Provides students the opportunity to examine their department files, if      Department
    requested, and provides students with information on their rights to
    appeal under the Student Academic Grievance Procedures.
 8  Notifies the Office of the Registrar of final disposition of the student’s   Department
    status and provides documentation to Registrar’s Office of dismissal.
 9  Processes the dismissal.                                                     Registrar




Section 4: About Registration Policies and Procedures……………………………………………………………                      41
STUDY LISTS

The preliminary study list deadline is the first day of classes of each quarter during the academic
year. As early as possible, but no later than this deadline, students (including those with TGR
status) must submit to the Office of the University Registrar via Axess, a study list to enroll officially
in classes for the quarter. Students are expected to be enrolled "at status" by the preliminary
study list deadline. This means that students must be enrolled in sufficient units to meet
requirements for their status, whether full-time, 8-9-10 units (graduates only), or on approved
special registration status.

Students are charged a $200 late study list fee for submitting their study lists after the quarterly
deadline.

RESIDENCY

At Stanford, each advanced degree program has a residency requirement of a minimum
number of units of credit (45 for the MA; 135 for the doctorate). No degree can be conferred for
the student until the residency requirement for that degree has been met. A student’s residency
total is also an important factor in determining whether he/she is eligible for Terminal Graduate
Registration (TGR) status. Residency is only granted for units completed, so incomplete grades
do not help in reaching the residency requirement.

Graduate Residency Transfer Credit

Students coming to Stanford with an MA from another university must petition for transfer credit
and may be awarded up to 45 units of credit toward their Stanford degree. The decision about
such a petition will be made by the Director of Graduate Studies as early as the first week of
Winter quarter on the basis of the student's work in Autumn quarter. The petition should indicate
the courses for which you request transfer credit. You should also submit syllabi, reading lists and
transcript. If the Director of Graduate Studies believes it is too early to make a decision, s/he will
wait until the first week of Spring quarter to review the petition again. For transfer credit to be
awarded, courses equivalent to those in your petition must be offered at Stanford.

 Application for Graduate Residency Credit.
http://studentaffairs.stanford.edu/sites/default/files/registrar/files/grad_res_credit.pdf

INTERNATIONAL STUDENTS

International students should be aware that Federal immigration law and procedures might
impinge upon some of the rules and regulations discussed in this guide. In particular, leaves of
absence, failure to maintain adequate progress, and failure to maintain continuous registration
are just some of the issues that are potentially more dire for international students than for U.S.
citizens. Stanford is required to regularly report on the status of its international students to the
U.S. government. International students who are not in good academic standing are almost
always classified as “out of status” by the immigration authorities, and may be required to leave
the country immediately. Immigration law is hardly static, and the conditions that attach to visa
may change over the course of an international student’s time at Stanford. International

Section 4: About Registration Policies and Procedures……………………………………………………………                           42
students are strongly advised to use the resources at the Bechtel International Center to stay
appraised of how their current academic status interacts with their visa status; in particular, if an
international students has any doubts about their visa status, they should contact the Graduate
Administrator and the Bechtel International Center, especially if they are contemplating a
journey outside the United States.

EXCHANGE SCHOLAR PROGRAM

The Exchange Scholar Program enables a graduate student enrolled in a doctoral program in
one of the participating institutions to apply to study at one of the other graduate schools for a
limited period of time so as to take advantage of particular educational opportunities not
available on the home campus. The academic experience, including courses taken and/or
research conducted with particular faculty at the visited institution, will be registered on the
academic record maintained by the student's home institution.
The participating institutions are Brown University, University of Chicago, Columbia University,
Cornell University, Harvard University, Massachusetts Institute of Technology, Princeton University,
Stanford University, University of Pennsylvania, and Yale University. Participation in this program
requires the timely approval of both the student’s home institution and of the host university. For
Stanford graduate students, participation requires the discretionary approval of the student’s
advisor, department and school. All approvals must be obtained two months before the
registration date at the host institution. Further information can be obtained from the Graduate
Admissions Office.

Selected UC Exchange Programs

Stanford also has separate exchange programs with the University of California, Berkeley, and
the University of California, San Francisco. An application form is available through the Office of
the Registrar for Stanford graduate students who wish to enroll in courses at either of these
University of California campuses.

Course instructors must give permission for exchange applicants to enroll in classes by signing
the form. Exchange applicants should discuss their plans with their Stanford department and
with the academic department at the exchange institution. The application form requires the
discretionary approval of both departments, and from the Registrar’s Offices of both .

Exchange arrangements for these programs are made on a quarter-by-quarter basis. A new
application is required for each quarter at an exchange institution.
 Application for Exchange Program at UC Berkeley or UC San Francisco
http://studentaffairs.stanford.edu/sites/default/files/registrar/files/exchange_stf-cal-ucsf.pdf

MASTER’S DEGREES
	
  
Current doctoral students within the Department and from other departments may apply for a
Master of Arts in English during the course of their Ph.D. program. A master’s degree requires 45
units of coursework (nine 5-unit courses). Interested students should speak with the Graduate
Administrator and submit a Graduate Program Authorization Petition in Axess. A service fee will
be assessed for this petition. An M.A. in hand can be especially useful for Summer teaching.

Section 4: About Registration Policies and Procedures……………………………………………………………                       43
SECTION 5: GRADUATE STUDENT RESOURCES AND GENERAL INFORMATION

ADMINISTRATIVE STAFF: WHO DOES WHAT

Dagmar                     Faculty Affairs and Dept Finances      Alyce                  Faculty Finances and Office Services
                                     dagmar@stanford; 3-2636                                            boster@stanford; 3-1802
Appointments and promotions                                       Faculty research accounts/funding transfers
Senior faculty and opportunity searches                           Faculty searches
Department committees/assistant to Chair                          Reimbursements, honoraria, petty cash
Replacement teaching/emeriti recalls                              Conference planning, including MLA
Sabbatical and leave requests; course reliefs                     Travel and moving/Faculty Club use
Faculty awards/fellowships/special commitments                    Facilitating and trouble-shooting
Department operating accounts and budgets                         Office management; employee relations
Endowment and gift funds; donor relations                         Student employees
Salaries, paychecks, HR records                                   Equipment inventory
Visiting Scholars and J-1 visa requests                           Facility planning and improvements
Annual faculty reports/compliance                                 CSN
Emergency planning/Environmental Health & Safety                  Special projects and visitors
Judy              Graduate Student Services and Curriculum        Katie Undergrad Student Services and Teaching Support
                                     jcandell@stanford; 3-4848                                       kdooling@stanford; 5-1222
Curriculum planning                                               Undergrad student records and degree progress
Bulletin, course descriptions, and scheduling                     Classroom changes and equipment requests
Grad student records and degree progress                          Honors programs, W-I-M, tutorials
Liaison with Registrar                                            Undergrad faculty advisors
Graduate admissions                                               Undergrad research assistants and peer mentors
Grad student financial support; fellowships; travel               Undergrad prizes, commencement
TA assignments                                                    Class enrichment activities, undergrad events
PhD dissertations                                                 Teaching evaluations
Job placement                                                     Liaison with VPUE, Registrar
Review Club, reading groups                                       Donor letters
Commencement, student prizes, Newsletter                          Newsletter and undergrad publications
Nelia                        Technical and Financial Support      Nicole                       Communications and Logistics
                                         nelia@stanford; 5-7654                                            nyun@stanford; 3-2635
Network access, computer registration                             Office hours, door signs
Computer trouble-shooting                                         Textbook adoption forms, desk copies
Liaison with ITSS, ATS, and Meyer Lab                             Addresses, contact information
Software support, Coursework assistance                           Mail, shipping and delivery services
Computer hardware and software purchasing                         Photocopying, fax, equipment maintenance
Loaner laptops for presentations, emergencies                     Office/kitchen supplies; workroom/kitchen upkeep
Phone and network service changes                                 Checks, petty cash, cashier’s office deposits
Faculty reimbursements, purchases                                 Audio-Visual equipment
Building Manager, facilities work orders                          Keys; facilities problems, e.g., heat, lights
                                                                  Terrace Room/Conference Room reservations
Christina           Creative Writing Program Administrator        Krystal                 Creative Writing Program Assistant
                                       cablaza@stanford; 5-1208                                       krystalg@stanford; 3-0011
Literary visitors; Lane Lecture series                            Stegner applications
Stegner fellowships                                               Fiction and poetry writing courses
Jones lecturers                                                   Undergrad minor in Creative Writing
Finance                                                           Undergrad fiction and poetry prizes
Assistance to Director                                            Reimbursements
Donor relations                                                   Class lotteries
Publicity and public relations                                    Website
ASK JANE

AskJane offers answers to the most commonly asked questions at the Student Services Center.
Try to find the answer to your questions here before you ask Judy!

AUDIO-VISUAL EQUIPMENT

Nicole can reserve department-owned audio-visual equipment -- TV/VCR, CD/Tape Player,
Slide Projector. See Nelia if you want to use our computer projector or portable microphone or
need a loaner laptop.

CATERING AND ORDERING FOOD

Generally ordering food ($50 - 100) for reading groups and review club meetings can be
handled with the department credit card (see Credit Card section below). Funding approval
should be obtained in advance for larger catered functions or other social events. Nicole has
copies of catering menus for many of the companies in the Palo Alto area.

Most catering companies are willing to send an invoice after the event. Give the invoice to
Judy for strictly student functions or to Alyce for student/faculty functions.

COMPUTER HELP

For any computer-related issues, you can submit a HelpSU request at http://helpsu.stanford.edu
call 5-HELP (4357).

You can log in to any of the computers in Room 404 using your SUNet ID. You can also print to
the printers in 404 from your laptops. Replacement printer cartridges for printers in 404 and 317
can be found on the shelf in the second floor workroom. Save the old cartridge for recycling.
Be a good citizen and change the printer cartridge when needed.

COPYING/SCANNING

Faculty and TAs can use the Xerox machine in our workroom for routine copying. Large jobs
should be sent to campus copy center (FedEx/Kinko’s); leave completed form and materials at
front desk (see sample form in Office Guide notebook in workroom). Kinko’s picks up in mid-
afternoon and delivers at 8:00 am the next day, if requested on form. Ask Nicole if you need
help.

Copying in the library is best done by using the library photocopiers and paying with your
Stanford ID card. TAs can use the department scanner for small scanning jobs. The scanner is
connected to the faculty PC near the 2nd floor kitchen. Nicole or Nelia can answer questions
and give instructions. Larger scanning jobs should be done on the Xerox machine or sent to
FedEx/Kinko’s. The Academic Technology Lab on the 2nd floor of Meyer Library can provide
assistance with large or complicated scanning projects.




Section 5: Graduate Student Resources……………….……………………………………………………………                             45
NOTE: Personal copying should be kept to a minimum and should always yield to instructional
or administrative copying.

CREDIT CARD

The department credit card (p-card) may be used with prior permission for ordering books for
reading groups, for refreshments for meetings and other such official needs. Please be
responsible when using the credit card, and ask yourself whether or not the charge could be
justified to the donors who provide our funding. Return card promptly after use and submit all
receipts to the cardholder. On the back of the receipt make a note of the function and the
names of attendees, if applicable.

EMERGENCIES

When the building alarm sounds, evacuate the building immediately. During an earthquake,
protect yourself from falling objects; leave the building after shaking has stopped and assemble
in the oval. Any time you evacuate the building for an emergency, take your keys, purses,
laptops and anything else you would need in case you cannot reenter the building.

GRADUATION AND COMMENCEMENT

Applying to Graduate

Students should apply to graduate in Axess by the “Application deadline for _____ Quarter
degree conferral” in the conferral term as published in the Stanford Academic Calendar
(http://registrar.stanford.edu/academic_calendar/index.htm) in order to allow sufficient time
for department and Graduate Degree Progress review of degree requirements.
Recommending lists of students who have applied for conferral of graduate degrees are
reviewed by the Registrar and the department to verify completion of degree requirements.
Students who wish to defer their conferral date must file another application for a later quarter
and withdraw the one they have made previously. Late applications and withdrawal of the
Application to Graduate are made by visiting the information windows at the Student Services
Center and completing the appropriate paper forms.

Degree certificates are sent to students who have been awarded degrees for all but Spring-
quarter (see below). Transcripts verifying conferral of degrees may also be requested on Axess
and obtained from the Registrar’s Office.

Spring Commencement and English Diploma Ceremony

Commencement ceremonies are held each June for students who have received degrees in
the previous Summer, Autumn, Winter, and the current Spring quarters. Students who wish to
receive their actual diplomas at June commencement must apply by the deadline printed in
the academic calendar to allow adequate time for preparation of the diploma. Students can
indicate whether they would like to receive their diploma at commencement ceremonies or
have it mailed to them. Students who expect to complete their degree requirements in Summer
Quarter but wish to participate in commencement activities in advance of conferral of their

Section 5: Graduate Student Resources……………….……………………………………………………………                              46
degree must notify the Graduate Administrator via email prior to June 1. Walk-through petitions
are approved for students in good standing who are not on the June degree list.
 See the official Stanford Commencement site for complete information about University
commencement activities: http://commencement.stanford.edu/

Invite all your friends and family to the English Department Diploma Ceremony held at 12:30
p.m. in Memorial Church after the university ceremony in the Stadium. No tickets are required
for this event and all are welcome to attend. We hold a lunch reception after the ceremony
under the arcades in front of Buildings 60 and 70.

Regalia

Basically two choices: Rent for the day from the bookstore – check
http://commencement.stanford.edu/capsandgowns/index.html for deadlines to place an
order.

- or invest in the purchase of a lifetime (perhaps a graduation gift?) from a cap and gown
supplier http://www.capgown.com/

LOCKERS

Lockers are available for student use in Room 404. Please see Nicole if you would like to have one.
Availability is limited! You will need to provide your own padlock. Squatters will be evicted!

MAIL AND MAILBOXES

US mail is usually delivered and picked up after noon. Leave business mail in “to be stamped” bin in
the workroom. Make sure you fill out and sign the green Customs Form for any international non-
letter (see Office Guide notebook in the workroom).

Personal mail should be stamped. Nicole will sell you an occasional stamp. US Postal Service
security restrictions require any packages weighing more than 13 oz to be taken to the Post Office.

Mail to other Stanford offices goes in the ID mail bin in the workroom or at the front desk; pick-up
and delivery is between 9 and 11 am every day. Mail codes for other offices are posted in the
workroom.

Be considerate with your mailbox. Clean it out periodically so that your mail does not intrude on the
adjoining mailboxes. It should not be used as a storage unit.

MISSING INDIVIDUAL STUDY SECTIONS IN AXESS

Your section of 394, 398, 802 probably isn’t missing from Axess, but rather hidden. Please select
“view all” in Axess to see all of the sections available for that particular class.




Section 5: Graduate Student Resources……………….……………………………………………………………                              47
ENGLISH GRADUATE STUDENT COUNCIL /COMMITTEES/DEPARTMENT SERVICE

The English Graduate Student Council is the graduate student organization for the department.
It has a significant voice in departmental affairs and serves as the primary means by which
graduate student participation in department decision-making is coordinated. The English
Graduate Student Council appoints all graduate members of committees (standing and ad
hoc) and acts as advocate for graduate student concerns. Information is relayed through
elected cohort representatives at monthly meetings. The Co-Chairs attend Advisory
Committee meetings when appropriate and also attend the MLA to staff the English
Department’s headquarters each year (all expenses paid).
The Department greatly values the input of students on many matters. Examples include:

   •   Faculty hiring
   •   Admitting and recruiting new graduate students
   •   Department planning (e.g., curriculum development, graduate studies and funding)
   •   Letters of evaluation for faculty promotions

Accordingly, students are often asked to serve on search committees, the annual graduate
admissions committee, and other standing or ad hoc Department committees. Students may
also be asked to serve on University-level committees. This type of department service often
provides students with valuable insights into the norms and culture of the academic life and
profession.

SECURITY

Keep rooms locked when not in use to protect against theft. Don’t prop the front door open to
let visitors in after hours. If you find the building unlocked late at night or on the weekend and
there isn’t an event being held, call 3-2281 to request security lock-up.

Don’t ignore your instincts. If you see a person or circumstances that make you uneasy
anywhere on campus, report it to 9-911 (for safety or medical emergencies). If you find yourself
having to walk at night to your car or to your apartment, try to find a buddy to walk with.
During the school year, you can call 5-SURE who will provide a free nighttime escort service by
cart for anyone who requests it.

SUPPLIES

Standard items for TAs such as paper, pens, file folders, staplers, tape, etc. can be found in the
workroom. Blue books for exams are also available in the workroom.




Section 5: Graduate Student Resources……………….……………………………………………………………                              48
SUPPORT SERVICES FOR GRADUATE STUDENTS

Graduate life at Stanford can be stressful, but there are many support services available to help
our graduate students with their mental and physical well-being. Below is a compilation of the
various resources available for those who need help, guidance, or just information.


            WHO                                    WHAT                                                     WHERE
Graduate Life Office (GLO)       The Graduate Life Office (GLO) is a              http://glo.stanford.edu
                                 division of the Office of the Vice Provost
                                 for Student Affairs. We serve the entire
                                 graduate student population at Stanford
                                 and their families. GLO deans are a
                                 source of comprehensive, impartial
                                 guidance and information related to all
                                 aspects of your life as a graduate student.
Counseling and                   Counseling and Psychological Services            http://vaden.stanford.edu/caps/
Psychological Services           (CAPS) is the University’s counseling
(CAPS)                           center dedicated to student mental
                                 health and well-being.
Vaden Health Center              First point of reference for all your health     http://vaden.stanford.edu
                                 needs
YWCA Sexual Assault Center       The YWCA Sexual Assault Center assists           http://vaden.stanford.edu/ywca/index.html
at Stanford                      students, staff, faculty and other Stanford
                                 campus affiliates who are victims of
                                 sexual assault.
Office Of Accessible             The Office of Accessible Education (OAE)         http://studentaffairs.stanford.edu/oae
Education                        is the campus office designated to work
                                 with Stanford students with disabilities
The Bridge Peer Counseling       The Bridge is a group of trained student         http://www.stanford.edu/group/bridge/
                                 counselors providing 24-hour peer
                                 counseling services to Stanford University
Bechtel International Center     Resource center for all international            http://icenter.stanford.edu/
                                 students
Office of Residential            The Office of Residential Education is           http://studentaffairs.stanford.edu/resed/
Education                        responsible for developing the policies,
                                 programs, and staffing which support the
                                 intellectual, educational, and community-
                                 building activities in student residences.
Office of Religious Life         The Office of Religious Life provides            http://www.stanford.edu/group/religiouslife/
                                 leadership, services and programming in
                                 matters of religion, spirituality, and ethics.
Office of the Vice Provost for   The Office of the Vice Provost for               http://vpge/stanford.edu
Graduate Education (VPGE)        Graduate Education (VPGE) works
                                 collaboratively with Stanford's schools
                                 and departments to enhance the quality
                                 of graduate education at Stanford
                                 University.
Black Community Services         The Black Community Services Center is           http://bcsc.stanford.edu
Center                           an organization focused on supporting
                                 the total advancement and excellence
                                 of Black students and Black student
                                 groups within the Stanford Community.
El Centro Chicano                El Centro Chicano supports Chicano and           http://elcentro.stanford.edu/
                                 Latino students academically, personally,
                                 socially, and culturally.
Asian American Activities        A³C serves as Stanford's primary resource        http://www.stanford.edu/dept/a3c/
Center                           for Asian American student affairs and
                                 community development.




Section 5: Graduate Student Resources……………….……………………………………………………………                                                              49
          WHO                                  WHAT                                              WHERE
Native American Cultural   Native American Cultural Program                http://www.stanford.edu/dept/nacc/
Program                    handles administration, academic
                           assistance, program coordination, and
                           advising in support of the Native
                           American Community at Stanford.
LGBT Community Resources   LGBT Community Resources Center for             http://www.stanford.edu/group/QR/
Center                     gay and bisexual students
Women’s Center             The Women’s Community Center exists to          http://www.stanford.edu/group/womenscntr/
                           facilitate the success of women students
                           at Stanford by providing innovative
                           opportunities for scholarship, leadership,
                           and activism.
Dean Of Students           Student Affairs is a diverse organization of    http://studentaffairs.stanford.edu
                           professionals who are dedicated to the
                           social, psychological, ethical and
                           cognitive development and well being of
                           all Stanford students
Judicial Affairs Office    Office of Judicial Affairs (within the Office   http://www.stanford.edu/dept/vpsa/judicialaffairs/
                           of the Dean of Students) administers the
                           student judicial process for Stanford and
                           works toward an honest and responsible
                           community.
Work Life Office           The Work Life Office is to support the          http://www.stanford.edu/dept/worklife/
                           university’s academic mission through
                           direct services and collaborative
                           partnerships that assist faculty, staff and
                           students in reaching a comfortable
                           balance in their work, study, personal and
                           family lives.
Graduate Student Council   The GSC is grounded on three pillars:           http://gsc.stanford.edu/
                           advocacy for graduate students; funding
                           graduate groups; and programming
                           events for graduate students
Bewell@Stanford            BeWell @ Stanford serves as the                 http://bewell.stanford.edu/ppl/students
                           overarching health and wellness resource
                           for Stanford University students


TERRACE ROOM/CONFERENCE ROOM

The department controls use of the Terrace Room (#426) and the Conference Room (#424). To
reserve, email Nicole - nybridges@stanford.edu. The Terrace Room is equipped with a
SmartPanel and audio-visual equipment; see Nelia if you want to use the portable microphone.

Classrooms in Margaret Jacks (rooms #301, #334 and #429) are scheduled by the Registrar; the
conference room on the 1st floor (#126) is scheduled by the Linguistics Department (3-4284).

TRAVEL CARD

The travel card (not to be confused with the p-card) can be used for booking conference
travel: airfare; conference registration; shuttles, etc. This saves you from incurring out of pocket
expenses and having to wait for reimbursement. Ask the Graduate Administrator for details.




Section 5: Graduate Student Resources……………….……………………………………………………………                                                             50
UNITED PARCEL SERVICE

Jobseekers (and other graduate students, with permission) may use the UPS courier in the
department, but will receive a bill, payable upon receipt, from Nicole.

UPS courier picks up Next Day/ International Documents Only (red) and Second Day (blue)
packages between 2 and 3 p.m. International shipping, including Canada, of anything other
than documents requires a Worldwide Waybill and a Customs Invoice.

Fill out appropriate forms (See Office Guide in workroom for samples) and leave package at
front desk. You can also take to pickup box on the Oval before 4:45 p.m.

WEBSITE

The English Department website is a primary reference tool for course information, curriculum
requirements, faculty and staff phone numbers, and much more. You can see a schedule of
department events; find out the latest news, and use direct email links to contact your
colleagues.

Contact Judy if you need to have your profile updated.

WIRELESS

Our building has good wireless connectivity, but high traffic volume sometimes prevents access.

Alyce or Nelia can set up wireless access for short-term visitors; visiting scholars will need Nelia to
enter their computers into the Stanford network database.

NOTE: Cell phone reception can be erratic in Building 460.




Section 5: Graduate Student Resources……………….……………………………………………………………                                  51

								
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