Engineering Graduate Student Change of Status

"Advanced Standing" refers to a student receiving academic credit for additional work completed with the following parameters:

• MS students in on-campus programs can earn Advanced Standing toward the MS degree for graduate-level coursework (4000 level or above) completed at Columbia University only. No more than 15 points of Advanced Standing can be awarded, and the coursework can not have been counted towards a previous degree, minor, or certificate program.
• Advanced Standing points must be deemed appropriate and relevant to the degree program of study, as determined by the Department or Program.
  In most cases, regardless of Advanced Standing points granted, MS students are required to complete a minimum of 15 credits while enrolled as a Columbia Engineering graduate student.
• Verification (such as transcript, degree clearance, program plan, or advisor approval) that coursework was not counted towards a previous degree (including its minors, concentrations, specializations) will be required.
• Please visit the following page to view the Change of Status forms. UNI log-in is required to view and submit.
• PhD students will earn Advanced Standing toward their degree whether their MS degree was completed within Columbia or at another institution. They can earn up to 30 points of Advanced Standing as well as up to 2 Residence Units.
• DES students will earn Advanced Standing provided they earned their master's degree outside of Columbia Engineering to reflect their prior completion of an MS program. They can earn up to 30 points of Advanced Standing. These Advanced Standing points are separate from the points the student must complete as a DES student at Columbia Engineering.

Students pursuing the MS degree may petition to add or change concentrations/specializations for their degree program. Students may only add concentrations/specializations that are within the same department as their degree program; students cannot add concentrations/specializations to their degree programs from other departments. These requests should be submitted via the Change of Status form; students may also use this form to indicate if they would like to remove a concentration/specialization that they previously added. Requests to add a concentration may require an updated statement of purpose.

All degree level changes must be requested with support from the Department and are subject to extensive review and approval by Engineering Student Affairs.

Students who wish to enroll in a different degree program from the one they were originally admitted to and are currently enrolled in must apply for admission into the new degree program via the standard admission process through the Office of Graduate Admissions. Students who wish to enroll in a different degree program from the same academic Department should consult their departmental staff.

A Leave of Absence is an authorized, temporary break from academic participation. Leave requests (as well as requests to return from leave) require approval from the student’s Department and Engineering Student Affairs. There are three types of leaves: medical, voluntary, and military.

General Guidelines and Approvals

• International students going on any type of leave should consult the International Students and Scholars Office (ISSO) to ensure they are following relevant policies and remain in good standing.
• PhD students considering taking a leave of absence should consult with their Department and Principal Investigator (PI) for guidance.
• Time spent on authorized leave does not count toward the 5-year limit that MS students have to complete their degree programs, nor toward the 7-year limit for Doctoral students.
• We recommend students return from leave in either the Fall or Spring. We recommend that students submit their request to return well in advance of their approved return semester. However, return requests are processed beginning April 1 for Fall returns and November 1 for Spring returns.
• Leave limits are tied to a specific program of study; students who complete one program would be eligible for further leaves if they begin another program at Columbia Engineering.

Enrollment and Campus Access

• Students on leave may not take any courses at other institutions (including other Columbia University schools) for the purposes of transferring credit back to Columbia Engineering.
• Students should not engage in the campus community while on leave; ID cards are deactivated for the duration of the leave.

Financial Considerations

• Depending on the leave effective date, students may be entitled to a prorated tuition refund. In most cases, students will be charged a $75 withdrawal fee and have ancillary fees remain on their account.
• The Registrar's Office publishes a schedule of refunds for tuition and fees based on the week in the semester during which the withdrawal or leave is processed. Please consult the Student Financial Services website for more information regarding the financial implications of a leave or withdrawal.

Academic Records and Grading

• Students approved for leave by the drop deadline will have their course history for the semester removed.
• Students who need to discontinue their studies for the semester after the drop deadline must consult their Department and course instructors to resolve the grading for the semester.

Failure to Return from Leave

• Students who do not return from leave by their approved return term will be withdrawn from the school; withdrawn students must apply for readmission to rejoin the school, if eligible.

Leave requests require approval from the student’s Department and Engineering Student Affairs. All leave requests must adhere to the General Leave of Absence Policy guidelines above.

Voluntary Leave of Absence

• Voluntary leaves may be granted to eligible students who require a break from their studies, e.g., due to personal reasons.
• The maximum amount of time allowed for a voluntary leave is one year (equivalent to two semesters). Summer terms do not count toward the time on leave.
• Students must have completed at least one semester and must have a minimum GPA of 2.5 in order to be eligible for voluntary leave.
• Students on voluntary leave must vacate University housing.
• Students on voluntary leave are not eligible for University-sponsored health insurance.
• Requests to go on voluntary leave are made via the Student Financial Services form; students must discuss with their Department prior to submission.
• Requests to return from voluntary leave are made via the Engineering Student Affairs Change of Status form. Return requests are required despite the return term being indicated on the original leave request.

Military Leave of Absence

• Columbia Engineering follows the University’s Military Leave of Absence policy.
• Students on military leave must vacate University housing.
• Students on military leave are not eligible for University-sponsored health insurance.
• Requests to go on military leave are made via the Student Financial Services form; students must discuss with their Department prior to submission.
• Requests to return from military leave are made via the Engineering Student Affairs Change of Status form. Return requests are required despite the return term being indicated on the original leave request.

Leave requests require approval from the student’s Department and Engineering Student Affairs. All leave requests must adhere to the General Leave of Absence Policy guidelines above.

Columbia Engineering graduate students can take a medical leave during the spring and fall semesters. Medical leaves, however, are available only to enrolled students whose academic and administrative standing (as defined by the school and the student's department) permits them to continue in the degree program when they return from leave. Medical leave for a given semester must be submitted by that semester’s final day of classes. In the case of a student under disciplinary sanction or with a pending disciplinary proceeding, the Deans of Engineering Student Affairs may attach conditions to the leave of absence to ensure that the student cannot avoid such sanction or submission to the proceeding due to their leave.

Doctoral students must be approved by their academic department, have a faculty advisor, and have funding from their faculty advisor and/or academic department prior to and when returning from an approved medical leave.

To Apply for a Medical Leave

The student must submit medical documentation from the treating medical or mental health professional (the “Student’s Health Care Provider” or the “Student’s HCP”) stating that a medical leave is warranted due to the student's health condition.

The Student's HCP medical documentation must meet the following requirements:

• The medical documentation must be printed on the HCP’s letterhead and include a valid signature, printed name and title, and applicable license information.
• The supporting medical documentation must be dated within 30 days of the request for medical leave. The documentation must contain a diagnosis from the provider.
• The duration that you have been working together (for example, four months or a year)
• Their recommendation for a Medical Leave of Absence and why
• All documents must be submitted in English or officially translated into English by a certified translator and submitted along with the original documents
  • An official translation is a legally valid translation performed by a qualified translator and certified with a signature and seal that the translated version reflects the information in the source document.

As a condition of granting a medical leave, Columbia Engineering Wellness may require a consultative review of the medical documentation with a representative of Columbia University Counseling and Psychological Services (CPS). This consultation may include conversations between the student’s HCP and the designated CPS representative and may also require that the student meet with Columbia Engineering Wellness.

Extending your Medical Leave

Medical leave will be granted for no longer than one academic term at a time, but may be renewed for a subsequent academic term upon supplemental documentation from the Student’s HCP that a continued medical leave is warranted due to the student's health. The medical documentation to extend a medical leave must meet the requirements mentioned above. The maximum cumulative length of a medical leave is two academic years, or four full academic terms, not including summer terms.

If a student does not provide sufficient documentation, they will be informed of the missing requirement(s) and given 14 business days to provide the additional required documentation. If the additional documentation is not provided within this timeframe, the request will be denied.

Medical Leave and Columbia Residential Housing

Students on medical leave with exceptional health care needs may be eligible to remain in on-campus housing. Please refer to Columbia Residential’s website for additional details.

Medical Leave and Health Insurance 

Students on medical leave may be eligible to continue participation in University-sponsored health insurance; please contact [email protected] for additional details.

Involuntary Medical Leave of Absence Policy

In certain unusual cases, a compulsory medical leave may be required if the School determines that such leave is needed to protect the safety, health, and well-being of the student or other members of the Columbia Engineering community. Students will be given notice and an opportunity to be heard before being placed on compulsory medical leave. Columbia Engineering is aligned with the University’s Involuntary Leave of Absence Policy.  Please review this page carefully as it contains important information. 

Students returning from any type of approved leave must submit a Return from Leave of Absence (Voluntary/Medical/Military) form in advance of the semester they intend to return. We recommend that students submit their request well in advance of their approved return semester; however, return requests are processed beginning April 1 for Fall returns and November 1 for Spring returns. Requests to return from leave require approval from the student’s Department and Engineering Student Affairs. All leave/return requests must adhere to the General Leave of Absence Policy guidelines above.

Returning from a Voluntary or Military Leave

Students returning from voluntary or military leave must also complete the Return from Leave of Absence (Voluntary/Medical/Military) form.

• Students should consult their Department prior to submitting the form.
• Requests to return are required even if a return term was indicated on the original leave request.
• Return requests are processed beginning April 1 for Fall returns and November 1 for Spring returns.

For questions about returning from a voluntary or military leave, students may contact Engineering Student Affairs for assistance at [email protected].

Returning from a Medical Leave

Graduate students requesting to return from medical leave must submit supporting medical documentation from their Health Care Provider (HCP) and a personal statement that includes a well-developed plan to complete their degree.

Columbia Engineering Wellness must receive all documentation within 10 days of receipt of the Return from Leave of Absence (Voluntary/Medical/Military) form.

Medical clearance documentation must include:

• A medical clearance letter from their HCP describing their diagnosis and medical progress, and what accommodations may be needed upon their return. This clearance document must be printed on the HCP’s letterhead and include a valid signature, printed name, title, and applicable license information.
• The supporting medical documentation must be dated within 30 days of the request to return from medical leave.
• The duration that you have been working together (for example, four months or a year)
• The treatment you received (diagnosis, if applicable)
• The progress you have made
• An evaluation of your readiness to return to study at Columbia
• The continued care plan recommended for resuming your studies to ensure continuation of care.
• All documents must be submitted in English or officially translated into English by a certified translator and submitted along with the original documents.
  • An official translation is a legally valid translation done by a qualified translator and then certified with a signature and seal that the translated version reflects the information in the source document.

A letter of intent to return must explain:

• The circumstances of your leave
• Your activities while on leave
• Why do you believe you can resume studies successfully
• A plan for continued support upon your return

As a condition to return from medical leave, Columbia Engineering Wellness may require a consultative review of the medical documentation with a representative of Columbia University Counseling and Psychological Services (CPS). This consultation may include conversations between the Student’s HCP and the designated CPS representative and may also require that the student meet with Columbia Engineering Wellness.

Reasonable accommodations:

Columbia University Disability Services supports all types of conditions, including physical and learning disabilities, temporary injuries, and chronic illnesses. Students seeking reasonable accommodations (academic, housing) or support services from Columbia University Disability Services (DS) are required to actively register with the office. Registering includes the following steps for all students:

1. Submit a completed registration form via fax to 212-854-3448, email to [email protected], or in person at Wien Hall, Suite 108A.
2. Submit documentation verifying your disability status and the need for accommodations. Refer to our documentation guidelines for help.

If the student needs reasonable accommodations to return to their studies, the student’s HCP should propose any reasonable accommodations they believe are necessary for their successful return. Documentation of the need for and nature of proposed accommodations should be provided to the Office of Disability Services, which will work with the student to arrange reasonable accommodations, as necessary. 

Columbia Engineering Wellness is the designated professional staff team that works with Disability Services to coordinate accommodations for students with disabilities, and can provide support to students navigating the registration process. Please contact [email protected] with any questions about registering with Disability Services. 

If a student does not provide sufficient documentation, they will be informed of what is needed and given 10 days to provide the additional required documentation, and the Committee will review and provide a final decision to the student. Time on an approved medical leave will not count towards the maximum time to degree allowed for the student’s program.

Columbia Engineering MS/Ph.D. and Ph.D. students who have successfully completed at least one semester of study may have all responsibilities associated with their doctoral program suspended for twelve calendar weeks. This accommodation allows students to devote their full attention to the demands of new parenthood. This time is not considered a leave of absence since students remain registered and funded. Students with a medical issue requiring a leave of absence should see the policy. Students who are expecting a child within their first semester of study should request a delayed start of their studies by contacting Columbia Engineering Doctoral Student Affairs at [email protected]. This accommodation does not apply to Eng.Sc.D. (DES) students.

Students who anticipate requesting Parental Accommodation should meet with their advisor as soon as possible to plan for their time off. Students should provide their advisor with a written request describing a revised plan and timeline for completion of the Ph.D. The extension of time toward the degree does not apply to housing; questions pertaining to housing must be directed to Columbia Residential. Students should also refer to Columbia Residential's Pregnancy Policy for further details.

Parental Accommodation typically begins on the date of birth, adoption, or guardianship, but must begin no later than three months after this date. The student would need to fill out the Parental Accommodation Form to notify their academic department and the school at least four (4) months before the expected start of the accommodation so that appropriate arrangements can be made. This requirement allows the academic department and the school to make replacement arrangements for teaching or research assistant assignments. Parental Accommodation is not granted retroactively after the three months following the date of birth, adoption, or guardianship.

Any exceptions to the Parental Accommodation policy or timeline must be reviewed and approved by the student’s PI, the Director of Graduate Studies in the student’s academic department, and the Dean’s Office ([email protected]).    

Semester Registration

If approved for the accommodation, students must register for the appropriate Residence Unit or at least 12 credits if completing the MS track of the MS/PhD program. This is necessary to preserve full-time student status and to retain student medical insurance and housing eligibility.

The Parental Accommodation suspends all academic requirements, including but not limited to coursework, exams, and teaching responsibilities, for a twelve-week period. The intention of this accommodation is to relieve new parents of all academic and professional concerns, effectively pausing these obligations during the period, so that the student may return to academic work in good standing. Students registered in graded courses should notify the course instructor before the start of the accommodation if it includes any time during the Fall or Spring semester. Depending on the completion rate, registered courses may be assigned an incomplete (IN) or an unofficial withdrawal (UW). If granted an IN, students must complete the required work within a period of time stipulated by the instructor, but not to exceed one year. After a year, the IN will be automatically changed into an F or the contingency grade. The contingency grade is the grade that the student would earn if they completed no further work in the course, with any missing assignments counted as an F or zero.

New parents are eligible for an optional extension of accommodation for one semester, without funding, immediately following the conclusion of the initial 12-week period. The unfunded extension will not change a student’s eligibility for housing, health coverage, and access to university facilities. Students taking the unfunded extension will register for Matriculation and Facilities (M&F), and will be responsible for paying their tuition, student medical insurance, student health service fee, and all other applicable university fees. This M&F registration will not count toward the maximum two semesters of M&F registration when students are at the all-but-dissertation stage of their studies. Additionally, students will not be allowed to work for their academic departments or as research assistants during this time. As an extension of the initial period of accommodation, the unfunded semester does not affect funding eligibility (i.e., students only receive one additional semester of funding eligibility per accommodation).

All questions, forms, and requests for additional information should be directed to the SEAS Doctoral Student Affairs ([email protected]).    

Funding and Appointment

Depending on the appointment type, the PI, academic department, and or Columbia Engineering is responsible for funding the student while on the approved twelve calendar weeks of Parental Accommodation. Academic departments with funding-related questions should be directed to [email protected].    

The period of Parental Accommodation will run concurrently with any other applicable State and Federal leave benefits. In other words, student officers on Parental Accommodation cannot collect additional State or Federal leave benefits while simultaneously receiving funding from Columbia Engineering. 

• Student was not withdrawn due to being dismissed from the school.
• Student completed at least one semester at Columbia Engineering as a graduate student prior to their withdrawal.
• Readmission return term is for the next commencing Fall or Spring term.
  • Requests for readmission cannot be submitted more than one semester in advance.
• Readmission request is received within one year of the student’s withdrawal effective date.
  • We recommend that students submit readmission requests well in advance of the return semester to allow for processing. Readmission requests are not processed until April 1 for Fall returns/November 1 for Spring returns. 

Students cannot request readmission more than one year after their withdrawal effective date; instead, they must submit a complete Admissions application to rejoin their program through the Office of Graduate Admissions.
Readmission is not guaranteed and is subject to review by the Department and School’s admissions committees

Students can withdraw if they wish to permanently discontinue their program of study. Requests to withdraw are made via the Student Financial Services form; we strongly recommend students consult their Department prior to submission.

Withdrawn students may be eligible to later return to the school via the readmission process if they meet the requirements found in the relevant policy; otherwise, they can only return to the school by submitting a complete Admissions application to rejoin their program through the Office of Graduate Admissions.

Other considerations:

• Depending on the withdrawal effective date, students may be entitled to a prorated tuition refund. In most cases, students will be charged a $75 withdrawal fee and have ancillary fees remain on their account.
• Students who withdraw during a semester have their enrollment history for the term removed if their withdrawal effective date is before the drop deadline.
• Students who withdraw must vacate University housing.
• Students who withdraw, if international, must consult with the International Students and Scholars Office (ISSO) on visa implications.
• Students who withdraw forfeit University-sponsored insurance.

In certain circumstances, students may also complete the form if they registered erroneously and need to drop all of their semester coursework (e.g. if they are scheduled for degree conferral)

Students should petition for program extensions in the following situations:
 

1. Students who need more than the allowable time to complete their degree requirements (five years for MS students,
   seven years for Doctoral students). Note that any time spent on authorized leave does not count towards this time
   limit.
2. Students who attempted to graduate but failed to meet degree requirements.
    

Program extension requests must be accompanied by a letter of support from the student’s department and a program plan detailing the timeline and coursework needed to complete the remaining degree requirements. Program extensions are not guaranteed and are subject to review by Engineering Student Affairs, and, if applicable, the International Students and Scholars Office (ISSO).

Students who have been approved for the Advanced Master’s Research (AMR) specialization do not need to complete this form as their programs are automatically extended upon joining the specialization. International students participating in the AMR specialization should use their AMR approval email to request an I-20 extension with ISSO.

Degree-seeking students must maintain continuous enrollment during academic terms (Fall and Spring) at Columbia Engineering until all degree requirements are met and their degree is scheduled for conferral. Students who fail to register by the end of the Change of Program Period will be withdrawn if they have not been authorized for a leave of absence.

Withdrawn students should refer to the readmission policy for return options.

Students may request an official school letter detailing their degree program (e.g. modality of instruction, degree completion status, dates of enrollment) from Engineering Student Affairs. Students who require additional details, such as degree requirements/progress and skills verification, should consult their Department and/or specific teaching faculty.

Students may request their official transcript, academic certification, and certification of enrollment through SSOL. These documents can be provided to third parties, lenders, and insurance companies to verify enrollment, attendance, or an earned degree.

• Doctoral students must inquire with the Dissertation Office about walking early
• Please inquire with your department about eligibility requirements

Instructions and Application for Doctor of Engineering Science Graduation (PDF)

Instructions and Application for the Master of Philosophy Graduation (PDF)

Application for an MS Degree or Certificate:

• Students should complete the online Application for Degree available directly within SSOL, under the Degree Application Status tab.
• All students eligible to apply through this online Application will find a button on the bottom of the Degree Application Status page, marked “Apply for Degree or Certification.” Clicking the button will allow students to submit their Application for Degree directly to the Office of the Registrar.
• This application applies ONLY to MS. degree students.
• MPhil, PhD, and DES candidates are processed by the Dissertation Office in Low Library

For more information about degree application procedures and deadlines, please see the Registrar's website.