This policy governs how a current PhD student enters a graduate program in the Biological Sciences Division (BSD) from another PhD program, whether in the BSD, elsewhere at the University, or at another institution. Students may request a transfer when their research interests align more closely with another program or when they follow a faculty advisor who has moved to the University.
An “internal change” is a move between BSD programs; an “external transfer” is a move into the BSD from another division or school of the University or from another institution. The student leaves the “releasing program” and enters the “accepting program.” Students changing labs or faculty advisors within the same program should see the Changing Lab or Faculty Advisor policy.
Eligibility
Students must be in good academic standing to change or transfer programs; students on academic probation are not eligible. The following timing limits also apply:
- Internal change: the student must enter the accepting program by the end of their 3rd year, before their 4th year begins.
- External transfer: students in their current 1st year through rising 3rd year are eligible to apply. Students in their current 3rd year or beyond are not eligible to transfer, although those coming from another institution may apply for Non-Degree Visiting Student status, described below. This policy does not provide an alternative pathway for students coming from another division or school of the University.
Application and Approval
External transfer applicants follow the same application procedures as new applicants but are not subject to the divisional application deadline. For all requests (both internal and external), the accepting program formally reviews the student’s admissions application and full academic record to confirm that the student would have been a competitive applicant for admission. Based on this review, the program decides whether to accept the student and, if so, which requirements the student must fulfill. Acceptance is at the sole discretion of the programs involved and the BSD Associate Dean of Graduate Education, and a request may be denied for a variety of reasons, including, but not limited to, limited faculty capacity, insufficient alignment between the student’s research interests and the program, academic preparation that does not meet the accepting program’s standards, unresolved academic or disciplinary concerns, or funding constraints.
Each request requires approval from:
- The releasing program (internal changes only; not required for external transfers, including transfers from other divisions or schools of the University)
- The accepting program
- The BSD Associate Dean of Graduate Education
The accepting program, along with the releasing program for internal changes, must formally notify the Dean of Students Office (DOS). Once the BSD Associate Dean of Graduate Education grants final approval, the change or transfer is processed according to standard University procedures. DOS must be kept informed of all proceedings and decisions so that student records remain accurate.
All students, whether making an internal change or an external transfer, must submit a completed Student Lab Selection form to DOS for signature. Students who change or transfer programs are not eligible for the divisional one-time moving allowance.
Academic Requirements in the Accepting Program
Once a student enters the accepting program, they are subject to that program’s policies, milestones, and degree requirements, including the following:
- Milestones: the student must complete all program and divisional milestones at the University of Chicago, including the qualifying examination, approval of the thesis proposal, and the divisional teaching and ethics requirements.
- Comprehensive examination: a comprehensive examination successfully completed in the releasing program may be counted when its subject matter closely aligns with that of the accepting program. This credit requires the direct approval of the accepting program.
- Coursework: a student may transfer courses from the releasing program but must complete at least three courses in the accepting program at the University of Chicago, for a combined total that meets both the five course divisional minimum and the accepting program’s course requirements. For an internal change, courses completed in the releasing program that the accepting program requires may count toward, or even fully satisfy, those requirements. However, the accepting program reserves the right to require additional coursework.
- Time to degree: years completed in the releasing program, whether at the University or another institution, count toward time to degree at the University of Chicago, and the student matriculates at the same academic level. For time limits, see the BSD policy on Time Limits for Enrollment.
Non-Degree Visiting Student Status
A student from another institution who is too advanced for an external transfer may apply for Non-Degree Visiting Student (NDVS) status at the University of Chicago. An NDVS student remains enrolled at their primary institution while continuing research with their faculty advisor at the University of Chicago. This status is exempt from the 8-year limitation, and the faculty advisor and student’s home institution remain fully responsible for the student’s progress and funding.
Leaving the BSD for Another Division or School
When a BSD student transfers to a program in another division or school, the policies and procedures of the accepting unit apply. At the accepting unit’s request, DOS will forward copies of the student’s academic record. All transfers recorded in the University’s Academic Information System remain subject to existing institutional policies and procedures.