COVID-19 Frequently Asked Questions

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For more information about forms and to submit any of the forms below, contact the Graduate School at GradStudentSvcs@austin.utexas.edu.

The Graduate School

Student Services

• Is the Graduate School open to students?
  
  The Graduate School is open Monday-Friday 8:30 a.m.-4 p.m., walk-in hours are 10 a.m.-2 p.m. We are also always available via email at GradStudentSvcs@austin.utexas.edu.
• How can students contact the Graduate School and submit forms?
  
  Students can contact the Graduate School and submit forms via email: GradStudentSvcs@austin.utexas.edu. Please include your name and UT EID in all correspondence. All forms must be submitted in PDF format. Please ensure forms contain all the required signatures before emailing. Failure to do so may delay processing. For more information and links to forms for current and graduating students, please see policies for current and graduating students.
  The Graduate School will accept forms sent via US Mail beginning in fall 2021, but we discourage students from using this method of delivery unless absolutely necessary. Electronic submission is much faster and more reliable.
• How should Ph.D. defenses be organized?
  
  Final defenses should be conducted according to the university guidelines for meetings. The university plans to allow meetings in person in fall 2021. However, if necessary, defenses can be conducted remotely. The Center for Teaching and Learning has prepared guides and more information to facilitate electronic meetings between supervising committees and their students.
• Does the Graduate School require all committee members sign the Report of Dissertation Committee?
  
  Yes. 
• Does the Graduate School accept digital signatures?
  
  Yes. Electronic signatures continue to be approved for use on all graduate school forms such as the Request for Final Oral, Master’s Committee Approval form and Report of Dissertation Committee. Digital signatures or scanned signatures are also allowed.
• Will oral exams--such as proposal and defense exams--still need to be available to the public, and if so, how?
  
  As the university returns to normal in fall 2021, we encourage programs to return as much as possible to pre-pandemic practices, including, if possible, making defenses available to the public (or making the parts of defenses conventionally available to the public pre-pandemic available once again).
• Are there accommodations for students who have missed the deadline to submit their final thesis or report because of COVID-19 or the winter storm?
  
  The Graduate School’s COVID-19 and winter storm in absentia accommodations have expired.
• Are there accommodations for students who received an “X” because of COVID-19 or the winter storm?
  
  This COVID-19 and winter storm accommodation has expired.
• Can an undergraduate student enrolled in a graduate course use the undergraduate COVID-19 pass/fail exception on the graduate course?
  
  No. The COVID-19 pass/fail exception should not be used for graduate courses, including for undergraduate students enrolled in graduate-level courses or in an integrated program.
• Do undergraduate COVID policies apply to graduate students?
  
  In many cases, no. When reading a communication about COVID-19 policies, be sure that you’re aware of the intended audience for it. Contact your program’s graduate coordinator or graduate advisor if you have questions.

Teaching Resources

• I am a teaching assistant (TA) or assistant instructor (AI). Can I conduct my duties remotely?
  
  The Graduate School has been working with colleges, schools and departments to ensure that graduate student course modality preferences are closely considered as fall classes are scheduled.
  The Office of the Provost and Graduate School have asked colleges, schools and departments to make the following accommodations for academic employees:

  • Be as flexible as possible when scheduling classes to accommodate graduate students’ preferences for online or in-person classes.
  • Designate a point-of-contact—such as a graduate coordinator or HR professional within each department—who can work with students and primary instructors on accommodation requests.
  • Assign TA and AI roles early to ensure they have adequate time to prepare for the modality of instruction.

  Graduate students already assigned to courses are encouraged to first contact the primary instructor to request accommodations. Students not yet assigned to courses should first contact their departmental point-of-contact.

  Students who qualify for health accommodations under the Americans with Disability Act (ADA) or who fall in a high-risk group (as defined by the Health and Wellness working group guidelines) should contact the university’s ADA coordinators if an agreement cannot be reached between the student and the department. ADA coordinators will contact the student’s department to discuss the request. More information about the university’s employee accommodation process can be found on their website.

  Students with household members in high-risk groups (as defined by Health and Wellness working group guidelines) should include a note about the individual(s) when requesting accommodations from their departments in order to provide context for the request. Additionally, many GRAs have health and safety concerns about returning to labs to conduct research. We have asked programs and principal investigators to look for ways to work with GRAs to help address their concerns about these issues leading up to the fall semester.

• What teaching resources are available to help graduate students transition to online learning?
  
  The Center for Teaching and Learning has developed resources for graduate student instructors on its website, including tips on conducting office hours remotely, using Canvas and communicating with students.

Financial

• Will the Graduate School provide refunds to graduate students who had to cancel conference and research trips due to COVID-19?
  
  Students should first contact airlines, conference organizers and accommodation providers to request refunds. Many conference organizers and accommodation providers are providing refunds, along with many airlines. Some airlines are providing passengers with credit toward future flights. Graduate students who have Professional Development Award (PDA) travel funds from the Graduate School for a conference that has been cancelled should contact the Graduate School’s fellowship office to explain the situation and provide documentation in writing for any non-refunded expenditure.
• I am a faculty member and received a Graduate School Faculty Travel Grant (FTG) to present at a conference that has been cancelled due to COVID-19? What will happen to my award?
  
  Please see the travel reimbursement policy from Travel Management Services.

General

• How can I access health insurance?
  
  There are two health insurance plans available to graduate students depending on whether they are academic employees. Graduate students employed as AIs, TAs and GRAs for 20 hours or more a week for at least 4.5 months are eligible to participate in the university's employee insurance plans. Please see Human Resource’s student employee insurance and benefits website for more information. All currently enrolled students are eligible for health insurance through the AcademicBlue health plan provided by Blue Cross Blue Shield of Texas. Please visit the plan’s website for information on benefits, costs and enrollment periods.

Graduate and International Admissions Center (GIAC)

• Is GIAC open to see visitors in person?
  
  No. GIAC is currently not seeing walk-ins. Staff may be reached via email or by phone between the hours of 8:30 a.m. and 4 p.m.
• Can I speak to someone in GIAC by phone?
  
  Yes, staff are available by phone between the hours of 8:30 a.m. - 4 p.m.
• Will GIAC receive mail during this time?
  
  Yes, we will have staff visiting the office to check and process mail. 
• I am an applicant. How do I provide my materials if you are not in the office?
  
  Applicants can upload materials via their MyStatus and the Document Upload System. The only items that cannot be uploaded are test scores, which are sent electronically via the testing agency. Staff are able to continue receiving and processing test scores remotely.
• When will GIAC reopen?
  
  GIAC staff will continue to work remotely until further notice. While staff will visit the office to check and process mail, we will not be open to visitors. 
• Will admission decisions be delayed?
  
  At the graduate level, admissions decisions are made by individual graduate programs. GIAC is not aware of any delays in admissions decisions due to COVID-19, and programs continue to review applications and post decisions. For more information, contact the graduate coordinator in the program to which you have applied to determine when decisions may be posted.
• What if I cannot complete all the admission requirements (including standardized tests such as the GRE or GMAT) by the application deadline?
  
  Individual graduate programs determine application deadlines and most exceptions. Please consult the admissions contact or graduate coordinator in the program to which you are applying to inquire about deadlines and exceptions. A complete list of programs and contacts is available on the Graduate School website.