Registration Changes
Registration Deferrals
Students who wish to defer their first year of admissions should first have the approval of the DGS. Once the student has conferred with the DGS, they must email the registrar requesting their deferral of admissions and length of deferral. Incoming students typically defer for one academic year and can choose to begin their research the following summer as an Early Start applicant prior to the Fall start.
Leave of Absence (Personal, Medical or Parental)
Students who wish or need to interrupt their study temporarily may request a leave of absence. There are three types of leave, personal, medical, and parental. There are very important considerations about deadlines and about continuation of medical insurance for each type of leave, the details of which are described in the Graduate School Programs and Policies Bulletin. Students facing any type of personal or health difficulties are strongly encouraged to consult with the DGS and/or Dean.
Students must submit a completed Change of Status form to the department Registrar for Graduate School approval. Students who intend to petition for their Master’s at the same time may do so if they have not already advanced to candidacy. Students are also required to complete the Notification of Leave/Graduation for departmental records.
Registration Extension
A student wishing to extend his/her registration beyond their original six year terminal date must file a Petition for an Extension. Extension forms can be found here. A Dissertation Progress Report must also be completed along with a letter to the DGS stating the reasons for needing an extension prior to the approval of your extension request. An extension can be requested for one or two terms. Extensions beyond the seventh year are not normally allowed.
Note: It is not necessary to be a registered student beyond your sixth year to be able to complete your dissertation and defend. However, you will not be allowed to receive AR salary, nor will you have health insurance if you are not registered.
Registration Withdrawals
Students who wish to leave the program may do so at any time. Prior to making the decision to leave, we strongly recommend that you speak to the DGS or Chair to evaluate all options. Students must submit a completed Change of Status form to the department Registrar for Graduate School approval. Students who intend to petition for their Master’s at the same time may do so if they have not already advanced to candidacy. Students are also required to complete the Notification of Leave/Graduation for departmental records.
Vacation Policy
Students supported by external funding sources, must in all cases comply with the vacation policies associated with their funding sources. Beyond this, for students already in research groups, the total vacation time that a student may take is at the discretion of, and may be negotiated with, the thesis adviser. Students and faculty may consult the DGS with questions about vacation policy.
As a guideline, however, the Department expects that Physics students will take an average of two weeks’ vacation per year, in addition to the stated University holidays and the Christmas Eve to New Year’s Day break. This amounts to a total of about 4 weeks vacation annually. In this context, students are reminded that the first year of graduate school is when you are expected to transition from a “school” schedule to a full-time, self-motivated research schedule. Thus, for example, the period between the fall and spring semesters and Spring Break are each considered to be an active time of scholarship and research, and there may be specific teaching duties for those with teaching fellowships during these times. Student vacation should not conflict with academic or teaching obligations.
External Summer Internships
Normally, students who take time off from their studies to work full-time must take a leave of absence for the term or terms in which they are employed. However, certain summer internship opportunities may be beneficial to a student’s academic development and career prospects. Therefore, under certain circumstances students may be permitted to remain registered at Yale while engaged in summer internships. To be eligible, the internship must meet several requirements listed on the Graduate School Academic Regulations page.
Complete the Request for Summer Internship form and submit it and the other required documents to the departmental registrar for DGS approval. A one page write up is required prior to the internship being approved and once the student has returned from their summer internship.
International Students
International students should feel free to contact the DGS or Registrar regarding any issues they may have. For matters related to their Visa status, International Taxes, or preparing for travel, inquiries should be addressed to the Office of International Students & Scholars (OISS) as they are your best resource for up-to-date information regarding all international related issues.
Financial Matters
Paychecks
First paycheck of academic year: August 31st
Paydays: Semi-monthly on the 15th of the month and the last day of the month.
When either of these days falls on the weekend, payday will be the last working day before either of those days (i.e. usually Friday but occasionally earlier on holiday weekends).
We strongly encourage the use of Direct Deposit. Direct Deposit gives you access to your funds immediately on payday. Please see the Workday FAQ for assistance setting up your direct deposit. Direct deposit should be sent up by the 10th of August for first year students to receive their first check via direct deposit. Students without direct deposit will have physical checks mailed to their home address listed on Workday. If you have any trouble accessing Workday, please notify the graduate registrar for assistance.
Taxes
Taxes are very complicated, especially for graduate students. Since individual circumstances vary on the basis of citizenship, tax treaty, year of study, and more, we recommend that you consult with a tax professional regarding your specific circumstances.
The University Tax Information page holds valuable information for U.S and International student tax issues. General tax questions can be referred to Employee Services.
Fellowship Opportunities
Fellowship opportunities are available to students through various outside organizations. The most common ones can be found on the Physics Fellowship Opportunities webpage. Students who receive outside funding from a fellowship or award are also guaranteed a $4000 annual salary bonus on top of their standard yearly graduate stipend.
Dean’s Emergency Fund
To help terminal master’s and Ph.D. students with unexpected one-time expenses such as travel related to a death in the immediate family, temporary housing after a fire, or emergency dental surgery, the Dean’s Office has set aside special funds. Eligibility and applications can be found here.
Parental Support and Relief
Registered Ph.D. students who wish to modify their academic responsibilities because of the birth or adoption of a child may request parental support and relief during or following the term in which the birth or adoption occurs. For more information, please see the GSAS Parental Leave Policies.
Vacation Funding
The Physics department expects that students will receive a stipend for vacation time up to an average of two weeks per year, in addition to stated University holidays and the Christmas-to-New Year’s break.
First-year and second-year students, especially those starting research in a new research group, who wish to take vacation, are recommended to schedule their vacation for the last two weeks of May, after the student’s academic commitments are finished and while the student is still supported on a University fellowship (which runs through May 31) and before the students’ research commitments and funding begin on June 1.
Students, who nevertheless wish to take long vacations and obtain the permission of their research advisor to do so, will not receive a stipend during such vacations. However, especially in the case of international students, some of whom may wish to return home for less-frequent-but-longer visits, the department notes that a one-size-fits-all policy is not sensible and encourages faculty to be flexible in accommodating such requests as fairly as possible.
Summer Funding
Ordinarily, the Physics department expects students to carry out research and receive a stipend full-time during the three summer months. Stipends are paid by the research advisors. Students who have not yet found a summer research position by mid-March should consult with the DGS immediately to discuss research and funding options.
The Graduate School Programs and Policies bulletin states that “Continuing students who were registered during the preceding spring term and are engaged in degree-related activities at least half-time remain registered through August 31.” It follows that, if a student does not find a summer research advisor or wishes to take a summer vacation that is longer than six weeks, the student becomes not registered as a Yale student in that period, and therefore must apply for a formal Leave of Absence.
According to Graduate School rule, in no case is it permissible for an advisor to insist that a student must take unpaid summer vacation.
Loans
Under certain circumstances, loans are available to students. Requests for loans should be made to the Graduate School Financial Aid Office for determination of eligibility. Visit their office at 129 HGS or call (203) 432-2739 for more information.
Yale Health Plan
Yale Student Health
All Ph.D. students are given a university fellowship for single coverage for health and hospitalization insurance. For a two person plan to include a spouse or a family plan, the Graduate School will pay 50% of the premium and the student is responsible for the other 50%.
Student Health coverage begins on August 1st and ends January 31st for returning students registered for the Fall term. Coverage for incoming students begins on the 1st day of Graduate Orientation for the fall semester and ends January 31st. Students registered for the Spring term are covered February 1 to July 31st. For students who graduate in the Spring, their coverage will still continue to July 31st.
Health services are provided through the Yale Health Plan, 55 Locke Street. Please contact Member Services for more detailed information about coverage and services at 432-0246 or visit the University Health Services website.
Payne Whitney Gym
Payne Whitney Gymnasium, the largest building at Yale, is located at the north end of campus on Tower Parkway. Anyone affiliated with the University is eligible for membership. Yale students with valid I.D. cards are permitted open access to the building while other members of the Yale community are required to register and pay a membership fee.For specific schedule information on activities etc., please call the Information Desk at 432-1444. Membership information can be obtained by calling 432-2474.