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Introduction

In recognition of the challenges of balancing the demands of doctoral study and parenting a new child, this policy aims to support PhD student parents and improve the environment for academic success. The PhD Student Policy for Parental Accommodation establishes a defined period of accommodation for full-time PhD students immediately following birth or adoption. During this period, students remain enrolled full-time and retain all associated benefits, including health insurance, funding eligibility, campus access, and, when applicable, visa status. The accommodation temporarily adjusts academic, research, and teaching responsibilities to support a smooth transition into and from parental responsibilities. This period is not considered a leave of absence and does not affect enrollment status. Instead, it modifies deadlines and academic expectations, allowing students to postpone coursework, examinations, research, and other degree requirements as needed. Students are responsible for consulting with their advisor and course faculty (if applicable) in advance to how academic goals will be met and develop an academic expectations agreement. The accommodation period should be tailored to the student’s individual circumstances, including timing of academic responsibilities. Students and advisors should adjust schedules to accommodate time-sensitive research, coursework, qualifying exams, grant or publication deadlines, dissertation committee meetings, and other milestones. Doctoral candidates must notify all committee members about any adjustments to the dissertation completion timeline.

Purpose and Scope

This policy complements, but does not replace, existing University or HR policies on family leave or Title IX accommodations. Some student employees (e.g., those in job codes such as 6004 or 6006) may be eligible for HR or New York State leave and are encouraged to consult HR’s Leave Administration website and policy website  to explore these options. Separately, this policy provides parental accommodations specifically to support the academic progress and responsibilities of PhD students.

Eligibility

The PhD Student Policy for Parental Accommodation supports PhD students during the birth or adoption of a child. To be eligible for an accommodation under this policy, a student must be:

• A full-time, enrolled PhD student in good academic standing who is making satisfactory progress toward their degree; and
• Experiencing the birth or adoption of a child for whom the student has parental responsibilities.

Not covered:

• Part-time students
• Visiting students
• Non-matriculated students
• Master’s students
• Advanced certificate students
• Professional doctoral students (E.g., DBA, DMA, DNP, EdD, MD)

Parental Accommodation Period

Eligible students may take a Parental Accommodation Period of up to twelve (12) weeks immediately following birth or adoption. The accommodation is available to birth parents, non-birth parents, and adoptive parents. During the Parental Accommodation Period, students remain registered as full-time. Academic expectations—including coursework, research, and teaching responsibilities—are temporarily modified to allow for the transition associated with the birth or adoption of a child. Students retain access to University resources and services, including health insurance coverage, library privileges, University housing (if applicable), and academic advising and student support services. Students are encouraged to work with their advisor and graduate program director at least eight (8) weeks in advance to develop an individualized academic expectations agreement for academic progress during and after the accommodation period. While pregnancies and adoptions may be planned, the University recognizes that timing and circumstances can be unpredictable, and students will be supported in developing a plan as soon as possible.

Extension of Time to Degree or Candidacy

Eligible students are eligible to a one-year extension per childbirth or adoption toward University, school, or PhD program time limits for reaching candidacy and degree completion. Requests require approval from the student’s advisor and PhD program director and must be submitted to the student’s home school for review and processing. An extension does not guarantee continuation of funding. Students should consult with their advisor or program administrator regarding funding implications before requesting an extension.

Student Funding During the Parental Accommodation Period

Fully Funded PhD Students

Stipend and tuition support for fully funded students will continue at the regular rate for the duration of the approved accommodation. Fully funded students are those who receive a University-administered stipend and full tuition support through an assistantship, fellowship, training grant, or equivalent mechanism (typically appointment codes 6000 or 6002). Centralized funds are being provided to support parental accommodation for eligible fully funded PhD students, ensuring that accommodation is available regardless of financial constraints at the program level. Eligible fully funded students appointed on a nine-month stipend will continue to receive funding for the twelve-week accommodation period if the accommodation occurs during their active funding period. Eligible fully funded students appointed on a twelve-month basis will receive funding throughout the full twelve-week accommodation period. Students whose funding appointments have ended, or who are temporarily outside an active funding period, are not eligible for continued stipend support under this policy.

Unfunded PhD Students/Outside of funding window students

PhD students who are not fully funded are not entitled to funding.

Approval Process

Students must submit a PhD Student at least eight weeks (when possible) in advance of the expected due or adoption date. The University Graduate Education Office will review all submissions.  Students should work with their advisor, graduate coordinator, or program director to document the accommodation period locally by drafting and finalizing the academic expectations agreement. The program is responsible for maintaining the agreement at the program level for future reference, and students should keep a copy for their own records. If the eligibility criteria are met and the documentation is complete, approval is automatic. Students may request assistance or a support representative from the University’s Title IX Office when engaging in these planning discussions with their advisor or program. This ensures that the process is consistent with University policies on equity, nondiscrimination, and respectful treatment of student parents. If Title IX support is requested, the University Graduate Education Office will ensure the Title IX Office is included in relevant communications to, and meetings with, the student.

Extended Leave

Requests for more than twelve (12) weeks may require a Leave of Absence.

International Students

Students on F-1 or J-1 visas should consult with the International Services Office (ISO).

Each Parent Eligible for Accommodation

If both parents are enrolled PhD students, each may take up to twelve (12) weeks. After the accommodation period concludes, students are expected to resume full participation in academic and research activities. Faculty are encouraged to exercise flexibility as students adjust to new parenting responsibilities.