Doctoral Students

WashU is proud to host international doctoral students in a number of disciplines across campus. Doctoral students have several rights and responsibilities that vary from students at other levels. University PhD Policies & Requirements can be found online.

As a doctoral student, there are two stages to your academic program. The first is completion of coursework that is required to obtained your degree. The second is thesis/dissertation research and writing.

Each graduate school at WashU has their own set of orientation events and activities. Please check with your school or department for details about your specific orientation programming.

In addition to orientation events scheduled by individual schools or departments, OISS has international-specific orientation programs for new graduate and professional students. Visit the Graduate Orientation page to make sure you don’t miss anything, as some of these programs are mandatory.

You must enroll in a full-time course-load during each semester. Summer is considered a vacation period unless it is your first or last semester. While completing your thesis/dissertation, you must continue to enroll full-time in a research course. For more information on enrollment, visit our Enrollment Requirements page.

You will not officially complete your program until you have defended your dissertation. This may or may not be the same time as your graduation, or degree conferral. Graduation is an administrative act to award your degree. Program completion is the date of your defense or submission of your dissertation.

If you complete your program before the end date on your I-20 or DS-2019, you should contact OISS to have your I-20 or DS-2019 end date shortened and to determine your options moving forward.

Immigration documents

Doctoral students receive an I-20 (F-1 status) or DS-2019 (J-1 status) for 6 years of study. If you defend early, the Office for International Students and Scholars (OISS) will shorten your I-20 or DS-2019 to match your program end date. If you need more time based on circumstances outside of your control, you will apply for a program extension. Find more information on our F-1 Student Status page.

As regulated by the Student and Exchange Visitor Program (SEVP), OISS keeps F and J records and documents for three (3) years following completion of studies or post-completion work authorization period. Remember to keep copies of all of your immigration documents. Originals should be kept safe and used for limited purposes, including travel, immigration applications and social security applications.

Dependents

To see immigration status regulations for F-2 or J-2 dependents, see our Visas for Spouses or Children page. If you wish to bring a dependent with you to the U.S. after your program begins, submit an Add F-2 Dependent or Add J-2 Dependent request in MyOISS. You will need to provide information regarding your dependent and sufficient financial documentation to cover dependent expenses.

The WashU student insurance plan can cover dependents as requested. For information and to request additional coverage, visit the Student Health Insurance Plan Information page.

Children born in the U.S. to F-1 or J-1 students will have American citizenship and do not need a Form I-20 or DS-2019 or an immigration status.

If one or more of your dependents departs the U.S. without an intention to return, contact OISS. The dependents will no longer be maintaining F-2 or J-2 status. Therefore, we will need to end the dependent’s SEVIS record.

Funding changes

If your funding source changes after your program begins, remember that you must contact OISS to have your SEVIS record updated.

Travel & visa renewal

You must renew your visa at a U.S. Consulate or Embassy outside of the U.S. Remember that your visa is only your entry stamp into the U.S. If your visa expires while you are enrolled in your program at WashU and physically present in the U.S., you do not need to renew it. While you are maintaining your immigration status and making normal progress towards your degree, you can remain in the U.S. on an expired visa. We recommend that you renew your visa from your home country to avoid any additional delays, security checks or higher risk of denial.

If you travel outside of the country and need to renew your visa stamp, the consular officer will ask to see updated funding documentation. Be sure to travel with confirmation of any funding from your WashU academic department. We also recommend that you travel with a copy of an unofficial transcript to show your continued enrollment at WashU.

Based on your length of program in the U.S. and research as a doctoral students, you may be subject to administrative processing or additional visa delays. If you have important commitments that require your presence in St. Louis, prepare ahead regarding timing of your travel. If you are delayed on your re-entry, contact OISS and your academic department immediately. Remember, as an F-1 or J-1 visa holder, you are expected to show non-immigrant intent each time you apply for a visa.

Employment

On-campus

Both F-1 and J-1 doctoral students are permitted by immigration regulations to work on-campus up to 20 hours per week while school is in session. WashU PhD students receiving university financial support are limited to part-time employment up to an average of 10 hours per week. Before working, read through the information on PhD Policies & Requirements and F-1 On-Campus Employment or J-1 On-Campus Employment. All J-1 employment, on- or off-campus, must be pre-authorized by OISS.

In certain situations, on‑campus employment may also include work at off‑campus locations, provided that it is at a location which is educationally affiliated with WashU. The educational affiliation must be associated with the school’s established curriculum or related to contractually funded projects at the postgraduate level. The employment must also be an integral part of the student’s educational program. Please check with your OISS Adviser for more details before accepting and starting such employment.

All doctoral students who are WashU wage earners (completed an I-9 through HR) must apply for a Social Security Number (SSN) as soon as possible upon arrival to campus and completion of immigration check-in. If you are not considered a wage earner by the university, you may not qualify for a social security number.

If ALL OF THE FOLLOWING are true, you must instead apply for an Individual Taxpayer Identification Number (ITIN) for tax purposes:

• You are stipend recipient, with or without service obligations.
• You are not a wage earner.
• You do not already have an SSN.

Off-campus employment (during studies)

F-1 students may be eligible for CPT authorization during their academic program to take advantage of practical training opportunities. J-1 students may be eligible for Academic Training (AT). Remember that WashU PhD students receiving university financial support are limited to part-time employment up to an average of 10 hours per week. We recommend that you keep detailed records of all work you perform and work authorization to prove that you have been maintaining immigration status. You may need this information for future immigration status applications.

If you are paid for presenting at a conference, or if you receive an honorarium, you generally need off-campus work authorization before engaging in the activity for which you will receive payment. In many cases, CPT will be the appropriate type of work authorization. Talk to your OISS adviser for more details.

Off-campus employment (after studies)

It is possible for you to work while completing your thesis/dissertation, both on- and off-campus. Off-campus work must be pre-authorized by OISS and may be CPT or OPT (for F-1 students) or AT (for J-1 students), depending on the timeline and the opportunity. As a doctoral student, you are eligible to apply for and begin Post-completion OPT as early as your all but dissertation (ABD) phase. If you choose this option, you must select an I-20 end date as part of your OPT Recommendation request in MyOISS. J-1 students are eligible to apply for Academic Training, and must submit the J-1 Academic Training request in MyOISS before the DS-2019 end date.

Considerations for ABD OPT

When you apply for OPT for a start date that is during your ABD phase, it is important to note that you CANNOT receive funding or payment of any kind after your program end date on your I-20 unless OPT is approved. When you apply for ABD OPT, you and your Academic/Faculty Adviser must confirm the date that you will have completed all of the work to earn your degree, except for your dissertation. Your OISS Adviser will ensure that the Program End Date on your I-20 is the same as the date you and your Academic/Faculty Adviser have indicated. Most F-1 students will request an OPT start date that is the day after their new Program End Date. Please note that if your OPT application is still pending on your requested start date, you will not be able to receive payment or funding from WashU until OPT is approved and you have received your EAD card from USCIS. Students considering ABD OPT should apply for OPT as early as possible to avoid encountering problems receiving funding.

Thesis/dissertation outside of St. Louis

If you will be engaged in dissertation outside of the St. Louis metro area and wish to continue to maintain active F-1 or J-1 immigration status, you must do the following:

• Report your current physical living address in the U.S. each semester and within 10 days of the change.
• Receive approval from your faculty adviser or PI. Use this Template Letter (PDF) and email it to your OISS adviser to request permission to participate in research at an educationally affiliated institution.
• FOR F-1 STUDENTS ONLY: If abroad, submit a Study or Research Abroad request in MyOISS before the start of each semester and gain approval prior to leaving the U.S. Be sure to have a valid travel signature if and when re-entering the U.S.

Your OISS adviser will input any study or research abroad in your SEVIS record each semester. Be sure to keep your address and contact information up-to-date.

If you will be outside of the country, note that international students are generally not permitted to be outside the U.S. for more than five months. The five month rule refers to the termination of a student’s record in SEVIS based on the student being away from classes or not in status. It excludes those participating in authorized study or research abroad. This is why you must receive authorization from both your academic department and OISS before studying or conducting research abroad.

It is possible that a Customs and Border Protection (CBP) Officer will scrutinize your entry if you have been away from more than five months, even if approved. To lower your risk upon re-entry, we recommend that you return to the U.S. within the five month period. If you cannot do so, be sure to travel with appropriate documentation that indicates your study or research abroad approval.