Department of Computer Science

Graduate Student Information

Welcome to the Computer Science Student Information Page!

This page is designed to provide information on key processes; many of which are departmental and require advisor and Director of Graduate Study (DGS) approval.  Please reach out to the following if you have any questions:

MS students: CS.MS.Admin@Vanderbilt.edu

PhD students: CS.PhD.Admin@Vanderbilt.edu

Please note: some of the following processes utilize both departmental and Graduate School forms.  Official requirements can be found in the Graduate Catalog and the CS Graduate Student Handbook.  If there are any discrepancies, the Catalog and Handbook supersede.

PhD Registration

  • Degree Audit

    Before registration: check your Degree Audit in YES to determine which courses you still need.

    After registration: check your Degree Audit in YES to ensure your course(s) are applied correctly.

    You may need to click the Refresh My Audits button to see the most up to date information.

    If you find any errors or need to update a section, please click here to submit a correction request.

  • Registration Information

    Fall and spring:

    Standard course load - 9 hours

    • Always consult with your advisor - if they recommend enrolling in more or fewer than 9 credit hours, please notify us*.

    Internship - register for ZERO credit hours of research if your internship extends beyond the first 3 weeks of the term.  Please refer to the internship section on this page for more information.

    Do NOT register for ZERO credit hours unless you have reached 72 total hours.

    Summer:

    Standard course load - ZERO credit hours of research

    • Always consult with your advisor - if they recommend enrolling in more than zero credit hours, please notify us*.
    • If you cannot find a research course with your advisor as instructor, please email us and we will initiate a request to have the course created for you.

    Internship - we will administratively register you for CS 5884, once your internship request has been approved.  Please refer to the internship section on this page for more information.

    Research courses:

    QE Not Taken/Passed - register for CS 8999 with your advisor

    QE Passed - register for CS 9999 with your advisor

    At 72 hours? - ONLY register for ZERO credit hours of research.  You should never have more than 72 hours for your degree.

    *Notify us at CS.PhD.Admin@Vanderbilt.edu

  • Individual Studies Courses

    To apply for an Individual Studies course, please log in to YES.  You can click here to access the user guide for step-by-step instructions.

    A maximum of 6 credit hours of Individual Studies may be counted toward your PhD degree.

MS Registration

  • Degree Audit

    Before registration: check your Degree Audit in YES to determine which courses you still need.

    After registration: check your Degree Audit in YES to ensure your course(s) are applied correctly.

    You may need to click the Refresh My Audits button to see the most up to date information.

    If you find any errors or need to update a section, please click here to submit a correction request.

  • Registration Information

    To be considered a full-time student, you must be enrolled in at least 9 credit hours during the Fall and Spring semesters.

    Didactic credit hours are not available during the summer semester.

    For assistance with course selection, please consult your academic advisor.  If you encounter any issues while attempting to register, you can email CS.MS.Admin@Vanderbilt.edu.  

  • Individual Studies Courses

    A maximum of 3 credit hours of Individual Studies may be counted toward your MS degree.

    To apply for an Individual Studies course, please log in to YES.  You can click here to access the user guide for step-by-step instructions.

  • International Students

    If you are entering your final semester and need to enroll in fewer than 9 credit hours, please contact ISSS at isss@vanderbilt.edu to request a Reduced Course Load Authorization form.

PhD Milestones

  • Preliminary Exam

    Should be taken in the third semester/second year of your program.

    Your committee will be assigned to you, and you will be notified via email.

    Work with your committee to determine a date, time, and location for your Preliminary Exam.  Once scheduled, email this information to us.*

    If you cannot take your exam in your third semester, an extension must be requested via email.*

    *Email us at CS.PhD.Admin@Vanderbilt.edu

  • Qualifying Exam

    Should be taken in the third or fourth year of your program.

    You will determine your PhD committee (which will also serve as your dissertation defense committee).  If you have an external member, we require:

    • a justification letter detailing the reason you need the external member on your committee
    • the external member’s CV

    Follow this process to successfully schedule your exam and report your results:

    1. Click here to fill out the doctoral workflow to request both your committee and schedule your QE at the same time (using the same form).
      • You must already have your date, time, and location determined before using this form.
      • You will add the justification letter and external member's CV to this form.
    2. Click here to fill out and submit the departmental results form the day before your exam.
    3. Click here to fill out and submit the Graduate School results form after your exam.

    If you have questions about the doctoral workflow, please click here for the user guide.

    If you cannot take your exam on time, an extension must be requested via the doctoral workflow.  Make sure to include detailed information on why you need the extension, your plan to accomplish the goals needed to take your QE, and the date by which you plan to take it.

  • Dissertation Defense

    Should be taken in your final term/months of the program, but no later than the deadline for your expected degree conferral date.

    You will use the same committee as with your Qualifying Exam unless you request a change using the new doctoral workflow in YES.

    Follow this process to successfully schedule your defense and report your results:

    1. Click here to fill out and submit the departmental Graduation Notification form as soon as you are ready to defend.  Submission is preferred at least one month prior to your chosen defense date so we can send out your defense announcement in a timely manner.
      • Please have the following information ready before using this form:
        • Defense date, time, and location
        • Your planned end date
    2. Click here to fill out and submit your request to schedule your defense.  Submission is preferred at least one month in advance, but is required at least two weeks prior to your chosen defense date.
      • Please have the following information ready before using this form:
        • Defense date, time, and location
    3. Click here to fill out and submit the departmental Defense Results form the day before your exam.
    4. Click here to fill out and submit the Graduate School Results form after your exam.
    5. Submit all required materials in VIREO before the deadline listed in the Academic Calendar.

    If you have questions about the doctoral workflow, please click here for the user guide.

  • Scheduling Exams

    Please contact the following individuals for reserving a room for your exam/defense:

    Featheringill Hall, Olin Hall, Stevenson:  VUSE Room Request Form

    ISIS building: Mary Margaret Sprinkle

    Sony: CS.PhD.Admin@Vanderbilt.edu

MS Milestones

  • Non-Thesis

    A minimum of 30 semester hours of graduate coursework is required, along with the successful completion of a portfolio.

    Coursework breakdown - see catalog.

    Portfolio requirements:

    • Must be submitted as a PDF document.
    • At least 3 artifacts must be included:
      • One artifact is required to demonstrate the ability to apply computer science concepts in order to solve advanced problems.
      • One artifact is required to demonstrate the student’s oral or writing communication skills.
      • One artifact is required to demonstrate the student’s competence to conduct independent
        inquiry in computer science.
    • There must be a slide deck presentation.
    • A link to your GitHub repository is required.
    • Please click here for more information regarding full requirements and formatting.
  • Thesis

    A minimum of 30 semester hours of graduate-level work is required, along with the successful defense of a thesis.

    Coursework requirements - see catalog.

    Thesis Requirements:

Transfer Credits

  • General Information

    Graduate credit may be transferred from accredited institutions, including prior graduate degrees earned at Vanderbilt University. Transfer credit eligibility is as follows:

    • Only didactic courses with a letter grade of B or better will be considered.
      • Pass/fail and audited courses are not eligible for transfer.
      • Research courses are not eligible for transfer.
    • The credit must have been earned within 10 years of matriculation.

    The grades you received for your quality hour transfer courses will count toward your GPA.  Non-quality hour transfer courses will not count towards your degree and will not factor into your GPA.

    Transfer credit is awarded only upon the approval of the DGS and the Graduate School.

    If you are transferring courses from an international institution, be aware that the grades may transfer in differently (an A on your international transcript may count as a B) based on the conversion calculations used.

    You can click here to view the catalog for more information.

    Transfer Credit Process

    There is a two-step process for transfer credit approval:

    1. Departmental approval
      • Discuss the courses you wish to transfer with your advisor before submitting your request.
      • Click here to fill out the departmental Transfer Credit Request form.
        • All students - upload your transcript (unofficial is fine) and syllabi, if needed.  Please check form for guidelines.
        • PhD students - upload your justification memo, if needed.
      • Once you are notified of departmental approval, proceed with the Graduate School's form in step 2.
    2. Graduate School approval
      • Click here for the Graduate School Transfer Credit Request form.
      • You can click here for the user guide if you need more information.
  • PhD Transfer Credit Information

    Typically, students can transfer in up to 24 didactic hours, but under extraordinary circumstances 36 didactic hours can be transferred in with CS DGS approval.  If you wish to request more than 24 hours, make sure to upload a justification memo to your departmental request form.

  • MS Transfer Credit Information

    A maximum of 6 semester hours of transfer credit may be applied toward the master’s degree.

CITI/RCR Training

  • Online CITI Training

    Important Information:

    • This is a federal requirement and cannot be waived.
    • Make sure to register for the VUENG training.  It is the only training that will satisfy this requirement.
    • Make sure to use your Vanderbilt email address when registering to ensure automatic updates to your degree audit, upon completion.
    • Every module must be completed with a score of 75% or better.
    • Please click here for more information and to submit your certificate and completion report.

    MS students should take it during your first year of study.

    PhD students should take it at the completion of your first year of study.

    • CITI expires after 4 years.  Please make sure to retake your CITI online training again, if needed, to remain compliant.  You will use the same link as above for renewal CITI training.
  • In Person RCRG Courses

    In Person RCRG Registration:

    RCRG course registration information will be emailed to you by the URO before each course date.  It is offered every May and August (with a possible session in October).

    MS students should register during your first year of study.

    PhD students should register at the completion of your first year of study.

    You must register separately for all five topics, RCRG 6303, 6304, 6305, 6306, and 6307.  Registration for these courses are separate from regular course registration.

    • 6307 can differ by research interest, so register early if you want that course to reflect your area of interest.  Any 6307 topic, however, will count toward the requirement.

    Important Information:

    • Seats fill up FAST, so register as soon as possible once you receive the email.
    • Only 6303 reflects the grade (as Pass/Fail) for all topics attended.
    • BE ON TIME!  The doors will be closed at the start time provided.  If you are late, you will not be admitted.
    • You must attend all classes in their entirety to receive credit for your RCRG training.
      • Failure to attend all classes in their entirety will result in a failing grade for ALL courses and require you to retake all courses again at a later offering.
    • Contact Tana Hoffman if you have any questions.

Internships

  • PhD Internship Information

    Please click here for the Internship Request form.

    Form submission deadlines are as follows:

    • Fall - July 15
    • Summer - April 15
    • Spring - November 15

    Internship requests submitted after the deadline are not guaranteed to be processed in time, which may lead to issues with enrollment, CPT authorization, salary disbursement, or may result in ineligibility to participate in the internship.

    All internships must be approved prior to the end of open enrollment for the corresponding term.

    Enrollment

    • Summer - We will administratively enroll you in the Internship course (CS 5884) once your internship has been approved.
    • Fall and Spring - Register for ZERO hours of research (CS 8999 or 9999) or you can take LOA if you will be gone the full term or for multiple terms.

    Partial internships can be requested, but are often not possible due to a number of constraints.  If you wish to request a partial internship, you should email your advisor with the details regarding your proposed arrangement.  Your advisor can then seek DGS approval.

    After your internship has been approved, you must provide the following information to us via email (CS.PhD.Admin@Vanderbilt.edu):

    • Changes to your internship dates, if any
    • Requesting an extension, if needed
    • The day you return to campus to resume your RA position
      • This is critical, as your salary will not be reinstated until we receive your notification.

    International students should reach out to ISSS for CPT information.

  • MS Internship Information

    Please click here for the Internship Request form.

    The deadline to submit your form for a summer internship is April 15.

    Internship requests submitted after the deadline are not guaranteed to be processed in time, which may lead to issues with enrollment or CPT authorization, or may result in ineligibility to participate in the internship.

    All internships must be approved prior to the end of open enrollment for the corresponding term.

    Enrollment

    We will administratively enroll you in the Internship course (CS 5884) once your internship has been approved.

    Please reach out to CS.MS.Admin@Vanderbilt.edu to notify us of any changes to your internship dates.

    International students should reach out to ISSS for CPT information.

Leave of Absence

  • LOA/MLOA Information

    You can take a leave of absence (LOA) for the following reasons:

    • Medical reasons - click here for more information
    • Personal reasons
    • Defending your PhD dissertation:
      • Past the end of term deadline but before the end of term
      • Early in the term and you no longer need access to campus/lab resources

    To start the process, please click here.  Once fully approved, your status will be updated in the system.

    Your LOA must be approved prior to the start of the term for which it is requested.

Graduation Information

  • General Information

    Intent to Graduate and Commencement forms open in YES at the beginning of the term you want to graduate in.  Please check for the open and close dates for these forms on the Academic Calendar, linked below.  Please submit the form if you think graduating in summer is a possibility.

    The final deadline to submit all thesis and dissertation requirements to VIREO and the Graduate School is listed in the Academic Calendar, linked below.

    • Failure to submit all thesis or dissertation requirements by the stated deadline will result in ineligibility for graduation in the current term.

    You can check your progress towards graduation in your degree audit.  Once all items are marked green, your graduation requirements are considered complete.

    Helpful links:

    Academic Calendar

    Graduate School Checklist for Graduation

    Contact Information - for Vireo, formatting, or document submission questions

    Commencement Information

    Diploma Information

  • PhD Graduation Information

    Requesting your defense:

    You must click here to submit your departmental Graduation Notification form as soon as you determine your defense date, time, and location, even if you do not plan to graduate in the current term.  We request this be submitted at least 30 days before your planned defense date, as this will allow us to send out your defense announcement in a timely manner.

    To submit your request to schedule your defense, you will use the Doctoral Workflow in YES.  You only need to submit your scheduling request (unless you also want to change your committee).  We request this be submitted at least 30 days before your planned defense date; however, it must be submitted no later than 2 weeks prior to your planned defense date.

    Defense results forms:

    You must click here to submit your departmental Defense Results form the day before your defense.

    You must submit the Graduate School Results form in YES after your defense.

  • MS Graduation Information

    Non-thesis students:

    You must click here to complete your departmental Graduation Notification form when you submit your Intent to Graduate form in YES.

    Your portfolio is due one week before the term's commencement date.  For details about your portfolio requirements, please refer to the MS Milestones section of this page.

    Thesis students:

    You must click here to complete your departmental Graduation Notification form.  We request you submit it at least 30 days before your defense date, as this will allow us to send out your defense announcement in a timely manner.

    You must click here to complete your departmental Results form after your defense.

Forms

Additional Resources

Department of Computer Science