Graduate Program Handbook (UNDER CONSTRUCTION)

This handbook is currently being revised and is not yet final. We will publish it to students & faculty by the end of the Fall 2025 semester. Thank you for your patience!

Admissions

Requirements

The Graduate School sets minimum requirements for admission. In addition, the School of Music has the following specific requirements for graduate music candidates:

  • All candidates must have completed a Bachelor's degree in music (or equivalent) at an accredited institution. 
  • Candidates for the Doctoral programs (DMA/PHD) must have already completed a Master's degree in music (or equivalent) at an accredited institution.
  • Each area of study has its own requirements for portfolio repertoire, which can be reviewed on the graduate admissions page.   

Audition/Interview

The School of Music holds two official graduate audition days in the late winter. Candidates may request their preferred date during the application process and will be prescreened based on their submitted portfolio before being invited for a full audition. Ad hoc auditions may be arranged, as needed. Candidates in Composition will be prescreened for a Zoom interview only.

Each area of study has its own requirements for audition format and repertoire, which can be reviewed on the graduate admissions page. Audition formats vary greatly but typically include live playing and a brief interview with the area faculty. Students may also choose to stay at home and complete a "remote" audition, within the guidelines set forth by the area faculty. 

No audition or interview is required for candidates in Music Education and Musicology. Admission decisions will be made on the basis of the submitted application materials.

Timeline

Area-level review

The basic "admissions committee" is the candidate's area of study. Area faculty will work together under the coordination of the area chair to make final admission decisions and fellowship nominations on the basis of the completed audition, interview, and file review.

In most areas, admission offers are made separately from funding decisions. In some areas, offers of admission may be accompanied by an associated offer of funding (see below).

Department-level review

Before the candidate is recommended for admission to the Graduate School, the Graduate Program Manager will review the candidate's unofficial transcripts for sufficient background coursework in musicology and theory. Concerns will be discussed with the Major Professor and Director of Graduate Studies, and candidates may be denied or admitted with deficiencies as a result.

In rare cases, a student may be recommended for admission on academic probation, with resulting ineligibility for funding during the probationary period.

There are no departmental entrance exams for graduate students. Admission to the graduate program assumes a level of familiarity with basic music theory and musicology that will allow for success in the department's graduate-level courses, as evidenced by the candidate's undergraduate coursework in the accredited Bachelor's degree. 

Graduate School review

When the School of Music recommends a candidate for admission at the departmental level, the Graduate School requests an official transcript for final review of minimum GPA, institutional accreditation, and English proficiency.

If the candidate has low grades, the Graduate School may determine that an appeal is required. In this case, the designated Major Professor will be asked to write a statement justifying the candidate's admission. The Director of Graduate Studies must also approve the appeal request and will determine any necessary deficiencies or academic probation.

The candidate is not admitted to UW-Madison until the Graduate School has completed its review of the transcript and approved the candidate's admission.

After admission, international students must also complete the visa application/transfer process in order to be eligible for matriculation into the university.

Funding decisions

In most cases, candidates are first admitted to the graduate program without funding, pending TA and fellowship decisions. All admitted students are eligible to be considered for graduate funding awards, which are allocated in three ways:

  • Faculty may select TA recipients within their own area of study using the area's dedicated resources. The student is not required to apply; decisions are made based on the completed application/audition process. 
  • Areas may nominate their top candidates for the departmental fellowship competitions. The student is not required to apply, but may choose to update the submitted portfolio materials before review by the fellowship committees.
  • Students may apply directly for available departmental TA positions. Instructions will be sent to the candidate upon admission to the department.

Students selected for an offer will receive a substantial funding package for review before accepting. Multi-year funding guarantees are possible and will be clearly stated as part of the funding package. All guarantees must be approved by the Director of the School of Music.

Response Deadlines

Student decisions for the first round of funding offers are due on the national deadline of April 15 each year. UW-Madison subscribes to the Council of Graduate Schools (CGS) April 15 Resolution, which stipulates that students cannot be required to accept an offer before April 15.

Funding that is declined during the first round will be re-offered to eligible candidates until all available funding has been claimed. After April 15, the department may impose alternative deadlines at its own discretion.

Candidates who do not receive a funding offer will be asked to confirm their intent to enroll no later than May 1. Extensions may be granted by the area faculty. 

Onboarding process

After admissions and funding decisions have been finalized, the Graduate Program Manager will coordinate the summer onboarding process for students who have committed to attend:

  • Pre-summer advising
    Students will be connected with their assigned Major Professor for initial advising before the end of the faculty contract year.
    • To facilitate summer advising and enrollment, all Major Professor (and, if applicable, co-advisor) assignments must be finalized before the end of the faculty contract year.
    • Faculty in the School of Music are required to respond to incoming student questions before they go off contract for the summer. It is highly encouraged that Major Professors meet with their incoming students via Zoom before the summer break.

  • Summer milestones
    1. In mid-June, students will be matriculated into the university. At this time, they will have full student status and will be able to start using the UW email account. 
    2. In late June, students will have a Zoom advising session with the Director of Graduate Studies and Graduate Program Manager in preparation for initial enrollment in fall courses.
    3. In mid-July, incoming TAs and Fellows will receive important financial onboarding instructions in preparation for the contract start date in mid-August.

  • Welcome Week
    The week before instruction begins (last week of August) is a time for introductory meetings and activities, including the following important events for new graduate students in the School of Music: 
    • New Graduate Student Orientation
    • School of Music Graduate Reception
    • Graduate Funding Orientation (for TAs & Fellows)

Internal Candidates

Currently enrolled graduate students may wish to stay at the Mead Witter School of Music for a further degree and are welcome to apply for admission and funding consideration.

However, the Graduate School does not permit currently enrolled students to fill out the regular prospective student application. Instead, internal candidates must apply directly to the department. For this purpose, the School of Music has the following departmental application forms:

Internal candidates will be given full consideration for admission and funding opportunities. In particular, they may be nominated for an incoming student fellowship (Collins, etc.) and will be invited to apply for TA positions in the School of Music. 

Reentry Candidates

Master's and pre-ABD

Students who have had a break in enrollment for one or more semesters must apply for reentry. Before making the decision not to enroll, students should discuss their reentry plans with the Major Professor and the Director of Graduate Studies. The Major Professor should confirm in writing whether the student will be permitted to reenter without a formal application process.

In order to reenter the graduate program, students must fill out the Graduate School reentry application. Students may reenter in the Fall or Spring semester. The reentry application must be submitted at least 4 weeks before the start of the semester. If the Major Professor has not approved reentry in advance (see paragraph above), the ability to reenter will depend on faculty load and studio space.

Post-ABD

Doctoral students who have completed prelims and gained Dissertator status (ABD) are required to remain continuously enrolled until completion of the degree. "Time off" from the Doctoral degree is not an option. If the student fails to enroll in Dissertator credits for one or more semesters after gaining ABD status, the Graduate School will charge a substantial Degree Completion Fee to account for the unpaid tuition. In this case, the reentry application is not required in order to complete the degree.

Deferral/Withdrawal

Deferring admission

The School of Music permits area faculty to promise a deferral of admission to the following academic year (Fall semester only). The granted deferral must be confirmed in writing by the area chair. 

The Graduate School does not have a deferral mechanism for one year, so the student will be required to submit a new application in order to be re-admitted. The "deferral" is simply a promise of automatic re-admission for entry in the next Fall semester. Students may choose to re-audition for funding consideration, but in case of a granted deferral a new audition is not required.

One-semester deferrals of admission (for entry in the Spring semester) are exceptionally rare (for example, due to visa issues or serious illness) and are only possible with the approval of the Graduate School. 

Withdrawing before the semester

Students who wish to cancel enrollment (either temporarily or permanently) may do so before the first day of classes with no tuition charges, provided they have dropped all credits for the upcoming semester. No formal withdrawal application is required in this case. By the same token, failure to enroll by the first day of classes will be considered a withdrawal, and the student will be removed from student status by default. 

Students who have accepted a funding offer in the School of Music for the upcoming semester and no longer wish to attend must submit a formal letter of resignation to the Graduate Program Manager. In this case, the upcoming appointment will be canceled, and the multi-year guarantee will be rescinded.

Withdrawing during the semester

Students who wish to cancel enrollment (either temporarily or permanently) after the first day of classes in a given semester must submit a formal withdrawal request to the university. If the tuition refund deadlines have already passed, the student will owe the tuition & fees for any credits in which they were enrolled for that semester. 

Students who hold a funding appointment in the School of Music during the semester in question must submit a formal letter of resignation to the Graduate Program Manager. The appointment will be terminated on the date of resignation, and the stipend payments will be prorated accordingly. Eligibility for health insurance and tuition remission may also be affected, depending on how far into the semester the resignation occurs.

Program Administration

Graduate Program Roles

Major Professor

Each graduate student will have a designated faculty member to serve as their Major Professor:

  • In the performance areas, this person will be the student's studio instructor. 
  • In musicology and music education, this will be the person who oversees the student's project/thesis.
  • In some cases (e.g. Piano Pedagogy & Performance), students may have two Major Professors. 

The Major Professor performs the following functions:

  • Mentors the student and assists with course selection.
  • Approves area-specific degree exceptions.
  • Curates recitals.
  • Serves as the primary advisor for guiding research.
  • Chairs/manages Master's & Doctoral committees.
  • Brings concerns about the student's well-being to attention of DGS.
  • Acts as a liaison for the student with other faculty, as needed.

If the designated Major Professor does not have Graduate Faculty status, a co-advisor with Graduate Faculty status must be named. The co-advisor must be a faculty member within the School of Music and is typically chosen from the same area of study. Refer to the List of Graduate Faculty in the School of Music. The co-advisor will assist with the functions listed above and must serve as a member of the student's committee. 

Students are assigned a Major Professor during the admissions process. Requests to change the Major Professor should first be brought to the Director of Graduate Studies, who will mediate as needed. Requests may be limited by studio space, faculty load, and curricular considerations.

Minor Professor

All Doctoral students in the School of Music are required to complete a Doctoral minor. One person will be the student's designated Minor Professor:

  • If the minor is taken within the School of Music, the Minor Professor will be a faculty member.
  • If the minor is taken outside the School of Music, the Minor Professor may be a faculty member in another department, or it may be a departmental representative (staff member) who is responsible for approving Doctoral minors. 

The Minor Professor performs the following functions:

  • Approves the student's minor plan of study.
  • Signs the student's Prelim Warrant to certify completion of the Doctoral breadth requirement.
  • May serve on the student's Doctoral committee, if desired. See the Doctoral Minor Registration Form for details.

Director of Graduate Studies (DGS)

Prof. Jess Johnson
dgs@music.wisc.edu
5552 Humanities

The Director of Graduate Studies oversees all administrative, curricular, and financial concerns of the graduate program. In particular, the DGS performs the following functions:

  • Oversees the development of the graduate curriculum and degree pathways.
  • Acts as a liaison to the Graduate School and the College of Letters & Science.
  • Chairs the Graduate Recruitment & Funding Committee.
  • Mediates interpersonal issues between graduate students, faculty, and staff.
  • Serves as a general advisor for all graduate students.
    • For DMA students, the DGS plays a major role in guiding Doctoral research and development of the DMA written project, in conjunction with the Major Professor.
  • Approves all degree exceptions, independent work, transfer credits, minor declarations, etc.

Three times a year (November, April, and August), there is an "advising week" during which Doctoral students are encouraged to meet with the DGS to discuss their degree progress and receive guidance on the development of the research project. Outside of these designated advising weeks, the DGS is regularly available to meet with students during weekly office hours as well as by appointment.

Graduate Program Manager (GPM)

James Doing
gpm@music.wisc.edu
5553 Humanities

The Graduate Program Manager coordinates the daily administration of the graduate program and serves as a case manager for prospective and current graduate students. In particular, the GPM performs the following functions:

  • Manages the application, audition, and admission processes for prospective students.
  • Coordinates the selection and hiring of Teaching Assistants and Fellows.
  • Tracks student degree progress and coordinates the graduate exams.
  • Serves as a secondary advisor for all graduate students.
    • During the "advising weeks" each semester, students are encouraged to meet with the GPM to review outstanding requirements and enrollment plans for the upcoming semester.
  • Maintains the graduate student files (paper and electronic).
  • Manages the Graduate Recruitment & Funding Committee.
  • Monitors student compliance with departmental, Graduate School, and University policy.

Student Services & Curriculum Manager (SSCM)

Diana Wheeler
curriculum@music.wisc.edu
5557 Humanities

The Student Services & Curriculum Manager oversees the student services operational area and manages curricular development for the department. In particular, the SSCM performs the following functions related to graduate students:

  • Compiles and publishes the Schedule of Classes each semester.
  • Manages instructor and classroom assignments for the department.
  • Coordinates the collection of student evaluations for all instructors, including Teaching Assistants.
  • Assists with course permissions and enrollment troubleshooting.
  • Manages the creation of new courses and degree pathways.
  • Manages the School of Music Curriculum Committee.

Director of the School of Music

Prof. Dan Cavanagh
director@music.wisc.edu
3561 Humanities (Main Office)

The Director oversees all administrative, curricular, and financial concerns of the department. In particular, the Director performs the following functions related to graduate students:

  • Chairs the Student Advisory Council.
  • Presides over the departmental grievance and appeal process.
  • Serves as a liaison between graduate students and donors.
  • Manages the Teaching Assistant budget.
  • Reviews requests for late course changes before submission to the Graduate School.

Administrative staff in the School of Music

Music Operations Manager
Ben Bell Bern
musicoperations@music.wisc.edu
1625 Humanities (Basement)

  • Manages School of Music facilities & events
  • Oversees recital booking & support

HR Generalist
Brittany Wolff
payroll@music.wisc.edu
4527 Humanities

  • Manages hiring of TAs, Fellows, and student hourly positions
  • In case of problems with payroll, health insurance, and other benefits, serves as a liaison to university/state offices

Music Public Services Librarian
Tom Caw
tom.caw@wisc.edu
Mills Music Library

  • Assists graduate students in finding & requesting research materials
  • Maintains the Doctoral project/dissertation archive
  • See Mills Music Library

Graduate Committees

All graduate students will have a committee of faculty to provide support/advice to the student and assist the Major Professor in evaluating degree progress at key moments in the graduation timeline. While students should consult their Major Professor about the committee makeup, it is ultimately the student's choice who serves on the committee. Committee membership is governed by UW Policy 1201.

Graduate Faculty

For the purposes of graduate committees, it is important to identify "Graduate Faculty" who are tenure-track faculty holding a "Professor" title and are eligible to chair these committees. See the List of Graduate Faculty in the School of Music. If the student's Major Professor is not Graduate Faculty, a co-chair must be designated.

MA

"Thesis Committee"
MA Thesis Committee Registration Form

MA students complete a Master’s Thesis and hold a final presentation (called an “oral exam”). Thesis Committee members review the finished thesis, attend the oral exam, and sign the graduation warrant. At least 2 members must be Graduate Faculty. All members serve as "Readers" of the thesis.

  • The Major Professor (chair)
  • Two additional faculty members, either from the same area of study or a different area of study.

PHD

"Dissertation Committee"
PHD Committee Registration Form

Dissertation Committee members attend the oral preliminary exam, supervise the development of the PhD Dissertation, attend the final oral defense, and sign the graduation warrant. At least 3 members must be Graduate Faculty. At least 3 members (including the Major Professor) must serve as "Readers" of the Dissertation.

  • The Major Professor (chair)
  • One faculty member from a different area of study -or- a different UW department.
  • Two additional faculty members, either from the same area of study or a different area of study.

MM

"Recital/Project Committee"
Master's Recital/Project Committee Registration Form

Performance students complete one or more Recitals. Music Ed & Composition students complete a Project/Presentation. Committee members grade the student’s work. The graduation warrant is signed by the Director of Graduate Studies only. Only the Major Professor/chair must be Graduate Faculty, or else have a designated Graduate Faculty co-chair from the same area.

  • The Major Professor (chair)
  • One faculty member from the same area of study
  • One faculty member from a different area of study

DMA

"Doctoral Performance & Research Committee" (DPRC)
DPRC Registration Form

DPRC members attend and evaluate recitals, attend the oral preliminary exam, supervise the development of the DMA Research Project, attend the final oral defense, and sign the graduation warrant. At least 3 members must be Graduate Faculty. At least 3 members (including the Major Professor) must serve as "Readers" of the Research Project.

  • The Major Professor (chair)
  • One faculty member from a different area of study -or- a different UW department.
  • Two additional faculty members, either from the same area of study or a different area of study.

Faculty Committees

Graduate Recruitment & Funding (GRF)

The School of Music Graduate Recruitment & Funding Committee is comprised of 5-6 members representing a variety of areas in the department and is chaired by the Director of Graduate Studies. Members are appointed by the Director and do not need to have Graduate Faculty status.

The GRF is primarily convened to select recipients of the department's fellowship and grant funding resources, including:

  • School of Music travel/research grants (up to $1,000)
  • Graduate School Fellowships for incoming doctoral students
  • 1-semester Dissertator Fellowships
  • Community of Graduate Research Scholars (CGRS) Fellowship

The GRF may also advise on basic matters concerning graduate student recruitment, retention, and financial support.

Collins Committee

As part of the annual fellowship competition process, an ad hoc committee is formed to select winners of the Paul J. Collins Wisconsin Distinguished Fellowship, consisting of one faculty member from each of the eligible performance areas:

  • Brass
  • Conducting
  • Guitar/Percussion
  • Piano
  • Strings
  • Woodwinds
  • Voice

Faculty submitting a nomination for the Collins Fellowship may not serve on the committee. Members do not need to have Graduate Faculty status. 

Curriculum Committee

The School of Music Curriculum Committee advises on academic concerns for the department. As needed, it may vote on special situations pertaining to graduate students, at the discretion of the Director of Graduate Studies. In particular, requests for transfer courses exceeding a total of 9 credits for an individual student must be approved by the Curriculum Committee.

Budget & Personnel (B&P)

The School of Music Budget & Personnel Committee advises on financial concerns for the department. As needed, it may vote on Teaching Assistant budget questions and other graduate funding-related items. In particular, the B&P Committee selects a faculty winner of the annual Eugenie M. Bolz Assistantship Competition, which provides TA funding/teaching release for a faculty project.

Student Files

Electronic files

The Graduate Program Manager maintains the following electronic files for each graduate student, which may be shared as needed with the Director of Graduate Studies, the Major Professor, the student's committee, and/or School of Music administrative staff:

  • Degree worksheet
  • Recital ballot spreadsheet
  • TA timesheet

Paper files

As a supplement to the electronic files, the Graduate Program Manager maintains a paper academic file for each graduate student. The academic file contains a final printed version of the documents listed above in addition to all essential forms and documents collected throughout the student's time in the program. 

The contents of the student's academic file may include, but are not limited to:

  • Essential correspondence
    • Documentation of waivers/approvals
    • Warning letters
  • Funding documentation
    • Annual offer letters
    • Multi-year guarantee letters
    • TA evaluations
  • Documentation of degree requirements
    • Printed copy of degree worksheet
    • Independent work approval forms
    • Transfer credit approval forms
    • Recital ballot(s)
    • Language certification letters from DCS
  • Master's documents
    • Comprehensive exam (graded)
    • Recital recording & program
    • Copy of degree warrant
  • Doctoral documents
    • DPRC registration form
    • Doctoral minor registration form
    • Written prelim exam (graded)
    • Copy of prelim warrant
    • Project/dissertation proposal with signatures
    • Copy of degree warrant 

Archive

Upon graduation, all electronic files are deleted. The paper file is retained in an archive room for a period of 10 years, after which it is sent to the Wisconsin State Records Center for proper destruction. If the student withdraws or is dismissed from the program, the file is retained for a period of 6 years before destruction. Students are encouraged to make a copy of their own academic records prior to leaving the university. 

The final Doctoral project/dissertation (plus recital recordings and programs) will be archived in Mills Music Library as the final step in the Doctoral degree-granting process. These materials are not subject to destruction.

Email Correspondence

The primary method of communication between graduate students, faculty, and staff in the School of Music is the UW-provided email account (@wisc.edu). The Registar's Office states the following on its Email Address Requirements policy page:

"The university assigned student email account shall be the university’s preferred means of communication with all students attending the UW-Madison. Students are responsible for all information sent to them via their university assigned email account."

Personal email, text message, and social media are not appropriate methods for discussing official university business. Employees of UW (staff, faculty, and TAs) are subject to an “Open Records Request” by the public.

Timely action

The School of Music administrative staff recognizes that students receive a very large amount of email in their UW account and will make a concerted effort to minimize the frequency of announcements and personal reminders. In return, students will closely monitor their account for important messages and will take action in a timely manner when instructed to do so.

Confidentiality

Administrative staff frequently discuss and forward messages to each other in order to resolve situations. Students who wish to keep correspondence private should put the word "Confidential" in the subject line of the email and also explicitly state in the body of the email that it is not to be shared with other staff.

Absence/Leave

Graduate students may experience personal circumstances that prevent them from attending class, making progress in their enrolled coursework, or fulfilling their TA duties.

Absence

During an ongoing semester, if the absence is believed to be temporary, the student may be granted accommodations to finish the semester and maintain student status without withdrawing.

At the discretion of the instructor, TA supervisor, and/or DGS, these accommodations could include:

  • Extensions on homework, papers, and exams
  • Adjustment of attendance/participation grades
  • Granting a grade of "Incomplete" to be resolved in the following semester
  • Dropping credits/reducing enrollment
  • Adjustment of TA duties

A minimum enrollment of 2 credits is required in order to maintain part-time student status in a given semester.

In all cases, students must communicate with the Director of Graduate Studies in a timely manner to discuss and document the emergent circumstances and the anticipated duration of the absence. The DGS will liaise with the Major Professor, TA supervisor, and/or course instructors as needed. Without this vital communication, accommodations may not be possible.

Leave

For longer-term absences, graduate students may need to take an official leave of absence from their studies. "Leave" is a total break in enrollment for one or more semesters, with the stated intent to reenter the program at a later time.

Students who are granted a leave of absence must be aware of the following time limits, after which all graduate credits earned will be invalidated, and the degree must be started over:

  • Master's degree credits expire after 5 years. 
  • Doctoral degree credits expire after 10 years.

Beyond these time limits and the continuous enrollment requirement for Dissertators (see UW Policy 1204), the student's ability to leave and reenter the program is left to the department's discretion. 

Principles of absence/leave

The Graduate School does not have a formal policy governing absence and leave. Rather, the department has discretion over how to handle these cases.

The School of Music values flexibility for students who experience mid-semester disruptions and those who may need to take a break from their studies, although this flexibility must be balanced with logistical and financial considerations:

  • Communication
    For short-term absences, students will be granted maximum flexibility and the presumption of good faith, provided they have communicated proactively and responsibly with the Director of Graduate Studies, the TA supervisor, and other affected parties.

  • Studio space
    If the student is considering a leave of absence for one or more semesters, the Major Professor must document in writing whether the student will be permitted to reenter the studio and under what conditions.

  • Appointments
    TA and Fellowship appointments will not be rescinded mid-semester, unless the student officially resigns or a mid-semester termination has been approved by the College of Letters & Science.

  • Guarantees
    A break in enrollment will automatically invalidate any multi-year funding commitment. Guarantees may be adapted or extended with the consent of the DGS, Director of the School of Music, and (if applicable) faculty stakeholders. Due to recruitment considerations and budgeting constraints, a continuation of funding may not be possible.

Academic Expectations

Advising

Pre-semester

Shortly before the start of enrollment, there will be an "advising week" during which the Director of Graduate Studies (DGS) and Graduate Program Manager (GPM) host scheduled advising sessions to prepare for the upcoming semester. Students are highly encouraged to attend this pre-semester advising in order to review outstanding requirements and confirm eligibility for graduation/prelims. Students may reserve a time using the Graduate Advising Sign-Up Sheet.

During the semester

All students are welcome to request advising from the DGS and/or GPM by appointment. Students must attend advising at least once per academic year. The Major Professor is a valuable partner in graduate advising and should also be consulted regarding course selection. In some cases, the Major Professor will need to approve degree exceptions and electives. 

Degree Requirements

The basic requirements of our graduate programs can be found on the specific degree worksheets for each area of study. These worksheets are provided as a complement to the official degree pathways listed in the Graduate School Guide. In addition, there are some general School of Music policies that apply to all students.

Residency Credits

The Graduate School requires a certain number of graduate credits (300+) to be completed "in residence" on the UW-Madison campus in order to receive a degree from this institution (see UW Policy 1246).

  • Master's students must complete a minimum of 16 graduate credits in residence.
  • Doctoral students must complete a minimum of 32 graduate credits in residence, which may include any credits taken while previously enrolled as a Master's student at UW-Madison.

Additionally, the School of Music requires that the following coursework be completed in residence and may not be transferred from a previous institution:

  • Applied lessons
  • Large and small ensembles
  • Recitals
  • Thesis/Dissertation credits
  • Courses fulfilling the 9-credit Musicology/Theory requirement for MM/DMA students

Transfer Credits

With the consent of the department, students may apply graduate credits taken at a previous institution to fulfill degree requirements at UW-Madison (see UW Policy 1216).

In the School of Music, transfer credits must be reviewed and approved by the Director of Graduate Studies and the faculty in the relevant area of study. There will be one round of transfer requests per semester. Students may use the Transfer Credit Request Form to initiate a request by the deadline given, keeping in mind the following departmental guidelines:

  • The transfer course should be matched to an existing equivalent course at UW-Madison, i.e. a course that may otherwise have been taken while in residence. Equivalence will be assessed by the faculty in the relevant area of study.

  • If the transfer credit is intended to fulfill a certain degree requirement (Major or Minor), the request must also be approved by the Major or Minor Professor.

  • Courses fulfilling the MM/DMA 9-credit requirement in Musicology and Theory must be taken on the UW-Madison campus and may not be transferred.

  • Students will be expected to supply a syllabus from the prior course. Without a syllabus, it will likely not be possible to approve the transfer.

  • The transfer course must have been taken while enrolled as a graduate student; i.e. graduate-level work taken while enrolled as an undergraduate student will not be approved. 

  • A grade of B or higher must have been earned in the transfer course.

  • A total of 9 credits may be approved at the faculty/area level. Requests for transfer credits exceeding 9 credits must be approved by the School of Music Curriculum Committee. In principle, there is no limit to the number of transfer credits that can be applied towards a graduate degree, as long as the minimum residence requirement described above is met. 

Grades

The School of Music considers any grade below B to be a failing grade for a graduate course. A course that receives a final grade of BC or lower will not be counted toward the student's degree requirements. Courses that are audited or converted to Pass/Fail will also not be counted. See the full School of Music Grading Policy for details.

Independent Work

Graduate students may use the course MUSIC 799 Independent Work (variable credits 1-3) as a flexible option for self-directed study, specialized work with a faculty member, or as a stand-in for certain degree requirements. Students must submit the Independent Work Request Form in order to receive approval to enroll in the course. The instructor of the 799 will determine the number of credits and the number of contact hours with the student.

While MUSIC 799 is a very flexible option for graduate students, it does come with some restrictions:

  • All independent work must be approved by the Director of Graduate Studies.
  • If the independent work is intended to fulfill a degree requirement (Major or Minor), the request must also be approved by the Major or Minor Professor.
  • No more than 3 credits of a Doctoral Minor may consist of independent work.

Recitals

Students enrolled in the MM and DMA performance programs are required to complete one or more recitals as part of the degree. Detailed requirements and policies can be found on the following KB pages:

To facilitate the evaluation of recitals by the student's committee, the Graduate Program Manager will maintain an electronic recital ballot spreadsheet where students will enter the recital program and members will enter feedback and a recommended grade.

The Major Professor will consider all submitted feedback and will determine the final grade. Like all graduate courses in the School of Music, recitals must be passed with a grade of B or higher. A grade of BC or lower will be considered a failing grade, and the student will receive a satisfactory progress warning letter from the Director of Graduate Studies.

All degree-required recitals must be recorded (minimum audio) for archiving upon graduation. For the DMA, the recitals form an integral part of the student's "Doctoral Performance & Research" and will be submitted to Mills Music Library along with the final DMA research project.

The School of Music offers a $145 recital package for the use of Paul J. Collins Recital Hall, which includes a dress rehearsal, a 90-minute performance, and an audio recording.

Doctoral Minor

All Doctoral students at UW-Madison are required to complete a minimum of 9 credits of "breadth" as part of the degree. In the School of Music, this breadth requirement is satisfied in the form of a Doctoral minor taken under the supervision of a designated Minor Professor. Students may choose one of the following options:

  • Internal Minor*
    The School of Music has a list of Doctoral minors that students can choose from. The minor must be in a field outside of the student's area of study. For example, a violinist may not minor in cello, as both are in the Strings area. Some performance minors will require an audition (e.g. Conducting, Voice) or other prerequisites. The listed music minors may be adapted with the consent of the Minor Professor.

  • External Minor
    Many departments on campus have a Doctoral minor program (see the Graduate Guide for a list of available minors). Students must obtain the consent of the external department before pursuing a minor and, if admitted, must fulfill all stated requirements at the discretion of the external department. In this case, the "Minor Professor" may be a staff member who is responsible for certifying the Doctoral breadth requirement.

  • Distributed Minor
    Students may craft their own minor plan of study by combining courses from different departments forming a coherent topic. The selection of courses will be approved by the designated Minor Professor, which may be the Director of Graduate Studies in the School of Music.

*Under UW Policy 1200, students may not minor in the same field as their major. Therefore, the internal "Music" minor will officially be declared as a "Distributed" minor and will be listed as such on the student's transcript, even when all coursework is taken within the School of Music. This is a special exception to UW Policy 1200 granted by the Graduate School for music students.

Doctoral students should plan to officially declare the minor at the end of the third semester, as soon as their fourth semester enrollment has been finalized. Detailed information about the minor declaration process can be found on the Doctoral Minor Registration Form.

The School of Music values flexibility in the selection of the Doctoral minor and Minor Professor. Students are encouraged to discuss ideas for the minor with the Director of Graduate Studies during advising.

Double Degrees

Graduate students may pursue multiple degrees at the same time, under the guidelines set forth in UW Policy 1205. The double degree must be in two different program codes:

Program Codes
Code Program Permitted double degree
G687 MA Music May be combined with G688 or G697, or any other degree at UW-Madison
PHD Music
G688 MM Music Performance May be combined with G687 or G697, or any other degree at UW-Madison
DMA Music Performance
G697 MM Music Education May be combined with G687 or G688, or any other degree at UW-Madison
  • Admissions
    Students must be admitted to both programs through the normal departmental admissions process. The Graduate School allows the student to apply for up to 3 different programs under one application fee. If a student chooses to enroll in programs that are in different departments, they will have full student standing in both departments and must comply with all graduate student policies and procedures for the School of Music as well as for the other department.

  • Overlap
    All requirements must be fulfilled for both degrees. A maximum credit overlap of 25% is permitted. The number of permitted credits is calculated on the degree with the lower total credit requirement. Credit overlap will be carefully reviewed with the Graduate Program Manager during advising meetings each semester in order to ensure compliance.

  • Degree levels
    Double degrees are typically pursued at the same level (i.e. two Master's or two Doctoral programs). However, a mixed-level double degree is permissible, with the following caveat: A Doctoral student may not add a Master's degree while simultaneously in Dissertator status.

  • Music Librarianship
    A common double degree pursued by music students is the MA Musicology plus the MA Library & Information Studies (LIS), which is offered through the iSchool. The electives within each program can complement each other to form a kind of "Music Librarianship" double degree. The School of Music shares information with the iSchool, but final decisions about admission, funding, and degree requirements are made separately.

  • Satisfactory progress
    Students pursuing a double degree should expect to spend at least one or two additional semesters enrolled in order to complete all degree requirements for both programs. The extended timeline will be taken into account during the review of the student's satisfactory progress in the music degree.

Degree Exceptions

The School of Music graduate degrees are generally flexible and allow for a certain amount of customization. In some cases, however, official exceptions to stated degree requirements may be necessary and must be documented in the student's academic file.

Common degree exceptions for graduate students are:

  • Use of MUSIC 799 (Independent Work) as a stand-in for a required course.
  • Acceptance of transfer credits from a previous institution as a stand-in for a required course.
  • Selection of a course that deviates from the provided list of options on the degree worksheet.

All degree exceptions must be approved by the Director of Graduate Studies. Apart from the DGS, the degree exception may also need to be approved by the Major Professor, the Minor Professor, or the faculty in a particular area of study.

Enrollment

Course load

In principle, full-time enrollment for graduate students (not including Dissertators) is 8-15 graduate credits (300+) in a given semester. Part-time enrollment is 2-7 credits in a given semester. No student may enroll for fewer than 2 credits in a given semester.

Students wishing to take more than 15 credits per semester must submit a Credit Overload Request to the Graduate School. Overloads should be rare and must be approved by the Director of Graduate Studies.

Courses below the 300-level (e.g. undergraduate language courses or electives) do not count towards graduate enrollment or School of Music graduate degree requirements.

Upon reaching Dissertator status, enrollment is limited to exactly 3 graduate credits, regardless of funding. This qualifies as full-time enrollment for visa and student loan purposes.

Students without funding

U.S. citizens who do not hold an assistantship or fellowship in the School of Music are not required to enroll full-time, unless stipulated by their student loan agreement or in order to maintain satisfactory time to degree.

International students must remain enrolled full-time at all times, regardless of funding status. While on funding, full-time enrollment is fulfilled by the number of credits given below.

Students with funding

The School of Music requires any student receiving graduate funding (assistantship or fellowship) to be enrolled full-time in graduate credits (300+) during the semester in which the funding is granted. Failure to enroll full-time as defined by the Graduate School will result in revocation of funding for the semester in question and possible cancellation of the funding guarantee.

  • Teaching Assistants are granted a kind of "credit release" as defined below:
    • 33.4% FTE = Minimum 6 credits for full-time enrollment
    • 50% FTE = Minimum 4 credits for full-time enrollment
  • Fellows must enroll in a minimum of 8 graduate credits per semester (no release).
  • In the final semester of coursework, the School of Music permits Teaching Assistants to reduce their enrollment to part-time, based on the number of credits needed to finish the degree. Fellows must remain enrolled full-time in all semesters in which a fellowship is held, regardless of degree status.

Students holding other types of employment on campus (e.g. staff or faculty titles) are subject to additional course load restrictions (see UW Policy on "Employees Enrolled as Students").

Dissertator status (ABD)

When Doctoral students have completed all coursework requirements and passed their prelim exams, they enter into Dissertator status. This is also referred to as ABD ("All But Dissertation"). In the School of Music, DMA students typically spend the third and final year in ABD status.

UW Policy 1247 regulates the terms and conditions of ABD status, primarily:

  • To achieve Dissertator status, the student must complete all coursework requirements (not including research credits) and may not have any outstanding incomplete grades.
  • In order to maintain Dissertator status, the student must enroll in exactly 3 graduate credits per semester (fall and spring, not including the summer term unless desired).
  • Dissertators are assessed a lower tuition rate than non-Dissertators (see the Tuition Rates Workbook).

Additionally, the School of Music has some department-specific guidelines for ABD students:

  • Research
    At least one credit of the 3-credit Dissertator load must be the Major Professor's section of the course MUSIC 999 (PHD Diss/DMA Project). This is the "research" course and may be taken for 1-3 credits. The grade received for this course is either "Satisfactory" (S) or "Unsatisfactory" (U). A student who receives a grade of U for MUSIC 999 will be deemed not making satisfactory progress and will receive a satisfactory progress warning letter from the Director of Graduate Studies.

  • Recitals
    DMA recitals are not considered part of the student's coursework and are instead part of the "Doctoral Performance & Research" that must be finished during the ABD stage. Recital credit(s) will continue to be part of the 3-credit Dissertator load (MUSIC PERF 999).

  • Presence on campus
    Students who have achieved ABD are not required to remain on campus, unless they hold a Teaching Assistantship or choose to enroll in an ensemble or other in-person activity as part of their 3-credit Dissertator load.

  • Lessons
    As a rule, Dissertators will be focusing on their research and should no longer be taking lessons with the Major Professor. However, with the Major Professor's consent, students may register for an independent work credit (MUSIC 799) with the Major Professor as part of their 3-credit Dissertator load.

  • Studio class
    As a rule, Dissertators are not required to attend the Major Professor's studio class or participate in studio activities, although they are welcome to do so. However, participation in studio activities may be required as part of a TA workload.

Enrollment holds

There are a variety of enrollment holds that students may see on their account. Holds can originate from various offices on campus and must be lifted in order to proceed with enrollment for the upcoming semester.

The most common holds for graduate students are:

  • FRA: Financial Responsibility Agreement (must be completed each semester)
  • GSD: Graduate School Dean's Hold (for incomplete grades)
  • TUB: Tuition Unpaid Balance (Bursar's Office hold for overdue tuition)

Additionally, the School of Music DGS or GPM may impose an "Advisor Hold" until the student has attended advising or completed some other outstanding task (e.g. submission of a missing form).

Satisfactory Progress

The Graduate School sets minimum requirements for satisfactory progress for all graduate students at UW-Madison. Additionally, the School of Music has department-specific standards for satisfactory progress:

Cumulative GPA

Students must maintain a cumulative grade point average (GPA) of 3.25. A GPA below 3.25 earned in a single semester will carry no ramifications for the student, provided the cumulative GPA remains at or above 3.25.

  1. If the cumulative GPA falls below 3.25 at the end of a semester, the student will receive a warning letter from the Director of Graduate Studies and will have one further term to raise the cumulative GPA in order to maintain satisfactory progress.
  2. If the cumulative GPA remains below 3.25 for two consecutive semesters, the student will be considered not making satisfactory progress and will be placed on academic probation. This action will render the student ineligible for financial support from the School of Music, and any existing funding guarantee will be canceled.
  3. If the GPA remains below 3.25 for three consecutive semesters, the student will be dismissed from the program. 

Time constraints for Master's students

In principle, all Master's degrees in the School of Music are two-year programs consisting of four semesters of coursework culminating in a project/thesis/recital and Comprehensive Exam. 

  • Students receiving graduate funding are required to enroll full-time and are expected to complete all degree requirements within four semesters, unless there are extenuating circumstances (double degree, etc.). 

  • Students not receiving graduate funding are permitted to enroll part-time and, accordingly, are not obligated to finish the degree in four semesters. Instead, a period of 7 years is granted to finish the degree. 

Failure to complete the degree requirements by the end of the period stipulated above may result in academic probation for a period of 12 months with no financial support, at the discretion of the Director of Graduate Studies. If the degree is not completed within this 12-month probation period, the student must submit a letter of appeal to the Director of Graduate Studies requesting permission to remain enrolled and outlining a clear plan for completion of the degree requirements. If the appeal is not granted, the student will be dismissed from the program.

Time constraints for Doctoral students

The Doctoral degree consists of two phases: Coursework culminating in the Preliminary Exams; and completion of the DMA Research Project or PHD Dissertation. In principle, DMA students should be able to complete all requirements in 3 years, while PHD students will typically need 4-5 years to complete all requirements.

The School of Music will enforce the following maximum time constraints, which span 9-10 years overall, regardless of funding:

  • A maximum of four years is granted for coursework. 
    To gain Dissertator status, the student must successfully complete all required pre-Dissertator coursework and pass the Preliminary Exams. Failure to complete the coursework phase within four years will result in academic probation for 12 months with no financial support. If the coursework phase is not completed within the 12-month probation period (i.e. 5 years total), the student will be dismissed from the program.

  • A maximum of five years is granted for the Dissertation/Project.
    To finish the degree, the student must complete the project and successfully pass the Defense within 5 years of attaining Dissertator status. The Graduate School enforces this 5-year deadline, after which the Preliminary Exams must be repeated for continuation of the student's candidacy in the Doctoral program. Extensions may be granted by appeal to the Graduate School, which will require a letter from the Major Professor justifying the extension.

Assessment of satisfactory progress

Satisfactory progress is reviewed on an ongoing basis, and potential issues are brought to the attention of the student, the Major Professor, and the Director of Graduate Studies.

  • Warning letter
    As soon as a deficiency is identified, the Director of Graduate Studies will write a warning letter outlining the steps that must be taken in order to rectify the deficiency as well as the consequences of failing to meet satisfactory progress (including, but not limited to, loss of funding, academic probation, and ultimately dismissal from the program).

  • Milestones for satisfactory progress
    In the following cases, the student will automatically be deemed not making satisfactory progress and will receive a warning letter from the Director of Graduate Studies.
    • Failure to earn a grade of B or higher for a degree-required recital.
    • Failure to pass the graduate exams (prelims for Doctoral students, comps for Master's students).
    • Receiving a grade of "Unsatisfactory" in the Dissertator research credits.
    • Failure to complete or defend the project/thesis/dissertation within the time constraints given above.

  • Annual assessment for Doctoral students
    Additionally, DMA and PHD students in the School of Music will receive an "Annual Assessment of Satisfactory Progress" at the end of each academic year, as required by the Graduate School. This assessment will contain an overview of the criteria described above. The assessment will be signed by the Major Professor, who will be given the opportunity to provide written comments on the student's progress.

Probation/Dismissal

Academic probation

At the discretion of the Director of Graduate Studies (in consultation with the Major Professor and/or the student's committee), a student may be placed on academic probation in the following situations:

  • As a condition of admission to the graduate program, for example due to low grades at a previous institution.
  • As a result of not making satisfactory progress in the School of Music.
  • Imposed by the Graduate School in response to low GPA or unresolved incomplete grades (see UW Policy 1217).

Students are not eligible for graduate funding or scholarship support while on academic probation.

The terms of the student's probation will be clearly outlined in a warning letter to the student. If the terms of the probation are not met within the specified time period, the student will be dismissed from the program.

Dismissal process

In rare cases, students may be dismissed from the graduate program after sufficient warning and a documented grace period for rectifying an identified problem. The conditions leading to a dismissal will be determined by the Director of Graduate Studies in consultation with the Major Professor, the student's committee, and the Director of the School of Music. The DGS will consult the Graduate School Director of Academic Services to ensure that the dismissal conditions are in compliance with Graduate School expectations.

The approved conditions for dismissal will be clearly documented in writing by way of a formal letter and will be discussed with the student.

In most cases, dismissal will be preceded by one or more semesters of academic probation. However, probation is not a necessary precondition for dismissal, provided the student has been properly warned of the circumstances that would result in dismissal if not satisfactorily resolved within the stated grace period. 

If the conditions for dismissal are met, the Director of Graduate Studies will send the student an official dismissal letter. If the dismissal occurs during an active semester, the student will need to officially withdraw from the university.

Students may appeal a dismissal by following the School of Music grievance and appeal process.

Principles of dismissal

The Graduate School does not have a formal policy governing the dismissal process. Rather, the department has discretion over how to handle these cases. The School of Music will strive to ensure that the following two principles are applied consistently, fairly, and compassionately:

  • Every effort will be made to support the student's success in the program, and the student's unique circumstances (personal life, financial status, medical conditions, disability, etc.) will be taken into account when considering reasonable accommodations.

  • However, this support must be balanced with the realities of graduate study, which is intended to be rigorous and is not suited for every individual. The guidelines for satisfactory progress and academic expectations serve as a minimum bar which students must meet in order to demonstrate continued suitability for the graduate program.

Graduate Exams

Master's Comprehensive Exams

In order to be eligible to graduate, students enrolled in the MM Music Performance program must complete a written “Comprehensive Exam” to be given by the Major Professor in the final semester of study. Some areas may require additional components, such as a presentation. For detailed guidelines, please review the MM comps information.

Students enrolled in the MA Musicology and MM Music Education programs will complete a presentation of their completed project/thesis in the final semester of study. This presentation ("oral exam") is equivalent to the comprehensive exam for graduation purposes.

Doctoral Preliminary Exams

As a last step before attaining Dissertator status, Doctoral students will take “prelims” in the final semester of coursework. The prelims consist of two parts:

  1. Written exam given by the Major Professor.
  2. Oral exam with the full Doctoral committee.

The prelims are a milestone to mark the end of Doctoral coursework and can be thought of as a "soft graduation" before embarking full-time on the DMA Research Project/PHD Dissertation. For detailed guidelines, please review the DMA prelims information.

Graduate written exam week

Each semester, the School of Music holds a "graduate written exam week" during which eligible students must complete their written Comps and Prelims under the supervision of their Major Professor. Fall exam week is typically held in mid-November, while spring exam week is typically held in early April.

Exams may be proctored or given as take-home exams, at the discretion of the Major Professor. Each semester, there will be a deadline by which the Major Professor must confirm the format and timeframe of the exam. The Graduate Program Manager will coordinate an in-person group exam date for any student who is required to complete a proctored written exam.

The Major Professor will grade the written exam and determine whether it has been passed successfully. At the Major Professor's discretion, a written exam may need to be informally revised in order to receive a final passing grade. All graded written exams will be submitted to the Graduate Program Manager for the student's academic file. For Doctoral students, the Written Prelim Exam will also be forwarded to the committee in preparation for the Oral Prelim Exam.

Doctoral defense

The "Final Oral Exam" is the Doctoral defense of the completed project/dissertation. The defense may be scheduled at any point during the semester, until the Graduate School's final degree deadline for the semester in question. The student is responsible for coordinating the defense scheduling and logistics.

Detailed information for DMA students who are planning their defense can be found in the "Finishing Your DMA" guidebook which is available on the Advising Resources KnowledgeBase (bottom of page).

Warrant request deadline

The "warrant" is a document that certifies completion of degree requirements and must be electronically signed by all committee members (see Graduate Committees). 

For each semester, there will be a key deadline by which the following must be confirmed in order for the Graduate Program Manager to request the student's degree/prelim warrant from the Graduate School:

  • For Master's students
    The Major Professor certifies that the Comp Exam has been passed, and graduation is approved pending final grades. 

  • For Doctoral students taking prelims
    The Major Professor certifies that the Written Prelim has been passed, and the Oral Prelim may proceed. The student must provide the date of the Oral Prelim Exam in order to request the warrant.

  • For Dissertators who are defending
    Doctoral students will request their own warrant and must provide the date of their Final Oral Exam (i.e. defense) in order to do so. 

For all warrant requests, any outstanding "incomplete" grade from a previous semester must be cleared.

Retaking the graduate exams

A student who fails a graduate exam (written exam, oral exam, or defense) will be deemed not making satisfactory progress and will receive a satisfactory progress warning letter from the Director of Graduate Studies.

The student will be granted one further attempt to pass the exam in question. The second attempt may occur either during the same semester or in the following semester, at the discretion of the Major Professor, the student's committee, and the Director of Graduate Studies. If the student is required to enroll for a further semester in preparation for retaking the exam, this will typically be on academic probation without funding.

If the second attempt is also unsuccessful, the student will be dismissed from the program.

Graduation

The Graduate Program Manager will work closely with each student to monitor eligibility for graduation in the intended semester. Each semester, there will be a deadline by which all degree requirements must be met, to be certified by the faculty signature(s) on the student's degree warrant:

  • Master's students must complete all requirements described on the degree worksheet, which may include recital(s), a comprehensive exam, thesis, project, or presentation. The degree warrant will be signed by the Director of Graduate Studies. For MA students only, the Thesis Committee members will also sign the degree warrant.
  • Doctoral students must complete any outstanding recitals and then successfully defend and deposit their finished Research Project/Dissertation. All members of the Doctoral Committee must sign the degree warrant (under UW Policy 1201, one dissenting vote is permitted).

On the Friday of UW Spring Commencement weekend, the School of Music holds a departmental "Graduation & Doctoral Hooding Ceremony," which is separate from the official UW Commencement Ceremony. All graduating students, including those who graduated in the fall semester or plan to graduate in the upcoming summer semester, are encouraged to attend in full regalia (cap & gown plus Doctoral hood). 

The School of Music graduation ceremony is held before final grades are due for the semester. Therefore, attendance at the ceremony does not guarantee a successful graduation. Graduation will be contingent on passing all courses and, for Doctoral students, completing the Graduate School deposit process by the deadline given.

Funding

In the School of Music, graduate students are supported primarily in the form of Teaching Assistantships and Fellowships, which carry a stipend, tuition benefits, and eligibility for health insurance. Other forms of assistantship funding (PA, RA, LSA) are rare and may be offered as needed. A small number of students may receive scholarship funds applied directly to their tuition account.

Funding is allocated on an annual basis in the spring, in tandem with admissions decisions. If selected for TA or Fellowship funding, the student will receive the following documents: 

  • Offer letter containing details of the position for the upcoming academic year and any special terms & conditions placed on the funding.
  • If applicable, a multi-year guarantee letter signed by the Director of Graduate Studies. Any guarantee made will be contingent upon making satisfactory progress in the degree and fulfilling the terms & conditions of the offer.
  • Official appointment letter at the start of the academic year.

Assistantships

The governing document for TA positions at UW-Madison is the Graduate Assistantship Policies & Procedures (GAPP) published by the Graduate School. In addition, the School of Music has some department-specific protocols:

TA selection process

All enrolled graduate students are eligible to be selected for a Teaching Assistantship during the annual allocation process. TAs are chosen through a variety of means, depending on the nature of the assignment:

  • Selected directly by the supervisor, often as part of a grant or special project.
  • Awarded by the area faculty as part of the annual admissions process (e.g. Voice, Piano, Strings, Brass).
  • Applied for directly by the student during an annual application round. For example, all students in the School of Music are invited to apply for vacant TA positions in Band, Theory, and Musicology in the spring.

Supervisor(s)

For each TA position, one faculty member in the School of Music is designated as the supervisor. In rare cases, multiple faculty members may be designated as co-supervisors. The supervisor is often the student's Major Professor, but this is not always the case. 

The supervisor's responsibilities include:

  • Determining the TA's course assignments & other duties
  • Estimating the weekly/semesterly hourly workload
  • Monitoring the student's timesheet to ensure fairness and compliance.
  • Observing the TA at least once during the semester.
  • Addressing any performance issues in a timely fashion.
  • Coordinating TA coverage in case of illness or absence.
  • At the end of each semester, the supervisor will be asked to submit a brief evaluation of the TA's performance.

Workload agreement

At the beginning of the academic year, the TA and supervisor will be required to sign off on the "Teaching Assistant Workload Agreement" which contains an estimate of the TA's weekly/semesterly workload as well as expectations for communication and conflict resolution. TA workloads are calculated as a proportion of the standard 40-hour work week (50% FTE = 20 hours, 33% FTE = 13 hours, etc.).

Timesheets

TAs are required to keep track of their weekly hours on the informal Google timesheet provided. Timesheets are shared with the supervisor and will also be reviewed on a regular basis by School of Music administrative staff for compliance. 

Annual School of Music TA Training

All Teaching Assistants (new and returning) are required to attend the annual School of Music TA Orientation during Welcome Week in order to discuss updated information about music facilities, classroom management, IT resources, and department logistics.

Fellowships

The School of Music is able to offer a small number of fellowships to graduate students. Fellowship funding is typically associated with academic expectations, such as mandatory ensemble enrollment, and leadership expectations, such as active participation in the applied studio. Failure to properly carry out the academic or leadership expectations may result in revocation of the fellowship and cancellation of the student's funding guarantee.

Fellowship opportunities in the School of Music include, but are not limited to:

  • Paul J. Collins Wisconsin Distinguished Graduate Fellowship
  • Lorna Wendt Wisconsin Distinguished Graduate Fellowship for Choral Studies
  • Margaret C. Winston Wisconsin Distinguished Graduate Fellowship for Voice Excellence
  • Leland Coon Wisconsin Musicology Fellowship
  • Graduate School Fellowship

Fellowship recipients are chosen through a very competitive departmental selection process each spring by way of faculty nomination. Incoming students and those advancing between degrees (e.g. MM to DMA) are eligible to be nominated. Fellowships may be awarded for one year or multiple years. Fellowships are often followed by one or two year(s) of TA funding in order to form a multi-year package.

Scholarships, Grants, & Awards

The School of Music has many generous donors who provide gift funds to support music students in all degree programs and all areas of study. If selected for a scholarship or award, the student will receive a brief letter outlining the schedule of payments and any terms & conditions placed on the funding. 

Graduate Students also may apply directly for a School of Music Travel/Research Grant. These grants are awarded once per year and are limited to $1,000. Additionally, students may seek grant funding from the Graduate School's Student Research Grants Competition (SRGC).

All scholarships, grants, & awards will be executed as follows:

  • U.S. citizens and tax residents will receive the funds as a credit on their UW-Madison tuition account. The funds will be applied toward the student's outstanding tuition balance, and any remainder will be refunded to the student. In order to facilitate the refund, students should enroll in eRefund for direct deposit; otherwise, the refund will be sent in the form of a paper check to the student's most recent mailing address on file.
  • International students who are not U.S. tax residents will receive the funds in the form of a payroll lump sum via direct deposit, with applicable tax deducted (typically 14%).

Graduate Student Employment

Graduate students are eligible to be hired into Student Hourly positions in any UW-Madison department or division. The Student Jobs portal is an excellent resource for finding hourly work. UW-Madison limits student work to 30 hours per week during the academic year (across all TA and hourly positions). Pay rates vary widely and depend on the type of position and the student's qualifications.

School of Music Student Hourly Positions

The School of Music limits student hourly work to 20 hours per week within the department (leaving 10 hours for outside work). Available positions include, but are not limited to:

  • Main Office Assistant
  • Tour Guide
  • Hamel Music Center Technical Crew
  • Hamel Music Center Front of House Crew
  • Audition Day Ambassador 
  • Community Music Lessons (CML)

School of Music openings are announced to music students via email and may also be posted on the Student Jobs portal. The departmental process for setting up a Student Hourly position may take up to two weeks until work can actually be performed: 

  1. Faculty or staff request the position using the School of Music "Hire a Student" form. 
  2. When the position is approved, students will be contacted by the School of Music HR office with instructions for completing the hiring process. All steps of the hiring process must be completed before any student work is performed.
  3. Students will receive instructions for reporting hours via a timesheet on Workday. Students are paid on a biweekly schedule (every other Thursday), on the same schedule as all other UW-Madison employees. 

International Students/CPT

On-campus employment

Most international students are on the F-1 visa, which limits employment to 20 hours per week on campus (combination of all assistantships & student hourly positions) during the academic year. Therefore, if a student holds a 50% Teaching Assistantship, this represents the maximum possible employment during the academic year. During the summer, international students may work up to 30 hours per week. 

Off-campus employment (CPT)

In order to earn money off campus, F-1 students may engage in CPT (Curricular Practical Training) starting in the third semester of study. Some important guidelines are:

  • CPT is only available for students who have already completed two semesters of study.
  • The work must be related to the student's designated field of study for visa purposes (i.e. "music").
  • The student must be enrolled in at least 1 credit of CPT-related study in the School of Music during the semester in which the CPT position is held.

Students must be authorized by the School of Music before starting CPT and should contact the Director of Graduate Studies for authorization. The employer must provide an offer letter that conforms to the CPT application requirements.

Community

Housing

Students are responsible for making their own housing arrangements while enrolled in the graduate program. There is ample housing located on and off campus. Some helpful websites are:

Students may also post messages on the informal School of Music Graduate Housing Board.

Events

The School of Music hosts a variety of student, faculty, and guest artist performances. Students are encouraged to check the Events Calendar regularly. Graduate student recitals are added to the calendar as soon as the recital reservation has been approved and the student has filled out the event intake form. 

The large number of events hosted by the School of Music require a great deal of support and staffing in the Hamel Music Center. In some cases, the ability of graduate students to schedule events will be limited by the amount of staff available. Students are encouraged to apply for available student hourly positions to assist with concerts and events.

Collaboration

Student recitals

The degree-required recitals represent an important opportunity for music students to collaborate and support each other in a meaningful and exciting way. This collaboration can take a variety of forms:

  • Students may play on another student's recital as a favor, or for an agreed-upon compensation. The School of Music is not involved in private payments between students.
  • Students may agree to mutually play on each other's recitals, i.e. assist one another in earning credit for their own degree-required recital.
  • Students may share a recital and receive credit individually for the same event. Such an arrangement must be approved by both Major Professors.

There are no restrictions on collaboration for degree-required recitals. Graduate and undergraduate students may play with one another, provided the choice of repertoire is appropriate. In all cases, recital repertoire and collaborative partners should be discussed with the Major Professor.

Pianists

Piano accompaniment may be required (or strongly recommended) for auditions, lessons, and performances. Graduate students are responsible for making their own arrangements for a collaborative pianist. 

The School of Music maintains a List of Professional Accompanists (current and former students as well as members of the Madison community) that are available for hire. Financial details must be arranged independently with the collaborative pianist.

In principle, international students should not be accepting private payments for accompanying services, as this is a violation of the F-1 visa.

Mills Music Library

Located in the basement of the Memorial Library, the Mills Music Library is an invaluable resource for graduate student research. The library holds a very large collection of books, music, and media as well as access to a variety of online collections. There is also a seminar room (B162G) where graduate courses may be taught. 

Student Advisory Council

The School of Music Student Advisory Council (SAC) is composed of undergraduate and graduate students selected by the Director of the School of Music. Members of the SAC meet with the Director a few times during the academic year to provide a student perspective on current questions, including departmental fees, curricular development, and other issues that affect the student experience. The SAC assists in the creation of student surveys and making the wider student body aware of departmental changes and policy decisions. 

International Students

The School of Music has a large population of international graduate students who form a vital portion of our student community. International students are subject to a variety of special requirements based on their visa status (typically F-1), including but not limited to:

  • Must be enrolled full-time in every semester of study. 
  • Must complete the International Student Orientation (ISO) before the start of instruction in the first semester of study.
  • May only work a maximum of 20 hours per week on campus. To work off-campus, CPT authorization is required.
  • Must be covered by health insurance at all times (either through graduate funding benefits -or- through SHIP).

English proficiency

During the admissions process, international students are required to meet the English proficiency standards set by the Graduate School. As a condition of admission to the School of Music, students may be required to enroll in ESL (English as a Second Language). Teaching Assistantship offers will be contingent upon passing the TA SPEAK Test before the start of instruction.

All international students are welcome to enroll in the following graduate-level ESL courses, which will count as an elective toward the degree:

  • ESL 343 Oral Communication Skills (3 cr.)
  • ESL 344 Academic Presentations and Discussion (2 cr.)
  • ESL 345 American English Pronunciation (1 cr.)
  • ESL 349 Academic Writing for Graduate Students (3 cr.)
  • ESL 350 Professional and Academic Writing Skills (2 cr.)

Support for international students

In all cases, students are referred to International Student Services for questions relating to visa restrictions and immigration status. The International Student Advisor for music graduate students is Emily Herbert. She can be contacted directly by sending an information request through Terra Dotta.

Grievance & Appeal Process

The Mead Witter School of Music is committed to fairness and respect for every individual. Should a student feel unfairly treated or aggrieved by faculty, staff, or another student, there are avenues available for resolution of the issue. If there has been inappropriate behavior or treatment that a student chooses to address, we recommend that the student take the time to write a brief summary for personal use. This step will assist in organizing one’s own thoughts before initiating a discussion.

Informal steps for resolution

Any student concerned about unfair treatment is encouraged to take a direct approach by speaking directly with the individual responsible for the objectionable action. If this is not feasible, or if direct contact might be unduly difficult, we encourage the student to speak directly with the Director of Graduate Studies during regular open-door office hours or by appointment. Should the Director of Graduate Studies be the individual of concern, students may make an appointment with the Director of the School of Music to discuss the issue. Timeliness is important—it may be extremely difficult to reach resolution of unfair treatment if more than 90 days have elapsed since the occurrence.

Formal departmental grievance process

Most issues can be resolved after these informal steps. However, if an issue is not resolved, at this point the following process may be initiated:

  1. The student submits a letter to the Director of the School of Music describing the grievance as fully as possible.
  2. Upon receipt of the letter, the Director will convene an ad hoc committee to manage the grievance. The committee will obtain a written response from the individual(s) named in the grievance and discuss the issue. The ad hoc committee chair will provide a written report on the decision and any action taken by the committee both to the student and to the named individual(s) within 15 working days from the date the written complaint was received.
  3. If any individual involved in the grievance is dissatisfied with the committee’s decision, the party may file a written appeal with the Graduate School.

Escalation of academic grievance to the Graduate School

Should an issue concerning academic matters not be resolved at the School of Music (departmental) level, an appeal may be filed with the Graduate School for further action through the Graduate School appeal process.

Campus Resources

For further support in resolving a personal conflict or grievance, various resources are available on campus:

Disability Accommodations

The Employee Disability Resources (EDR) office provides guidance and information on the disability accommodation process for student employees, including for TAs. The McBurney Disability Resource Center is for students with disabilities who need an academic accommodation to engage, explore, and take part in the Wisconsin Experience.

Sexual Harassment

The School of Music liaison for issues involving incidences of sexual bias or harassment is the Assistant Director of the School of Music: assistantdirector@music.wisc.edu

Hostile and Intimidating Behaviors (HIB)

Click here for information about Hostile and Intimidating Behaviors, as well as a list of available liaisons at UW-Madison.

Teaching Assistants and Project Assistants

For students with TA and PA appointments, a grievance procedure is described in the Graduate Assistantship Policies & Procedures (GAPP).

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Keywords:
handbook, graduate, student, policy 
Doc ID:
154236
Owned by:
James D. in Mead Witter School of Music
Created:
2025-08-18
Updated:
2025-10-20
Sites:
Mead Witter School of Music