DBBS Policies/Procedures

Use the links on the left to view DBBS policies and procedures.

Below are some quick answers to frequently asked questions.

How do I defer a loan?

To defer repayment of student loans, Division students must send or deliver the completed loan deferment documents to the appropriate office as shown below. Approximately one week is required for the Registrar to process deferment forms. Most loan deferment documents must be submitted every semester. Entering students must wait until the first day of classes to defer loans.

Ph.D. students (including M.D./Ph.D. students in the graduate phase of their program):
Office of Student Records
Women's Building, Suite 10
Campus Box 1143

M.D./Ph.D. students in the medical phases of their programs:
Room 100 McDonnell Sciences Building
Campus Box 8021


Do students have access to monies/support for career, training, and professional development?

The Division provides up to $1000 toward career, training, and professional development expenses for DBBS students during their graduate training (research meeting, conference or career, training and development). Unallowable expenses are: computer, computer accessories, Wi-Fi charges, software, etc.  Students may request use of the Division funds after the thesis proposal has been approved by the Thesis Advisory Committee.  Students are to complete the Career, Training, and Professional Development Funds Form then submit to the Graduate Student Coordinator for signature, and to confirm available balance. Reimbursements are based on actual expenses incurred and an original, detailed receipt for each expense must be provided. 

Automobile expenses will be reimbursed at current IRS mileage rate; gas receipts cannot be reimbursed. If mileage reimbursement exceeds the cost of airfare, the amount of the reimbursement will be the lesser expense Students must provide a simulation for airfare expense, to be included with corresponding financial documents, if requesting mileage reimbursement. If the cost is greater than $600, the additional expense must be paid by a source other than DBBS. Travel on United States Flag carriers should be used to the maximum extent possible and is required for all international travel. Alcoholic beverages will NOT be reimbursed. 

FOR INTERNATIONAL TRAVELERS: When traveling internationally, DBBS asks students to review the WashingtonUniversity International Travel Policy and strongly encourages the completion of the International Travel Registry​. Both documents can be found on the Washington University Global Opportunities website: http://sa.wustl.edu.

PLEASE NOTE: Expense request is to be entered directly into Workday by student or mentor’s administration (will depend on individual dept accounting protocol).​

Do students get vacation/sick time off?

Student appointments to the Division are considered to be 52-week appointments and do not follow academic vacation schedules. Planned absences should be approved by the supervisor and unplanned absences reported to them. “Supervisors” in the graduate years are program directors, rotation mentors, MTE supervisors and/or thesis mentors, as is appropriate. For MSTP students during their medical training, the Director of the MSTP program will serve as the supervisor. The total amount of excused absence should be consistent with that of academic employees of the University. This would include: University approved holidays; 22 days of vacation; and 12 days of sick time off annually. Sick time off and vacation are not carried over from year to year, are not accrued (available from time of appointment) and are not subject to payout at the termination of the graduate student appointment. Therefore, informal monitoring of this time off by supervisors and students will normally be sufficient. For students in Ph.D. training, disputes between supervisors and students should be addressed by the Program Director. For MSTP students in medical training, disputes between supervisors and students will be resolved by consensus between the MSTP Director and the clinical supervisor.

What is HIPAA and why do students have to complete HIPAA training?

The Health Insurance Portability and Accountability Act ("HIPAA") is a federally mandated act that gives healthcare providers guidelines for maintaining the confidentiality of protected health information (PHI). Washington University has developed policies to ensure that our organization complies with HIPAA. Entering students in DBBS are required to complete the training to meet the requirements of these policies.

Who can I contact regarding problems with my WUSTL Key or email account?

Wustl Key (login/password recovery, how-to, support, etc.):  http://connecthelp.wustl.edu/Pages/GettingStarted.aspx​

Email (login, support, client set-up, how-to, etc.):  https://it.wustl.edu/​

Follow us: