New Graduate Coordinator Training Meeting

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New Graduate Coordinator Training Meeting

Academic Affairs

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Academic Affairs• Mary Allen, Director of Graduate Academic

Affairs • Norienne Saign, Assistant Director of

Graduate Academic Affairs, Doctoral Degrees • Michelle Carlson, Graduate Adviser, Academic

Master Degrees • Sara Hogue, Graduate Adviser, Professional

Degrees • Susan Van Duren, Academic Affairs Assistant,

Doctoral Advancement and Committees• Michael Weinfeld, Graduate Studies

Institutional Research Officer• Erin Bower, Assistant Institutional Research

Officer

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Mary Allen, Director of Graduate Academic Affairs

• Academic affairs policies and procedures including: Graduate Council, graduate program reviews, new degree programs.

(858) [email protected]

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Norienne Saign, Assistant Director of Graduate Academic Affairs, Doctoral Degrees • Doctoral matters including qualifying

examinations and advancements, doctoral committees, final degree checks and dissertations for doctoral conferrals, leaves of absence, withdrawals, general petitions, readmission, add/drop, half-time study, time to degree policy, enrollment and registration matters, student academic progress and evaluation. Daily oversight of academic affairs unit.


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Michelle Carlson, Graduate Adviser, Academic Master Degrees

• Academic Masters matters for the M.A. M.S. and M.F.A., application to candidacy, (DARS) master’s committees, degree checks, final reports, and conferrals for Masters Plans I, II, and III, leaves of absence, withdrawals, general petitions, readmission, add/drop, half-time study, enrollment and registration matters, Inter-campus exchange , Publicity Coordinator for unit.


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Sara Hogue, Graduate Adviser, Professional Degrees

• Professional degree matters including qualifying examinations, Degree checks (DARS), final reports, and conferral for M.PI.A., M.B.A., M.A.S., M.Eng., M.Ed., M.I.A., Ed.D., D.M.A., and Au.D., leaves of absence, withdrawals, general petitions, readmission, add/drop, half-time study, time to degree policy, enrollment and registration matters.


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Academic Forms• General Petition• Application to Candidacy

(Master) see DARS• Advance to Candidacy

(Doctoral)• Final Report Form/Degree and

Diploma Application• DARS (replacing the Application

to Candidacy and Professional Masters Final Report Forms)

• Leave of Absence / Withdrawal• Half-time study

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General Petition• A. Readmit

– Used when a student has been away from the university for one or more academic quarters and was not on approved leave, or when student has completed a graduate degree at UCSD and is returning to another degree program

– Student must fill out name, PID, address, department, degree and box A, quarter/year to return, degree code, and degree aim

– Must be signed by department chair and student’s faculty advisor

– Cashier must validate student has paid readmission fee of $80.00

– Student must be in good academic standing: GPA above 3.00, no more than 8 units of U or F

• If not, department must submit letter of support

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General Petition• B. Change Major

– Used when students are changing degree aim or major code

– Student must fill out name, PID, address, department, degree and box B, current degree code and aim and degree code and aim student is changing to

– Must be signed by department chair and student’s faculty advisor, and chair of new department

– student must be enrolled in the quarter in which change is to occur

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General Petition• C. Repeat Course

– Used when students are repeating a course in which a grade of D, F, or U was previously assigned

– Student must repeat course for the same grading basis for which it was first taken

– Degree credit for a course will be given only once, but the grade assigned for each enrollment shall be permanently recorded

– Both grades received in the repetition of the course will be used in calculating the overall grade-point average

– Student must fill out name, PID, address, department, degree and box C, course information on course being repeated for both terms (section ID, course number, units, quarter, grading option)


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General Petition• D. Transfer Credit

– Used to transfer course credit towards a master degree– upper-division and graduate course with a grade of B– or

better another UC campus, or UCSD Extension, may be accepted as one of the three quarters of residence and up to one-half of the quarter-units of credit required for the master’s degree

– A maximum of eight quarter-units of credit for work completed with a grade of B– or better at an institution other than UC may be applied toward a master’s degree

– No more than one-half of the units required for a master’s degree may be transferred

– Courses used must be taken prior to matriculation at UCSD– Courses used for a previous degree may not be transferred– Course work approved for transfer credit will not be included

in calculating a student’s grade point average, regardless of the source.

– Student must fill out name, PID, address, department, degree and box C, number of units being transferred in their natural form (circle quarter or semester), and the institution courses were completed at

– In box I, Other, student must list all courses: Course ID if taken from UCSD or UCSD Extension, or course name if taken at other institutions


– A letter from the institution from which the courses are being transferred will be required stating the courses were not used toward another degree along with an original transcript (NOTE: A UCSD undergraduate DARS report may be submitted in addition to the letter)

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General Petition• E. Waive Residency

– Student must fill out name, PID, address, department, degree and box E, and number of quarters of residency being waived or quarter being waived


– (NOTE: if student transferred coursework, residency requirement may be waived as well)

– Au.D./D.M.A./Ed.D./Ph.D. – Minimum of 6 quarters, at least three quarters of which must follow advancement to candidacy.

– M.A./M.S.– Minimum of 3 academic quarters, at least one quarter of which must follow advancement to candidacy.

– M.F.A. – Minimum of 6-8 academic quarters, at least one quarter of which must follow advancement to candidacy.

– M.A.S./M.Ed./M.Eng./M.P.I.A./M.I.A. – Minimum of 3 academic quarters.

– M.B.A. –Minimum of 6 academic quarters.

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General Petition• F. In Absentia (known as off campus study)

– Used if research or coursework is conducted outside the state of California during an entire quarter/s.

– Student to register full-time while paying 15 percent of the Educational and Registration Fees, and all the campus based fees.

– A student who holds a fellowship, traineeship, or a research assistantship is eligible for in absentia study.

– Eligibility is the following:• Master’s and professional degree students must have

completed at least one year of coursework.• Academic doctoral students must have advanced to

candidacy.• The Dean will consider exception requests (via letter) to the

above requirements.– Student must complete name, PID, address, department, degree,

and list the specific institution or location studying at. – Must be signed by department chair and student’s faculty advisor– A separate petition must be submitted for each quarter. – Student must be enrolled in the quarter for which the petition is

submitted.– Students may register in absentia for:

• Up to one year for master’s and graduate professional students.

• Up to two years for academic doctoral students.• The Dean will consider exception requests (via letter) to the

above limits.

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General Petition• G. Waive Registration

– Used when students are filing degree paperwork in the no fee period during summer

– Student must fill out name, PID, address, department, degree and box G, and quarter of registration being waived


– Submit the general petition along with degree paperwork

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General Petition• H. Pay Filing Fee

– Used when students are filing degree paperwork during an academic quarter and are not registered

– Student must fill out name, PID, address, department, degree and box G, and quarter of registration being waived


– Cashier must validate student has paid filing fee of $162.00

– Submit the general petition along with degree paperwork

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General Petition

• I. Other– Used when students are

requesting late or retroactive actions, extensions of incompletes, or other unique requests pertaining to their academic transcript

– Student must fill out name, PID, address, department, degree and box I, detailed explanation of request


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Application to Candidacy (Master)Now using the DARS• Completed by fulfilling departmental

and University requirements through Plan I (Thesis Plan), Plan II (Comprehensive Examination) or Plan III (Modified Thesis Plan). The minimum residence requirement is three academic quarters; AT LEAST ONE of which must follow advancement to candidacy. A candidate must be registered in the quarter in which the degree is to be awarded.

• Department runs DARS report and coordinates submission of report with the student.

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Application to Candidacy (Master)Now using the DARS• Must be filed no later than two

weeks after the first day of the quarter in which degree requirements are to be completed. Ideally, the student will complete at the time of registration in the last of "core" courses.

• List only courses required for Master's degree program. A minimum of 36 units is required, but various disciplines require more.

• Candidates must have a GPA equivalent to 3.0 or above in upper division and graduate course work undertaken, with a total of no more than eight units of "F" and/or "U" grades. Core course requirements and units vary by department

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Application to Candidacy (Master)Now using the DARS• Plan I & III-Thesis. Credits must be

distributed as follows: At least 12 units in graduate courses in the major field, 6 additional units in graduate courses, 12 units in graduate or upper-division courses, and 6 research units leading to a master's thesis. Department or group must nominate a thesis committee of three faculty members at least two from the candidate's major department and obtain appropriate signatures. Committees are submitted on a committee form, submitted with the DARS. (paperclip forms together)

• Plan II-Comprehensive Examination. Credits must be distributed as follows: At least 14 units in graduate courses in the major field, 10 additional units in graduate courses, and 12 units in graduate or upper-division courses. No credit will be allowed for 299 research courses. Obtain appropriate signatures.

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Advance to Candidacy (Doctoral)

• Student advances to candidacy for the degree of Doctor of Philosophy.

• All coursework requirements are complete.

• All committee members must be present for the advancement to candidacy exam and must sign the form.

• Generated by the Graduate Coordinator.

• Requirements and standards for advancement vary by department.

• Procedures– Report of the Qualifying Examination

must have the original signatures of all committee members and the department chair. Proxy signatures are not acceptable.

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• Procedures (cont.)– Advancement to candidacy requires the

student to pay a candidacy fee to the cashier prior to submitting the form to the Dean of Graduate Studies for approval.

– Students must have completed 3 quarters of continuous residency, and be registered/enrolled in the quarter in which they advance.

– Student must have a GPA of 3.0 or above in upper division and graduate coursework, with a total of no more than eight units of "F" and/or "U" grades and meet language requirements, if applicable. Student must meet all department requirements for advancement and take the Advancement to Candidacy, Oral Qualifying or Senate Examination.

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• Procedures (cont.)– The Report of the Qualifying Examination

form needs to be submitted to OGS, by the FIRST DAY OF INSTRUCTION, in order for the student to be eligible for the reduction of non-resident supplemental tuition for the current quarter.

– Departments offering the Candidate of Philosophy degree must attach a degree and diploma application form.

• NOTE: Appointment of the Doctoral Committee must be submitted to OGS at least two weeks prior to the advancement exam.

• THE QUALIFYING EXAMINATION MAY NOT BE TAKEN PRIOR TO RECEIVING WRITTEN APPROVAL OF THE DOCTORAL COMMITTEE FROM OGS.

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Final Report Form/Degree and Diploma Application – Academic Degrees• The final report form must be

paired with the on-line Degree and Diploma Application (use large paperclips if possible)

• Do not send over academic history printouts from TritonLink/ISIS

• Plan I M.A./M.S. and Plan III M.F.A. students need to pay a $25 “Thesis Submission Fee” on a general petition or Final Report form

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DARS – Professional Master’s Degrees

• The final report form and DDA has been replaced with the DARS


• Please contact OGS staff for the training schedule for DARS

DARS – Academic Master’s Degrees

• The Application to Candidacy form has been replaced with the DARS


• Please contact OGS staff for the training schedule for DARS

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Leave of Absence/WithdrawalLeave of Absence– Every student is eligible to take three

quarters of leave for any reason and three additional quarters of parenting leave (during pregnancy, or to care for a child under the age of 5)

– Students are eligible to purchase health insurance through SHS while on a leave of absence.

– If student is on F1 or J1 visa (as shown in ISIS), route to International center first for approval.

– Student must be in good academic standing: GPA above 3.00, no more than 8 units of U/F.

Withdrawal– Used when a student is no longer

enrolling at UCSD or planning on returning.

– If student is on F1 or J1 visa, route to International center first for approval.

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Half-time study– Used for students who are

enrolled in 6 units or less and requesting a decrease in fees (deadline to submit petition for halftime study is the end of the second week of each quarter)Students must be enrolled in one to six units to apply for halftime study

– If student is on F1 or J1 visa, route to International center first for approval before the deadline.

– Student must be in good academic standing: GPA above 3.00, no more than 8 units of U/F.

– If GPA is below 3.0, department must submit a letter of exception for the Dean’s review.

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Registrar’s Forms

• Name Change• Address Change

(TritonLink)• http://

students.ucsd.edu/my-tritonlink/forms/index.html

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Enrollment• Open/initial enrollment period is the first 2 weeks

of each quarter (all enrollment actions should be done via WebReg).

• Late Enrollment occurs if students are not enrolled by the registrar’s published deadline (usually the week before the quarter starts).

• Late registration occurs if students fees are not paid by the registrar’s published deadline (usually the week before the quarter starts).

• Students will be assessed late fees (of $100.00) if not enrolled and registered by the registrar’s published deadlines.

• If student was not registered or on an approved leave the previous quarter, student will need to be readmitted on a General Petition and pay the readmit fee.

• If student is on leave, the graduate coordinator, must inform the appropriate OGS adviser via email for the student to be returned from leave (provide name, PID, major code, advanced status for doctoral students).

• If student has holds preventing registration, the holds must be cleared before enrollment can occur.

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Name Change

• The name on record with the Registrar’s Office is what must be used on university forms and theses/dissertations.

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Doctoral Degree Time Limits– In Spring 1988 the Graduate Council

approved the establishment of a new policy on Ph.D. time limits which became effective Winter 1990. The goal of this policy is to encourage students to complete their Ph.D.’s and to stimulate faculty to guide their students so they can advance to candidacy and complete dissertations of high quality in a timely manner.

– Basic provisions of the policy are given below. The complete text of the policy may be obtained from departmental graduate offices. Time limits vary by department. Students may consult their department graduate coordinators for their department’s specific time limits.

– This policy applies to all doctoral students. Ph.D. is used throughout; however.

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Doctoral Degree Time Limits– Each Ph.D. program has three time

limits:– Pre-candidacy limit (PCTL) -- Maximum

registered time in which a student must advance to Ph.D. candidacy.

– Support limit (SUTL) -- Maximum time during which a doctoral student is eligible for support.

– Total time limit (TRTL) -- Maximum registered time in which a student must complete all Ph.D. requirements.

– In addition, each program has a Normative Time, the period within which students, under normal circumstances, are expected to complete requirements for the Ph.D.

– Departments may establish earlier Ph.D. time limits, which are administered solely by the department.

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Doctoral Degree Time Limits– Time limits are affected by the following:– Up to three-quarters time spent on leave

or withdrawn from the graduate program will not count in the above limits.

– Time spent withdrawn in excess of three quarters will count toward the normative and support time limits for a student who is readmitted to the graduate program.

– Time spent at UCSD as a master’s, non-degree graduate, or intercampus exchange student will count in the above time limits.

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Doctoral Degree Time Limits– Exceptions– Graduate Council will consider requests

for exception to the Ph.D. Time Limits policy only if the request is supported by the student's research advisor and the department graduate advisor and chair, and if a current annual evaluation is on file with OGS. A departmental analysis of the circumstances needs to be included in the request and a request for support time extension may not take away support from other students.

– Exceptions are not granted to normative time provisions.

– Withdrawn Student Returning Only to Complete/Defend and Submit Dissertation

• If student returns with a completed dissertation acceptable to the department chair and dissertation advisor within the specified time, the following shall occur:

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Annual/Spring Evaluations for Doctoral and M.F.A. students• Graduate Council policy requires

that all doctoral and MFA students be evaluated every Spring. A satisfactory evaluation on file in OGS is necessary for future support to be approved. The following are exempt from Spring evaluations:– A student advancing to Ph.D. or MFA

candidacy during Winter or Spring of the current academic year.

– A student on an approved leave of absence during Spring of the current academic year. In this instance an evaluation must be submitted by the end of the first quarter of return after leave to continue support.

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Annual/Spring Evaluations for Doctoral and M.F.A. students• Students are advised to work with their

advisor and graduate coordinator for the timely submission of their evaluation so that student support for the future is not jeopardized.

• The student signature is required on every evaluation. Student signature does not indicate agreement with the evaluation and student comments are encouraged. Each student should receive a copy of his/her evaluation.

• ALL REQUESTS FOR EXCEPTION, INCLUDING TIME LIMITS OR PERCENTAGE OF SUPPORT, MAY ONLY BE REQUESTED IF A CURRENT SATISFACTORY SPRING/ANNUAL EVALUATION IS ON FILE AT OGS.

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Annual/Spring Evaluations for Doctoral and M.F.A. students• Policy for Pre-Candidacy Students• The Graduate Council policy on January

11, 1974 regarding these evaluations is as follows:– this evaluation [is to] to be made

available to students who will sign it to indicate that they have read it, whether or not they agree with it; .a copy of this evaluation shall be sent to OGS, to be made part of the student's permanent file. This evaluation will indicate: the degree to which students are, over-all, progressing satisfactorily in their studies; their strengths and weaknesses as students and, where applicable, as teaching and/or research assistants. These evaluations should contain cogent and clear advice to students.

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Annual/Spring Evaluations for Doctoral and M.F.A. students• Policy for In-Candidacy Students• Graduate Council policy (November 11,

1988) on in-candidacy evaluations is as follows:– Each student in Ph.D. candidacy is to

receive an annual substantive progress review. At least three members of the student's doctoral committee are to participate in the review. The review should cover the student's progress to date, recommend the modifications to the dissertation's scope or methodology, timetable for completions, and recommendation for support in the following year.

– The doctoral committee chair shall write up the results of the review and discuss them with the student. All members of the doctoral committee participating in the review, the student, and department chair are to sign the progress review.

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Annual/Spring Evaluations for Doctoral and M.F.A. students• Evaluations may now be submitted using

the on-line form, or may continue to submit them in paper format.

• Procedures– It is expected that an evaluation will

include a face-to-face meeting between faculty member(s) and the student, and also that the student will feel free to make comments on the evaluation.

– It is important to note that Spring/Annual evaluations affect not only future support but are required before any exception can be requested of the Graduate Council, and, if there are academic difficulties, will be relied upon heavily in the Dean's action. In many instances, they are the only narrative documentation of a student's progress, other than the transcript.

– OGS monitors the receipt of Spring evaluations by program.

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Good Academic Standing– Good academic standing is determined by

graduate students meeting departmental and graduate studies standards; a GPA of 3.0 or above, in upper-division, graduate and professional course work; satisfactory spring evaluation; and having no more than a total of eight units of F and/or U grades

– Good Academic Standing is a requirement for:

• Holding academic and staff appointments

• Receiving fellowship, scholarship, or traineeship appointments

• Advancing to candidacy for a graduate degree

• Going on a leave of absence• Obtaining a graduate degree from

UCSD– Graduate students who are not in Good

Academic Standing are subject to probation and/or disqualification from further graduate study

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Academic Probation Notification• Probation

– Graduate students, who do not meet the requirements for Good Academic Standing, are notified of their poor academic standing by a letter from the Dean of Graduate Studies posted to the OGS web portal. An email notice is sent to the program notifying the graduate coordinator to alert the student and the faculty advisor.

– If it is a student's first instance of academic difficulty and the GPA is above 2.0, the letter serves as a warning and advises of the academic situation, its consequences and the next steps

– In subsequent quarters if the student:• Raises the GPA above a 3.0, no further action is

taken• Raises the GPA but not to a 3.0, student may have

probation extended by OGS decision or by request of the program with a plan for improvement

• Shows no change, student may have probation extended by OGS decision or by request of the program with a plan for improvement; however, this is dependent on the overall GPA

• Lowers the GPA further, a hold is placed on the student's registration

– Depending on the student's academic progress during the quarter following a probation notice, the Dean of Graduate Studies will advise the student of any further academic action via electronic letter posted to the OGS web portal.

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Academic Probation Notification

• Probation (cont.)– Any student with more than 8 units of U

and/or F grades or a GPA less than a 2.0 will have a registration hold placed for the next available quarter (NOTE: Due to the processing of grades after the next quarter has begun, registration holds are usually placed on the 2nd quarter after the problem arises)

• Academic Holds– Academic holds are placed on a student’s

record and removed by the Director or Assistant Director of Academic Affairs

– Requests to lift holds must come from the faculty advisor and department chair and should include a “plan of action” for the student outlining how the GPA will be raised

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Inter-Campus Exchange• Registered UCSD students may enroll for

courses at the other UC campuses.• Registered students from other UC may

enroll for courses at UCSD.– Submit intercampus exchange application

four weeks in advance– Must be in good academic standing– Must pay all required fees and enroll as

appropriate at the home campus– Evidence of fee payment, at the home

campus, must be presented to enroll in classes at the host campus

– It is the student’s responsibility to ensure enrollment at both the home and host campuses

– It is the student’s responsibility to check that their coursework was transferred back to their home campus record

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Master Committees

• A Master's Thesis Committee must consist of at least three faculty of which two must be from the candidate's major department. (Graduate Council, January 4, 1991)

• Submit committee requests via the on-line form at https://ogs-gradreview.ucsd.edu/secure/internal/dept/index.cfm

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Doctoral Committees• Academic Senate Regulations 715D state:

A doctoral committee of five or more members shall be appointed by the Dean of Graduate Studies under the authority of the Graduate Council. At least five of the committee members shall be officers of instruction and no fewer than four shall hold professorial titles (of any rank). The committee members shall be chosen from at least two departments, and at least two members shall represent academic specialties that differ from the student's chosen specialty. In all cases, each committee must include one tenured UCSD faculty member from outside the student's major department. (Amended 2/20/73).

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Doctoral Committees• Graduate Council Action 6/9/88: A faculty

member with a regular appointment in one department, and an adjunct appointment in another department may be an inside or an outside member of the committee for either department. Only one such member is accepted per committee. There must also be one person with no connection to the student's department. The tenured outside member may be either the adjunct or outside person.

• Graduate Council 1993 Action 4/8/93: A professor who leaves UCSD may continue to be on the committee and may serve as co-chair, but may not continue as chair; A committee chair from outside the department may not also serve as the tenured, outside member; A professor from another UC campus may be an inside or an outside member.

• Submit committee requests via the on-line form at https://ogs-gradreview.ucsd.edu/secure/internal/dept/index.cfm

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Professional Doctoral Committees• Doctor of Audiology (Au.D.)

– The executive committee oversees the qualifying exam, not the doctoral project

– The doctoral committee has three members– one faculty member from UCSD’s Audiology group– one faculty member from SDSU’s Audiology group– one outside tenured faculty member from either

campus, any program (besides Audiology)• Doctor of Education (Ed.D.)

– The doctoral committee has three members– one faculty member from UCSD’s Education Studies

group– one outside tenured faculty member from any program

(besides Education Studies)Joint Doctoral Program

– one faculty member from UCSD’s Education Studies group

– one faculty member from CSUSM or SDSU’s Education Studies group

– one outside tenured faculty member from either campus, any program (besides Education Studies)

• Doctor of Musical Arts (D.M.A.)– Ph.D. committee policy applies

Submit committee requests via the on-line form at https://ogs-gradreview.ucsd.edu/secure/internal/dept/index.cfm

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Reconstitution of a Committee• For a variety of reasons a doctoral

committee may need to be reconstituted. The request to reconstitute the membership of a committee, including departmental affiliation, with the reasons for requesting the change must be submitted in writing by the department to the dean of Graduate Studies

• Requests must be approved by the department chair and committee chair, and submitted to OGS no less than two weeks prior to the qualifying examination or defense of the dissertation

• Submit committee reconstitution requests via the on-line form at https://ogs-gradreview.ucsd.edu/secure/internal/dept/index.cfm

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Campus Deadlines

• OGS Deadlines– http://ogs.ucsd.edu/

deadlines/index.htm

• Registrar's Administrative Calendar– http://blink.ucsd.edu/Blink/

External/Topics/Policy/0,1162,12056,00.html

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Registration Procedures• Weeks 1-2: students may add, drop, change units or

grade option via WebReg• Weeks 3-10: students may add with an

Add/Drop/Change card that has two approvals from the department (this can be instructor signature & home department stamp or department stamp in both boxes). If the department stamps the instructor approval box in lieu of the instructor signature, the department accepts all responsibility for that approval. OGS approval is not required; students can go directly to the Registrar after departmental approval.

• Weeks 3-9: students may drop with an Add/Drop/Change card that has one approval from the department (Chair’s signature or department stamp) and one from OGS (instructor approval is not required). If an instructor signs a drop card the home department must also indicate approval in the appropriate box via department stamp. Drop cards with ONLY instructor approval will not be approved by OGS or the Registrar.

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Registration Procedures• Weeks 3-4: students may change the grading

option with an Add/Drop/Change card that has two approvals from the department (this can be instructor signature & home department stamp or department stamp in both boxes), and approval from OGS. If the department stamps the instructor approval box in lieu of the instructor signature, the department accepts all responsibility for that approval. (After week 4, see Petition process below)

• Weeks 3-10: students may change units with an Add/Drop/Change card that has two approvals from the department (this can be instructor signature & home department stamp or department stamp in both boxes), and approval from OGS. If the department stamps the instructor approval box in lieu of the instructor signature, the department accepts all responsibility for that approval. (After week 10, see Petition process below)

• Retroactive requests to change course schedule (after 9th/10th week) must include a general petition, letter of explanation. OGS will forward recommended requests to EPC.

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Grade ChangesClerical•Grade changes due to clerical errors may be corrected by the instructor of record via eGrades (for a course taken within one calendar year). This includes such errors as the incorrect grade was assigned or no grade was assigned and the course has lapsed to a U or F. In these cases nothing is submitted to OGS. Please go to the following website for instructions on the eGrades system: http://blink.ucsd.edu/instructors/academic-info/grades/egrades.htmlIncomplete that has lapsed to a U or F•If the deadline to replace an “I” with a grade is missed (the last day of the quarter), the “I” will lapse to a U or F and the department chair and instructor must petition the Dean of Graduate Studies and EPC to retroactively assign the grade. The following items must be submitted to OGS for the Dean’s review. If approval is recommended, OGS will forward the request to EPC for their final decision. 1. General Petition with the “other” section filled out with ALL course information (grade to be assigned, course number, section, section id, number of units, and quarter the course was taken). 2. A letter of explanation from the instructor and endorsed by the dept chair (the letter should include the grade to be assigned).

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Grade Changes, continuedGrade changes beyond one calendar year require the following:1.General Petition with the “other” section filled out with ALL course information (grade to be assigned, course number, section, section id, number of units, and quarter the course was taken). 2.A Clerical Error form recording the grade for the course and signed by the instructor. 3.A letter of explanation and justification from the instructor and endorsed by the dept chair.

After the Dean’s review, OGS will submit the request to the Educational Policy Committee (EPC) for their final decision.

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Extension of an Incomplete grade• Extensions are not granted due to a leave

of absence. Senate policy requires that an incomplete must be completed by the end of immediately subsequent quarter, regardless of the student's registration status in that quarter.

• Extensions are considered ONLY in extenuating circumstances beyond the student's control; health reasons require verification from the health care provider.

• The following items must be submitted to OGS for the Dean’s review. If approval is recommended, OGS will forward the request to EPC for their final decision.

1. General Petition with the “other” section filled out with ALL course information (grade to be assigned, course number, section, section id, number of units, and quarter the course was taken).

2. A letter from the instructor and endorsed by the dept chair explaining the reason/s for requesting the extension, how and when the course is to be completed.

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International Student Limitations• Half-Time Study

– A student with a verified illness who requires more time for study may be approved for half-time study.

– A student in the final stage and quarter of Ph.D. work may be approved for only one quarter of half-time study; if the dissertation is not filed during that quarter, the student must then revert to full-time for any subsequent quarters.

• Leave of Absence– Students who have advanced to Master's or

Ph.D. candidacy may apply for a leave for research or employment related to their research purposes. The International Center requires a copy of the OGS approved advancement form and a letter from the department stating the purpose of the leave prior to consideration of the leave request.

– If the student is leaving the country, International Center approval is usually granted and the student does not need a departmental letter.

• The International Center is the only campus entity that can fully advise international students with regard to compliance with immigration regulations.

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Late Fees• The Office of the Registrar assesses late

fees, when a student enrolls and/or registers (pays fees) after the published deadline. Currently the assessment is $50 for late enrollment and $50 for late registration (payment). Fees do not assess until a student enrolls so a student who enrolls late will be assessed the full $100 in both late fees.

• Only OGS can waive late fees. Criteria for a waiver are extenuating circumstances beyond the student's control.

• Requests for late fee waivers must come from the graduate coordinator to OGS. No waivers will be approved without graduate coordinator verification. If a student is granted a late fee waiver, no further waivers will be considered.

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Extension Vouchers• University Extension provides OGS with a

limited number of vouchers for graduate students to enroll in complimentary University Extension courses.

• Requirements– Good standing (cumulative GPA of 3.0 or above,

no more than 8 units of "U" and or "F")– Must have completed one quarter in graduate

standing– Registered as a full-time student (12 or more

units) in the quarter in which the course is to be taken.

– Not had a complimentary extension course in the 1 quarter preceding the request.

– Only one course can be taken with each voucher.

– The following are courses not available through complimentary enrollment: food, wine, horsemanship, non-credit physical education courses, travel and tour classes.

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Extension Vouchers• Procedures

– Student must personally pick up a complimentary enrollment voucher at OGS during the open enrollment period. Open enrollment is usually two weeks prior to the start of the quarter (students should contact the department coordinator for specific dates).

– The student obtains a department stamp and signatures from the department chair and graduate advisor.

– The voucher must be returned to OGS with signatures no later than 3 days after the voucher was picked up. Once this is done the student takes the voucher to the UCSD extension office and registers for the course.

New Graduate Coordinator Training Meeting

Documents

Transcript of New Graduate Coordinator Training Meeting