Leave of Absence, In Absentia Registration, CPT, OPT, Filing Fee Workshop

1. Leave of Absence, In Absentia Registration, CPT, OPT, & Filing Fee Workshop As presented by Deeona Columbia and the Electrical Engineering Office of Student Affairs

2.  Personal or immediate family medical reasons or other emergencies: Attach a description of the nature of medical reason or other emergency, together with a signed statement from a doctor (in case of medical reason) and other documentary evidence.

3. Reasons for a Leave of Absence Professional enrichment in between MS and PhD degrees: Attach a description of plans during the leave of absence. Note: (i) the student must be a UCLA Electrical Engineering M.S. student who has been formally admitted to the Ph.D. program, (ii) the proposed leave of absence must start immediately after the quarter M.S. program was completed and end before the student starts in the PhD program, (iii) the leave of absence must not exceed 3 academic year quarters, and (iv) the clock for time limits relating to academic milestones (preliminary examination, advancement to candidacy, and graduation) shall be stopped until the end of the leave. Admission to PhD MUST BE APPROVED before applying for LOA with this reason.

4. Reasons for a Leave of Absence Thesis-related work at an external organization: Attach a 1-page description of the planned thesis related activity at the external organization, with signature from the advisor attesting to that plan. Note: (i) the student must be a M.S. thesis option student or a Ph.D. student, (ii) the proposed leave of absence together with any prior leave of absence for this reason during the current degree program must not exceed 1 academic year quarter for M.S. and 3 academic year quarters for Ph.D. students, and (iii) the clock for time limits relating to academic milestones (preliminary examination, advancement to candidacy, and graduation) shall not be stopped during such leave.

5. Reasons for a Leave of Absence Other reasons: Attach separate sheet explaining the reasons the leave of absence is being requested. Rarely approved If away from campus, Not on an Internship, Advanced to Candidacy it MAY be approved I.E. chip fabrication at an external organization or collaboration outside of the country If M.S. student - only considered if under the Thesis Option

6. Reasons NOT APPROVED for a Leave of Absence Financial Reasons Not Advanced to Candidacy but working at external organization � Part time CPT may be an option, however you must be registered. Working on your thesis or dissertation from home.

7. Steps to obtaining a Leave of Absence Departmental Form Departmental Approval Graduate Division Form Advisor Approval (if PhD and Committee established) Student Support Approval Deeona�s Approval DCISS Approval (if International Student) Turn into Deeona Graduate Division Approval Leave Granted

8. Departmental Form Located at www.ee.ucla.edu under FORMS & PETITIONS Student must complete form and gain advisor�s approval before submitting to Student Affairs Office for review. YOU MUST BE ADVANCED TO CANDIDACY TO BE CONSIDERED FOR A LEAVE OF ABSENCE.

9. Time-to-Degree Students have 2 years (6 Quarters) to complete the M.S. Degree. Students have 5 years (15 Quarters) to complete the Ph.D. Degree.

10. Time-to-Degree Some LOA�s will STOP the time-to-degree clock and some will NOT. STOP CLOCK: Medical Between degrees Some others. WILL NOT STOP CLOCK: Internships Any leave that involves working towards a degree

11. Registration in Absentia What is in-absentia registration? You are a full time regularly enrolled and registered student who has an academic need to conduct research outside of California for a period of up to one academic year. Who is eligible for in-absentia Registration? All students pursuing doctoral or master�s degrees in academic disciplines as well as those pursuing professional master�s or doctoral degrees are eligible for the fee reduction. Students in self-supporting graduate programs are not covered by this policy. Academic doctoral students must have advanced to candidacy by the time the in absentia status would begin. Master�s and graduate professional students must have completed at least one year of coursework by the time the in absentia status would begin.

12. Registration in Absentia Is there a fee reduction? Yes. A student will pay 15% of the combined educational and registration fees, 100% health insurance, 100% non-resident tuition, and, if applicable, professional degree fees. Does this status include a reduction on the non-resident tuition? No. I will be 500 miles away, but still in California. Can I use in-absentia registration? No. The policy on reduced fees is for students outside of the state of California. I will be gone for 2 months, not the entire quarter or semester. Can I use in-absentia? No. The policy is for those students who will be outside the state the entire term. Will I still get my fellowship stipend? Students who register in-absentia are eligible to receive a fellowship. Can I hold an academic appointment (TA, GSR, Reader, or Tutor) while holding in-absentia status? If you are a GSR, yes, otherwise no.

13. Registration in Absentia I am an international student. Can I use this status? While registered in-absentia, you are a registered student. However, you would need to get the International Center�s Office approval before submitting the form. Can I use filing fee the semester/quarter after being on in-absentia status? Yes, because you are registered while on in-absentia. Can I receive my degree while on in-absentia status? Yes, since you are registered. How do I sign up for in-absentia? Speak with Deeona first. After she agrees that in-absentia is the best option for you, then complete the form located at the Graduate Division website and turn it into the EE Office of Student Affairs What are the eligibility requirements for in-absentia? Review the form located at the Graduate Division website and make an appointment to speak with Deeona regarding options.

14. Curricular Practical Training (CPT) A work authorization that allows F-1 students to engage in an off-campus academic internship that is required or an integral part of your academic curriculum, as stated in the University catalog, or that is required for your particular academic program, as stipulated by your department.

15. CPT Eligibility Been in valid F-1 status for at least one academic year. You have an offer letter from an employer. You must be registered for 1 unit of EE 596 �Individual Studies Course� during the CPT quarter. or A letter from the Department indicating the internship is required for your thesis or dissertation research. Note: You must be enrolled full-time during Fall, Winter, and Spring Quarters including the CPT course units. Full-time enrollment is not required for Summer.

16. CPT Types Part-Time 20 hours or less per week during the academic year (Fall, Winter, Spring) Part-time CPT does not affect your post-completion Optional Practical Training (OPT) eligibility. Full-Time 21 hours or more per week (only available during Summer or for students who have ATC) If you have used 1 year (DCISS counts 11-11.5 months as one year) or more of full-time CPT, you are no longer eligible for post-completion OPT.

17. CPT Restrictions If you engage in CPT during the academic year, you must maintain your full-time F-1 student status. CPT is not available to graduate students who are on filing fee status, or who, if in the last quarter before receiving their degree, are not registered. CPT authorization will only be given for one quarter at a time. You may not mix or combine any two or more categories of employment that exceeds 20 hours per week, unless you have full time CPT. For an example, you may not work on-campus for 20 hours per week, and have part-time CPT concurrent. Failure to complete your CPT course will result in termination of your F-1 status. NOTE: You may not start working until you have received your SEVIS I-20 from DCISS with authorization to engage in CPT. Our processing timeline for CPT is 5 business days. We strongly recommend you to apply as early as possible. An incomplete application will delay your CPT authorization.

18. CPT Application Materials Completed CPT Request Form (must be signed by Deeona prior to submitting to DCISS) Form located on the DCISS website Registered for 1 unit of Individual Studies Course (EE 596) Deeona will have to enroll you in this course A job offer letter Support letter from your advisor (see sample) Sample letter on the DCISS website Upon completion of your internship, provide your advisor with a one page write up on your internship experience. Your advisor will use this to assign your grade for EE 596.

19. CPT during Summer IF YOU ARE INTERESTED IN DOING CPT DURING THE SUMMER, YOU MUST MAKE AN APPOINTMENT TO MEET WITH DEEONA BEFORE JUNE 1, 2011 TO DISCUSS THE PROCESS.

20. OPTIONAL PRACTICAL TRAINING (OPT) As an F-1 student, you have the opportunity to apply for employment authorization from the U.S. Citizenship and Immigration Services (USCIS) to work in the U.S. upon completing your degree. Such employment authorization is known as Optional Practical Training (OPT). You are eligible for one year of OPT for each higher degree level achieved.

21. ELIGIBILITY You must have maintained valid F-1 status for at least 1 academic year. You must NOT have had previous OPT approved for the same degree level. You must NOT have used one year of full-time Curricular Practical Training (CPT).

22. Pre-OPT Authorization Students on Filing Fee may apply for Pre-OPT 3-4 months (allow 90-120 days for approval) prior to completing the degree if a job offer has been received. You must pay the $380 application fee to the US Citizenship Immigration Services (USCIS) office. If you do not get a job offer before your degree date and you have to apply for Post-OPT, you will be required to pay the $380 fee again.

23. APPLICATION TIMELINE You can apply for OPT as early as 90 days before your degree completion date. Please complete the online OPT workshop at www.internationalcenter.ucla.edu before submitting your application to the Dashew Center. The minimum recommended deadline to submit your OPT application to the Dashew Center is 3 weeks before your degree completion date. Please keep in mind that USCIS may take up to 90 days to approve your OPT application. Therefore, we encourage you to apply early enough to avoid any delays or loss of time of your OPT.

24. OPT EMPLOYMENT TIMELINE You have a total of 90 days of unemployment from the start date of your EAD card to find employment. Each day (including weekends) that you are not employed is counted toward the 90-day unemployment limit. Students with an approved 17-month OPT STEM extension are given an additional 30 days of unemployment for a total of 120 days during their entire 29-month OPT period.

25. How do I choose my OPT start date? Your start date can be as early as the day after your degree completion date, or as late as the 60th day after your degree completion date.

26. What should I do after my OPT ends? After your OPT ends, you have an additional 60-day grace period to: transfer to another school change your education level depart from the U.S. For other legal options, please consult with an immigration attorney.

27. FOR COMPLETE OPT GUIDELINES: http://www.internationalcenter.ucla.edu/files/pdf/OPTGuideLine.pdf

28. Filing Fee Must have completed all course requirements (including EE 297 Seminar) If MS and staying to PhD you are ineligible for Filing Fee option If you only have EE 299 or 598 to complete and are NOT staying for PhD, you may be eligible for Filing Fee

30. Maximum Number of Filing Fee Quarters

31. Where is Form? Graduate Division Website WWW.GDNET.UCLA.EDU Master�s Filing Fee Application Doctoral Filing Fee Application Complete, Print & Sign PhD student must obtain advisor�s signature before turning the form into the EE Office of Student Affairs. MS student must gain advisor�s signature only if on Thesis Option before turning form into EE Office of Student Affairs.

32. Additional Notes on Filing Fee Completed form must be turned into the EE Office of Student Affairs by the beginning of second week. Students must have Advanced to Candidacy before submitting Filing Fee Application. Once on filing fee you are no longer considered a student and must re-apply if you later decide to continue enrollment (see Deeona for additional guidance). Limited to 12 hours of University Resources (i.e. Faculty time, Staff time). Under Filing Fee you are not supposed to be on campus (i.e. limited library privileges, not supposed to be in labs, etc.

33. QUESTIONS?? When in doubt, visit the EE Office of Student Affairs to discuss your options! It�s always important to talk to us early so we can help stop any issues before they become problems!!!