New Graduate Coordinator Training Meeting

1. New Graduate Coordinator Training Meeting Academic Affairs

2. 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

3. Mary Allen, Director of Graduate Academic Affairs • Academic affairs policies and procedures including: Graduate Council, graduate program reviews, new degree programs. (858) 534-3552mallen@ucsd.edu

4. 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. (858) 534-3709nsaign@ucsd.edu

5. 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. (858) 534-3551mmcarlson@ucsd.edu

6. 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. (858) 534-6977sphogue@ucsd.edu

7. 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

8. 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

9. 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

10. 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) • Must be signed by department chair and student’s faculty advisor

11. 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 • Must be signed by department chair and student’s faculty advisor • 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)

12. 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 • Must be signed by department chair and student’s faculty advisor • (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.

13. 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.

14. 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 • Must be signed by department chair and student’s faculty advisor • Submit the general petition along with degree paperwork

15. 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 • Must be signed by department chair and student’s faculty advisor • Cashier must validate student has paid filing fee of $162.00 • Submit the general petition along with degree paperwork

16. 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 • Must be signed by department chair and student’s faculty advisor

18. 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.

19. 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

20. 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.

22. 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.

23. Advance to Candidacy (Doctoral) • 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.

24. Advance to Candidacy (Doctoral) • 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.

26. 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

29. DARS – Professional Master’s Degrees • The final report form and DDA has been replaced with the DARS • Do not send over academic history printouts from TritonLink/ISIS • Please contact OGS staff for the training schedule for DARS

30. DARS – Academic Master’s Degrees • The Application to Candidacy form has been replaced with the DARS • Do not send over academic history printouts from TritonLink/ISIS • Please contact OGS staff for the training schedule for DARS

31. Leave of Absence/Withdrawal Leave 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.

33. 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.

35. Registrar’s Forms • Name Change • Address Change (TritonLink) • http://students.ucsd.edu/my-tritonlink/forms/index.html

36. 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.

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

39. 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.

40. 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.

41. 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.

42. 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:

43. 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.

44. 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.

45. 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.

46. 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.

47. 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.

48. 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

49. 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.

50. 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