Graduate Courses
Graduate courses are listed in the Schedule of Classes in the 200 series; they may be conducted in any of several ways:
- as advanced lecture courses,
- as seminars in which faculty and students present critical studies of
- selected problems within the subject field,
- as independent reading or study courses under faculty supervision,
- as research units.
Graduate students may also take upper-division undergraduate courses, 100-197 series, as partial satisfaction of the requirements for the graduate degree.
Good Standing Requirements
A student in good standing meets the University criteria for scholarship, which are based on the student's grade-point average (GPA) and departmental reviews. As a graduate student, you must maintain a 3.0 cumulative GPA in all upper division and graduate level coursework, and have no more than eight units of F and/or U, unless the department's requirements are more stringent.
All Ph.D., D.M.A. and M.F.A. students are to have an annual written evaluation from the academic department; evaluations are to be completed by the last day of the spring quarter. The purpose of the evaluation is to inform students of their strengths, weaknesses, and scholastic progress, as well as to encourage communication between students and faculty. Students are permitted to add their comments to these evaluations before signing them. The student's signature on the evaluation testifies to his/her knowledge of the assessment but does not necessarily signify agreement with the evaluation.
Good standing is a requirement to:
- retain academic and staff appointments ,
- retain fellowship, scholarship, or traineeship appointments ,
- advance to candidacy for a graduate degree ,
- take a leave of absence ,
- receive a graduate degree from UCSD ,
- participate in the University Extension Complimentary EnrollmentProgram .
UCSD Policy on Integrity of Schol arship and Research
The policies listed in the website http://www-senate.ucsd.edu/manual/appendices/app2.htm apply to academic course work for all graduate students. A separate policy exists governing integrity of research, the contents of which can be found at http://research.ucsd.edu/ethics/.
Full-Time Study
A full-time student must be registered for at least twelve units each quarter of each academic year until the completion of all requirements for the degree. Failure to register or take a leave of absence constitutes withdrawal from graduate studies.
Half-Time/Part-Time Study
A half-time student is approved by the Dean of Graduate Studies to enroll in six units or fewer and is eligible for reduced fees. To be eligible for reduced fees, a student must file the petition for half-time study with OGS no later than the last day of the second week of the quarter. The student must have departmental approval to study half-time. A half-time/part-time graduate student may hold an academic or staff appointment of 25% time or less. A part-time student is enrolled in seven to eleven units per quarter and is considered a regular student and charged full-time fees. International students are required to be enrolled in twelve (12) units per quarter to maintain their visa status.
Grading Policy and Procedures
Students should give particular attention to the policies and procedures relating to the following grade options: Incomplete (I), In Progress (IP), and No Report/No Record (NR). Failure to follow grading policies and procedures can lead to unnecessary hardships, such as jeopardizing continued financial support at UCSD. Official grading policy information is contained in the UCSD Catalog.
The Incomplete (I) Grade
If a student is doing passing work in a course but is unable to complete the work at the end of the quarter for legitimate reasons (circumstances beyond the student's control), the instructor may assign the Incomplete (I) grade. Legitimate justification for petitioning for the I grade is illness or family crisis. Unacceptable reasons are lack of time, research too lengthy and other controllable circumstances. To receive an I grade, a student must file a Request to Receive Grade Incomplete and Removal of Grade Incomplete petition prior to the end of the final week in the quarter in which the course is taken. Students should obtain forms from their graduate coordinators. Without the petition, the I grade cannot be assigned.
In order to remove the I grade, the required work must be completed and a grade assigned prior to the end of the final week of the following quarter. It is the student's responsibility to get the work completed and submitted to the instructor on time. In addition, the student should check with the departmental graduate coordinator to ensure that the grade has been assigned.
In truly extenuating circumstances, a General Petition to extend the Incomplete for another quarter may be filed. The petition for extension must indicate the reason for the extension, be signed by the instructor and the chairperson of the department. The petition must be submitted to OGS for consideration by the Dean prior to the end of the final week of the quarter following that in which the first petition was filed.
If an I grade is neither removed nor extended prior to the end of the final week of the following quarter, the I grade will lapse to a Fail (F) or Unsatisfactory (U) grade. Extensions on I grades will not be made retroactively.
If a student takes a leave of absence, he/she must still remove any outstanding Incomplete grades before the end of the first quarter of leave. It is the student's responsibility to make sure that all proper forms have been completed.
The In Progress (IP) Grade
If a sequence course has been approved for an In Progress (IP) grading option, the IP grade may be assigned until the work is completed for the sequence. If an IP grade has not been replaced by a final grade at the time of graduation, the IP grade will remain on the student's records. If the entire sequence is not completed, the instructor may assign grades and unit credit for what has been completed. Courses graded IP are not used in calculating a student's grade point average until graduation. At that time, course units still graded IP must be treated as units attempted in calculating the GPA; thus units graded IP will have the same effect on the overall GPA as an F or U.
The No Report/No Record (NR) Grade
If a blank appears on the transcript, it means that the Registrar did not receive a grade for the student on the grading sheet submitted by the instructor. Some reasons for this are 1) the grading options for the course did not correlate with the grade that the instructor assigned, 2) the student may have entered an incorrect course code on the enrollment request, thus, he/she is enrolled in the wrong course, or 3) the instructor did not report a grade.
It is the student's responsibility to remove a No Report/No Record (NR) grade before the end of the following quarter or it lapses to an F or U grade. Filing a Correction of Grade Caused by Clerical or Procedural Error form may do this. An NR grade, which has lapsed to an F or U grade, cannot be changed. Be sure to seek assistance from the graduate coordinator to make certain a NR grade is cleared.
Grade Appeal Procedures
Students may find procedures for appealing grades at http://www-senate.ucsd.edu/manual/Regulations/PartI/502.htm and in the Conflict Resolution and Student Academic Appeals section of this handbook.
Transcripts/Academic Records
Students may view their academic record on TritonLink. Each student can review his/her academic record at any time via TritonLink. Students are advised to check their grades following each quarter posting.
OGS often receives requests from graduate students to provide transcripts of undergraduate or previous degrees, but is unable to comply with this request. Several copies of the transcript may be ordered from the institution in question to keep in a student's personal files for advising and academic purposes. It is also a good idea to keep one copy sealed in the envelope in which it was received in order to have an "official" copy.
Degree Requirements
As a student goes through the steps required for completion of the Ph.D., D.M.A., M.F.A., M.S., M.A., M.A.S., M.P.I.A., M.Eng., or M.Ed. degrees, he/she may find it useful to pay close attention to the requirements below. All the necessary forms are available in the academic department and must be initiated there. Each form has specific instructions. Be sure to read each carefully. It is the student's responsibility to file forms in the appropriate offices after obtaining the required signatures.
Time Limits to the Doctoral Degree
All students in doctoral programs are subject to campus policy on time limits to the doctoral degree. The policy established by each department and approved by the Graduate Council contains three time limits as described below. For specific time limits applicable to a graduate program, students should consult with the department graduate coordinator.
1. Pre-candidacy time limit - maximum registered time in which a student must advance to candidacy.
2. Support time limit - the maximum registered time during which a doctoral student is eligible for financial support. The time accrues regardless of support given.
3. Total registered time limit - the maximum registered time in which a student must complete all requirements for the doctoral degree.
Students who have not advanced by the expiration of their pre-candidacy time limit will not be permitted to register. Students will not be permitted to receive UCSD-administered financial support after the expiration of the support time limit. Students may not register after the expiration of the total registered time limits. All unexpired time limits can be extended for a maximum of three (3) quarters for an approved leave of absence or period of withdrawal.
Normative Time
Normative time limit is a standard established for the time period in which students, under normal circumstances, are expected to complete requirements for the doctoral degree. At present (academic year 2003-2004) students who advance to candidacy in less than the normative time are eligible for an In-Candidacy Fee Grant for the remainder of the normative time.
Doctoral Degree Requirements
1. Departmental language requirement (if applicable).
2. Appointment of the Doctoral Committee - The department requests approval for the appointment of the doctoral committee by the Dean of Graduate Studies. OGS reviews nominees, gives the final approval of the committee, and issues letters of confirmation. Consult the departmental graduate coordinator or the academic affairs staff at OGS for further details.
3. Report of the Qualifying Examination and Advancement to Candidacy - The department prepares the form which must be presented to the Central Cashier's Office along with the candidacy fee. After validation by the cashier, the form must be filed at OGS where it is then reviewed for approval. OGS will send the student a copy of "Instructions for Preparation and Submission of Doctoral Dissertations and Masters' Theses" also referred to as the "Blue Book".
If a department awards a candidate in philosophy (C.Phil.) degree, the student should obtain the degree and diploma application from the graduate coordinator, complete it, and attach it to the Report of the Qualifying Examination and Advancement to Candidacy form. The C.Phil. cannot be awarded after the doctoral degree.
Doctoral Degree Filing Requirements
The Report of the Final Examination and Filing of the Dissertation is a form initiated by the department, group, or school, signed by members of the doctoral committee, and the chair of the (major) department, group, or school. The report and the signature page for the dissertation are usually signed at the time of the dissertation defense. Detailed information regarding the submission of the dissertation can be found in the "Blue Book". See the Instructions for Preparation and Submission of Doctoral Dissertations & Masters Thesis, in the online.
M.F.A. Requirements
The application for Candidacy for the Modified Thesis, Plan III must be completed, signed, dated and
returned by the student to the department graduate coordinator. The department will approve the form and forward it to OGS for approval. This form must be submitted to OGS no later than the end of the second week in the quarter in which the student will receive the degree. The "Blue Book" will be sent to the student.
The Final Report of the Modified Thesis Examination, Plan III must be filed with OGS. At least one quarter must lapse between advancement to candidacy and filing this report. The department prepares the form using the student's name, as it will appear on the diploma. After the thesis is approved, the committee signs the final report. The final thesis report, degree and diploma application, the original signature page, and the thesis must then be presented to OGS. Students should consult the "Blue Book" and the department graduate coordinator for detailed information regarding preparation and submission of the thesis.
M.S., M.A., Requirements
A minimum of three (3) quarters of academic residency is required to be awarded a degree. The Application for Candidacy for the Thesis or Comprehensive Examination, Plan I or II for must be filed with OGS. The student must have completed a minimum of two quarters of academic residency and any departmental language study requirement prior to candidacy. Students should consult the department for specific unit and course requirements. Plan I is the thesis plan. Plan II is the comprehensive examination plan. The department approves forms and forwards all copies to OGS for verification and approval. Forms must be submitted to OGS before the end of the second week in the quarter in which the degree is to be completed.
See the Instructions for Preparation and Submission of Doctoral Dissertations & Masters Thesis in the online.
The Final Report of the Thesis or Comprehensive Examination, Plan I or Plan II must be filed with OGS upon the completion of the thesis or comprehensive exam. At least one quarter must lapse between advancement to candidacy and filing this report. The department prepares forms using the student's name as it will appear on the diploma.
Plan I: The thesis is approved and the committee signs the final report and signature pages. Students should consult the "Blue Book" for detailed information regarding submission of the thesis.
Plan II: After the examination is complete, the department forwards the final report and the degree and diploma application to OGS.
M.A.S. Requirements
The Final Report for the Degree of Master of Advanced Studies and the Degree and Diploma Application are filed with OGS at the end of the quarter in which the student graduates. Students should consult the Leadership and Health Care Organizations graduate coordinator for further information.
M.P.I.A. Requirements
The Final Report for the Degree of Master of Pacific International Affairs and the Degree and Diploma Application are filed with OGS at the end of the quarter in which the student graduates. Students should consult the IR/PS graduate coordinator for further information.
M. Eng. Requirements
The Final Report for the Degree of Master of Engineering and the Degree and Diploma Application are filed with OGS at the end of the quarter in which the student graduates. Students should consult with the department graduate coordinator for further information.
M.Ed. Requirements
The Final Report for the Degree of Master of Education and the Degree and Diploma Application are filed with OGS at the end of the quarter in which the student graduates. Students should consult the Teacher Education graduate coordinator for further information.
Degree and Diploma Application for all Graduate Degrees
The student should obtain this form from the department graduate coordinator, complete and return it to the department showing his/her name exactly as it should appear on the diploma, which must match the name on the student's academic records. The form must be submitted to OGS with the final report.
Diploma Conferral
The Ph.D., D.M.A., M.F.A., M.S., M.A., M.A.S., M.P.I.A., M.Eng., or M.Ed. diploma will be dated as of the last day of the quarter in which all requirements, including current course work, are satisfactorily completed. Spring degree candidates wishing to participate in commencement, must have all paperwork processed one week before the last day of the quarter. Diplomas will be mailed by the Registrar's Office four to six months after the close of the quarter in which the degree was conferred. A Letter of Completion, which confirms that all degree requirements have been met, will be available within two weeks of filing the final paperwork for the doctoral, M.F.A. or Master's Plan I degrees, provided that there is no coursework to be completed. Master's Plan II letters will be available within one month of the quarter's end.
Doctoral Research Advisers
Selection of the doctoral research adviser is an integral step in the student's academic career. The adviser, who serves as chair of the doctoral committee, will guide the student through his/her doctoral research to completion of the degree. Students are advised to enter into the student/adviser relationship carefully and only after they have given considerable thought to their own advising needs. The time schedule for matching up with an adviser varies by department. In some instances, students will have an adviser by the beginning of the second year, at other times they may not have an adviser until advancement to candidacy.
Several criteria may be used for selection of an adviser. It is best if a student thinks out his/her expectations of an adviser before approaching the faculty member. The faculty member's intellectual and academic interests should closely match the student's. The work style and personality of the adviser also needs to be compatible with the student's. Students who want frequent contact with their adviser need to choose a person who is readily available. Some professors with greater status tend to have less discretionary time. The trade-off for working with them may be that the student must work more on his/her own than preferred. Conversely, professors with greater status also have more contacts, both on and off campus and may be particularly helpful when it comes time for job placement.
When selecting an adviser, a student should have several conversations with that faculty member to determine if the relationship is a good match. The student also should talk to other students who have the same adviser, weighing their judgment carefully, as personality and work styles differ among students. Find out how problem solving, time, and conflict resolution have worked out with this adviser.
Doctoral Committees
A doctoral committee consists of five or more officers of instruction, no fewer than four of whom shall hold professorial titles of any rank. The committee members shall be chosen from two or more departments; at least two members shall represent academic specialties that differ from the student's field and one of these two must be a tenured UCSD faculty member from another department.
Selection of a committee needs to be made in close consultation with the committee chair. Selection of members should be from faculty who have similar research interests to the student's, and who will understand the research and be able to make positive contributions to it. Graduate Council policy states that the graduate research adviser should guide the search for other faculty to serve on a student's doctoral committee. In many instances, however, students seek committee members on their own.
The student's adviser recommends the proposed committee to the department chair who, in turn, recommends appointment of the committee to the Dean of Graduate Studies. Once approved, the student and the committee members will receive written confirmation. A department chair may disapprove a doctoral committee.
Questions regarding the specific details of committee eligibility and selection should be directed to the departmental graduate coordinator or to the academic affairs staff at OGS.
Leave of Absence and Withdrawal
Graduate students are eligible for a maximum of three quarters of leave with departmental approval. A student who leaves the University for no more than three quarters with the intention of resuming study during a later quarter must file a formal Leave of Absence, Extension and/or Withdrawal form prior to leaving the campus. Graduate students must have completed at least one quarter of academic residence and be in good standing (GPA 3.0 minimum or equivalent and no more than eight units of U or F grades) to be granted a leave. A student on leave of absence status cannot make use of University facilities or faculty time, be employed at UCSD, UCSD Medical Center or UC Extension, or hold a fellowship, traineeship, assistantship, or similar appointment at UCSD.
Foreign Students on a Leave of Absence
Under normal conditions, a foreign student is not permitted to go on a leave of absence. Immigration regulations require that the student must be enrolled in a full-time course of study for the duration of the student's stay in the United States. Exceptions may be granted under the following circumstances. All requests for a leave of absence for foreign students require International Center approval prior to OGS consideration. The usual requirements of departmental approval and campus regulations apply.
Students who have advanced to Master's or PhD 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 automatic and the student does not need a department letter.
Parental Leave of Absence
A graduate student who is bearing a child or who has primary responsibility for the care of an infant or young child immediately following the birth or adoption of a child under age five is eligible for up to three (3) quarters of parental leave. During the quarter in which the childbirth or adoption occurs, the graduate student may, with departmental approval, continue to register as a full-time student and retain eligibility for support, reduce to part-time status (less than twelve units) and be eligible for up to 25% time employment on campus, or take a leave of absence and request a one-quarter extension of all unexpired time limits. Students are entitled to no more than three quarters parenting leave, regardless of the number of children.
Leave of Absence and Filing Fee
If a student is on an approved leave of absence and has completed all requirements except the final reading of the dissertation, thesis, or the final comprehensive examination, he/she is eligible to petition to pay a filing fee in lieu of registering and paying all required fees in the final quarter. The filing fee applies to both residents and nonresidents. The student is required to file a General Petition for this purpose.
Changing Departments
Changing departments is not an automatic process. To change departments the student must submit a General Petition available from the department. The form must be completed, signed by the student's current adviser and the chairs of both departments, submitted to OGS, and approved at least one month prior to the beginning of the quarter in which the student wishes to change departments. It is advisable that the student obtain an adviser in the new department before making the change. Changing departments may be a viable alternative for a graduate career; however, one should think carefully about such a decision and discuss it with the current adviser, as well as the potential adviser in the new department. The department to which the student wishes to change may require the submission of application materials. Time limits to the doctoral degree will be affected by a departmental change.
Privacy Act Compliance
The Office of Graduate Studies, departmental, school, and group offices maintain files for each graduate student which contain a copy of the application for admission, transcripts of record, letters of recommendation, and evaluations of a student's academic progress. Students may request access to information contained in these files by presenting a written request to OGS, the department, school, or research group office.
Professional Publications
There are good reasons for completing several publications as early as possible in an academic career. First, publications are likely to help students land that first appointment. Second, appearance in journals or presentations at conference proceedings can begin to make the student's name familiar among practitioners in the field. Finally, having a few publications before accepting the first professional position will ease the pressure during the first critical years when promotion may depend on one's performance in teaching and research.