Graduate Adviser's Manual

This publication is written for the Graduate Coordinator audience. It does NOT supplant departmental/program policies, deadlines, or direction. Coordinators are advised to consult with Mary Lillis Allen, Academic Affairs Director, for specific questions or interpretation relating to the Academic Affairs portion of the Graduate Adviser's Manual. Contact April Bjornsen, Interim Assistant Dean, for any questions relating to the Student Affairs section.

Department and program should be considered as interchangeable terms throughout this site. Department Chair may be the Vice Chair, Graduate or Student Affairs advisor, Adviser, in some departments. Graduate advisor refers to the faculty departmental advisor; research advisor refers to the student's research advisor/doctoral or master's committee chair.

Graduate Coordinator refers to a staff position; in some departments that person may also be called the graduate adviser. Regardless of the title, only the original faculty signatures are accepted for the chair, graduate advisor, or instructor.

A graduate student is expected to enroll in a minimum of 12 units of coursework per quarter. Any request affecting a student's academic standing or official record is initiated and approved by the department prior to submission to OGS for consideration. Students are advised to discuss their plan with the department graduate advisor and/or graduate coordinator before beginning any process.

Various forms are used for requesting student academic activity and seeking exceptions to University academic policy. Department graduate coordinators retain Graduate Academic Forms, which are obtained by contacting OGS at, at 43555.

Definitions:

OGS: Office of Graduate Studies

OAR: Office of the Registrar

Definition of Required Signatures:

Instructor: Instructor of record for the course.

Advisor: Dependent on the request; program faculty graduate advisor or student's research advisor; not a staff member.

Chair: Program/Department chair or designee; includes department appointed chair/vice chair of graduate program.

Doctoral/Thesis Committees: Under no circumstances may a staff or faculty member sign for another as a doctoral or thesis committee member.

Student: In some instances, "Not available for signature" may be used by the department if the student is aware of the request or can be used when student is out of town and has requested the initiation of an action.

Regardless of the title, only the original faculty signatures, not a stamp, are accepted for the chair, graduate advisor, or instructor.

Table of Contents

Academic Affairs

1. GRADUATE STUDENT ACADEMIC PROGRESS POLICIES & PROCEDURES
   • Adding and Dropping Classes
   • Changes to Department, Major, Degree Aim or Objective
   • Good Academic Standing and Probation
   • Probation Process
   • Grade Change-Clerical or Procedural
   • Extension of an Incomplete Grade
   • Retroactive and Late Actions
   • Graduate Half-Time Study
   • International Student Limitations
   • Late Enrollment
   • Late Fees
   • Childbirth Accommodation for Doctoral Students
   • Leave of Absence, Extension and Withdrawal
     • Leave of Absence
     • Extension of a Leave
     • Withdrawals
     • Returning from a Leave
   • Off-Campus Study
   • Readmission
   • Reinstatement
   • Repetition of Courses
   • Spring/Annual Evaluations
   • Transferring Credit
   • Waiving Academic Residency
2. SPECIAL PROGRAMS
   • Complimentary Enrollment of Graduate Students in University Extension Courses
   • Education Abroad Program
   • Integrated Bachelor's/Master's Degree Programs
   • Intercampus Exchange Program
   • Joint Doctoral Programs
   • Non-Degree Students
3. DEGREE INFORMATION PROCEDURES AND COMPLETION
   • Degree Completion
     • Filing Between Quarters
     • Filing Deadlines
     • Filing Fee
     • Participation in Commencement
     • Summer Degrees
   • Second Masters Degree
   • Master of Advanced Studies (M.A.S.)
   • Master of Education (M.Ed.)
   • Master of Engineering (M.Eng.)
   • Master of Arts (M.A.) and Masters of Science (M.S.)
   • Masters of Fine Arts (M.F.A.)
   • The Master of Pacific International Affairs (M.P.I.A.)
   • The Time to Doctorate Policy
   • Procedures for Implementation of Policy on Ph.D. Time Limits
     • Changing Departments
     • Readmits
     • Exceptions
     • Withdrawn Student Returning Only to Complete/Defend and Submit Dissertation
   • Appointment of Doctoral Committee for the Degree of Doctor of Philosophy
   • University Policy Governing Doctoral Committee Membership
     • Academic Senate Regulations 715D
     • Graduate Council Action 6/9/88
     • Graduate Council 1993 Action 4/8/93
   • Reconstituted Doctoral Committee
   • Doctoral Committee Membership
   • Ph.D. Qualifying Examination
   • Advancement Dates
   • Non-Resident Tuition for Students in Ph.D. Candidacy
   • In-Candidacy Fee Grant (ICFG)
   • Doctoral Dissertation Defense
   • Ph.D. Final Examination and Filing of the Dissertation

Admissions

1. Admissions Manual

Student Affairs

1. President' Dissertation Year & Fletcher Jones Fellowships
2. San Diego Fellowships
3. Student Housing Opportunity for Recruitment Enhancement (SHORE) Program
   • New Student Nomination Form
4. Graduate Enrichment Program
   • General Program
   • Pilot Programs
5. Student Health Services and Insurance Plan
   • The Graduate Student Health Insurance Plan (SHIP)
   • Refunds
   • Leave of Absence
   • Waivers
6. Academic Student Employees (ASE)
   • UAW/ASE Contract with UC System
   • ASE Employment Files
   • ASE Benefits
   • ASE Offer Letters & Procedures
   • ASE Membership Form Dispersement & Procedure

Student Financial Support

1. See Student Financial Support page information

Graduate Student Academic Progress Policies & Prodecures

Wording in parenthesis indicates the form(s) to be completed for submission of the request.

Adding and Dropping Classes (ADD/DROP Card/ADD Letter)

Graduate students may add or drop classes without OGS approval only through the second week of the quarter. All courses added after the second week require departmental and OGS approval; students will be assessed a fee for each added course. OGS approval is also required to drop a class after the end of the second week; approval by department may also be required.

Graduate students may not use TritonLink after the end of the second week of the quarter.

A student adding a class after the end of the fourth week of the quarter must present the add/drop card and a letter from the instructor to OGS on departmental letterhead. The letter must confirm that the student has either been in the class for the full quarter or will complete a full quarter's coursework. Late enrollment after the second week of the quarter also requires instructor signature(s) on the enrollment form for each class.

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Changes to Department, Major, Degree Aim or Objective Current and transfer departments, major codes, and degree aims (General Petition)

• A student must be registered for the quarter in which change is to occur.

• List degree aims and major codes.

• Department changes require the signatures of respective chairs.

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Good Academic Standing and Probation

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. Some departments specify more stringent grade requirements.

Good Academic Standing is a requirement for:

1. Holding academic and staff appointments.
2. Receiving fellowship, scholarship, or traineeship appointments.
3. Advancing to candidacy for a graduate degree.
4. Going on a leave of absence.
5. Obtaining a graduate degree from UCSD.

Graduate students who are not in Good Academic Standing for any reason are subject to probation and/or disqualification from further graduate study.

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Probation Process

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. A copy of the letter is also sent to the department.

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 their academic situation and its consequences and the next steps.

In subsequent quarters if the student:

• Raises the GPA above a 3.0, than no further action is taken;

• Raises the GPA but not to a 3.0, student may have probation extended either by OGS decision or by request of the program with a plan for improvement.

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

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

Depending on the student's academic progress during the quarter following an academic probation notice, the Dean of Graduate Studies will advise the student of any further academic action.

Any student with more than 8 units of "U" and/or "F" grades or a GPA less than a 2.0 will have their registration placed on hold 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 (i.e. Fall quarter problem, registration hold placed on Spring registration. During the Summer, however, registration holds may be placed on students for Fall quarter.

Regardless of the severity of the problem, students are advised to maintain communication with the department. It is the department and student's responsibility to monitor the student's quarterly academic progress.

Students with academic problems who wish to discuss their situation should contact Mary Allen at x43552.

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Grade Change-Clerical or Procedural (OAR Clerical/Procedural Form and/or General Petition)

Clerical or procedural grade changes due to errors or grade changes for a course taken within the previous year which was originally No Record (NR) or "I" and subsequently lapsed to a "U" or "F" may be corrected by submitting a clerical error form directly to the Registrar. Do not submit to OGS with a General Petition.

This does not apply to students who have "U's" or "F's" due to a lapsed "NR" or "I" and who subsequently discovered they were in the wrong section. These require a petition to retroactively add and drop coursework.

If an Incomplete in a class has not been finished by the end of the subsequent quarter, an extension of an Incomplete may be requested on a general petition with sufficient justification.

The following procedures apply only if the grade deadline for the course was during the previous calendar year:

Lapsed Blank

Clerical or procedural grade change due to errors or grade changes for courses taken within the previous year which were originally an NR (no record) and subsequently lapsed to a U or F may be corrected by submitting a clerical error form directly to the Registrar. Do not send them to OGS with a General Petition.

Lapsed Incomplete

If the delay is caused by the student's failure to meet the submission deadline, a General Petition to extend the incomplete with an explanation for the delay must be submitted to OGS for consideration-along with the original Incomplete form. If, on the other hand, the delay was administrative in nature, submit the original Incomplete form with the grade assigned under a cover memo accepting department responsibility for the delay (including the department Chair's signature) to OGS.

Wrong Course

Students who have a U or F because they enrolled incorrectly must submit a General Petition to OGS requesting to retroactively drop and add the correct course, a Clerical Error form assigning a grade to the proper course must be included.

*All grade changes beyond one-calendar year from their original deadline require General Petition explaining the exception, and the relevant forms, submitted to OGS. Such requests will be submitted to CEP by OGS.

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Extension of an Incomplete grade (General Petition)

• 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.

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

• Request must be filed before the incomplete lapses to a permanent "F" or "U".

• All petitions must include: Course, course number, quarter in which the course was taken, reasons for requesting the extension, how and when the course is to be completed.

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Retroactive and Late Actions (General Petition)

• "Late" is defined as any request for action after an established deadline and prior to the end of the ninth week of a quarter.

• "Retroactive" is defined as any request for action in the tenth week of the quarter or later.

• Students and Department should take note that requests for action on an event or course taken more than one year prior to the request are sent by the Dean of Graduate Studies to the Committee on Educational Policy (CEP) or the Graduate Council.

• Retroactive course/grade changes must be listed in Other section of petition.

• No grade may be changed after one calendar year from the time the grade was recorded.

• Justification and/or a factual explanation must be given for any grade change request.

• Requests must include all information necessary for posting. This includes: course number, section number, section I.D., grading option, number of units and quarter for each change requested.

• PETITION MUST BE SIGNED BY COURSE INSTRUCTOR AND DEPARTMENT CHAIR.

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Graduate Half-Time Study (Half-Time Study Petition)

Half-time study petitions are obtained from the graduate coordinator. Eligibility for half-time study is based on student's enrollment in 6 or fewer units per quarter. Approval of half-time study allows for a reduction in fees.

Procedures:

• Completed petition must be submitted to OGS by the last day of the second week of the quarter. Students who have not obtained all approvals (including the Dean of Graduate Studies) by the fee deadline must pay full fees to avoid penalties and cancellation of enrollment. Refer refund questions to the Bursar.

• Eligible students will pay the full Registration Fee and one-half the Education Fee. Eligible non-resident students will also pay one-half the Non-Resident Tuition.

• Students who are approved for half-time status (maximum 6 units) but who increase units are subsequently assessed full-time fees. University Extension units are counted in determining eligibility. Once approved for half-time study, HALF-TIME STATUS ONLY APPLIES WHEN A STUDENT IS ENROLLED IN 6 UNITS OR LESS, once a student enrolls in more than 6 units half-time status is automatically canceled and fees adjusted accordingly.

• Half-time study is approved only for reasons of employment, family responsibility or health. The reason must be stated and briefly described on the petition.

Students receiving financial aid are advised to consult with the Financial Aid office for regulations and procedures that may affect them.

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International Student Limitations (Half-Time Study and Leave of Absence)

Under normal conditions, an international student is not permitted to go on a leave of absence or to study half-time. 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 below circumstance. All requests for half-time study or a leave of absence for international students require International Center approval prior to OGS consideration. The usual requirements of departmental approval and campus regulations apply. Refer to Half-Time Study or Leave of Absence/Withdrawal procedures under Academic Affairs section.

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 Enrollment (OAR Enrollment Request)

• A graduate student seeking to enroll after the end of the second week must complete the Registrar's ENROLLMENT REQUEST form and obtain advisor and OGS approvals. The department may also require approval. The ENROLLMENT REQUEST form can be obtained from the Graduate Coordinator or the Registrar.

• After the ninth week, a student must complete the ENROLLMENT REQUEST form and a GENERAL PETITION, which must be signed by the advisor, department chair, and OGS.

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Late Fees

The Office of the Registrar assesses late fees, when a student registers (pays fees) or enrolls after the published deadline. Currently the assessment is $50 for late registration and $50 for late enrollment. A late registration fee is assessed for students, for whom fees are paid through OGS if they enroll late, thus causing $100 in late fees. Students who pay their fees, but do not enroll in time will also be assessed $100 late fees because the fee payment does not apply until enrollment occurs.

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.

New Students: Registration and enrollment is extended for new students to eliminate the need for any late fee waiver requests.

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Childbirth Accommodation for Doctoral Students

The Office of Graduate Studies assumes the cost for the accommodation policy. Doctoral student women who are anticipating childbirth and have Graduate Student Researcher (GSR), fellowships/traineeships, Associate In, or Teaching Assistant (TA) appointments may be excused from regular assignments for a period of up to six weeks without loss of financial support. Students eligible for both this accommodation and child bearing leave benefit for ASEs will first use the ASE benefit for up to four weeks. An additional two weeks will be considered under the accommodation policy. See Childbirth Accommodation Petition and Childbirth Accommodation Policy.

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Leave of Absence, Extension and Withdrawal

Used for requesting a Leave of Absence, and Extension of Leave and Withdrawal from a program. Student obtains form from graduate coordinator.

Graduate students are eligible for a maximum 3 quarters leave of absence with department approval and must obtain the form from the graduate coordinator. Periods of withdrawal up to 3 quarters will count as leave of absence.

Procedures: Leave of Absence

• A student who does not continue graduate study with the intention of resuming during a later quarter files a "Leave of Absence, Extension or Withdrawal" form prior to leaving the campus.

• A graduate student must have completed at least one quarter of academic residence and be in good academic standing (GPA of 3.0, and no more than 8 units of "F" or "U") to be granted a leave.

• Form must be filed no later than the end of the second week of instruction of the quarter in which the leave is to begin.

• International students must also obtain approval from the International Center.

• A student who has registered, paid fees and enrolled for the quarter in which a leave is being requested, must also indicate a withdrawal from classes on the form.

• Students are subject to refunds as published in the Schedule of Classes. Students are only eligible for a 100% refund if withdrawing from graduate studies on/by the 1st day of instruction.

• A student seeking to maintain health coverage must contact the Student Health Center to purchase insurance.

• While on leave, a student may not be employed by UCSD, UCSD Extension, or UCSD Medical Center or hold a fellowship, traineeship, or similar appointment administered by the University. Students may not use any University facilities or place demands on faculty.

• A leave of absence or withdrawal does not extend the period during which a grading problem "I" or No Record must be resolved.

Procedures: Extension of a Leave

• To extend an approved leave of absence, a student must notify the major department or group graduate coordinator at least two weeks prior to the end of the quarter in which the leave terminates.

• An extension requires approval of the department. The International Center must approve a Leave of Absence for all international students.

Procedures: Withdrawals

• A student leaving the University and not planning to return must return all borrowed library material, set up an exit interview with the Bursar's Office, and obtain all other clearances listed on the form.

• A student withdrawing during the first thirty-five calendar days of a quarter will receive a refund of fees according to the Schedule of Refunds for Tuition, Educational Fee, University Registration Fee, and other Student Fees. The date of withdrawal used in calculating a refund will be the date on which the form is submitted to OGS. Refer to the Schedule of Classes for refund information.

• A student on a leave of absence who subsequently withdraws must obtain all clearance signatures for the withdrawal.

Procedures: Returning from a Leave

• When planning on returning from a Leave of Absence, a student must notify the graduate coordinator of the quarter in which s/he intends to register. The coordinator then notifies OGS where they are reinstated into the system. The student cannot register until this is done. Notification of return from a leave can only be given to OGS by the department.

• When returning from a leave of absence of two quarters or more, a student must file a Statement of Legal residence with the Office of the Registrar prior to registering. The form can be obtained from the Graduate Coordinator or the Registrar's Office.

• For readmission refer to the section on the General Petition.

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Off-Campus Study (General Petition)

• An eligible student must be absent from UCSD for a period of not less than five consecutive weeks in a given quarter, and involved in pertinent research or study outside of California.

• The student may be eligible for a fee reduction of one-half the registration fee.

• A student must enroll in twelve units of course work or research at UCSD. Petition must include geographic location and specific institutional affiliation.

• Petitions must be submitted and approved prior to fee deadline date for quarter in which off campus study is to occur.

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Readmission (General Petition)

• A student, not on an approved leave of absence, whose status has lapsed due to an interruption in registration, must petition for readmission.

• Students must submit supplementary transcripts of all academic work undertaken since last enrollment at UCSD, and pay a readmission fee of $40.00 payment to be made at the Cashiers office.

• A Statement of Legal Residence is required for any student returning after an absence of two or more quarters.

• After an absence in excess of 3 quarters, previous doctoral candidates may be required to re-advance to candidacy ($65). Petitioners must have been in good academic standing (GPA 3.0 or higher with no more than 8 units of U or F) at time of withdrawal.

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Reinstatement (OAR Reinstatement Form)

• A graduate student whose enrollment has been canceled due to non-payment of fees must complete the REINSTATEMENT REQUEST (OAR) and obtain departmental and OGS approval before filing with OAR. Such students also pay all applicable late fees.

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Repetition of Courses (General Petition)

• A graduate student assigned a grade of D, F, or U only may petition to repeat the course on the same grading basis for which it was first taken.

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

• Only the grade received in the repetition will be used in calculating the overall GPA for the first 16 units repeated.

• Petition must be submitted to OGS for approval prior to enrollment in course to be repeated.

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Spring/Annual Evaluations

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:

1. A student advancing to Ph.D. or MFA candidacy during Winter or Spring of the current academic year.

2. 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.

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.

At present, the department of Biology has a schedule for a Fall 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.

Following is a summary of the policies regarding evaluations.

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.

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.

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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Transferring Credit (General Petition) - Master's Degree Candidates Only

• No more than one-half the total units required for a master's degree may be transferred.

• A student may petition to transfer courses completed at another UC campus (including UCSD Extension) for up to one half of total UCSD master's degree unit requirement (TEP: 10 units from another UC campus or UCSD Extension), a maximum of eight quarter units of work completed at an institution other than UC may be transferred (including TEP). In any case, no more than a total of one half of the units required for the master's degree may be transfer units.

• Eligible course work may not have been used to fulfill the requirements of any other degree, and must have been completed with a B- or better grade and must have been taken prior to enrollment as a graduate student at UCSD.

• A Student must submit proof that the course work to be transferred was not used to satisfy requirements for any other degree program. Degree checks or letters from provosts/deans may be used.

• Official transcripts of transfer course work must accompany the petition OR be on file at OGS.

• Under no circumstances will transferred work be included in calculating a student's GPA nor will it appear by class on the transcript.

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Waiving Academic Residency (General Petition)

• Residence requirements between advancement to candidacy and completion of the degree may be waived under special circumstances.

• Justification must be given under Section J (other) of petition.

Residence requirements are:

M.A., M.S. - minimum 3 academic quarters, at least one of which must follow advancement to candidacy.

M.A.S., M.Ed., M.Eng. - Minimum of 3 academic quarters.

M.P.I.A. - Minimum of 8 academic quarters.

M.F.A. - minimum 6 quarters for Visual Arts and 8 quarters for Theatre, at least one of which must follow advancement to candidacy.

D.M.A. - Minimum of 6 quarters, at least three quarters of which must follow advancement to candidacy.

Ph.D. - minimum 6 quarters, at least three of which must follow advancement to candidacy.

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Special Programs

Complimentary Enrollment of Graduate Students in University Extension Courses

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")

• 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 2 quarters preceding the request.

• Only one course can be taken with each voucher.

• The cost of the course must be between $45 and $270. The student must pay the balance if the course exceeds $270.

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

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.

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Education Abroad Program (EAP)

EAP is a system-wide program which permits UCSD students to study abroad at host institutions and for foreign students at UC Study Centers to attend UC campuses for one-year of non-degree study.

UCSD graduate students seeking to study abroad through EAP need to consult the EAP office in the International Center. Permission to participate in the EAP program is granted by the home department and the Dean of Graduate Studies. Prior to departure, the student must have completed one year of graduate work and be in good academic standing.

Applications for admission to UCSD from EAP students are forwarded by the UC EAP office and to OGS Office of Admissions. Departments should forward any application received directly from the EAP office to OGS Admissions in its entirety.

EAP students are not permitted to stay beyond one year.

In exceptional cases, the Dean of Graduate Studies may approve requests for admission to a Masters or PhD degree program. In these cases, the student's application must be considered in competition with other students seeking admission for the same quarter of status change. If the student is approved to change status during or after the EAP year, all fees for that EAP year must be repaid to UCSD.

If approved to change to a Ph.D. level, the Ph.D. time limits will begin accruing with the student's first quarter of registration at UCSD.

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Integrated Bachelor's/Master's Degree Programs

An integrated program leading to a Bachelor of Science and a Master of Science Degree in Bioengineering, Biology, CSE, ECE, MAE, Psychology, Physics, and SIO (Earth Sciences) is offered only to UCSD undergraduate students in those departments seeking to obtain the Master's degree within one year of completion of the baccalaureate degree.

Application is made to the respective program during the student's junior or senior year of undergraduate study. Applicants must have at least a 3.0 GPA overall and in the major.

Students accepted into the program by the department must follow the department and college requirements for the remainder of their undergraduate work in addition to the requirements of the integrated program.

During the student's final quarter of the bachelor's work, it is important that the graduate coordinator and the undergraduate coordinator discuss the student's status in the integrated program. The department must ensure that graduate (200 level) coursework, which the student has taken, as an undergraduate will not be used in any way toward the undergraduate degree, for additional/elective courses, or courses related to the integrated program.

Formal application to graduate study is made during the student's senior (or 4th) year of undergraduate study. AT THAT TIME the graduate application, the $60 non-refundable application fee, and original transcripts are submitted to the graduate coordinator/department. The department forwards the above material and an action form with the admit recommendation to OGS admissions.

From this time forward, the applicant/student is treated as a regular admit to graduate study.

NOTE THE FOLLOWING:

• Some departments consider this program as similar to a terminal Master's degree and will not consider the student further for a Ph.D.

• Departments may waive the GRE for students in this program.

• Students must have been accepted by the department into this program in their junior or senior year and completed and forwarded an application along with the $60 application fee to OGS in their senior year in order for the graduate or senior level research/coursework taken during the senior year to apply toward the Master's degree requirements.

• The student does not become a graduate student until the completion of the baccalaureate degree. OGS will not accept the application for graduate admission until the student is in the senior year of undergraduate study; the department may have the student complete the application along with any departmental supplemental information in the junior year.

• This is to be considered as general information on the program. Departments must maintain their specific requirements and information for faculty and students.

• Students must be in academic residence as a master's/graduate student for a minimum of three quarters, excluding summer.

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Intercampus Exchange Program for Graduate Students

The Intercampus Exchange Program allows a graduate student may study and perform research on any campus within the UC system. Student obtains form from graduate coordinator or OGS.

Procedures

• Applications must be completed and filed with OGS no later than four weeks prior to the beginning of the quarter in which the exchange is to occur.

• A UCSD student must have completed at least one quarter of study prior to beginning an exchange.

• Informal arrangements should be made between student and department faculty on the two campuses. Upon agreement of all concerned, student obtains and completes the necessary application.

• The student's advisor must approve the application. Forward the application to OGS for approval by the Graduate Dean.

• OGS then forwards it to the host campus graduate division for approval by the appropriate department and graduate dean. NO REGISTRATION PROCEDURES ON EITHER CAMPUS CAN BE COMPLETED until the fully approved application is in the hands of each campus' Registrar.

• Fees are paid at home campus. Once notified from the host campus, the student enrolls in applicable courses.

• Graduate students must adhere to all registration and fee deadlines as published in the UCSD Schedule of Classes.

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Joint Doctoral Programs

Joint doctoral program students (joint docs) are to be considered as regular students at UCSD regardless of their current quarter registration. They are bound by UCSD regulations and policies, including Ph.D. time limits.

They are required to be registered on either or both campuses each term, unless they are on an approved leave of absence.

Joint docs use special forms for admissions, committee nomination and reconstitution, advancement to candidacy, and the final report.

At the beginning of each academic year, SDSU advises OGS as to the campus of enrollment for the year each student in the program. OGS will then provide the OAR with the requisite fee waivers.

Due to the uniqueness of these programs, it is vital that communication regarding the joint docs be maintained by the s