Graduate Student Petitions

Graduate Petition Information
Change of Degree Status Petition and Requirements
General Graduate Student Petition and Requirements
In Absentia Petition and Requirements
- For students studying/conducting research outside of California
- Frequently Asked Questions (FAQ)
Leave of Absence Petition and Requirements
- For students seeking an official leave of absence from UCSB
- Frequently Asked Questions (FAQ)
Returning from In Absentia or an Approved Leave of Absence
- Impact of In Absentia and Leave of Absence on Degree Timeline
Reinstatement from Unregistered Status Petition and Requirements
Office of the Registrar Petitions

General Petition Information

The Graduate Division processes five types of petitions:

With the exception of the request for in absentia registration, for which the fee is waived, the fee for each petition varies. See individual petition for fee.

Department Graduate Advisors and/or Chairs review and recommend to the Graduate Dean approval or denial of students' petitions for academic changes. International students must also secure approval and signatures from the Office of International Students and Scholars (OISS), Student Resource Building 3130, (805) 793-2929.

The Dean of the Graduate Division has the authority to approve or deny graduate student petitions. When a student makes a request through the petition process, the student may be told whether the department has recommended approval or denial to the Graduate Dean, but the Dean makes the final determination.

NOTE: Only original faculty signatures, not a stamp, are accepted on petitions and forms.

Change of Degree Status Petition and Requirements

Changing or Adding Degree Objective, Emphasis, or Certificate

Students seeking to change their degree objective or emphasis use a Change of Degree Status Petition. Prior to initiating the petition process, students should consult with their home department as well as the new department, and/or interdisciplinary emphasis/certificate program advisor.

The Change of Degree Status Petition is used to:

Add or drop a doctoral or master's degree objective or emphasis within the same department;
Add or drop an interdisciplinary emphasis or certificate;
Add a degree objective in another department or program.

Please refer to the Change of Degree Status Petition for detailed instructions.

Transferring to a New Department

Current students must begin the petition process by consulting with the Graduate Division Academic Services unit. Students must use a Change of Degree Status Petition when requesting to transfer to an entirely new department. Graduate Division asks that the new department give the petition the same scrutiny as a new application for admission, including provision for departmental financial support (e.g., fellowship, Teaching Assistantship, Graduate Student Researcher). Department Graduate Advisors are cautioned against signing a change of status petition until they have reviewed the student's record, including information provided by the Graduate Division. The student should submit the paid petition to the Graduate Division, who will forward the petition and a copy of the student's academic file to the new department for review.

Please refer to the Change of Degree Status Petition for detailed instructions.

NOTE: Students who are admitted to an Unclassified, Non-Degree objective-e.g., EAP reciprocity visitors-may not use a Change of Degree Status Petition to change officially to a master's and/or doctoral degree program. Once admitted to non-degree status (coded as UC for unclassified), they must complete a formal Graduate Admissions Application and meet all requirements stated in the application. For assistance, contact the Graduate Division Admissions unit at gradadmissions@graddiv.ucsb.edu.

Second UCSB Master's or Doctoral Degree

Graduate students with an open degree objective who wish to earn a second UCSB master's or doctoral degree must petition the Graduate Division. Coursework used to complete one degree cannot be used to complete the requirements of the other degree. Students seeking a second UCSB degree must establish in writing that they will complete sufficient units and quarters of residency for both degrees. During the time of petition, students must attach a study plan outlining the coursework that will be used to fulfill requirements for both UCSB degrees.

General Graduate Student Petition and Requirements

Transfer of Credit Policies

The Graduate Council policy on transfer of units:

Upper-division and graduate courses may be transferred to UC Santa Barbara only if the student was in a graduate program when the courses were completed, and units were not applied toward a degree already awarded.
Although units of credit taken elsewhere may be transferred, it is not possible to recognize and count quarters of academic residency earned at another university toward the UC Santa Barbara academic residency requirement.
No transfer credit is allowed for courses taken while an undergraduate.
No courses taken during UC Santa Barbara Summer Session will apply toward a graduate degree or teaching credential unless admission to graduate standing to UC Santa Barbara was effective in the summer or in a previous quarter.
- Pre-matriculation: Students admitted to begin graduate degrees in the fall quarter who enroll in the UC Santa Barbara summer session courses immediately preceding the aforementioned fall quarter are considered "pre-matriculated" graduate students. Upper-division and graduate-level coursework completed during the summer session by pre-matriculated students will count toward University and departmental requirements, pending departmental approval.
Students must complete one graduate quarter at UC Santa Barbara before they may petition to transfer credit. With approval from the department and the Graduate Division, students may transfer up to 8-quarter units for courses completed with a grade of B or better from an accredited college outside the UC system; up to 12-quarter units may be transferred from another UC campus. Transferred units are treated as Pass/Not Pass upper-division units and are not computed into the UC Santa Barbara GPA, with the exception of courses completed through UC Santa Barbara Extension's Open University Program described in the following section.

Transferring Units from UCSB Extension's Open University or Education Abroad Programs

There are two special circumstances involving UC Santa Barbara graduate coursework that may be considered as transfer units:

Admitted students who had formally applied to a UC Santa Barbara graduate program at the time they completed coursework through UC Santa Barbara Extension's Open University Program may transfer up to 12 units to their graduate transcript, contingent upon department and Graduate Division approval. Open University courses taken in Fall 2000 or thereafter will be included in the UC Santa Barbara GPA if the department and Graduate Division accept and apply the courses toward the degree. Units taken through Open University prior to filing an admission application cannot be transferred.
Education Abroad Program (EAP) reciprocity students who are subsequently admitted to a master's and/or doctoral degree program can transfer up to 12 units taken at UC Santa Barbara while in non-degree EAP status. Under limited circumstances, one quarter of UC Santa Barbara residency can be granted to EAP students who are later admitted to graduate status. The said EAP student must pay all UC Santa Barbara fees and tuition for the quarter to be counted toward fulfillment of a graduate academic residency requirement.

Currently enrolled graduate students may not take courses through UCSB Extension's Open University Program, which can be taken through regular enrollment at UC Santa Barbara. If such courses are taken, no unit credit will be counted toward fulfillment of degree requirements set by the Graduate Council.

For courses other than concurrent courses-i.e., unusual courses not otherwise available at UC Santa Barbara-permission must be sought in advance from both the academic department and the Graduate Division to allow for a transfer of credit.

Before approving transfer units, the Department Graduate Advisor should be satisfied that the courses being transferred are equivalent to UC Santa Barbara offerings, particularly if they involve substitutions for departmental requirements. A General Graduate Student Petition is not necessary if the department is only recognizing area competencies, because the coursework and units will not be officially included on the student's transcripts. In those cases where competencies are recognized and a student is given "subject credit," the student must still enroll in courses in order to meet the department's unit requirement.

Waiver of Graduate Council Requirements

In situations where there is a request for a waiver of Graduate Council requirements, students in consultation with their departments should contact the Graduate Division Academic Services unit, (805)893-2277.

Permission for Dual Enrollment

Occasionally, UC Santa Barbara undergraduates who have been admitted to graduate status need an additional quarter to complete a requirement for the bachelor's degree. In cases where this delay was outside the student's control, the Graduate Division will allow the student to petition for "dual enrollment." Under dual enrollment, the student is allowed to begin graduate studies and enjoy graduate student privileges (e.g., holding an academic apprenticeship) while completing the bachelor's degree. Students facing this situation should contact the Graduate Division Academic Services unit, gradacademics@graddiv.ucsb.edu, (805) 893-2277.

In Absentia Petition and Requirements

Graduate students whose research or study requires them to remain outside California for the duration of a full quarter can take advantage of in absentia registration. The research or study must be directly related to the student's degree program and of a nature that makes it necessary to be completed outside of California. This includes students holding a fellowship, internship, or having a graduate student researcher appointment.

Students who are approved for in absentia registration will receive a reduction of 85% of the combined Tuition, Student Service Fee, and Campus Fees. Other fees, notably Nonresident Supplemental Tuition and UC Graduate Student Health Insurance fees remain unchanged. For the updated fee schedule, go to the Registrar's Summary of Quarterly Fees and Expenses.

Students using in absentia registration are responsible for adhering to the registration and fee payments deadlines published in the Registrar's quarterly Schedule of Classes. Students going out-of-state sometimes forget about these deadlines and become subject to late registration fees or worse, allow their status to lapse. These circumstances can be avoided by making arrangements for registration and fee payment for subsequent quarters before leaving UC Santa Barbara.

Refer to the Request for In Absentia Registration petition for eligibility criteria.

In Absentia benefits:

to remain a full-time registered student
combined Tuition, Student Service Fee, and Campus Fees reduced by 85%
remain eligible to receive financial aid
remain eligible to receive funding from central fellowships
remain eligible to hold a graduate student researcher appointment
may be used to delay repayment of student loans
retain UC Student Health Insurance (UC SHIP)

Applying for In Absentia Registration

Students should submit to Graduate Division the Request for In Absentia Registration petition by the deadline posted deadline in the Registrar's Calendars & Deadlines. The petition requires the approval of the Department Graduate Advisor or Chair and the student's research advisor. Their signatures verify that the student will be conducting research or engaging in study which requires that the student be outside California for one to three quarters. Students on nonimmigrant visas must also secure the approval of the Office of International Students and Scholars prior to submitting the petition to Graduate Division. There is no fee to process an In Absentia Petition.

Approval may be for one to three consecutive quarters. Extensions for additional quarters are at the discretion of the Graduate Dean.

In Absentia Frequently Asked Questions (FAQ)

Leave of Absence (LOA) Petition and Requirements

University of California policy requires continuous registration of graduate students until all degree requirements are completed. Graduate Council allows graduate students dealing with extraordinary circumstances to petition for a leave of absence under conditions outlined below. To be eligible for a leave, students must have registered for and completed at least one quarter

A leave of absence guarantees a student's place in their degree program upon return from their approved leave. Students who are not in good academic standing, with a cumulative GPA below 3.0 or with excessive units of unfinished coursework, must correct these deficiencies to be eligible for most types of leave. Questions regarding leave requests may be addressed to the Graduate Division Academic Services unit, Cheadle Hall 3117, gradacademics@graddiv.ucsb.edu

While students may be eligible for leave, they should take into consideration that taking a leave of absence means relinquishing many student privileges. Students must register if making extensive use of University resources or faculty time.

While on leave, students MAY be eligible to:

access the Student Health Service (without UC SHIP), on a fee-for-service basis.
purchase Student Health Insurance (UC SHIP) for a maximum of 2 quarters of leave.
have continued borrowing privileges at the Davidson Library (including doctoral privileges)
negotiate with the Office of Housing and Residential Services to remain in student housing
use the Recreation Center for a fee
use Career Services
place children in the University Children's Center

While on leave, students ARE NOT eligible to:

hold student academic appointments (TA, GSR) or other student appointment titles.
receive most forms of University financial support.
be exempt from payment of loans (check with loan agency)
have student bus privileges on the MTD (a valid registration card is required)
obtain parking privileges from UCSB Transportation & Parking Services

The Graduate Council allows students to take an official leave of absence for the following reasons:

Medical/health difficulties;
Pregnancy and/or parenting needs during the first 12 months after the child’s birth or placement in the home;
Emergencies in the immediate family;
Military duties required by the government of the student’s home country;
Master’s or doctoral students who intend to complete their final degree may petition for a filing fee leave of absence for the quarter planning to complete the degree. The filing fee leave may be used only once during a graduate student's career and never by a master's degree student continuing for a doctorate at UCSB. A student must be registered the previous academic (fall, winter, spring) quarter in order to request a Filing Fee LOA.

A Leave of Absence will not be granted for the following reasons:

Financial hardship and the desire to not pay fees
Desire to take "time off" from the pressure of studies
The necessity to focus primary energies on examination preparation or thesis/dissertation completion
Exigencies resulting from outside employment
Desire to protect Visa status

In reviewing Leave of Absence petitions, Graduate Advisors are asked to keep the following in mind:

Department approval of a leave of absence guarantees the student a position in the department when the student's leave is over.
Persons on leave are not, technically speaking, students. A student is someone who pays fees and registers; registration is required to hold student academic appointments and receive most University services.
Department must submit a Request for Change in Fellowship Schedule form if student requesting leave of absence is a Central Fellow.
When students go on leave, most financial agencies expect the repayment of loans.

The Graduate Division requires the following documentation to establish leave eligibility:

Students applying for medical and/or pregnancy leave must submit a doctor's note.
Students applying for leave for parenting (the first 12 months after the baby's birth or after adoption) needs must submit either a birth certificate or verification from an adoption or similar agency.
Students who are requesting a leave for a family emergency must explain in writing the circumstances behind the request.
International students in a F1 or J1 Visa category are required to make an appointment with Office of International Students and Scholars before requesting a family emergency leave of absence.
Students requesting a leave of absence to fulfill a military service obligation must furnish documentation from the government of their home country.
Students who are approved for a Filing Fee quarter of leave have entered into a contractual obligation to finish that quarter. Students who fail to file their theses or dissertations, or pass their master’s degree comprehensive examinations or final project during the approved quarter of Filing Fee leave must subsequently register the quarter the final degree requirements are met.

NOTE: Leaves are normally granted one quarter at a time for up to a maximum of three quarters during a student's graduate career. The Filing Fee leave of absence is counted separately from the first four categories (medical, parenting, family emergency, and military) and allowed only once during a student’s graduate career.

Leave of Absence Frequently Asked Questions (FAQ)

Returning from an In Absentia or Approved Leave of Absence

In Absentia and leaves of absence are approved for a set period of time only. It is not necessary for students to notify the Graduate Division when returning from in absentia registration or an approved leave of absence.

The Office of the Registrar automatically assesses fees and generates a pass time to register for classes in the quarter immediately following an approved leave of absence. Students on an approved leave of absence during spring quarter who wish to register in the summer session may enroll directly with Summer Sessions.

Impact of In Absentia and Leave of Absence on Degree Timeline Chart

	In Absentia Registration	Filing Fee Leave	Medical Leave	Family Emergency Leave	Parenting Leave	Military Leave
Time-to-Degree	Does not extend	Does not extend	Extends up to 3 quarters	Extends up to 3 quarters	Extends up to 3 quarters	Extends up to 3 quarters
PhD Classification	Does not extend	Extends P2	Extends P2	Extends P2	Extends P2	Extends P2
Non-Resident Tuition Reduction	Does not extend	Does not extend	Does not extend	Does not extend	Does not extend	Does not extend

Reinstatement from Unregistered Status Petition and Requirements

Students who have a break in registration (lapse) must petition to return to registered status. To reinstate, the student must complete a Petition for Reinstatement to Graduate Status and secure the approval of the department Graduate Advisor and the Graduate Division Academic Services unit.

Please note, fall quarter reinstatement is required for all students in unregistered lapsed status who plan to enroll in Summer Sessions courses to fulfill a degree milestone (i.e., advancing to doctoral candidacy) or complete a degree. Students must register in a minimum of 4 units during one six-week summer session. If the degree is conferred during summer, fall registration will be cancelled.

Departments are asked to think carefully about a decision to reinstate a student. A department may have good reasons for not reinstating a student. For example, if the student was having trouble meeting academic requirements, or the department's resources to support the student's area of interest have diminished over time, or faculty with whom the student previously worked have left UC Santa Barbara. These factors should be taken into account before reinstatement is approved.

Please refer to the for reinstatement requirements.Petition for Reinstatement to Graduate Status

Office of the Registrar Petitions

Schedule Adjustments

Graduate students use GOLD to make routine schedule adjustments prior to and at the beginning of the quarter. Well into the quarter, however, students must use a Graduate Schedule Adjustment Petition to:

Add classes
Graduate students have until the 15th day of instruction to add classes via GOLD. After the 15^th day of instruction students must submit a Schedule Adjustment Petition to the Office of the Registrar.
Drop classes
Change grading options
The deadline for dropping a class and/or changing a grading option by petition is the last day of instruction each quarter. There are earlier deadlines for students who use GOLD. See the Office of the Registrar’s Calendars and Deadlines for the exact dates.

The Graduate Schedule Adjustment Petition requires the review and signature of the course instructor and Department Graduate Advisor. Graduate Division approval is not required unless the request is retroactive (see next section for more information).

The Registrar assesses a charge for each schedule adjustment made after the deadline specified in Calendars and Deadlines, whether it was accomplished via GOLD or petition.

Additional requirements apply depending on the timing of the request, as explained below:

Retroactive Schedule Adjustments

Once a quarter is over and grades are posted, retroactive changes to student transcripts require Graduate Division approval. Retroactive grade changes will be approved only when the student can prove there was a legitimate clerical or administrative error. Graduate Council Policy stipulates that students cannot request grade changes because they are dissatisfied with their grades or want a more presentable transcript.

Students should be advised that if dropping a course brings their total units for the quarter below 8, this could affect their financial aid, employment, and fellowship awards.
This is particularly important for international students. As their student visas require they maintain full time enrollment status.

Repetition of Courses

With departmental approval, students occasionally repeat a course to earn a better grade, in some cases to meet departmental degree requirements. When students earn a better grade in their second attempt in the same course, they may petition to withdraw retroactively from the first attempt. If the instructor of the first course concurs with the request, the Department Graduate Advisor and Graduate Dean indicate their approval by signing the Graduate Student Schedule Adjustment Petition.

Students should be advised that if dropping a course brings their total units for the quarter below 8, this could affect their financial aid, employment, and fellowship awards.
This is particularly important for international students. As their student visas require they maintain full time enrollment status.

Late Registration

The Late Registration form is used to register for a quarter if not enrolled in at least one course by the registration deadline (3^rd week of the quarter). The Late Registration form requires signatures from individual course instructor(s), Department Graduate Advisor, and the Graduate Division Dean. Please see the Late Registration form for complete instructions.

Complete Withdrawal from Classes

Students who have registered and paid fees, and then need to leave the University must file a complete Graduate Withdrawal Petition to request a refund of fees and to cancel class enrollments to avoid the possibility of receiving failing grades. In an emergency, the Office of Student Life will help the student withdraw from classes and seek a refund of fees, Student Resource Building 2260, (805) 893-4569. Early in the quarter, speed is of the essence to gain the largest refund of fees possible. Students who might be eligible for an approved leave of absence should be encouraged to apply for a leave rather than withdrawing. To discuss leave of absence options, please contact Academic Services in the Graduate Division.

Graduate Handbook