Academic Services

Registration Expectations

Official Registration Status
Unfinished Coursework
Unregistered (Lapsed) Status
Registration Forms and Petitions
Reduced Nonresident Tuition for Doctoral Candidates
Graduate Class Level (PF, MA, P1, P2, P3)

Official Registration Status

Requirements

Continuous registration (Senate reg. 275A) is required of all graduate students.

To achieve official registration status during the academic year (Fall, Winter, Spring Quarters), students must be registered, with fees paid, in a minimum of 8 units(although 12 units per academic quarter is expected).

A student must have an official registration status in order to complete degree milestones, including:

  • Take or complete a master's comprehensive exam or project
  • Advance to doctoral candidacy
  • File a thesis or dissertation
  • Have a degree awarded

A student who is planning to complete one of the above degree milestones during summer, must meet one of the following requirements:

  • If registered or on a Filing Leave of Absence during Spring quarter, no Summer Session registration is required
  • If on another type of Leave of Absence (medical, family emergency, parenting, military) Spring quarter, must have completed a minimum of 4 units during one Summer Session
  • If not registered (lapsed) Spring quarter, must be officially reinstated to Fall quarter and have completed a minimum of 4 units during one Summer Session

Students who are filing a thesis, dissertation, or having their final degree awarded can be on a Filing Leave of Absence during that quarter in lieu of registering.

Privileges

Official registration status is required for the following:

  • Employment in an academic appointment title (TA, GSR, Reader, Tutor)
  • Campus services (e.g., Library privileges, University housing, Student Health Services)
  • Receive financial aid (loans, fellowships)
  • Defer loan repayment
  • International student immigration status

Unfinished Coursework

Students with Incomplete grades or grades of NG, NR, or IP on their record are ineligible to advance to doctoral candidacy or be awarded a master's degree until grades are assigned.

However, a doctoral degree may be awarded in certain circumstances if a student has an Incomplete grade, No Grade (NG), or No Record (NR) in coursework not needed to fulfill requirements.

Incomplete Grade

Students must file an Incomplete Petition with the Office of the Registrar prior to the last day of the quarter to receive an Incomplete (I) grade. If an extension is needed, students should contact their Department Graduate Program Assistant for assistance. 

An I grade on a student’s record at the time of graduation in a course not necessary for the fulfillment of degree requirements may be removed only up to the end of the fifth week of the term following the date of graduation. If not removed, it will not be changed to an For NP but will remain an I grade permanently. At the time of graduation, an I grade in a course taken for a letter grade must be utilized in the computation of the grade-point average. Its effect in that computation is identical to that of an F(Senate Reg. 20D)

Policy and instructions can be obtained from the Office of the Registrar.

No Grades and No Records

Graduate students may carry No Grades (NG) and No Records (NR) for one quarter after the course was originally taken. At the end of the next quarter, the NG or NR will automatically revert to a failing grade unless the instructor assigns a grade.

Unregistered (Lapsed) Status

Graduate students who fail to register (lapse) relinquish all student privileges including:

  • Preexisting offers of departmental financial support (i.e., graduate student academic appointments and fellowships)
  • Use of Student Health Services
  • Library access
  • U-Mail (access is terminated after 13 months of lapsed status)
  • Ability to defer repayment of student loans
  • International students immigration status (may be asked by the U.S. Immigration Service to leave the United States)
  • Non-resident tuition reduction is not deferred by the number of lapsed quarters (non-resident tuition reduction is effective for 3 calendar years regardless of registration status)

Quarters in lapsed status still count towards normative and time-to-degree deadlines.

Registration After Lapsed Status

A student not registered for at least one quarter, must submit a Reinstatement Petition to regain graduate student status. Please note that reinstatement is at the discretion of the department and is not automatic.

For detailed information about the reinstatement process, please refer to the Petition for Reinstatement to Graduate Status.

Registration Forms and Petitions

Schedule Adjustments

Graduate students use GOLD to make routine schedule adjustmentsThe policy for specific schedule changes are outlined below:

  • Change Grading Option
    • Graduate students have until the last day of instruction to change the grading option via GOLD. Please note that some courses are only offered on a letter grade basis or S/U basis and can't be changed.
    • After the last day of instruction, students must use the Retroactive Schedule Adjustment Petition-Graduate Students.

Graduate Division approval is not required unless the request is retroactive (submitted after the last day of instruction.)

Retroactive Schedule Adjustments

Once instruction has ended for a quarter, changes to student transcripts are considered retroactive and are considered on a case-by-case basis with final approval resting with the Graduate Dean.  To request a retroactive change, please submit a Retroactive Schedule Adjustment Petition.

Retroactive schedule adjustments will be approved only when the student can prove there was a legitimate clerical or administrative error, or serious change in circumstance that prohibited completion of the action by the deadline. Graduate Council Policy stipulates that students cannot request retroactive schedule adjustments because they are dissatisfied with their grades or want a more presentable transcript. If you are unsatisfied with your final grade, please see the procedures for a Grade Appeal.

Course Repeats

Students may 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, with department approval, they may petition to withdraw retroactively from the first attempt. If total units for the quarter drop below 8, financial aid, employment, and fellowship awards will be affected. International student visas require full time enrollment status (minimum of 8 units).

Graduate students are not allowed to repeat a graduate-level course (numbered 200 or higher) in which a grade of B or better was received.  Graduate students are not allowed to repeat an undergraduate-level course (numbered 1-199) in which a grade of C or better was received. More information on course repeats can be found in the General Catalog.

Late Registration

If a student is not enrolled in at least one course by the registration deadline (third week of the quarter), a Late Registration Form must be completed. The Late Registration form requires approval from individual course instructor(s), Department Graduate Advisor, and the Graduate Division Dean.

Complete Withdrawal from a quarter

Students who have registered and paid fees/tuition, but need to withdraw from all of their courses must file a complete Graduate Withdrawal Petition to request a refund of fees and to cancel class enrollments. Before completing a Withdrawal Petition, ‚Äčstudents must discuss ‚Äčtheir options with their department and a Graduate Division Academic Services staff member as withdrawing has many implications on fellowships, employment, housing, and financial aid.
For more information about refunding of fees, please see the Registrar's Refund Schedules.

Reduced Nonresident Tuition for Doctoral Candidates

Effective Fall 2006, the quarterly nonresident tuition fee is reduced by 100% for graduate doctoral students who have advanced to candidacy. Eligibility for the reduced nonresident tuition is measured in calendar years, and begins with the first academic quarter following advancement to candidacy. Leave of absence and unregistered quarters will not extend a student's eligibility. A student who continues to be enrolled or who re-enrolls three calendar years after advancing to candidacy will be charged the full nonresident rate in effect at the time.

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