Quite a few of the processes around graduate education on campus are subject to approval by your faculty Graduate Advisors and our colleagues in Graduate Studies. These are typically handled through forms which you complete and submit. Graduate Studies is working to incorporate all these forms into the GradSphere application, but as of now only a few are available as smart forms.
On this page, we hope to make the rest – which Graduate Studies terms "legacy forms", and makes available as simple PDF downloads – as smart as possible for your convenience while Graduate Studies works on their versions. You can read more about each form, and click the gold button to launch it. Once all necessary faculty have signed off, your Graduate Program Coordinator (GPC) will be able to upload the form to Graduate Studies on your behalf.
Please note that as these forms are provided by central campus, we are not able to offer the accessibility options we would prefer to in order to aid those who need visual or motor accommodations. If you are unable to access, read, or interact with a form, please speak with your Graduate Program Coordinator.
Available Forms
Academic Progress
These are forms which reflect relatively normal facets of your degree progress, from late enrollments to committee reconstitutions.
- Grading Option Change Petition
- What's This?
This form allows you to petition to change a letter-graded course to one with Satisfactory / Unsatisfactory (S/U) grading. S/U is essentially the "graduate school version" of Pass / No Pass grading.
Why Would I Do This?
Taking courses with S/U grading is a great way to explore material which is not related to your academic discipline. It could be tangential (e.g. perhaps a History PhD student wants to take an upper-division Art History course outside of their area of specialization), or it could be entirely unrelated (e.g. an Economics PhD student who'd like to take a lower-division Art Studio course). In either case, S/U grading allows you to minimize the effect of that course's grade on your GPA.
Who Can I Talk To?
Your staff Graduate Program Coordinator is a great resource with whom to discuss the specificities of your plan. The implementation of S/U grading does change (and get more liberal) after you advance to Candidacy, so they can chat with you about what you have in mind.
Prerequisites
- Enroll in a letter-graded course for its "exploratory" value.
- Where possible, submit this petition before the 25th day of instruction.
Start a Grading Option Change Petition - Intercampus Exchange Program Application
- What's This?
One of the neat quirks about the UC system is that, with approval, you can register for up to three courses at campuses other than the one you normally attend. This form allows you to formally request that arrangement, called the Intercampus Exchange Program (ICEP).
Why Would I Do This?
Typically, because either there is a unique opportunity available to you at another University of California which furthers your core scholarship. This process is not intended to replace the process of formally transferring to another UC, though, so if your needs are longer-term (e.g. you're moving to SoCal and want to finish your degree at UCLA) the ICEP is not a good fit. You can read more about the process on the Graduate Studies website.
Who Can I Talk To?
Your faculty Graduate Advisor will be the best source on how the ICEP course(s) might fit into your UC Davis degree plan. Graduate Studies Senior Academic Advisors will be able to offer insight into the ICEP process.
Prerequisites
- Talk to your home and host Graduate Program Coordinator.
- Ensure you are registered in UC Davis courses (coursework or 299s); you must maintain continual enrollment at UCD while on intercampus exchange (the host campus doesn't charge you tuition).
- Make sure to submit this request with as much lead time as possible. UC Davis needs the form at least four weeks prior to your host campus's term start date.
Start an Intercampus Exchange Program Application - Late Enrollment Petition
- What's This?
If you haven't registered for any classes by the 12th day of instruction, you must first submit this Late Enrollment Petition before you can get registered.
Why Would I Do This?
Course additions after the 12th day of instruction are considered a "Late Add" by the Office of the University Registrar (due to an Academic Senate regulation). If you're already registered for some courses (let's say you're in 8 units of 299 and want to add another faculty member's 299 after day 12), you can add in to such courses with a Permission to Add (PTA) number. If you're not already registered, though, then you're not considered an enrolled student – necessitating this Late Enrollment Petition.
Course additions after the 25th day of instruction are a bit of a bigger deal, and require a Retroactive Change.
What if I Need to Add More than One Course?
You only need to do the Late Enrollment petition for the first course – to get you enrolled at all. Once you're active and enrolled in the first course, you can add the others directly through a PTA number. That is, there is no need to do this petition for each of your classes if you need to add more than one.
Who Can I Talk To?
Your Graduate Program Coordinator is the first and best stop; indeed, if you're not enrolled by the 12th day of instruction, it's likely that they've been trying very hard to get in touch with you!
Prerequisites
- Speak with your Graduate Program Coordinator to get any PTA numbers necessary.
Start a Late Enrollment Form - Permission to Drop Petition
- What's This?
Through the 10th day of instruction, you can drop courses at-will through Schedule Builder. After that deadline, though, drops require your program's involvement as they can interfere with the Late Add deadline and negatively affect your student status. The Permission to Drop Petition is how you request those late drops.
Why Would I Do This?
Functionally, because you need to in order to drop courses. In practice, a drop could be for any number of reasons – registered for the wrong 299, enrolled in a random undergraduate art class for personal edification, and so forth. Note that if you need to do a unit-change in a 299 as a result of your Late Drop, you'll also need to do a Variable Unit Change Petition, which you can launch through GradSphere.
Who Can I Talk To?
Your Graduate Program Coordinator is a great resource in this regard, as they can advise you on any next steps to ensure your Late Drop doesn't affect your student status.
Prerequisites
- Talk to your Graduate Program Coordinator.
- Think about how you'd prefer to remain in full-time student status (12+ units) – could be a course addition, or more 299 units.
Start a Permission to Drop Petition - Reconstitution of Committee Membership
- What's This?
When you have submitted a QE Application or advanced to Candidacy, the committee you selected is "locked" – it has been subject to review and approval by Graduate Studies and your program, and cannot be altered at-will. It can be altered through a formal Reconstitution of Committee Membership, however, so you're in the right place!
Why Would I Do This?
Typically, because your committee is changing 🙂 This happens frequently; perhaps you wish to include a new member so that their expertise is reflected on your committee, or maybe one of your committee members has retired since you Advanced to Candidacy and can no longer serve.
Who Can I Talk To?
Talking to your Graduate Program Coordinator is a good plan, so that they are aware of the change and can discuss next steps with you. Your committee chair and faculty Graduate Advisors are available to discuss the academic ramifications of any change to your committee.
Prerequisites
- Talk to your Graduate Program Coordinator.
- If you're enrolled in a Designated Emphasis, make sure your DE is still represented on the new committee.
- Inform your committee chair of the change.
Start a Reconstitution of Committee Membership Form - Time to Degree Extension Request
- What's This?
Graduate degrees at UC Davis are subject to "normative time", with PhDs notionally taking about four to six years and Master's taking about six quarters. While Master's programs can self-manage in this regard, PhD programs are subject to a bit more scrutiny from Graduate Studies. It's expected that you will be filing a dissertation for your PhD within 12 quarters of passing your QE; if that doesn't happen, you and your program get a "three quarter warning". If after receiving that warning you do not file, you're subject to a recommendation for disqualification (this is explicitly not a you will be disqualified, however). You can read more about the process here.
Filing a Time to Degree Extension Request allows you to express your faculty's support for extending this deadline, and add any supporting documentation you would like.
Why Would I Do This?
Ultimately, because you think that with a little bit more time, you will be able to complete your doctoral program. There can be so many circumstances which contribute to delays in your research – illness, competing social or economic pressures, theft of your laptop, global pandemics – and an administrative climate so bereft of empathy that it cannot recognize this and allow for such cases to be documented and excepted would be a poorer one.
Who Can I Talk To?
Talking to your Graduate Program Coordinator is a good plan; they will be able to help you connect with any resources which might support your academic success.
Prerequisites
- Speak with your Major Professor to get a letter of support.
- Determine a detailed timeline of work remaining to complete your dissertation.
- If you would like, prepare any supporting documentation you'd like to include (e.g. a note from a doctor or the Student Disability Center).
Start a Time to Degree Extension Request - Transfer Coursework Petition
- What's This?
Under certain circumstances, Master's students may transfer work taken elsewhere to be credited toward your degree requirements. Do note that this isn't possible for PhD students; for doctoral degrees programs may accept course substitutions ("you took a course that looks like ECN 210A somewhere else, so you can take a different four-unit graduate course here"), but not transfer coursework ("you took a course that looks like ECN 210 somewhere else, so that's four fewer units you need to take here"). This form allows Master's students to request that transfer. You can read more about the policy here, and see the Grad Studies site on the topic here.
Why Would I Do This?
Our programs do not have a direct-entry Master's degree, so the answer could well be "why indeed" depending on your pathway 🙂 If your academic plan has changed such that you are pursuing a Master's after being accepted to the PhD, though, you could petition to transfer coursework if you took graduate courses at another institution before coming to UC Davis.
Who Can I Talk To?
Talking to your Graduate Program Coordinator is a good plan. There are limitations on transfer coursework which go beyond a simple "yes, I'm getting a Master's", so it's advisable to speak with them first.
Prerequisites
- If you had submitted an official transcript from your prior institution when you applied to UC Davis, get ahold of an unofficial one.
- If you had not submitted an official transcript from your prior institution, please request that one be provided to gradservices@ucdavis.edu.
Start a Transfer Coursework Petition
Degree Objectives, Designated Emphases, and Certificates
These are forms which affect the outcome of your studies – changing your degree plan, or adding a certificate.
- Designated Emphasis Application
- What's This?
As you could add a minor to your undergraduate degree, so too can you add a Designated Emphasis, or DE, to your doctoral degree (DEs are not available for Master's degrees). Each DE focuses on an interdisciplinary area of specialization, and is noted on your diploma. You can read more about DEs, and see a full listing of them, on the Graduate Studies website.
Admission to DEs requires approval from their Chair; this form allows them to communicate that approval officially.
Why Would I Do This?
Generally, because you want to! Designated Emphasis participation is not required, but it is a great way to engage in "extra" study which might be of great relevance to your doctoral pathway. For example, it's quite common for doctoral students in History to add the Science and Technology Studies DE. The DE you seek need not be formally-affiliated with your doctoral program.
Who Can I Talk To?
Chatting about the addition with your faculty Graduate Advisor is a good step, as DEs require coursework and representation on your QE and Dissertation committees. Likewise, the DE's listed Chair is a good contact with whom to discuss the DE's requirements.
Prerequisites
- Talk to the DE Chair and your program's faculty Graduate Advisor.
- Consider your QE and Dissertation committees; a DE-affiliated faculty member will need to serve on both.
Start a Designated Emphasis Application - Designated Emphasis Final Verification
- What's This?
As you could add a minor to your undergraduate degree, so too can you add a Designated Emphasis, or DE, to your doctoral degree (DEs are not available for Master's degrees). Each DE focuses on an interdisciplinary area of specialization, and is noted on your diploma. You can read more about DEs, and see a full listing of them, on the Graduate Studies website.
The DE's Chair must officially communicate your completion of the DE's requirements; this form allows them to do so.
Why Would I Do This?
In short: so that you can get credit for the work you've done!
Who Can I Talk To?
Your DE Chair will be the best source on whether you have completed its requirements. Your Graduate Program Coordinator will be able to assist, but they are not expected to be the experts on the requirements set by external programs like DEs.
Prerequisites
- Have a previously-approved DE Application (see above) on file.
Start a Designated Emphasis Final Verification - Graduate Certificate Application
- What's This?
Graduate Certificates at UC Davis are a structured sequence of courses and requirements that focuses on a specialty or area of expertise not offered by a regular degree program. As the name suggests, you get a certificate of completion distinct from your current degree program; for something more analogous to undergraduate minors, which are more intertwined with your degree program, check out Designated Emphases above.
Admission to Certificates requires approval from their Chair; this form allows them to communicate that approval officially.
Why Would I Do This?
Generally, because you want to! Certificate participation is not required, but it is a great way to engage in "extra" study which might have some relevance to your intended career path. A full list of Certificates can be found on the Graduate Studies website; few are related directly to the Economics or History degree programs, but one could see how Certificates like Industrial Ecology or Second Language Acquisition could be beneficial.
Note that unlike the Designated Emphasis, you do not need faculty representation from your Certificate on your QE and/or Dissertation Committees.
Who Can I Talk To?
The Chair of your chosen Certificate will be the expert its requirements. Your Graduate Program Coordinator will be able to assist and discuss the impact of Certificate coursework on your academic plan, but they are not expected to be the experts on the requirements set by external programs.
Prerequisites
- Talk to the Certificate Chair and your program's faculty Graduate Advisor.
Start a Graduate Certificate Application - Graduate Certificate Final Verification
- What's This?
Graduate Certificates at UC Davis are a structured sequence of courses and requirements that focuses on a specialty or area of expertise not offered by a regular degree program. As the name suggests, you get a certificate of completion distinct from your current degree program; for something more analogous to undergraduate minors, which are more intertwined with your degree program, check out Designated Emphases above.
The Certificate's Chair must officially communicate your completion of the Certificate requirements; this form allows them to do so.
Why Would I Do This?
To formally complete your Certificate, and get credit for your work 🙂
Who Can I Talk To?
The Chair of your chosen Certificate will be the expert its requirements. Your Graduate Program Coordinator will be able to assist and discuss the impact of Certificate coursework on your academic plan, but they are not expected to be the experts on the requirements set by external programs.
Prerequisites
- Have a previously-approved Graduate Certificate Application (see above) on file.
- Complete the requirements for your chosen Certificate.
Start a Graduate Certificate Final Verification - Petition to Change or Add a Major or Degree Objective
- What's This?
Your degree objective – "a PhD in History" or "a PhD in Economics" cannot be changed at-will since different majors and degree objectives have different requirements for admission. The Petition to Change or Add a Major or Degree Objective lets you submit a formal request for changes.
Why Would I Do This?
Changing your degree objective is not uncommon. If you were admitted to a PhD program, you might add a Master's on the way to your PhD, or change your degree objective from PhD to Master's if you've decided that a doctoral program isn't right for your life plan.
Changing your major is more unusual, but equally possible. By way of example, a student in the Sociology PhD program might decide that the arc of their research is bending toward something which looks very much like a PhD in History instead, and commit to this change on that basis.
Lastly, adding a major is most unusual, but also accounted-for! For example, a student in the Economics PhD program could satisfy the requirements for admission to the MS in Statistics and decide to add that degree path without altering their PhD plans.
Who Can I Talk To?
Your faculty Graduate Advisors are great first points of contact to discuss substantial changes to your academic plan. Your Graduate Program Coordinator is also an expert on what different changes might mean for you in practice. Both are able to help you parse the degree requirements for the objective you're adding or changing into.
Prerequisites
- Talk to your Graduate Program Coordinator.
- Particularly if you have advanced to Candidacy in a degree objective you're leaving, do speak with your dissertation chair.
- If you are adding a new major, make sure you speak with the Graduate Program Coordinator for your new major, and the faculty with whom you'll be working. The request to join generally shouldn't be the first thing they hear from you 🙂
Start a Petition to Change or Add a Degree Objective
e.g. You are an Economics or History doctoral student adding a Master's, or changing from the Ph.D. to the Master's, in your current major.
Start a Petition to Change or Add a Major
e.g. You are an Economics or History doctoral student adding Master's or Ph.D. in another major.
Changes to Student Status
These are forms which affect your student status itself – things like leaves, reduced-fee statuses, and readmissions.
- Filing Fee
- What’s This?
Filing Fee is an optional, one-time, non-registered status used when you're just about ready to graduate. It reduces your cost to attend significantly, on the notion that the only thing between you and your degree are a few administrative steps. You can read more about Filing Fee on the Grad Studies site; this form allows you to petition for that status.
Why Would I Do This?
Filing Fee is used when you've advanced to Candidacy, completed all your degree requirements and research, and have a final draft of your thesis or dissertation all ready to go. If you have done all that but need a few more weeks to do a final read-through and get a few forms signed, it'd be onerous to charge you full tuition and fees for a quarter more (especially if you're out of teaching quarters to cover tuition and fees). Filing Fee lets you pay a $192 fee, and get those last administrative steps in toward your graduation.
Who Can I Talk To?
There are eligibility criteria to consider, and some caveats – particularly around your Student Health Insurance Plan and academic employment – so it’s really important to speak with your Graduate Program Coordinator as you finalize your plan for Filing Fee.
Prerequisites
- Speak with your staff Program Coordinator and thesis/dissertation chair.
- Think about and prepare a Completion Plan.
- If you are an international student, also discuss Filing Fee with your SISS Advisor
- Pay the $192 fee at the GS Forms Store, and forward the receipt to your Program Coordinator.
Start a Filing Fee Application - In Absentia Registration
- What’s This?
In Absentia is a reduced-fee status you can use when you have an academic need to conduct research outside of the "local campus region" (as defined by policy). In principle, because you are using fewer campus resources, you're assessed lower tuition. This form allows you to apply for In Absentia status.
Why Would I Do This?
Typically, In Absentia (IA) is used if you're conducting off-campus research for a quarter or more. It benefits you because you only pay 15% of the usual tuition and fees (full SHIP and Non-Resident Supplemental Tuition still apply). Although you can still receive fellowships and work as a GSR (although not as a TA), the intent of IA is to recognize that folks conducting research away from campus are using only a fraction of the campus resources they otherwise would be, and reduce their cost to attend accordingly.
Who Can I Talk To?
There are eligibility criteria to consider, and some caveats, so as with any other change to your student status it’s really important to speak with your Graduate Program Coordinator as you think about In Absentia.
Prerequisites
- Speak with your staff Program Coordinator and faculty Graduate Advisor.
- If you are an international student, it's worth discussing the plan with your SISS Advisor, particularly if you plan to travel internationally while on In Absentia status.
Start an In Absentia Registration Application - Planned Educational Leave Program (PELP)
- What’s This?
PELP is a process by which you can take a leave from your enrollment and academic obligations, while guaranteeing your ability to return to your studies. You can read more about PELP on the Graduate Studies website.
Why Would I Do This?
There are many reasons for going on PELP; they can include family or personal medical care, career opportunities you can’t wait to pass up, or leaving UC Davis to hike the Pacific Crest Trail because you are ꜱᴏ ᴠᴇʀʏ ᴠᴇʀʏ ᴛɪʀᴇᴅ. By formalizing your leave, you can ensure your return to UC Davis is as smooth as possible, with an academic plan agreed-upon by you and your faculty mentors.
Who Can I Talk To?
There are eligibility criteria and some caveats – particularly around your Student Health Insurance Plan and academic employment – so it’s really important to speak with your Graduate Program Coordinator as you finalize your plan for PELP. If you would prefer to speak with Graduate Studies rather than anyone in the department, you can contact a GS Advisor here.
Prerequisites
- Speak with your staff Program Coordinator.
- If you are an international student, also discuss your leave with your Services for International Students & Scholars (SISS) advisor.
Start a PELP Application - Reactivation Request
- What’s This?
If your student status has been ended due to holds or leaves, one very naturally would like it to come back as soon as practicable. This is called Reactivation. In many cases it is automatic, but in a very few cases your student status must be brought back manually. In many of those cases staff will take care of it for you, but you can also submit this form to request Reactivation.
Why Would I Do This?
To address the condition of being insufficiently activated.
...in all seriousness, if your student status is not active and the request for reactivation must come from you, your Graduate Program Coordinator will generally let you know directly (indeed, you may have arrived on this website due to a link from them requesting that you do so).
Who Can I Talk To?
As suggested above, your staff Program Coordinator is a tremendous resource. They will be able to loop in other offices as-needed if your student status has changed as a result of a hold.
Prerequisites
- Ensure that any holds present have been cleared.
Start a Reactivation Request - Readmission Application
- What's This?
When you have left your graduate program, you can't take back up your studies without first formally readmitting to UC Davis. This is done through submission of a Readmission Application.
Why Would I Do This?
Readmission is a simpler process than your initial application to graduate school, but it still requires approval. Typically, faculty and staff will be working with you to ensure you have an academic plan ready to go upon readmission, and that you are well-informed about financial support before you make the decision to return to graduate school. This form codifies that decision, and formalizes the department's request to readmit you.
Who Can I Talk To?
Your Graduate Program Coordinator is a great first resource, and can put you in contact with necessary faculty! If you are an international student, we strongly suggest that you also chat with Services for International Students and Scholars, who can advise you on any changes since you were last enrolled. Because readmissions are largely at the program's discretion, you do not need to contact Graduate Studies.
Prerequisites
- Talk to your Graduate Program Coordinator and Admissions Chair.
- If you are an international student, contact SISS about your readmission.
- If after doing the above you have decided to proceed, pay the $70 readmission fee at the GS Forms Store and forward the receipt to your Graduate Program Coordinator.
Start a Readmission Application - Release of Academic Hold
- What's This?
Under certain circumstances, a hold can be placed on your ability to register for courses as a result of an academic concern. These holds can be lifted after an advising appointment with your faculty Graduate Advisor, at their request. This form simply allows you and they to confirm that the appointment took place, and details the advising plan you determined together.
Why Would I Do This?
Functionally, to get the hold lifted. The "spirit of the law" is to ensure that you are able to discuss the hold and your resulting academic plan together, and that the outcome is documented in a way which both you and your Advisor agree upon.
Who Can I Talk To?
Your faculty Graduate Advisor will be able to discuss the nature of the academic concern with you, and indeed should be reaching out. Your staff Graduate Program Coordinator will be able to discuss the ramifications of the hold with you.
Prerequisites
- Meet with your faculty Graduate Advisor to discuss the hold.
- Devise an advising plan in collaboration with your Advisor, including changes discussed, strategies, goals, or timelines to achieve good standing (i.e. study or time management methods, development workshops or training, workload adjustment, etc.).
Start a Recommendation for Release of Academic Hold
Other Forms
- Petition for Exception to Policy
- What's This?
This is one that you don't really need to worry about; it's here for staff reference. The Petition for Exception to Policy (PEP) allows departments to request exceptions to circumstances which would otherwise prevent your employment. For this reason, it's often termed a "Hiring PEP".
Why Do You Do This?
Employment in titles like Teaching Assistant (TA) or Graduate Student Researcher (GSR) is conditional on lots of eligibility statuses. For example, employment of a student on Academic Probation without a PEP isn't possible. But by requesting permission to work around those statuses, we can proceed with the hire. So, functionally, we do this to request exceptions to policies which (if applied without care and understanding) would result in unfriendly outcomes for you.
Who Can I Talk To?
Your Graduate Program Coordinator is a great first resource if you are concerned about statuses which affect your eligibility for employment. You may also hear the PEP mentioned by other staff or faculty with whom you are discussing work.
(For Staff) Launch an Appointment PEP