University of California, Riverside

Graduate Division



Graduate Academic Affairs Regulations and Procedures



Topics

Registration and Enrollment

Grading
Transfer of Units
Coursework Exceptions
Language Requirement
Professional Development Requirement
Examinations
The Master's Degree
The Doctoral Degree
Change in Major/Degree Objective
Designated Emphasis
Acceptable Progress and Academic Dismissal
Academic Integrity, Appeal Procedures and Dispute Resolution
Academic Employment
Fellowship Recipients

Registration and Enrollment

  • Continuous Registration

    Regulations:

    • Unless a Leave of Absence has been granted, students are expected to register for every academic quarter once their graduate studies begin. For the quarter in which the degree is actually awarded, students must either be registered or on Filing Fee Status.
  • Directed Studies Courses (290)

    Deadline: The Petition for Directed Studies must be submitted no later than the first day of instruction of the quarter the student plans to take the 290.

    Regulations:

    • Courses numbered 290 (Directed Studies) are intended to provide an opportunity for qualified students to undertake advanced work in a topic appropriate to the student's special interests and needs, which is not covered in a regularly offered course on campus.
    • Research and creative activity that is intended for publication/performance/etc. should not be used as the basis for a 290. Such activity should be classified as 297/299 depending on whether or not it is related to a student's thesis.
    • Studying for exams, even if (for example) this involves individual work with a faculty member to develop a coherent reading list, should not be used as the basis for a 290; this falls under 291.
    • The 290 should not be used for 100-level work.
    • The 290 should not be used if the same work is available in a regularly offered course on campus.
    • Students should not use the 290 course if another course within the 290-299 course range is more appropriate. Other courses in the 290-299 range are:
      • 291 – Studying for Exams. Graded S/NC. Students cannot use this course to fulfill any unit or degree requirements.
      • 292 – This course is paired with a 100-level to make it a graduate course. Typically it will be 1 or 2 units. It cannot be paired with a lower-division undergraduate course. May be letter graded. Students register in and attend the 100-level and use the 292 to do additional work.
      • 297 – Directed Research, typically research work that is not directly related to the student’s thesis or dissertation. Graded S/NC.
      • 299 – Research for the thesis or dissertation. Graded S/NC

    Procedure:

    1. Approval is not required prior to enrolling students in 290 courses. If a 290 petition is denied, enrollment can be adjusted at that time.
    2. The Petition for Directed Studies is printed from the forms page of the Graduate Division website.
    3. The petition must be completed, with a detailed response to each question provided. Students should provide as much detailed information as possible in their responses, in order to avoid delays in processing.
    4. The petition must have original signatures from the student, the instructor and the Graduate Advisor (The Graduate Advisor of the student’s department should sign, not the Graduate Advisor of the department in which the 290 is offered).
    5. A detailed syllabus should be attached to the petition. The syllabus should include the time, place and content of each intended meeting.
    6. The completed and signed petition is forwarded to the Graduate Division.
    7. Once the Graduate Division reviews the petition, the student and Graduate Program Coordinator will be notified by email.
  • Enrollment Adjustment

    Deadlines:

    • Deadline to add a course: Week 3
    • Deadline to drop a course: Week 6

    Regulations:

    • If a student is employed as a TA or GSR or holds a fellowship, he or she must be enrolled in 12 units.
    • If a student has loans, he or she should check with financial aid before dropping below 12 units.
    • International students are required to be enrolled in at least 12 units of course work.

    Required Paperwork by Week to Add or Withdraw From a Course:

    Week

    Required Paperwork

    1-2

    Students may add and withdraw from courses through R'Web. No “W” will appear for dropped courses. No fee is required.

    3

    Add: The Enrollment Adjustment Form must be submitted. No fee is required.

    Withdraw: The Enrollment Adjustment Form must be submitted. A “W” will appear on the transcript for dropped courses. No fee is required.

    4-6

    Add: The Enrollment Adjustment Form and Late or Retroactive Enrollment Adjustment Form must be submitted from this point forward. The $4 fee is required.

    Withdraw: The Enrollment Adjustment Form must be submitted. A “W” will appear on the transcript for dropped courses. The $4 fee is required.

    7 and Beyond

    Add: The Enrollment Adjustment Form and Late or Retroactive Enrollment Adjustment Form are required. The $4 fee is required.

    Withdraw: The Enrollment Adjustment Form and Late or Retroactive Enrollment Adjustment Form are required from this point forward. A “W” will appear on the transcript for dropped courses. The $4 fee is required.

    Procedure:

    1. The required paperwork should be submitted to the Graduate Division.
      • The Enrollment Adjustment Form can be obtained from the Registrar’s Office.
      • The Late or Retroactive Enrollment Adjustment Form can be found on the Graduate Division website.
    2. Check very closely to verify that all required information has been provided, including all required signatures, call numbers and information regarding the student’s attendance.
    3. Once the Graduate Division has reviewed the paperwork, the student and Graduate Program Coordinator will receive notification by email.
    4. If no fee is required, the approved Enrollment Adjustment Form will be forwarded directly to the Registrar’s Office for processing.
    5. If the $4 fee is required, the approved paperwork will be returned, by campus mail, to the student’s department.
    6. It is then the student’s responsibility to pick up the Enrollment Adjustment Form from the department and take it, along with the $4 fee, to the Registrar’s Office for processing.
  • Enrollment Reports

    Regulations:

        • In order for UCR to receive budgetary credit for students, they must be paid and enrolled by the end of the third week of classes.
        • Students who hold fellowships or employment (TA, GSR, Assoc. In. or Teaching Fellows) must be enrolled in at least 12 units in order for their aid to disburse and no later than the end of the third week of classes.
        • Students' course enrollment each quarter should total at least 12 graduate units (or a combination of graduate and upper division units), including credit for supervised teaching and research, unless the Graduate Advisor has approved a lesser load.
        • International Students must always be enrolled in 12 units per their visa requirements, unless a reduced load is approved by the International Student Resource Center (ISRC).

    Procedure:

      1. Fees are typically due the 15th of the month prior to the beginning of the quarter. Students not paid by the deadline may receive a delinquent account hold. Please check the Academic Calendar for exact payment deadlines - http://registrar.ucr.edu/registrar/academic-calendar/index.html
      2. Unpaid graduate students will receive a late fee of $100 at the end of week two.
      3. Students not enrolled or paid at the end of week two will not be lapsed, instead they will be labeled Ready to Enroll (RD). Students on RD status will have three quarters to reenter UCR without completing a readmission application.
      4. Departments should consistently review available reports and determine why the student has failed to register or pay fees. This may involve checking for holds, reviewing the bill and contacting graduate students by email or phone.
      5. Additional information on the Late Payment and Penalty process can be found at: http://registrar.ucr.edu/registrar/tuition-and-fees/late-payment-penalties.html
  • Filing Fee Status

    Deadline:

    • Fall Quarter: September 1st
    • Winter Quarter: December 1st
    • Spring Quarter: March 1st
    • Summer Quarter: June 1st

    Regulations:

    • A Ph.D. student who has completed all degree requirements, except for filing the dissertation and the final defense or a Master’s student who has completed all degree requirements, except for filing the thesis/field report/project or completing an exam, may use Filing Fee Status in their final quarter instead of paying full registration fees.
    • When a Ph.D. or Master’s Thesis Plan student is on Filing Fee Status, it is expected that a full draft of the dissertation/thesis has been read and approved by the committee, that only minor revisions need to be made, and that no more than 12 hours of faculty time will be required.
    • Students on Filing Fee Status do not pay regular tuition and fees, nor do they enroll in coursework. Therefore, they are not entitled to University student privileges or use of University facilities, such as the Student Recreation Center. However, students on Filing Fee Status will still have access the Library.
    • Students on Filing Fee Status may NOT be employed with any student employment title such as GSR, TA or Associate-In or receive University fellowships/loans.
    • Students on Filing Fee Status are not enrolled in the medical insurance program but may purchase Health Insurance (albeit at a higher rate) if enrolled in GSHIP the previous quarter.
    • Only one quarter on Filing Fee Status is allowed.
      • The only exception is if a student fails the master’s comprehensive exam. Then a retake of the exam on Filing Fee Status is allowed.
      • Students who fail to complete their degree programs by the appropriate deadline while on Filing Fees Status must register and pay full fees for the following quarter.
    • Students on Filing Fee pay one-half of the Student Services Fee.
    • For Master’s students, an Application for Candidacy must be filed with or before the Filing Fee petition.
    • Master’s students must be advanced to candidacy and have at least 3 quarters of residency and a 3.0 GPA in order to use Filing Fee Status.
    • Students can use Filing Fee Status the quarter after being on Leave of Absence and they may also readmit on Filing Fee Status.

    Procedure:

    1. The Application for Filing Fee is accessed from the R'Grad application in R'Web.
    2. The petition must be completed, with all required information provided.
    3. The petition is electronically routed via R'Grad from the student to the Graduate Program Coordinator, Graduate Advisor, Dissertation/Thesis Chair and International Student Resource Center (if the student is international) for approval.
    4. The completed petition is routed via R'Grad to the Graduate Division. (For master's students, please confirm that the Application for Candidacy has been submitted and approved prior to submitting the application for Filing Fee.)
    5. Once the Graduate Division reviews the petition, the student will be notified of the decision via R'Grad.  Graduate Program Coordinators and Graduate Advisors may track petition status by logging in to R'Grad.
    6. After the Filing Fee application is approved, tuition and fees are adjusted to reflect the correct payment amount (one-half of the Student Services Fee).
    7. To see if an application for Filing Fee has been approved, check the student's learner record for that quarter on SGASTDN in Banner. If the code FIL appears in the Fee Assessment Rate field, then Filing Fee has been approved.
  • Half-Time Status and Reduced Fees

    Deadline:

    • Fall Quarter: September 1st
    • Winter Quarter: December 1st
    • Spring Quarter: March 1st

    Regulations:

    • With the recommendation of the student’s graduate program and the approval of the Dean of the Graduate Division, Half-Time Status may be granted under the following conditions:
      • The faculty in the student’s degree program judge that Half-Time Status is academically feasible.
      • The student is making acceptable progress toward the degree.
      • The student cannot attend full-time for reasons of occupation (full-time employment outside of the University), family responsibilities, or poor health that prevent them from physically attending classes full-time.
        • Students are not approved for Half-Time Status simply because they do not want to enroll in more than one class, have only one class left to complete, or want a fee reduction.
      • The student is a citizen or permanent resident of the United States.
        • Federal regulations governing student visa status require full-time attendance for most international students.
      • The student is NOT employed on campus and does not hold a University fellowship.
      • Students enroll in no more than six units (eight units for programs within AGSM), including physical education classes, during the quarter for which they are approved for half-time status.
        • If this unit limit is exceeded, the student will not receive the Half-Time Status fee refund for that quarter or for any subsequent quarter until another petition for Half-Time Status is submitted and approved.
      • If in the Ph.D. program, the student is NOT advanced to candidacy.
        • Under the Normative Time Policy, all Ph.D. students advanced to candidacy are considered full-time and are not eligible for Half-Time Status.
        • If the student is approved for Half-Time Status and advances to candidacy during the same quarter, the student will be billed back one-half of the Tuition and one-half of the Nonresident Supplemental Tuition (if applicable).
    • Students approved for Half-Time Status receive half off tuition, non-resident tuition (if applicable) and the professional fee (if applicable).
    • Students approved for Half-Time Status may no longer be eligible for deferment of student loan repayment obligations.
    • Half-Time students will accrue time toward the degree at one-half the rate of full-time students.
    • Half-Time Status may be requested on a quarterly basis or for the entire academic year.
    • Students must reapply each academic year.

    Procedure:

    1. The Graduate Petition for Half-Time Status and Reduced Fees is printed from the forms page of the Graduate Division website.
    2. The petition must be completed, with all required information provided.
    3. The petition must have original signatures from the student and the Graduate Advisor (not the student’s faculty advisor).
    4. The completed and signed petition is submitted to the Graduate Division.
    5. Once the Graduate Division reviews the petition, the student and Graduate Program Coordinator will be notified by email.
  • In Absentia Registration

    Deadline:

    • Fall Quarter: September 1st
    • Winter Quarter: December 1st
    • Spring Quarter: March 1st

    Regulations:

    • In Absentia status is a form of registration available to academic and professional graduate students undertaking coursework or research related to their degree programs outside of California.
    • Students registered for In Absentia are assessed full health insurance fees and 15% of the tuition and student services fee.
    • Students are also assessed non-resident tuition and/or professional school fees if applicable.
    • Students may apply for In Absentia status if the following criteria are met:
      • The research or coursework is of a nature that makes it necessary to be completed outside of the state of California for at least one full quarter.
      • The work away from the UCR campus is directly related to the student’s degree program as evidenced by faculty approval.
      • The work involves only indirect supervision (correspondence or review of written work) from UCR faculty during the In Absentia period.
      • The work involves no significant collaboration with UCR faculty during the In Absentia period.
    • The student must be enrolled full-time (12 units) while on In Absentia.
    • Students in self-supporting programs or exchange programs are not eligible for In Absentia registration.
    • Students may apply for and receive University fellowships and research assistantships (GSR), but not teaching assistantships (TA) or serve as readers or tutors.
    • Doctoral students must meet the following criteria:
      • Must be advanced to candidacy before the In Absentia period begins.
      • May only use In Absentia registration for a maximum of 6 quarters.
      • May apply for only one year at a time. Students who want to register In Absentia for a second academic year must reapply.
    • Master’s only and graduate professional (e.g. MBA) students must meet the following criteria:
      • Must have completed at least one year of course work by the time the In Absentia period begins.
      • May only use In Absentia registration for a maximum of three quarters.

    Procedure:

    1. The Request for In Absentia Registration is printed from the forms page of the Graduate Division website.
    2. The petition must be completed, with all required information provided.
    3. The petition must have original signatures from the student, the Dissertation/Thesis Chair, the Graduate Advisor and the International Student Resource Center (if the student is international).
    4. The completed and signed petition is submitted to the Graduate Division.
    5. Once the Graduate Division reviews the petition, the student and Graduate Program Coordinator will be notified by email.
  • Intercampus Exchange

    Deadline: The application for Intercampus Exchange must be submitted at least four weeks prior to the beginning of the quarter for which Intercampus Exchange is desired.

    Regulations:

    • A graduate student in good standing who wishes to take advantage of educational opportunities available at another campus of the University of California may do so through the Intercampus Exchange Program (ICE).
    • Students who wish to study temporarily at another UC campus or who wish to take courses on more than one campus of the University of California in the same quarter use ICE.
    • An ICE student must be in good academic standing with at least one quarter of residence at UCR and have well-defined academic objectives for the proposed study at the host campus.
      • Such objectives might include a need to take a specific course not offered at UCR; the need to study under the guidance of a specialist in the student’s field; or the need to have continuous access to library holdings unavailable at UCR.
    • The student is still considered to be "in residence" on the home campus and has not transferred enrollment or been admitted to the Graduate Division or department at the host campus.
    • Grades obtained in courses on the host campus will be transferred to the home campus for entry on the student's official records.
    • A student is not expected to need more than three courses of ICE privilege. Any exceptions to this must be approved by the Graduate Dean.

    Procedure:

    1. The UC Intercampus Exchange Program Application is printed from the forms page of the Graduate Division website.
    2. Separate applications must be submitted for each quarter. Three applications to cover an entire academic year may be submitted during Fall Quarter.
    3. For those interested in attending a school on the semester system (Berkeley or Merced), two applications for Winter and Spring Quarters must be filed for the Spring Semester of the host campus.
    4. The application must be completed, with all required information provided.
    5. The application must have original signatures from the student and the Graduate Advisor.
    6. The completed and signed application is forwarded to the Graduate Division.
    7. Once the Graduate Division reviews the application, the student and Graduate Program Coordinator will receive notification by email.

    Once Approved by UCR’s Graduate Division

    1. If UCR’s Graduate Division approves the application, Graduate Academic Affairs Staff will seek approval from the host Department Chair and host Graduate Dean.
    2. If the host campus approves the application, the student will receive notification from the host campus as well as from UCR’s Graduate Division.
    3. Registration must be completed at both campuses.
      • The approval email the student receives from the host campus will contain detailed instructions for registering at the host campus. (This varies by campus).
      • Graduate Academic Affairs Staff will enroll the student at UCR.

    Once ICE Coursework is Completed

    1. The host UC campus will automatically forward transcripts reporting the student’s work to our Registrar for inclusion on the student's transcript.
      • It is the student's responsibility to verify that this work is reflected accurately on their UCR transcript.
      • Students should be aware that it can some times take as long as a month for our Registrar to receive an ICE transcript from the host UC campus.
    2. If the student receives an "I" grade they will have to request a transcript be sent to the UCR Registrar once the work is complete.
      • They will have to pay for this transcript themselves.
  • Leave of Absence

    Deadline:

    • Fall Quarter: September 15th
    • Winter Quarter: December 15th
    • Spring Quarter: March 15th

    Regulations:

    • A Leave of Absence is intended to allow the temporary interruption of a student's academic program and is granted for the following reasons:
      • Serious illness or other temporary disability
      • The need to concentrate on a job or occupation not directly related to the degree program
      • Family responsibilities
    • To be eligible for a Leave of Absence, students must have the approval of their Graduate Advisor, have been enrolled for at least one quarter and be in good standing; 3.0 or better overall GPA and must be less than 1 year beyond normative time to degree. All leaves require a justification from the Graduate Advisor of the student’s department.

    • Since students on Leave do not pay fees, they may not use University facilities or make demands on faculty time. Students on Leave are ineligible for fellowships, research grants, or financial aid. A graduate student on Leave may not work on any UC campus nor can they take qualifying examinations or receive credit for academic work done during the leave period.

    • Leaves are not granted for more than three quarters with the exception of childbearing cases. In such cases, students may be considered for additional quarters of leave.

    • Students on Leave are not automatically enrolled in the University’s Health Insurance Program (GSHIP). If you were enrolled in GSHIP the previous quarter, you are eligible to enroll in the GSHIP on a voluntary basis. Students applying for three consecutive quarters of leave are eligible to enroll in the GSHIP on a voluntary basis for a maximum of two consecutive quarters. For more information or assistance, please call the Student Health Insurance Office at 951-827-5683.

    • Students who request a leave after instruction has begun are held to the refund schedule (see withdrawal section for the refund chart).  The amount of the refund is determined by the date on which a leave form is filed with the Graduate Division.

     Procedure:

    1. The Graduate Petition for Leave of Absence is accessed from the R'Grad application in R'Web.
    2. The petition must be completed, with all required information provided.
    3. The petition is electronically routed via R'Grad from the student to the Graduate Advisor, Dissertation/Thesis Chair and International Students and Scholars Office (if the student is international) for approval.
    4. The Leave of Absence petition does not route to the Financial Aid office.  Students receiving student loans should contact the Financial Aid office directly to determine if adjustments will be made to their loan based on the date the Leave petition was received by the Graduate Division.
    5. The completed petition is routed via R'Grad to the Graduate Division.
    6. Once the Graduate Division reviews the petition, the student will notified of the decision via R'Grad. 
    7. Program Coordinators and Graduate Advisors may track the status of petitions by logging in to R'Grad.
  • Registration Holds

    Regulations:

    • Students may have holds placed on their student records, which could affect registration, enrollment, financial aid, campus services and/or release of academic transcripts for failure to:
      • Comply with admission provisions
      • Settle financial obligations with the University
      • Respond to official notices
      • Submit requested documents
    • Registration cannot be completed until these blocks are cleared.
    • The Graduate Division Admissions Office blocks all entering foreign students in order to check them in and make sure their visas are in order.
    • They will also block entering domestic or foreign students if a final transcript or an application fee is required for admission.
    • The Graduate Division Academic Affairs Section often places holds on students’ registration who have been in their programs for an excessive amount of time and need an approved timetable before the hold will be removed and they will be allowed to register.

    Procedure:

    1. Students are instructed to contact the office that placed the hold on their registration immediately.
    2. Each student who becomes subject to a hold action is given advance notice and ample time to respond.
    3. In most cases, the hold must be released from the initiating office before a student may enroll in classes or receive various campus services.
    4. Information on holds can be obtained from the office initiating the hold, as stated on Banner/R'Web.
    5. Graduate Program Coordinators may use SOAHOLD in Banner to view a student's holds.
  • Repeating Courses

    Regulations:

    • A graduate student may repeat only those courses in which a grade of D, F or NC was received. Repetition of a course more than once requires the Dean's approval. Only the most recently earned grade is used on computing the student's grade point average.
    • Courses in which a grade of D or F was earned may not be repeated on a Satisfactory, No Credit basis.
  • Unit Maximum Exception

    Regulations:

    • Graduate students may enroll in a maximum of 20 units per quarter.
    • Special approval is necessary in order to exceed this unit limit.

    Procedure:

    1. The request to exceed the 20 unit limit is made on the Graduate Student General Petition, which can be found on the Graduate Division website.
    2. The “Other” box should be checked and explanation provided that the student wishes to enroll in over 20 units.
      • This explanation should include what courses the student plans to undertake and why the exception is necessary.
    3. The petition must have original signatures from the student and the Graduate Advisor
    4. Once the Graduate Division reviews the request, the student and Graduate Program Coordinator will be notified by email.
  • Withdrawal from UCR

    Deadline: The student must complete the Withdrawal on or before the first day of instruction, in order to receive a full refund.

    Regulations:

    • Students who wish to cancel their registration prior to the first day of the official start of the quarter should contact the Graduate Division by emailing Karen Smith at karen.smith@ucr.edu. It is not necessary for these students to submit the Graduate Petition for Withdrawal.
      • They will receive a full refund of fees.
    • Thereafter, the amount of the refund is determined by the date on which a Withdrawal is filed via R'Web with the Graduate Division.
    • Students who withdraw during the first five weeks of the quarter are entitled to a partial refund of fees.
      • The amount of the refund is determined by the number of calendar days elapsed between the first day of instruction and the date on which a withdrawal form is filed with the Graduate Division.
    • Refunds of the Graduate Student Health Insurance fee vary; contact the Campus Health Center at (951) 827-5683 for more information.

     REFUND SCHEDULE: Based on calendar days beginning with the first day of classes.

    Days

    New Students Receiving Federal Financial Aid

    All Other Students

    2-7

    90%

    90%

    8-14

    80%

    50%

    15-18

    70%

    50%

    19-21

    70%

    25%

    22-28

    60%

    25%

    29-35

    50%

    25%

    36-42

    40%

    0%

    43 or more

    0%

    0%

     Procedure:

    1. The Graduate Petition for Withdrawal is accessed from the R'Grad application in R'Web.
    2. The petition must be completed, with all required information provided.
    3. The petition is electronically routed from the student to the Graduate Advisor and to the International Students and Scholars Office (if the student is international).
    4. The Withdrawal petition does not route to the Financial Aid office.  Students receiving student loans should contact the Financial Aid office directly to determine if adjustments will be made to their loan based on the date the withdrawal petition was received by the Graduate Division.
    5. The completed petition is routed via R'Grad to the Graduate Division.
    6. Once the Graduate Division reviews the petition, the student will be notified of the decision via R'Grad. 
    7. Graduate Program Coordinators and Graduate Advisors may track petition status by logging in to R'Grad.

Grading

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  • Appeal of Grades

    Deadline: If a student appeals a grade and the grievance is not satisfactorily resolved at the departmental level, the student may file a complaint with the Dean of the Graduate Division no later than six weeks after the beginning of the subsequent quarter not including summer.

    Regulations:

    • There is only one criterion under which students may appeal grades and that is, if a student believes that non-academic criteria have been used in determining a grade.
      • Non-academic criteria, as understood in the sense of the Faculty Code of Conduct, are criteria not directly reflective of class performance, such as discrimination on political grounds, or for reasons of race, religion, sex or ethnic origin or for other arbitrary or personal reasons.
    • For further details see Academic Senate Regulation R5.

    Procedure:

    1. If a student believes that non-academic criteria have been used in determining a grade, the student should attempt to resolve the grievance with the instructor of the course through written appeal to the instructor via the Chair of the department.
    2. If the grievance is not resolved to the student's satisfaction at the departmental level, the student may file a complaint with the Dean of the Graduate Division.
    3. The Grade Appeal Form is printed from the forms page of the Graduate Division website.
    4. The form must be completed, with all required information and the student’s original signature provided.
    5. In addition to the Grade Appeal Form, the student should present to the Dean a written brief stating the nature of the grievance, including any and all documents supporting the grievance.
    6. Upon receipt of the brief, the Dean shall immediately forward a copy of the brief and all attached documents to the instructor.
    7. The Dean, after having determined that all other avenues of adjudication have been exhausted, shall, without evaluating the merits of the case, submit the brief and all attached documents to the Graduate Council for a decision.
  • Change of Grading Basis

    Deadline:

    • Deadline to change the grading basis of a course: Week 8

    Regulations:

    • Graduate students may take course work on an S/NC basis only when the course description indicates that this is an option.
    • Graduate students may not use undergraduate or graduate courses taken on an S/NC basis to complete their master’s or PhD degree requirements, unless the course is only offered on an S/NC basis. Exceptions must be approved by the Dean of the Graduate Division.
    • A grade of S is equivalent to a grade of B (3.0) or better, but does not count towards the student’s grade point average.
    • No credit is given for a course in which a grade of NC is assigned.

    Required Paperwork by Week to Change the Grading Basis of a Course:

    Week

    Required Paperwork

    1-2  The Petition for Satisfactory/No Credit Grading must be submitted. Students and Program Coordinators can manage enrollment online.  No fee is required.

    3

    The Enrollment Adjustment Form with the “Change” section completed and the Petition for Satisfactory/No Credit Grading must be submitted. No fee is required.

    4-8

    The Enrollment Adjustment Form with the “Change” section completed and the Petition for Satisfactory/No Credit Grading must be submitted. The $4 fee is required.

    After Week 8

    The Enrollment Adjustment Form with the “Change” section completed, the Petition for Satisfactory/No Credit Grading and Late or Retroactive Enrollment Adjustment Form must be submitted. The $4 fee is required.

    Procedure:

    Weeks 1 and 2

           1.  During weeks 1 and 2 of the quarter, the student or the Graduate Program Coordinator are able to
                manage enrollment online. In order to verify that the course is not being used for degree credit, the
                student must submit the Petition for Satisfactory/No Credit Grading must be submitted to the Graduate
                Division.

    Weeks 3 through 8

    1. During weeks 3 through 8 of the quarter, the pink Enrollment Adjustment Form, with the “Change” section completed, and the Petition for Satisfactory/No Credit Grading must be submitted to the Graduate Division in order to change the grading basis of a course.  During week 3, the Registrar will not require a $4 fee to make the change.  During week 4 and beyond, a $4 fee will apply.
      • The Graduate Enrollment Adjustment Form is a hard copy form that may be obtained from the Registrar's Office.
      • The Petition for Satisfactory/No Credit Grading may be obtained from the Graduate Division website.
    2. It is not necessary for the instructor of the course to sign the pink form, but the student and Graduate Advisor must.
    3. Once the Graduate Division reviews the request, the student and Graduate Program Coordinator will receive notification by email.

    Week 8 and Beyond

    1. After week 8 of the quarter, the pink Enrollment Adjustment Form, with the “Change” section completed, the Petition for Satisfactory/No Credit Grading and the Late or Retroactive Enrollment Adjustment Form are required in order to change the grading basis of a course.
      • Requests received after week 8 are considered extremely late and will need significant justification.
      • Please note, after the grade for a course is posted, it is very unlikely that a change of grading basis will be approved, unless an administrative error occurred.
    2. Once the Graduate Division reviews the request, the student and Graduate Program Coordinator will receive notification by email.
  • Credit by Examination

    Deadline: The Graduate Student General Petition must be filed no later than the third week of the quarter in which the student is to be examined.

    Regulations:

    • Master’s students who think that their knowledge of the appropriate subject matter is sufficient to be tested by formal examination without enrollment in a course may petition for credit by examination.
    • Several conditions must be met, however, before such a petition can be approved:
      • The student must be registered for at least four units of upper division and/or graduate work at the time the examination is taken.
      • The student's scholarship must be satisfactory (3.0 or better cumulative grade point average).
      • The course itself must be one, which can be tested by examination. (Graduate seminars and research courses cannot be taken for credit by examination.)
    • Instructors retain the prerogative to decide whether they will serve as examiners, and to determine the form such an examination will take.
    • The credit by examination procedure shall not be used as a device for improving a grade nor to reduce the minimum residence requirement.
    • Ph.D. students need not follow this route since there is no formal unit requirement for doctoral candidates.

    Procedure:

    1. The Graduate Student General Petition is printed from the forms page of the Graduate Division website and marked “Other.”
    2. The petition must be completed, with all required information provided.
    3. The petition must have original signatures from the student, the instructor appointed to give the examination and the Graduate Advisor (not the student’s faculty advisor).
    4. The completed and signed petition is forwarded to the Graduate Division.
    5. Once the Graduate Division reviews the petition, the student and Graduate Program Coordinator will be notified by email.
    6. If approved, the petition must be filed with the Registrar’s Office along with the required processing fee.
    7. The Registrar then enrolls the student in the course and the exam can be taken.
    8. The results of examinations for degree credit are entered on the student's record as though the student had actually taken the courses of instruction.
    9. Grades are reported to the Registrar’s Office on a Grade Change Form
  • Incomplete Extension

    Deadline: The Graduate Student General Petition must be submitted before the Incomplete lapses to an F (before the last day of the quarter following the assignment of the “I”).

    Regulations:

    • If a student receives an Incomplete “I,” the instructor must receive the incomplete portion of the work needed to earn a grade no later than the last day of the quarter following the assignment of the "I".
      • Courses taken either Spring or Summer quarter which were graded “I”, must be completed by the last day of the following Fall quarter.
    • If not made up within the time allowed, the "I" lapses to an F or NC.
    • Once the grade lapses to an “F” or “NC,” the Registrar requires an approved Graduate Student General Petition extending the time to remove the “I” to be filed before changing the grade.
    • If extenuating circumstances cause students to not be able to complete their course work within the allotted time, they may file a request to extend the time for removal of the "I".

    Procedure:

    1. The Graduate Student General Petition is printed from the forms page of the Graduate Division website.
    2. The petition must be completed, with all required information provided.
    3. The petition must have original signatures from the student, the instructor of the course for which the extension is being requested and the Graduate Advisor (not the student’s faculty advisor).
    4. The completed and signed petition is forwarded to the Graduate Division.
    5. Once the Graduate Division reviews the petition, the student and Graduate Program Coordinator will be notified by email.

Transfer of Units

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  • Backdate Units From UCR Undergraduate Degree

    Deadline: There is no set deadline to submit a petition to backdate units. However, the petition to backdate units must be submitted and processed before the student can be advanced to candidacy.

    Regulations:

                      • Any 200-level courses that a student takes as an undergraduate at UCR will automatically show on the graduate transcript, unless the courses are approved to count towards undergraduate degree requirements.
                      • Any 200-level courses shown on the graduate transcript may be used to meet master’s and PhD requirements, if relevant to the degree.
                      • These units may be used toward the minimum 200-level unit requirement for master’s and PhD degrees, but will not reduce the minimum required quarters of UCR residence.
                      • UCR graduate students may use, with the approval of their Graduate Advisor, any relevant 200-level course(s) taken during a UCR bachelor’s program toward a graduate degree at UCR, excluding any 200-level course(s) approved to count for bachelor’s degree, unit, or GPA requirements.
                      • Alternatively, the Graduate Advisor may approve waiving degree requirements based on 200-level courses taken as a UCR undergraduate and require the student to complete minimum unit requirements while enrolled in a graduate program.
                      • Units may not be transferred from other undergraduate institutions.

    Procedure:

                                1. The student should submit the Graduate Student General Petition, marked "transfer units."
                                2. The petition is printed from the forms page of the Graduate Division website.
                                3. The petition must have original signatures from the student and the Graduate Advisor.
                                4. Once the Graduate Division reviews the petition, the student and Graduate Program Coordinator will be notified by email.
  • Transfer From Another UC

    Deadline: There is no set deadline to submit a petition to transfer units. However, the petition to transfer units must be submitted and processed before the student can be advanced to candidacy.

    Regulations:

                    • Petitions for transferring credit will be considered only when the work is necessary to fulfill degree requirements.
                    • Units cannot be transferred from a program from which the student received a degree.
                    • All transfer work must have been completed in graduate standing with a minimum grade of "B."
                    • Units for graduate work completed at another University of California campus may be counted for up to one-half of the total units required for the UCR master's degree.
                    • Students receive both units and grade points for this work when it is transferred to the UCR transcript.

    Procedure:

                1. The student should submit the Graduate Student General Petition, marked "transfer units."
                2. The petition is printed from the forms page of the Graduate Division website.
                3. The petition must have original signatures from the student and the Graduate Advisor.
                4. An official transcript of the work completed must be sent directly to the Graduate Division if not already on file.
                5. Once the Graduate Division reviews the petition, the student and Graduate Program Coordinator will be notified by email.
  • Transfer From an Outside Institution

    Deadline: There is no set deadline to submit a petition to transfer units. However, the petition to transfer units must be submitted and processed before the student can be advanced to candidacy.

    Regulations:

                    • Petitions for transferring credit will be considered only when the work is necessary to fulfill degree requirements.
                    • Units cannot be transferred from a program from which the student received a degree.
                    • All transfer work must have been completed in graduate standing with a minimum grade of "B."
                    • A maximum of eight-quarter units from institutions outside the University of California may be counted toward the master's degree at UCR.
                      • These units must be from an institution of recognized standing while the student was enrolled in a graduate program and did not receive a degree.
                      • The units cannot be used to reduce the minimum residency requirement or minimum requirement in 200 level courses taken at this University.
                        • Students pursuing the comprehensive exam option must still complete 18 units of 200-level coursework.
                        • Students pursuing the thesis option must still complete 24 units of 200-level coursework.
                        • Unit credit only is posted on the UCR transcript (grades are not transferred).

    Procedure:

                1. The student should submit the Graduate Student General Petition, marked "transfer units."
                2. The petition is printed from the forms page of the Graduate Division website.
                3. The petition must have original signatures from the student and the Graduate Advisor.
                4. An official transcript of the work completed must be sent directly to the Graduate Division if not already on file.
                5. Once the Graduate Division reviews the petition, the student and Graduate Program Coordinator will be notified by email.
  • Transfer From UCR Extension

    Deadline: There is no set deadline to submit a petition to transfer units. However, the petition to transfer units must be submitted and processed before the student can be advanced to candidacy.

    Regulations:

                    • Petitions for transferring credit will be considered only when the work is necessary to fulfill degree requirements.
                    • Units cannot be transferred from a program from which the student received a degree.
                    • All transfer work must have been completed in graduate standing with a minimum grade of "B."
                    • Students may transfer in up to 8 units of UCR Extension concurrent enrollment credit. (Concurrent enrollment means that the student took regularly offered UCR courses but registered and paid for them through the Extension Office.)
                      • Students must have taken these units before their enrollment as graduate students.
                      • Matriculated graduate students (including students on leave of absence) may not enroll in course work through UCR Extension without the Graduate Dean’s approval.
                      • Graduate students who withdraw before completing their program objectives may then take courses through UCR Extension but are required to wait one year before applying those courses to their degrees.
                      • Grades from UCR Extension courses will be recorded on student transcripts.
                      • A student could transfer in eight additional units from institutions outside of the University of California.

    Procedure:

                1. The student should submit the Graduate Student General Petition, marked "transfer units."
                2. The petition is printed from the forms page of the Graduate Division website.
                3. The petition must have original signatures from the student and the Graduate Advisor.
                4. An official transcript of the work completed must be sent directly to the Graduate Division if not already on file.
                5. Once the Graduate Division reviews the petition, the student and Graduate Program Coordinator will be notified by email.

Coursework Exceptions

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  • Substitute Course Work

    Deadline: There is no set deadline to submit a petition to substitute course work. However, the petition must be submitted and processed before the student can be advanced to candidacy.

    Regulations:

              • All substitutions of degree requirements must be reviewed by the Graduate Advisor and approved by the Graduate Dean.

    Procedure:

                  1. Students must submit the Graduate Student General Petition, marked  “substitute coursework.”
                  2. The petition is printed from the forms page of the Graduate Division website.
                  3. The student must provide detailed explanation as to what they would like to substitute, whether it be a particular UCR course or a degree requirement.
                  4. Students must submit an official copy of the relevant transcript directly to the Graduate Division, if not already on file.
                  5. Once the Graduate Division reviews the petition, the student and Graduate Program Coordinator will be notified by email.
  • Waive Course Work

    Deadline: There is no set deadline to submit a petition to waive course work. However, the petition must be submitted and processed before the student can be advanced to candidacy.

    Regulations:

            • All waivers of degree requirements must be reviewed by the Graduate Advisor and approved by the Graduate Dean.
            • Waiver of course work will not reduce the minimum number of units required for a master’s degree.
            • Students can request courses be waived based on previous work.
            • Waiving courses can give students credit for a degree requirement, but it does not transfer units or grades onto their UCR transcript.
            • There is no limit on the number of courses students can waive.

    Procedure:

          1. Students must submit the Graduate Student General Petition, marked “waive coursework”.
          2. The petition is printed from the forms page of the Graduate Division website.
          3. The student must provide detailed explanation as to what they would like to waive, whether it be a particular UCR course or a degree requirement.
          4. Students must submit an official copy of the relevant transcript directly to the Graduate Division, if not already on file.
          5. Once the Graduate Division reviews the petition, the student and Graduate Program Coordinator will be notified by email.

Language Requirement

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  • Regulations, Waiver of Language Requirement, Reporting Completion of Language Requirement

    Deadlines:

    • The General Petition to waive the language requirement based on native ability in a foreign language or foreign language examinations or course work completed not more than four years before entering graduate study at UCR should be submitted as soon as possible after the student is admitted to graduate standing.
    • The language requirement, if a part of the graduate program, must be completed before a Doctoral student may advance to candidacy for the degree of Doctor of Philosophy.

    Regulations:

    • Each program determines if knowledge of a foreign language or languages is required of students pursuing graduate degrees.
    • Proficiency in a foreign language may be demonstrated:
      • By passing a written exam administered by the department or program;
      • By successfully completing a course in the language at a level specified by the program.
      • With the support of the program and the approval of the Graduate Dean,
        • Students may receive credit for foreign language examinations or course work completed not more than four years before entering graduate study at UCR.
        • A foreign student may receive credit for knowledge of his or her native language.
    • For Master’s students, completion of the language requirement(s), if a part of the graduate program, may occur any time prior to the completion of degree requirements, and need not be passed before a student can be advanced to candidacy for the Master’s degree.
    • For Doctoral students, language skill requirements, if part of the graduate program, must be passed before a student advances to candidacy.
    • The graduate program may decide which of the methods approved by the Graduate Council may be used to fulfill the language requirement(s) for their program.
    • The Graduate Council must approve any changes in the method(s) chosen to fulfill the language requirement or in the need for the language requirement.

    Procedure for Reporting Completion of Language Requirement:

          1. The Graduate Division must be advised by memo, signed by the Graduate Advisor, of the test or course taken and the date passed. If an alternate skill requirement is satisfied, this should be specified. (Some programs accept knowledge of a computer language as satisfying this requirement.)

    Procedure for Requesting Waiver of Language Requirement:

    1. In order to request a waiver of the language requirement, students must submit the Graduate Student General Petition, marked “Other”. 
    2. The petition is printed from the forms page of the Graduate Division website.
    3. The petition should explain in detail the basis of the waiver request (i.e., native speaker of a language, coursework completed at another university, alternate certification).
    4. The petition must have original signatures from the student and the Graduate Advisor (not the student’s faculty advisor).
    5. The completed and signed petition is forwarded to the Graduate Division.
    6. Once the Graduate Division reviews the petition, the student and Graduate Program Coordinator will be notified by email.

Professional Development Requirement

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  • Regulations
          • Professional development training is a requirement of all master's and Ph.D. programs.
          • Training typically includes elements of research and professional ethics, grant and professional writing, strategies for success in graduate school and the profession, pedagogy, public speaking, career and job market guidance, and other relevant topics to help students become successful professionals.
          • Each program determines the format, content, and extent of its training in order to make it specific to, and appropriate for, the discipline.
          • A program may provide all of its training independently, or it may partner with other programs, or utilize services provided by other campus units or professional organizations.
          • Training must be for unit credit and may be delivered as a single course or as portions of multiple courses.

Examinations

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  • Scheduling of Examinations

    Regulations:

    • Examinations which are required for an advanced degree, including language, comprehensive, qualifying and final examinations, may be given only during an academic session for which the student has registered or is on Filing Fee Status.
      • Such examinations may be given between the end of any academic session for which the student was registered and the first official day of the next regular academic session (quarter breaks).
      • Such examinations may be given during the summer months, if the student had student status (enrolled or on Filing Fee) every quarter of the previous academic year.
        • If the student was withdrawn or on leave any one of those quarters, they must enroll in two units of 10-week Summer Session course work to take exams during the summer.
    • To avoid conflicts of interest or the appearance of a conflict of interest, when domestic partners or spouses are a majority of the faculty overseeing an exam, another faculty member will be added to that committee.
  • Repeat of Critical Examinations

    Regulations:

    • A graduate student may be given a second examination in the event of unsatisfactory performance on critical examinations (including comprehensive examinations for Master’s degree and Ph.D. qualifying examinations) with the positive recommendation of the examination committee.
      • The second examination may have a format different from the first, but the substance ordinarily should be the same.
      • In the case of oral qualifying exams, the second examination will ordinarily not be given until three months have elapsed since the first examination.
      • A student whose performance on the second attempt also is unsatisfactory, or who does not undertake a second examination within a reasonable period of time, is subject to academic disqualification.
      • Only two attempts at major exams are allowed unless the Graduate Council has approved a programmatic change.
  • Report of Examinations

    Procedure:

    1. The results of written exams should be reported to the Graduate Division as soon as they are known.
    2. Results should be reported in writing to the student with a copy to the Graduate Division.
    3. The report must be signed by the Graduate Advisor or the chair of the department and include the exam name, date of exams, and pass/fail information.
    4. Feel free to use this sample memo.
  • Review of Examinations

    Regulations:

    • Programs shall make every effort to review the results of candidacy exams when formally requested by students.
      • Requests for review should be made within one month
  • Appeal of Examinations

The Master's Degree

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  • Thesis (Plan I)

    • General Regulations
    • Regulations for Thesis Committees/Membership
    • Procedure to Change Thesis Committee

    General Regulations/Minimum Requirements:

    • A minimum of thirty-six quarter units in approved courses is required, at least twenty-four of which must be earned in graduate courses.
      • A maximum of twelve may be in graduate research for the thesis (299).
      • No transfer units from a university outside of the University of California may apply toward the required twenty-four units of graduate courses.
    • All candidates for the degree must prepare and present an acceptable thesis.
    • In addition, the major program or group may require any examination that it feels necessary to test students' knowledge of the discipline.
    • The minimum academic residence in the University of California is three quarters, two of which must be spent at the Riverside campus.
      • Registration in at least 4 units of 100 or 200 level course work is necessary for each quarter of academic residence.
    • Students must complete a 3.00 overall GPA in all upper division and graduate level course work related to the degree.
    • A second Master's degree may be approved when there is little relation between the degrees, but duplication of a Master's degree in a single field is not permitted.

    Thesis Committee/Membership Regulations:

    • General
      • Master’s Thesis Committees are appointed by and responsible to the Graduate Council through the Dean of the Graduate Division.
      • The Master’s Thesis Committee is charged with guiding the student's research and passing judgment on the final merits of the thesis.
      • The committee arranges for such conferences with the candidate as are necessary for the development and elucidation of the research treated in the thesis.
    • Membership
      • Overall Committee
        • Must consist of at least 3 members, the majority of whom must be affiliated with the student’s graduate program.
        • All committee members should normally be voting members of the UC Academic Senate.
          • Any exceptions must hold a Ph.D., be qualified for a UC faculty appointment and must be supported by a memo of justification from the Graduate Advisor, along with the nominee's curriculum vitae.
            • The memo should establish that the non-senate nominee is qualified to serve on a thesis committee, describe how the student will benefit from the addition of the nominee, and confirm that no UCR Academic Senate member has this same expertise.
            • A memo need not be written for those holding Adjunct faculty positions. However, if an Adjunct faculty member is being nominated to serve as the sole Chair, this will be reviewed on as case-by-case basis.
            • For Cooperative Extension specialists a curriculum vitae and memo of support should be forwarded the first time that they are nominated to serve. Thereafter a memo of support is only necessary if they are nominated to serve as the sole chair of the committee.
        • To avoid conflicts of interest or the appearance of a conflict of interest, when domestic partners or spouses are a majority of the faculty overseeing a thesis, another faculty member will be added to that committee.
      • Chairperson
        • Must be from the academic unit supervising the student's master’s program.
        • Must be a voting member of the UC Academic Senate.
        • Adjunct Faculty and Cooperative Extension Specialists may serve as sole chairs of committees if the Graduate Dean approves and at least one Senate member is on the committee.
          • If the department would like to make such a request the Graduate Advisor should send memo of support to the Graduate Division.

    Thesis Committee Change Procedure

    1. In order to make a change to an approved thesis committee, the student must submit the Dissertation/Thesis Committee Nomination/Change Form as well as a memo from the Graduate Advisor.
      • The memo should explain the reason for the change and confirm that any member being removed is aware and in agreement with being removed.
  • Comprehensive Examination (Plan II)

    Regulations:

    • A minimum of thirty-six quarter units in approved courses is required, at least eighteen of which must be earned in graduate courses.
      • None may be in graduate research for the thesis (299).
      • No transfer units from a university outside of the University of California may apply toward the required eighteen units of graduate courses.
    • A comprehensive examination is also required (the program or graduate group determines the content).
      • No more than two attempts to pass the exam may be allowed.
      • Results of comprehensive exams must be reported in writing as soon as they are known to the student with a copy to the Graduate Division.
      • The Graduate Advisor or the Chair of the department must sign the report.
    • The minimum academic residence in the University of California is three quarters, two of which must be spent at the Riverside campus.
      • Registration in at least 4 units of 100 or 200 level course work is necessary for each quarter of academic residence.
    • Students must complete a 3.00 overall GPA in all upper division and graduate level course work related to the degree.
    • A second Master's degree may be approved when there is little relation between the degrees, but duplication of a Master's degree in a single field is not permitted.
  • Advancement to Candidacy

    Deadline: Applications for Candidacy for the Master’s degree must be submitted by the first day of instruction of the quarter in which the student plans to graduate. If the application is not received by the deadline date, the award of the degree may be deferred to the following quarter.

    Regulations:

    • If the Master’s degree requires a thesis (Plan I), the entire thesis committee must be nominated.
    • All requirements for the degree must be completed by the last day of the quarter in which the student wishes to graduate.
    • No student may graduate with a “GD” (Grade Delay) posted.
    • Terminal Master’s students cannot graduate with an Incomplete grade on their record even if it is not needed for the degree.
    • All requirements for the degree must be satisfied within a calendar year from the time of completion of the required course work.
      • Should the student be unable to complete the degree requirements within this time, candidacy will lapse. The student must then re-submit the Application for Candidacy in order to reinstate Master's Candidacy with the Graduate Division.
    • The approval of the Graduate Dean is required for all substitutions or waivers of degree requirements.

    Procedure:

    1. The appropriate Application for Candidacy accessed from the R'Grad application in R'Web.
    2. All required information, including thesis committee/title (if doing Plan I) or comprehensive examination date (if doing Plan II) must be provided.
    3. The application is electronically routed via R'Grad from the student to the Graduate Program Coordinator to the Graduate Advisor (not the student’s faculty advisor).
    4. Graduate Program Coordinators should review the student's degree audit in Degree Works prior to routing the Application for Candidacy to the Graduate Advisor.
      • Any completed departmental non-course requirements should be entered on SHANCRS in Banner.  A list of non-course requirements and who is responsible for entry on SHANCRS may be found on the Graduate Division's web site (see item VIII).
      • If not done already, for any completed non-course requirements that only Graduate Division may enter, forward official documentation showing completion to Graduate Division Academic Affairs. Example: Comprehensive Examination.
      • If applicable, the student's concentration should be entered on SGASTDN or SFAREGS in Banner.
    5. The completed application is routed via R'Grad from the Graduate Advisor to the Graduate Division.
    6. Graduate Academic Affairs Staff certifies the candidacy of the student and checks for the completion of the University and departmental requirements.
    7. When the student is formally advanced to candidacy and the thesis committee approved (if applicable), the student will be notified via R'Grad.
    8. Graduate Program Coordinators and Graduate Advisors may track petition status viewing the degree audit in Degree Works or tracking the application in R'Grad.
  • Final Defense for Master's Degree

    Deadline: The final defense (if required) must be successfully completed by the last day of the quarter in which the student intends to graduate.

    Regulations:

    • Under unusual circumstances, the exam may be waived with the consent of the committee Chair and the approval of the Graduate Dean.
    • The final examination may be given either just prior to the completion of the thesis and while the student is in residence during a regular academic session or after the acceptance of the thesis.
    • Administration of the final examination is subject to the policies of the Graduate Council governing critical examinations.
    • All members of the Thesis Committee are expected to be physically present at the final defense, except as outlined below in Proxy and Remote Participation sections.

    Proxy:

    • In the event that one member of the Thesis Committee cannot attend the final defense:
      • The Chair of the committee may appoint an Academic Senate member from the student's department to attend for the absent member.
        • If this happens, please notify the Graduate Division first. Explain which member will not be attending and who will proxy in their place.
        • The committee membership does not officially change. The original thesis committee members sign the signature page approving the final version of the thesis.

    Remote Participation:

    • All committee members must be physically present. If that is not possible, ONE member of the examining committee may participate remotely (e.g. Skype or other video conferencing technology).
      • The committee chairperson or co-chairperson may not participate remotely.
      • Remote participation must be approved by the Graduate Dean prior to the exam by submitting the Petition for Remote Participation, which can be found on the Graduate Division website.
      • Committee members nominated from outside the UC Academic Senate who participate remotely must have qualifications comparable to a UC Academic Senate member and submit a letter of intention and CV. In addition, strong academic justification for inclusion on the committee must be provided by the Graduate Advisor.
      • The proxy option described above must be investigated before remote participation can be considered.

    Procedure:

    1. The results of the final defense are reported on the Report of Final Defense for Master’s Degree.
    2. The form is printed from the forms page of the Graduate Division website.
    3. The form should be completed as follows:
      • The date of the examination must be provided.
      • The Thesis Committee Chair must provide a wet signature confirming that the student has passed the exam
        • In the event that the final defense is waived, a memo must be submitted from the Thesis Committee Chair explaining why the defense is being waived.
    4. The completed and signed Report is forwarded to the Graduate Division.
    5. Once Graduate Academic Affairs staff has confirmed that all degree requirements have been completed, the student will receive notification confirming official graduation.
  • Graduation

    Regulations:

    • In addition to advancing to candidacy and completing all degree requirements by the deadline, ALL students must submit an Application to Graduate through R’Web by Monday of week 4 of the quarter that they plan to graduate. Please see the Graduation Procedures page for specific deadlines and instructions.

The Doctoral Degree

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    • Regulations, Minimum Requirements
      • Students must obtain a 3.00 overall GPA in all upper division and graduate level course work related to the degree.
      • The minimum academic residence for the Ph.D. is six quarters at the University of California, three of which must be spent in continuous residence at UCR.
        • Registration in at least four units of course work is necessary to qualify for each quarter of academic residence.
      • Because the Ph.D. is a research degree, the University gives programs considerable latitude in establishing degree requirements.
      • The individual student's program of study is planned in consultation with the Graduate Advisor, who supervises the student's progress before the appointment of the doctoral committee.
      • A doctoral program generally involves two stages.
        • The first stage is spent in fulfilling the requirements established by the program or department and the Graduate Council, typically a series of courses culminating in written and oral qualifying examinations. When all course work, language, written and oral exams are passed, the student is advanced to candidacy for the Ph.D.
        • The second or in-candidacy stage is devoted primarily to independent study and research and to the preparation of the dissertation.
      • The duplication of the degree of Doctor of Philosophy is not allowed.
        • Students already admitted to a PhD program at UCR may not petition to pursue a second PhD program once admitted.
          • They may pursue a Master’s degree in another field if the departments and Graduate Dean approve.
    • Form 2 (Nomination for Qualifying Examination for the Degree of Doctor of Philosophy)

      • Regulations for Exam
      • Regulations for Committee Membership
      • Procedure
      • Procedure to Change Qual Exam Committee

      Deadline: The Form 2 must be submitted at least 2 weeks (preferably 1 month) prior to the oral qualifying examination.

      Regulations for Oral Qualifying Examination:

      • Upon the recommendation of the program Chair or Graduate Advisor, doctoral Qualifying Committees are appointed by and are responsible to the Graduate Council through the Dean of the Graduate Division.
      • The doctoral Qualifying Committee is charged with examining the student's knowledge of the general field of study as well as the related fields and areas of special interest, and with substantiating the adequacy of the student's preparation and qualifications to be advanced to candidacy for the doctorate.
      • Following its formal appointment, the Qualifying Committee is free to adopt whatever procedures it thinks appropriate to conduct the Qualifying Examination for candidacy, subject to the rules of the program and the policies established by the Graduate Council.
      • The student must be given adequate notice of the content, form and time of examination.
        • The committee must meet to decide upon the procedures to be followed, and the student given an opportunity to comment upon the selected procedures.
      • The Oral Qualifying Examination must be administered in its entirety on one date.
      • The Oral Qualifying Examination is not open to the general public but members of the Academic Senate may attend.
      • All members must be physically present during the entire exam period including the deliberation, except as outlined in Remote Participation section below.
      • No exam may take place without an approved Oral Qualifying Examination Committee.

      Remote Participation:

      • All committee members must be physically present. If that is not possible, ONE member of the examining committee may participate remotely (e.g. Skype or other video conferencing technology).
        • The committee chairperson, co-chairperson, or outside member may not participate remotely.
        • Remote participation must be approved by the Graduate Dean prior to the exam by submitting the Petition for Remote Participation, which can be found on the Graduate Division website.
        • Committee members nominated from outside the UC Academic Senate who participate remotely must have qualifications comparable to a UC Academic Senate member and submit a letter of intention and CV. In addition, strong academic justification for inclusion on the committee must be provided by the Graduate Advisor.
        • Remote participation is rarely considered for the Oral Qualifying Exam committee. Instead, students are encouraged to find a committee member who is available to attend in person.

      Regulations for Oral Qualifying Examination Committee Membership:

      • Overall Committee
        • Must consist of 5 members, the majority of whom must be affiliated with the student’s graduate program.
        • All committee members should normally be voting members of the UC Academic Senate.
          • Any exceptions must hold a PhD, be qualified for a UC faculty appointment and must be supported by a memo of justification from the Graduate Advisor.
            • A memo need not be written for those holding Adjunct faculty positions. However, if an Adjunct faculty member is being nominated to serve as the sole Chair, this will be reviewed on a case-by-case basis.
            • For Cooperative Extension specialists a vita and memo of support should be forwarded the first time that they are nominated to serve. Thereafter a memo of support is only necessary if they are nominated to serve as the sole chair of the committee.
      • Chairperson
        • Must be from the academic unit supervising the student's PhD program.
        • Must be a voting member of the UC Academic Senate.
      • Outside Member
        • Must be a voting member of the UC Academic Senate.
        • Must not hold an appointment in the student's academic unit or graduate group. (A cooperating faculty member from the student’s department cannot be an outside member.)
        • This person represents the faculty at large and acts most importantly, as a "third party ensuring fairness."
        • Special expertise in the area of the student's dissertation is not expected; this member's academic field may be unrelated to the field of study of the student and the other committee members.

      Procedure:

      1. To nominate the Oral Qualifying Examination Committee, the Form 2 should be submitted via R'Grad to the Graduate Division at least two weeks prior to the examination.
        • If the exam is less than two weeks away, Graduate Academic Affairs must be alerted to the fact that a Form 2 has been submitted for approval via R'Grad.  This can be done by email, phone or in person. This will give the staff an opportunity to review the form and identify any potential problems.
      2. The Form 2 is accessed from the R'Grad application in R'Web.
      3. The Form 2 must be completely filled out with 5 committee members nominated and a date indicating when the exam will take place.
        • If any nominee is not a member of the UC Academic Senate (or Adjunct faculty at UCR), a curriculum vitae and a memo justifying the appointment from the Graduate Advisor or Department Chair must be included with the Form 2.  These documents must be submitted via R'Grad. 
      4. The petition is electronically routed via R'Grad from the student to the Graduate Program Coordinator to the Graduate Advisor.
      5. Graduate Program Coordinators should review the student's degree audit in Degree Works prior to routing the Form 2 to the Graduate Advisor.
      6. Any completed departmental non-course requirements should be entered on SHANCRS in Banner.  A list of non-course requirements and who is responsible for entry on SHANCRS may be found on the Graduate Division's web site (see item VIII).
        • If not done already, for any completed non-course requirements that only Graduate Division may enter, forward official documentation showing completion to Graduate Division Academic Affairs. Example: Written Qualifying Examination.
        • If applicable, the student's concentration should be entered on SGASTDN or SFAREGS in Banner.
      7. The completed Form 2 is routed via R'Grad to the Graduate Division.
      8. Once the Graduate Division reviews the Form 2, the student will be notified of the Oral Qualifying Examination Committee’s formal appointment via R'Grad.
      9. All committee members will be notified of their formal appointment to the committee via R'Grad when the Form 2 is approved by Graduate Academic Affairs. 
        • It is the responsibility of the graduate program to ensure that the committee members are notified of the exact date and time of the Oral Examination. Although all committee members will receive the instructions via R'Grad, the instructions should be conveyed to the entire committee by the Chair.
        • Securing a location for the exam, date and time are managed by departmental protocol.

      Procedure to Change the Oral Qualifying Examination Committee:

      1. If a change needs to be made to a student’s approved Oral Qualifying Examination Committee, a new Form 2 should be submitted via R'Grad as soon as possible.
      2. If the Chair of the committee is being changed, the Form 2 must be accompanied by a memo of explanation from the Graduate Advisor.  This information may be attached to the Form 2 using the Documents tab in R'Grad after creating the Form 2.
      3. Any Oral Qualifying Examination Committee changes must be communicated to Graduate Academic Affairs via R'Grad to ensure that the revised committee is formally appointed before the exam takes place.
  • Form 3 (Report on Qualifying Examination for the Degree of Doctor of Philosophy & Nomination of Dissertation Committee)

    • Procedure for Passed Exam
    • Procedure for Failed Exam
    • Regulations for Dissertation Committee/Membership
    • Procedure to Change Dissertation Committee

    Deadline: The Form 3 must be submitted within 48 hours of the Oral Qualifying Examination taking place.

    Regulations:

    • If a student has failed the qualifying examination, the committee should make a recommendation for or against a second examination.
      • A second examination should ordinarily not to be given until at least three months have elapsed.
      • The date of the second oral examination should be communicated to the Graduate Division in writing at least two weeks prior to its occurrence.
      • A third examination is not permitted.
    • A committee report that contains only one negative vote will be deemed a pass.
    • A committee report that contains two or more negative votes will be considered a failure.

    Procedure for Passed Exam:

    1. The findings of the Oral Qualifying Examination Committee must be reported within 48 hours on Ph.D. Form 3, "Report of Qualifying Examination".
    2. The form is printed from the forms page of the Graduate Division website.
    3. The form should be completed as follows:
      • The exact date of the Oral Qualifying Examinations must be provided.
      • Each committee member must provide a wet signature and indicate whether or not they approve the student’s exam.
        • If a member of the committee has been approved to participate in the examination remotely, he or she must submit a separate hardcopy Form 3 with original signature by mail.
      • The student’s dissertation committee should be nominated on the bottom portion of the form. The names of the proposed committee should be printed; signatures are not required.
      • The original signature of the Graduate Advisor (not the student’s faculty advisor) is required, approving the proposed dissertation committee.
    4. If any Dissertation Committee nominee is not a member of the University of California Academic Senate (or Adjunct faculty), a curriculum vitae and a memo justifying the appointment from the Graduate Advisor or Department Chair should be submitted with the Form 3.
    5. The completed and signed form is forwarded to the Graduate Division.
    6. Once the Graduate Division reviews the Form 3 and the student's degree audit, the student and Graduate Program Coordinator will be notified by email.

    Procedure for Failed Exam:

    1. Procedure is the same as above, except as laid out below:
      • The committee Chairperson must also sign in the middle of the form indicating whether or not a second attempt at the Oral Qualifying Examination is recommended.
      • The Graduate Advisor’s signature is not required at the bottom of the form, since the Dissertation Committee is not being nominated.

    Regulations for Dissertation Committees:

    • General
      • Dissertation Committees are appointed by and responsible to the Graduate Council through the Dean of the Graduate Division.
      • The Dissertation Committee is charged with guiding the student's research and passing judgment on the final merits of the dissertation.
      • The committee arranges for such conferences with the candidate as are necessary for the development and elucidation of the research treated in the dissertation.
    • Membership
      • Overall Committee
        • Must consist of at least 3 members, the majority of whom must be affiliated with the student’s graduate program.
        • All committee members should normally be voting members of the UC Academic Senate.
          • Any exceptions must hold a Ph.D., be qualified for a UC faculty appointment and must be supported by a memo of justification from the Graduate Advisor.
            • The memo should establish that the non-senate nominee is qualified to serve on a Dissertation Committee, describe how the student will benefit from the addition of the nominee, and confirm that no UCR Academic Senate member has this same expertise.
            • A memo need not be written for those holding Adjunct faculty positions. However, if an Adjunct faculty member is being nominated to serve as the sole Chair, this will be reviewed on a case-by-case basis.
            • For Cooperative Extension specialists, a vita and memo of support should be forwarded the first time that they are nominated to serve. Thereafter a memo of support is only necessary if they are nominated to serve as the sole Chair of the committee.
            • To avoid conflicts of interest or the appearance of a conflict of interest, when domestic partners or spouses are a majority of the faculty overseeing a dissertation, another faculty member will be added to that committee.
      • Chairperson
        • Must be from the academic unit supervising the student's doctoral program.
        • Must be a voting member of the UC Academic Senate.
        • Adjunct Faculty and Cooperative Extension Specialists (and CE/OR) may serve as sole chairs of committees if the Graduate Dean approves and at least one Senate member is on the committee.
          • If the department would like to make such a request the Graduate Advisor should send memo of support to the Graduate Division.

    Procedure to Change the Dissertation Committee:

    1. In order to change an approved Dissertation Committee, the Dissertation/Thesis Committee Nomination/Change Form must be submitted:
      • The original signature of the Graduate Advisor, approving the Dissertation Committee, is required.
    2. A memo of explanation/support from the Graduate Advisor may also be required.
      • If members are being added no memo is needed.
      • If members are being deleted because they have left UCR, please just indicate this on the form.
      • If members are being removed for other reasons, a memo from the Graduate Advisor is required.
        • The memo should explain the reason for the change and confirm that any member being removed is aware and in agreement with being removed.
    3. Changes should be received in the Graduate Division no later than two weeks before the final defense.
      • If the change is being made within two weeks of the final defense the Dissertation/Thesis Committee Nomination/Change Form should be hand-delivered to the Graduate Division by the Graduate Program Coordinator and discussed with Graduate Division staff.
  • Advancement to Candidacy

    Deadline:

    • Doctoral students should complete their Written and Oral Qualifying Examinations and advance to candidacy in the first four years of their Ph.D. study.
    • Non-resident students must complete their Written and Oral Qualifying Examinations and advance to candidacy by the first day of instruction, in order to qualify for a 100% reduction in non-resident tuition for that quarter. The NRT reduction is for 9-quarters only.

    Regulations:

    • Before being advanced to candidacy, the student must complete all University and program requirements (except for completion of the dissertation and its final oral defense, and certain seminar and teaching requirements) and then pass a series of Written and Oral Qualifying Examinations.
    • Effective with the Fall term 2006, the annual Nonresident Supplemental Tuition charge for graduate doctoral students who have advanced to candidacy is reduced by 100%. A graduate doctoral student may receive the reduced Nonresident Supplemental Tuition rate for a maximum of three years. Any such student who continues to be enrolled or who re-enrolls after receiving the reduced charge for three years will be charged the full Nonresident Supplemental Tuition rate that is in effect at the time. The clock does not stop on reduced NRT if a student takes a leave of absence or withdraws from the University.
    • Candidacy for the Ph.D. will lapse if the student fails to continue to enroll unless the Dean of the Graduate Division approves otherwise.
      • Upon readmission the Graduate Division will discuss with the department whether the student should be re-admitted in-candidacy or should repeat their exams and be held to new catalog requirements.

    Procedure:

    1. After all paperwork (Form 2 and Form 3) and necessary degree requirements have been completed, the student will be billed the Candidacy Fee and notified of formal advancement to candidacy by email.
  • Form 5 (Report of Final Examination for the Degree of Doctor of Philosophy, aka Final Defense)

    Deadline: The final examination (final defense) must be successfully completed by the last day of the quarter in which the student intends to graduate.

    Regulations:

    • The Dissertation Committee supervises a final examination, the focus of which is the content of the doctoral dissertation.
    • Under unusual circumstances, the exam may be waived with the unanimous consent of the committee and the approval of the Graduate Dean.
    • The final examination may be given either just prior to the completion of the dissertation and while the student is in residence during a regular academic session or after the acceptance of the dissertation.
    • The final examination is open to all members of the academic community.
    • Administration of the final examination is subject to the policies of the Graduate Council governing critical examinations.
    • All members of the Dissertation Committee are expected to be physically present at the final defense, except as outlined below in Proxy and Remote Participation sections.
    • Faculty may indicate that a student has passed the defense of their dissertation “with revisions.”
      • Should the committee choose this option, the student would be notified that they have 120 days from the defense of the dissertation to successfully complete revisions and file the dissertation. (The student must still be paid and enrolled or on Filing Fee Status during the quarter of planned graduation.) Students who fail to file within 120 days must seek an exception to file from the Graduate Division; exceptions must be supported by the Graduate Advisor and all members of the dissertation committee.

    Proxy:

    • In the event that one member of the Dissertation Committee cannot attend the final defense:
      • The Chair of the committee may appoint an Academic Senate member from the student's department to attend for the absent member.
        • If this happens, please notify the Graduate Division first. Explain which member will not be attending and who will proxy in their place.
        • The committee membership does not officially change. The original thesis committee members sign the signature page approving the final version of the thesis.

    Remote Participation:

    • All committee members must be physically present. If that is not possible, ONE member of the examining committee may participate remotely (e.g. Skype or other video conferencing technology).
      • The committee chairperson or co-chairperson may not participate remotely.
      • Remote participation must be approved by the Graduate Dean prior to the exam by submitting the Petition for Remote Participation, which can be found on the Graduate Division website.
      • Committee members nominated from outside the UC Academic Senate who participate remotely must have qualifications comparable to a UC Academic Senate member and submit a letter of intention and CV. In addition, strong academic justification for inclusion on the committee must be provided by the Graduate Advisor.
      • The proxy option described above must be investigated before remote participation can be considered.

    Procedure:

    1. The results of the final exam are reported on Ph.D. Form 5, Report of Final Examination.
    2. The form is printed from the forms page of the Graduate Division website.
    3. The form should be completed as follows:
      • The date of the examination must be provided.
      • Each committee member must provide a wet signature and indicate whether or not the student has passed the exam, passed with revisions or if the exam is being waived.
        • If a member of the committee has been approved to participate in the defense remotely, the member must submit a separate hardcopy Form 5 with original signature by mail.
        • In the event that the final defense is waived, a memo must be submitted from the dissertation chair explaining why the defense is being waived along with the signed Form 5.
    4. The completed and signed Form 5 is forwarded to the Graduate Division.
    5. Once Graduate Academic Affairs staff has confirmed that all degree requirements have been completed, the student will receive notification confirming official graduation.
  • Graduation

    Regulations:

    • In addition to advancing to candidacy and completing all degree requirements by the deadline, ALL students must submit an Application to Graduate through R’Web by Monday of week 4 of the quarter that they plan to graduate. Please see the Graduation Procedures page for specific deadlines and instructions.

Change in Major/Degree Objective

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  • Change or Add Major

    Deadline:

    • Fall Quarter: September 8th
    • Winter Quarter: November 8th
    • Spring Quarter: March 8th

    Regulations:

    • Any financial support that a student has received for their current major will not automatically apply to the new major.
    • International students will need to provide proof of financial support.

    Procedure:

    1. In order to change or add a major, students must submit the online application for admission found here. (Official transcripts and GRE scores are not required, as the Graduate Division should already have these on file.)
    2. Visit our application instructions for deadlines, and contact information.
      • All institutions attended since high school must be listed.
      • The Statement of Purpose must be provided explaining why the student wishes to change or add the program.
      • A minimum of one letter of recommendation relevant to the program the student wants to add or change to must be provided.
        • Letters of recommendation used for the program the student is currently in may not be used.
        • It is up to the discretion of the program if they wish to require additional letters of recommendation.
    3. Once the application is submitted the program will review the request and forward it to the Graduate Division.
    4. If the request is approved, the student will be sent an offer of admission.
  • Change in Degree Objective

    Deadline: The Petition to Change Degree Objective must be submitted by the first day of instruction of the quarter in which the student wishes their degree objective to be changed.

    Procedure:

    1. The petition is printed from the forms page of the Graduate Division website.
    2. The petition must be completed, with all required information provided.
    3. The petition must have original signatures from the student, the Graduate Advisor and the International Student Resource Center (if the student is international).
    4. If the student is requesting to move up to the PhD:
      • And their GPA is less than 3.2; the Graduate Advisor must provide justification in the bottom section of the form.
      • And they’re international; they must show proof of financial support for one academic year, totaling approximately $50,000. Support can be a combination of fellowship, department funds, employment, and money from the student.
    5. The completed and signed petition is forwarded to the Graduate Division.
    6. Once the Graduate Division reviews the petition, the student and Graduate Program Coordinator will be notified by email.

Designated Emphasis

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  • Completing a Designated Emphasis

    Regulations:

    • Some D.E. programs allow double counting of units between the D.E. and the PhD, some do not. Check the specific D.E. to confirm.
    • Only PhD students may apply for a D.E. Students in a terminal Master's program are not eligible.

    Procedure:

    1. Review the regulations for the specific D.E. the student is applying for. A list of D.E. programs and their applications forms are available at http://graduate.ucr.edu/pub_forms.html.
    2. Have the student complete the form. It must be signed by the director of the D.E.
    3. Submit the form to Graduate Academic Affairs.
    4. The D.E. notation will appear as text on the student's transcript.
  • Proposing a Designated Emphasis

    Deadline: Academic Senate sets deadlines for Graduate Council agenda items.

    Procedure: A "how to" guide on writing a D.E. proposal can be found at http://graduate.ucr.edu/pub_forms.html

Acceptable Progress and Academic Disqualification

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    • Academic Disqualification

      Regulations:

      • According to Academic Senate regulations, disqualification is at the discretion of the Dean of the Graduate Division.
      • To assure that a decision to disqualify a student from an academic program is just, certain basic "due process” requirements should be met.
        • Rules and regulations of each program for pursuing a graduate degree in that academic area, which have been approved by the Graduate Council, should be clearly stated and made known to all students in the program.
        • Academic standards should be applied uniformly.
        • A program may modify its rules and regulations at any time with the approval of the Graduate Council so as to improve its offering and to exercise properly its educational responsibilities; however, students should be promptly informed of such modifications and allowed, whenever feasible, to complete work under standards operative at the time of their initial enrollment in the program.
        • Grades should accurately reflect a student's performance in each course.
        • If a student lacks the academic qualifications to complete a degree program, an attempt should be made to discover this as early as possible in the student's academic career.
        • Students should be given early written notice of unsatisfactory academic progress and a reasonable period of time in which to make-up all deficiencies.

      Procedure to Notify of Disqualification:

      1. Upon recommendation of academic disqualification by the graduate program, the student's academic record is reviewed carefully by the Dean of the Graduate Division, in consultation with the student's Graduate Advisor.
      2. Unless there are indications of procedural error or other substantive mitigating factors to explain the student's record, the Graduate Dean will notify the student of the disqualification.

      Procedure to Challenge Disqualification:

      1. If disqualification of a student has been recommended and the student wishes to challenge the disqualification, a conference with the Department Chair or Graduate Adviser should be encouraged.
      2. A meeting may follow this between the student and the Dean of the Graduate Division.
      3. Depending upon the substance and outcome of that meeting, a decision will be made as to whether a more complete hearing should be conducted prior to formal disqualification.
    • Academic Evaluation and Review

      Regulations:

      • An overall written evaluation of each student's academic progress must be done by the program graduate advisor at least once each academic year. This should include a brief review of the student's work to date, with particular attention to the period since the last report. This report should address academic objectives for the next period. The Graduate Division and the student should receive copies of this report.
    • Timetable

      Deadlines:

      • Fall Quarter: September 1st
      • Winter Quarter: December 1st
      • Spring Quarter: March 1st

      Regulations:

      • Permission for continued registration will be withheld (i.e., blocked) for students considered to be making unacceptable academic progress.
      • When students have reached the end of acceptable progress limits (i.e., their program's normative time plus one year) the Graduate Division requires a calendar outlining the timetable to completion of the dissertation/thesis and degree.
      • A timetable is also required from students in the PhD program who have been a student for 12 quarters but have not advanced to candidacy.

      Procedure:

      1. Students will receive notification from the Graduate Division if their registration has been blocked and a timetable is required.
      2. The appropriate timetable form is printed from the forms page of the Graduate Division website.
      3. There are different timetables for different situations, so the student should read carefully and complete the form that applies to them.
      4. The timetable must be completed, with all required information provided.
      5. The form must have original signatures from the student, the Graduate Advisor and the student’s major advisor.
      6. The completed and signed timetable is forwarded to the Graduate Division.
      7. Once the Graduate Division reviews the timetable, the student and graduate program coordinator will be notified by email.
    • Unsatisfactory Progress

      Regulations:

      • Graduate students are expected to make satisfactory progress toward an approved academic objective, as defined by the faculty of their program in accordance with the policies of the Graduate Council and to maintain a satisfactory grade point average for all work undertaken while enrolled as a graduate student.
      • Satisfactory progress is determined on the basis of both the recent academic record and overall performance.
      • Normally graduate students are expected to enroll for at least twelve units (unless on an approved leave or on Filing Fee Status), and satisfy all requirements of the academic program according to an approved schedule.
      • A graduate student who has not demonstrated satisfactory progress is not eligible for any academic appointment, such as Reader, Graduate Student Researcher, or Teaching Assistant, and may not hold a fellowship or other award that is based upon academic merit.
      • The general criteria for making a determination of unsatisfactory progress include:
        • An overall grade point average below 3.0 or a grade point average below 3.0 in two successive quarters.
        • Failure to complete required courses successfully and/or examinations satisfactorily, within the period specified by the graduate program.
        • Failure to pass a required examination in two attempts.
        • Failure to make adequate progress toward the completion of the thesis or dissertation.
        • Failure to pass qualifying exams within five years.
        • Failure to complete their program within one year after reaching normative time.
        • Failure to make progress in research for two consecutive quarters.
        • Twelve or more units of "I" grades outstanding.
      • Unsatisfactory academic progress may be determined on the basis of explicit requirements, but the professional judgment of the faculty upon review of all graduate work undertaken by the student is paramount.
      • The intention of notices of unsatisfactory progress is to provide students with a period of time (usually at least one quarter) in which to make the necessary improvement in their academic status, and to make progress on successfully completing their graduate study.
      • Any recommendation to terminate the student's status is subject to the approval of the Graduate Dean.

      Procedure for Notifying Student of Unsatisfactory Progress:

      1. If a student is not making acceptable progress, it is important that they be notified of this as early as possible.
      2. All such notices should be in writing to the student, with a copy retained in the academic unit files and a copy sent to the Graduate Dean.

      Action Taken by Graduate Division:

      1. The Graduate Dean normally sends a notice of unsatisfactory progress to students when they are experiencing scholastic difficulties, and when students are taking overly long to complete their degree requirements.
      2. If the Graduate Advisor is of the opinion that there are extenuating circumstances, which warrant an exception being made for an individual student, or if the student shows significant improvement in their academic record, the Advisor may make a written recommendation to the Dean of the Graduate Division to permit the student to continue with scholastic deficiencies.
        • If in the ensuing quarter(s) it is the Graduate Advisor's opinion that improvement in the record is unlikely, or that the student is unable to meet the requirements for a degree, then the Graduate Advisor should encourage the student to withdraw from the University rather than face possible disqualification.

Academic Integrity, Appeal Procedures and Dispute Resolution

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    • Academic Integrity

      Principles of Academic Integrity:

      • At the University of California, Riverside (UCR) honesty and integrity are fundamental values that guide and inform us as individuals and as a community. The culture of academia requires that each student take responsibility for learning and for products that reflect their intellectual potential, curiosity, and capability. Students must represent themselves truthfully, claim only work that is their own, acknowledge their use of others' words, research results, and ideas, using the methods accepted by the appropriate academic disciplines and engage honestly in all academic assignments. Anything less than total commitment to honesty circumvents the contract for intellectual enrichment that students have with the University to become and educated person, undermines the efforts of the entire academic community, and diminishes the value of an education for everyone, especially for the person who cheats. Both students and faculty are responsible for ensuring the academic integrity of the University.



        Misunderstanding of appropriate academic conduct will not be accepted as an excuse for academic misconduct. If a student is in doubt about appropriate academic conduct in a particular situation, he or she should consult with the instructor in the course to avoid the serious charge of academic misconduct.

      Types of Academic Misconduct:

       

      The following provides definitions of academic misconduct to assist students in developing an understanding of the University's expectations, recognizing that no set of written guidelines can anticipate all types and degrees of violations of academic integrity. To the extent that these definitions are not exhaustive, duly appointed representatives of the University will judge each case according to its merits.



      Academic misconduct is any act that does or could improperly distort student grades or other student academic records.



      Cheating. Fraud, deceit, or dishonesty in an academic assignment, or using or attempting to use materials, or assisting others in using materials that are prohibited or inappropriate in the context of the academic assignment in question.

  Submitting for academic advancement an item of academic work that you have previously published or submitted for academic advancement without prior authorization from the faculty member supervising the work is also considered a fraudulent act.

      Fabrication. Making up data or results and recording or reporting them, including laboratory or field research results. In the context of student academic integrity, this also includes falsifying academic or university documents and providing false information or testimony in connection with any investigation or hearing under this policy.



      Plagiarism. The appropriation of another person's ideas, processes, results, or words without giving appropriate credit. This includes the copying of language, structure, or ideas of another and attributing (explicitly or implicitly) the work to one's own efforts. Plagiarism means using another's work without giving credit.



      Facilitating academic dishonesty. Assisting another in violating the policy of Academic Integrity, such as taking an exam for another student or providing coursework for another student to turn in as his or her own effort.



      Unauthorized collaboration. Working with others without the specific permission of the instructor on assignments that will be submitted for a grade. This applies to in-class or take-home tests, papers, labs, or homework assignments. Students may not collaborate without faculty authorization.



      Interference or sabotage. Damaging, removing, or otherwise harming another student's work or University materials and systems to affect the academic performance of others.



      Failure to comply with research regulations such as those applying to human subjects, laboratory animals, and standards of safety.

      

Retaliation of any kind against a person who reported or provided information about suspected or alleged misconduct and who has not acted in bad faith.

      For more on the types of academic integrity, please see the academic senate's definitions.

       

      Procedures to be Used in Cases of Suspected Academic Misconduct:

      1. If a faculty member suspects that an act of academic misconduct has occurred in a course, he or she must promptly communicate with the student regarding the alleged misconduct and the information upon which the allegation is based; the notification process must occur within 30 calendar days from the discovery of the alleged act. The faculty member may make a request for an extension of time through the Associate Dean for Graduate Academic Affairs. If the discovery is made by a student, teaching assistant, reader, grader or tutor he or she should immediately communicate to the faculty member in charge of the course, so that the faculty member in charge can proceed with the investigation. Once the faculty member has spoken to the student a Graduate Academic Integrity Referral Form should be filled out and turned into the Graduate Division.

        The Associate Dean of Graduate Academic Affairs assesses whether a student may have made the violation.  If the answer is yes, the student is contacted to meet with the Dean to discuss the alleged violation.  If the Associate dean determines that the student more likely than not violated University policy, and that the student is eligible for a probation and training sanction, the case will be referred to the Director of Graduate Professional Development for probation review.  

        While each probation agreement is individualized, the two-quarter probation will likely include:

        • an intake meeting with the Director and the Graduate Writing Coordinator to discuss the violation and probation agreement.
        • an assignment in which the student must demonstrate that s/he understands the policy of which they were in violation and how to academic misconduct in the future.
        • completion of an Academic Integrity training via a workshop and
        • four individual consultations in the Writing Center.  The student is responsible for making his/her appointments in the Graduate Writing Center.

        Further information on Senate regulations

    • Appeal Procedures

      Graduate Appeal Procedures - University:

      • PURPOSE AND SCOPE

        The purpose of this procedure is to afford UCR graduate students an opportunity to resolve complaints involving academic or administrative decisions that interfere with the graduate student’s academic progress, such as adverse outcomes on qualifying exams, dismissal from graduate standing, placement on probationary status, denial of readmission to the same program (if the student was previously in good standing), disputes over joint authorship of research in accordance with joint authorship policies of campus departments or units, revocation of campus fellowships, and other administrative or academic decisions that terminate or otherwise impede progress toward academic or professional degree goals (see section II.F of this procedure). This procedure is not available to appeal denial of admission to any program.

        This procedure also governs the Graduate Division review of decisions made at the program level regarding appeals of actions originating in a program. A student must exhaust program level review procedures when a complaint centers on departmental actions. When a complaint centers on actions originating in the Graduate Division, a student must submit the appeal to the Graduate Council of the UCR Academic Senate, as described below. In this procedure, “program” refers to degree granting programs at UCR, including academic departments, which are subject to Graduate Division oversight, and only to those programs.

        The scope of this procedure is limited to the matters listed above, and excludes complaints regarding student records, grades in courses of instruction, student employment, student discipline, and auxiliary student services (such as housing, child care, etc.). This procedure may not be used for complaints regarding actions based on faculty evaluation of the academic quality of a student’s performance in cases such as those enumerated in section II.F, or decanal evaluations of a student’s appropriate academic progress, unless the complaint alleges that the actions may have been influenced by non-academic criteria as identified in section II.B.2 of this procedure.

        This procedure is provided for continuing, former and returning graduate students in the Graduate Division on the UCR campus that file an appeal within the given timelines. Applicants for admission may not use this procedure. This procedure also may not be used to appeal any alleged action or inaction by the School of Medicine or University Extension. A student may bring a complaint individually or may file a complaint jointly with other students when each claims injury as a result of the same alleged action(s).

        Graduate students may contact the Office of the Ombuds for informal and confidential assistance with complaint resolution. The Associate Deans of the Graduate Division also may be consulted for informal resolution at any stage of the process. Civil law remedies, including injunctions, restraining or other court orders, and monetary damages also may be available to complainants.

        THE APPEAL PROCESS

        I. DEPARTMENTAL LEVEL RESOLUTION PROCEDURES

           A. Department Level Complaints

        For complaints regarding actions originating within the student’s graduate department or program, the student must first attempt resolution at the program level by following the Graduate Program Academic Appeals Procedures. The Program level procedures may include informal and formal complaint resolution processes. Copies of the unit Program level complaint resolution procedures may be obtained from the Chair or Graduate Adviser(s) in each unit. If a mutually satisfactory resolution cannot be reached at the Program level, the complaint may be brought to the Graduate Division under the Formal Appeal Procedures outlined below, provided the student has exhausted the remedies afforded under the Program complaint resolution procedures.

        Note that most actions related to a student’s academic progress originate in his or her department or program, not in the Graduate Division. For example, if a student is dismissed by the Graduate Division this is done at the request of the department or program and hence is not an action originating in the Graduate Division.

           B. Division Level Complaints—Informal Resolution

        For complaints regarding actions originating within the Graduate Division or with the Graduate Council, the student may first initiate informal resolution with the Dean or an Associate Dean of the Graduate Division. If a mutually satisfactory resolution cannot be reached through informal resolution, the complaint may be brought under the Formal Appeal Procedures outlined below.

        Time Limits: Attempts at program level resolution or informal resolution with the Graduate Division must be initiated within thirty days from the time at which the student knew or could reasonably be expected to have known of the action being appealed. The program level or Graduate Division informal procedures should normally be concluded within 60 days of the date resolution was initiated.

           C. Complaints Involving Sex Discrimination or Sexual Harassment

        Students with complaints involving allegations of sex discrimination or sexual harassment, that would otherwise fall under the jurisdiction of the Graduate Appeals Procedure must attempt resolution under the UCR campus office for Title IX sex discrimination or sexual harassment complaints (http://www.titleix.ucr.edu/) prior to bringing their complaint under the Graduate Appeals Procedure. Any Title IX allegations must be submitted directly to this office.

        If the complainant is not satisfied with the resolution provided by the sexual harassment complaint resolution procedures regarding academic outcomes, the complainant may proceed directly to the Formal Appeal Procedure outlined below. In such cases, any allegations of sexual harassment investigated under the Title IX procedure will not be reinvestigated in the Formal Appeal. The individual or committee in charge of the investigation pursuant to a Formal Appeal will rely on the fact-finding report made pursuant to the Title IX sexual harassment complaint resolution procedure.

        Complaints involving sexual harassment that are brought pursuant to the sexual harassment complaint resolution procedures must be brought within the time frames indicated in those procedures.

        II. FORMAL APPEAL PROCEDURE

             A. Time Frames for Formal Appeal

        A student may appeal a decision rendered under the Graduate Program Academic Appeals Procedure or the lack of a timely decision, provided the formal written appeal is received in the Office of the Dean of the Graduate Division within 21 days of the notification of the result of the Departmental Academic Appeal Decision, or within 21 days of the expiration of the deadline for rendering a decision (in which case the Graduate Program Academic Appeal is deemed denied).

        If the action being appealed originated with the Graduate Division or the Graduate Council or under paragraph II.C.1.-3. herein, the formal written appeal must be received in the Office of the Dean of the Graduate Division within 30 days from the time the student knew or could reasonably be expected to have known of the action being appealed, or within 21 days of the notification of the result of the informal resolution process if the student attempted informal resolution through the Graduate Division.

        If the action being appealed was investigated pursuant to the campus sex discrimination or sexual harassment complaint resolution procedures (see section 1.C), the formal written appeal must be received in the Office of the Dean of the Graduate Division within 21 days of the notification of the result of the sexual harassment complaint resolution process.

        The formal written appeal should generally be concluded within sixty days of the date it was received by the Office of the Dean of the Graduate Division.

        For purposes of this section, all days are measured as calendar days, excluding campus holidays, inter-session periods, and summer session.

             B. Content of the Formal Appeal

        Complaints under the Formal Appeals Procedure must be initiated by a written statement indicating the action(s) being appealed and the date(s) the action(s) occurred, the grounds upon which the appeal is based, and the relief requested. The written statement may include a request for a personal appearance before the investigative officer, if desired, and notice to the Graduate Division if the student bringing the appeal will be represented by counsel or other representative. The written statement should also include a description of the results of the program level resolution process, and any background information that the student deems pertinent to the case. All written material must be submitted prior to the deadlines stated in section II.A. Material submitted after that date might not be considered in the investigation, unless new material or information emerges that was not available prior to the deadline.

             C. Grounds for Formal Appeal

        A formal appeal may be brought if based upon one or more of the following grounds which had material impact on the student’s academic standing or credit for research:

        1.  Procedural error or violation of official policy by academic or administrative personnel;
        2.  Judgments improperly based upon non-academic criteria including, but not limited to, discrimination or harassment on the basis of race, color, national origin, religion, sex, disability, age, medical condition, ancestry, marital status, citizenship, sexual orientation, or military service, veteran status, or special disabled veteran;
        3.  Special mitigating circumstances beyond the student’s control (such as documented severe illness to self or immediate family, or death in the family) not properly taken into account in a decision affecting the student’s academic progress. In order to seek relief given “special mitigating circumstances,” the student must have raised the issue with the program contemporaneous with the mitigating event. For example, if a documented medical condition impairs the student’s ability to pass an exam, the student must notify the exam committee prior to the exam’s administration.

             D. Procedure for Processing Formal Appeals

         For complaints regarding actions originating within the student’s major department, school, college, or graduate group, the Dean of the Graduate Division may:

        1. conduct the investigation and make a decision for final action; or,
        2. assign an Associate Dean, an ad hoc committee or another campus official to conduct the investigation and make a recommendation to the Dean for final action.

        For complaints regarding actions originating with the Graduate Division, or the Dean of the Graduate Division, the appeal will be referred to the Graduate Council for final action in all matters. The Chair of the Graduate Council, or another member of the Council he or she designates, will be in charge of the Council’s investigation and final action.

        The Graduate Division will notify the student regarding which individual or committee will be in charge of processing the Formal Appeal within 15 days of the receipt of the written statement initiating the Formal Appeal.

            E. Investigation of Formal Appeals

        All Formal Appeals will be investigated according to the following procedures. Nothing in these procedures shall be interpreted as precluding further attempts at informal resolution before a final decision is made.

        The individual or committee in charge of the investigation will:

        1. consult with the appropriate campus compliance officer regarding all complaints that include allegations of discrimination or harassment on the basis of sex, race, national origin, color, age, religion, sexual orientation, or disability (see section IV.C.);
        2. forward a copy of the complaint to the individual(s) complained of and ask them to provide written responses within twenty days of receipt (the written responses should include notice to the University if the respondents wish to be represented by counsel or other representative);
        3. forward a copy of the responses to the student bringing the complaint;
        4. arrange for a personal appearance by the student if the student requested a personal appearance in the written statement initiating the complaint;
        5. obtain any other relevant information from other individuals or sources available, including arranging for personal appearances of witnesses as necessary;
        6. prepare a written report setting forth the factual findings of the investigation, and either the final decision made, or the recommendation for the final decision to be made.

        The Dean of the Graduate Division or the Administrative Committee of the Graduate Council shall notify the student of the final decision on the Formal Appeal within sixty days of the receipt of the written statement initiating the complaint.

            F. Final Decision

                1. Decisions by the Graduate Dean.

                    The decision of the Dean of the Graduate Division is final in all complaints that pertain to the provisions of section II.C (“Grounds for Formal Appeal”) of this procedure, with respect to the following where the complaint originated within the student’s major department, school, college, or graduate group:

        • Readmission to graduate standing
        • Petition for change of major
        • Changes in program
        • Academic probation
        • Academic dismissal
        • Composition of written and oral exam committees
        • Results of examinations for higher degrees (including special departmental examinations and Master’s projects submitted in lieu of the comprehensive examination)
        • Acceptability of dissertations and theses
        • Actions to lapse or terminate candidacy
        • Revocation of campus fellowship
        • Other academic decisions that ordinarily or routinely fall under Graduate Division purview.

                2. Decisions by the Graduate Council

        The decision of the Graduate Council is final in all complaints concerning the following:

        • Complaints under this procedure regarding actions originating with the Graduate Division
        • All other matters pertaining to the formal requirements for advancement to candidacy and the award of higher degrees except those enumerated above as falling under the Dean’s jurisdiction.

        Decisions by the Graduate Council are not, however, meant to limit the Dean of the Graduate Division’s ability to take additional appropriate action within decanal authority (except in cases regarding actions originating with the Dean). For example, the Dean could readmit or allow a change of major to a student whose failure on a qualifying examination had been upheld by the Graduate Council.

              G. Standards of Review:

                   1. Actions originating within the Graduate Division/Graduate Council and Under Paragraph II.C.1.-3.:  The standard of review to be employed for actions originating within the Graduate Division or with the Graduate Counciland Under Paragraph II.C.1.-3, shall be the "clearly erroneous" standard. Under the clearly erroneous standard, outcomes will not be disturbed unless the deciding official/body is left with a "definite and firm conviction that a mistake has been committed" by the Graduate Division/Graduate Council.

                    2. Graduate Division level Review of Departmental Appeal Decision: The standard of review to be employed by the Graduate Dean (or Graduate Council in the event the Graduate Dean has recused himself/herself) shall be under an "arbitrary and capricious" standard as to decisions on the merits rendered under the Departmental Academic Appeals Procedure and under the “abuse of discretion” standard as to determinations regarding validity of an appeal rendered under the Departmental Academic Appeals Procedure. Under the arbitrary and capricious standard, outcomes of comprehensive and qualifying exams will not be disturbed unless the Graduate Dean (or Graduate Council in the event the Graduate Dean has recused himself/herself) determines that a previous determination is invalid because it was made on unreasonable grounds or without any proper consideration of circumstances.  As to determinations of appeal validity where a lower body has made a discretionary ruling (such as whether to allow a party claiming a hardship to file an appeal after the deadline), that decision will be reviewed for abuse of discretion. It will not be reversed unless based upon improper criteria or incorrect assumptions. Any valid pertinent reason stated will be sufficient to uphold the validity determination.

        III. RECONSIDERATION

             A. Grounds

        Students may request reconsideration of a decision made by the Dean of the Graduate Division or the Graduate Council on the following grounds only:

        1. New evidence is discovered which was not available by duly diligent effort at the time the decision was made and which materially affects the outcome of the case; or,
        2. There is evidence that the Graduate Appeal Procedures described herein were not followed and the failure to follow the procedures resulted in a decision adverse to the student.

             B. Procedure and Time Frame for Reconsideration

        Students must submit their request for reconsideration in writing to the Office of the Dean of the Graduate Division. The request must be received within thirty days following the date of the notification to the student of the final decision on the Formal Appeal. The Dean or Administrative Committee will notify the student of the final decision concerning the request for reconsideration within thirty days after the request is received.

        IV. OTHER INFORMATION

               A. Personal Appearance

                    1. Scope.  Students bringing complaints under the Formal Appeal process have the right to a personal appearance before the individual or committee in charge of the investigation. The scope of the personal appearance shall be limited to matters that were raised by the written complaint or the responses that are within the jurisdiction of this procedure.

                   2. Notice. The Graduate Division shall provide the student with fifteen days’ notice of the time and place of the personal appearance. If the student wishes to be represented by counsel or other representative, the student must notify the Graduate Division in writing at least ten days prior to the date of the personal appearance. The notice should include the name, title of, and contact information for the counsel or representative. This notice will constitute an authorization for the Graduate Division to send the representative copies of relevant student records.

              B. Time Frames

        All time frames referred to in this procedure refer to calendar days. Summer and inter-session recesses are not included within these time frames. The Graduate Dean may extend time limits for good cause upon notice to all parties involved in the appeal.

             C. Campus Compliance Officers

                   The campus compliance officers to be consulted pursuant to section II.C.2 are listed below. The names, phone numbers, and campus addresses of these individuals are listed in various campus publications and may be obtained from the Office of the Dean of the Graduate Division or the campus Office of the Ombuds.

        ° Academic Compliance Affairs Officer - should be consulted for complaints alleging discrimination or harassment on the basis of race and sexual orientation. http://affirmativeaction.ucr.edu/

        ° Title IX Compliance Officer - should be consulted for complaints alleging sexual harassment or discrimination on the basis of sex. http://www.titleix.ucr.edu/

        ° ADA/504 Compliance Officer - should be consulted for complaints alleging discrimination or harassment on the basis of disability, or cases involving reasonable accommodations for students with disabilities. http://www.specialservices.ucr.edu/Pages/default.aspx

        ° Age Discrimination Act Coordinator - should be consulted for complaints alleging discrimination on the basis of age. http://hr.ucr.edu/

        V. OTHER COMPLAINT PROCEDURES

             A. Informal Resolution

                 The Office of the Ombuds (http://ombudsperson.ucr.edu/resources/resources.html) may be able to provide confidential, informal assistance, as a neutral party, toward the resolution of the problem. The Associate Deans of the Graduate Division also may be consulted for non-confidential, informal resolution at any stage of the process.

           B. Articulation with Other Campus Procedures

                 1. Guidelines.

        All graduate student complaints that include allegations of interference with academic progress must be brought under the Graduate Appeals Procedure. Once a graduate student has brought a complaint under the Graduate Appeals Procedure, he or she may not bring the same complaint under any other campus appeal or grievance procedure, unless there has been a determination on the Graduate Appeal that the complaint is outside the scope of the Graduate Appeals Procedure. The only exception to this guideline is for complaints including allegations of sex discrimination or sexual harassment, which may be pursued through the Title IX office (http://www.titleix.ucr.edu/) prior to initiating the Graduate Appeals Procedure.

        Graduate students may have complaints regarding University actions that do not fall within the jurisdiction of the Graduate Appeals Procedure. The list below indicates other complaint procedures available to graduate students for issues that are outside the scope of this procedure.

        If a graduate student brings a complaint under a procedure other than the Graduate Appeals Procedure, and the complaint is investigated and a decision is made, a complaint regarding the same facts may not be brought again under the Graduate Appeals Procedure unless there are subsequent events that give rise to allegations of interference with academic progress, or unless the complaint was pursued through the Title IX office.

        For these limited situations where a complaint may be brought under the Graduate Appeals Procedure after it was brought under another campus complaint procedure, the issues investigated in the first procedure will not be reinvestigated pursuant to the Graduate Appeals Procedure. Rather, the Graduate Appeals Procedure will provide a decision with regard to the allegations of interference with academic progress based on the factual findings of the prior procedure.

        2. Other Campus Complaint Procedures.

                         This procedure excludes complaints regarding grades, academic integrity and discipline, employment, benefits, and auxiliary student services (such as housing and child care). In some circumstances, this procedure may be used to address complaints regarding violations of campus non-discrimination policies, to the extent that a documented discriminatory act has affected a student’s academic progress (for details, see http://graduate.ucr.edu/dispute_resolution.html).

        1. Grade disputes must be appealed under the Academic Senate Bylaw R5, Procedures for the Appeal of Grades (http://senate.ucr.edu/bylaws/?action=read_bylaws&code=r&section=05).
        2. For academic integrity disputes involving graduate students, see the Academic Senate Bylaw 6 (http://senate.ucr.edu/bylaws/?action=read_bylaws&code=app&section=06)
        3. For disputes involving graduate student academic employment, see the Employment Issues section of http://graduate.ucr.edu/dispute_resolution.html
        4. For disputes regarding disability accommodations, inquire with the Services for Student with Disabilities (SSD) Administrative Office (http://www.specialservices.ucr.edu/disabilities/Pages/permanentDisabilities.aspx)
        5. For disputes regarding whistleblower complaints, including complaints for retaliation, see the University of California Whistleblower policy (http://www.ucop.edu/uc-whistleblower/)
        6. For other non-academic issues, the student may refer to the campus Ombuds (http://ombudsperson.ucr.edu/) and/or the Office of Administrative Resolution (http://conflictresolution.ucr.edu/) and/or the Office of Labor Relations (http://hr.ucr.edu/supervisor/labor.html)

        Complaints brought under the Graduate Appeals Procedure may include allegations of serious misconduct by University students, staff, or faculty. Neither the Dean of the Graduate Division nor the Graduate Council has jurisdiction under these procedures to impose discipline in cases of alleged misconduct. In such cases, the aspects of the case that fall within this procedure will be resolved. Any allegations of student, staff, or faculty misconduct will be referred to the appropriate disciplinary procedure for investigation and action where warranted.

        VI. OTHER CAMPUS POLICIES

             A. UCR Campus Policy on Sex Discrimination and Sexual Harassment: the Title IX office should be used for graduate student complaints of sex discrimination or sexual harassment where the complaint does not allege interference with academic progress. This office may attempt informal resolution of sex discrimination or sexual harassment complaints prior to bringing the complaint under the Graduate Appeals Procedure in cases where the complaint does include allegations of interference with academic progress. (http://www.titleix.ucr.edu/).

             B. UCR Campus Policy Governing Disclosure of Information from Student Records: Complaints regarding access to student records and for complaints alleging that student records are inaccurate, misleading, inappropriate or otherwise maintained in violation of student rights to privacy should be referred to the registrar’s office (http://www.registrar.ucr.edu/Pages/default.aspx).

           C. UCR Campus Policy Governing Faculty Conduct: For disputes regarding faculty conduct, students may contact the Office of Administrative Resolution (http://conflictresolution.ucr.edu/).

        Graduate Appeal Procedures - Programs:

        • PURPOSE AND SCOPE

          1. Purpose and Scope: This procedure enables current and former graduate students to appeal academic decisions including outcomes of comprehensive and qualifying exams. Applicants denied admission to the Program may not use this procedure and instead will be referred to the admissions office of the Graduate Division. This procedure excludes complaints regarding grades, academic integrity and discipline, accommodations for disabilities, employment, benefits, auxiliary student services (such as housing and child care) and whistleblower complaints. This procedure may be used to address complaints regarding violations of campus non-discrimination policies, pursuant to 4.e.2 below, to the extent that a documented discriminatory act has affected a student’s academic progress (for details, see Graduate Division Dispute Resolution).
            1. Any appeal based on sex discrimination or sexual harassment must be referred directly to the Title IX office for initial review. If the appeal remains active after the conclusion of the Title IX investigation then the appeal will be governed under the procedures described in the campus-wide Graduate Appeal Procedure.
            2. Grade disputes must be appealed under the Academic Senate Bylaw R5, Procedures for the Appeal of Grades.
            3. For academic integrity disputes involving graduate students, see the Academic Senate Bylaw 6.
            4. For disputes involving graduate student academic employment, see the Employment Issues of the dispute resolution page.
            5. For disputes regarding disability accommodations, inquire with the Services for Student with Disabilities (SSD) Administrative Office.
            6. For disputes regarding whistleblower complaints, including complaints for retaliation, see the University of California Whistleblower policy.
            7. For all other non-academic issues, the student may be referred to the campus Ombuds and/or the Office of Administrative Resolution.
          2. Access to Academic Records and to Evaluation Review: Pursuant to FERPA requirements, students are entitled to timely access to academic records stored in their academic file. In addition to access to their academic records, students may request that the relevant faculty members review qualifying examination or other evaluation outcomes with them, if such review was not provided as part of the exam or evaluation process.
          3. Informal and Formal Resolution: As a first step in an appeals procedure, students are strongly encouraged to pursue informal resolution of disputes over academic decisions before resorting to a formal appeal. Informal resolution involves further oral communication among the affected parties (e.g., a student and the chair of his/her exam committee), perhaps in the presence of a third party if desired. Absent an informal resolution, a formal complaint must be initiated in writing.
          4. Formal Appeal Initiation: The formal appeals procedure defines what constitutes a valid appeal.
            1. Only current, returning and former graduate students and faculty members in the Program may use this procedure. A student may bring a complaint individually or may file a complaint jointly with other students when each claims injury as a result of the same alleged action(s).
            2. The formal appeal should be addressed in writing to the Graduate Advisor. Alternatively, the appeal may be addressed to the Department Chair or Program Director. The appeal must be addressed to one of these Program officers.
            3. The appeal must include a written statement that lays out the grounds for the appeal, and any supporting documentation.
            4. The appeal must be initiated within 30 calendar days from the day the student knew or reasonably should have known about the action generating the complaint, excluding campus holidays, intersession periods, and summer session.
            5. The valid grounds on which a student may base an appeal are confined to three areas: (1) evidence of procedural error committed intentionally or inadvertently by the Program faculty or staff and/or (2) evidence of non-academic criteria being used to evaluate academic work, including personal bias and violations of the campus nondiscrimination policy and/or (3) special mitigating circumstances beyond the student’s control (such as documented severe illness to self or immediate family, or death in the family) not properly taken into account in a decision affecting the student’s academic progress. In order to seek relief under 4.e(3), “special mitigating circumstances,” the student must have raised the issue with the program contemporaneous with the mitigating circumstances, or as soon as possible and no later. For example, if a documented medical condition impairs the student’s ability to pass an exam, the student must notify the exam committee prior to the exam’s administration.
          5. Investigation and Record Keeping:
            1. The Graduate Advisor shall determine the validity of an appeal with respect to whether it meets the criteria set out in 4.a.-e. or whether additional material should be provided by appellant in order to make that determination under 4.c. Also, the Graduate Advisor shall forward a copy of the complaint to the individual(s) complained of and ask them to provide written responses within twenty days of receipt. Should the Graduate Advisor have a conflict of interest, the determination of validity shall be made by the Department Chair or his/her designate in the case that the Department Chair also has a conflict of interest. The appellant shall be notified as to the determination as to validity within 30 days of the submission of an appeal. Failure of the Graduate Advisor or Department Chair or his/her designate to identify to appellant the outcome as to the validity of the appeal within 30 days shall result in referral of the appeal directly to the Graduate Division.
            2. The Graduate Division will be notified as to who determines the validity of appeals both as a matter of course and in instances where substitutions are necessary to avoid conflicts of interest.
            3. Appeals procedures will be published in the Graduate Student Handbook and on the Program’s website.
            4. Apanel of faculty appointed by the Graduate Advisor (such as the program’s graduate committee) will serve as the Faculty Hearing Panel (the “Panel”). Only faculty who were not involved in making the decision under appeal may sit on this panel. The Panel will make a decision on the merits of the appeal as well as a remedy, if any.
            5. The Panel will review the written complaint, response from the individual(s) complained of, and submitted materials; afford the opportunity for the affected parties to meet separately with the Panel; and make any appropriate efforts to interview witnesses or other parties and discover information relevant to the decisions.
            6. The Panel may not change an exam result, though it may be allowed to deem the result invalid.
            7. The Panel will make a decision and notify the appellant of the outcome within 60 days of the initiation of the formal complaint. If determination is not made within the 60-day timeframe, the appeal is deemed denied.   Further, if determination by the Panel is not made within the 60 day timeframe, the matter is automatically referred to Graduate Division.
            8. When a determination as to validity has not been determined within the 30-day timeframe or where a determination as to the merits/remedy have not been determined within the 60-day timeframe, or if the appellant is notified after the 30-day or 60-day timeframes identified above, the outcome will be forwarded to Graduate Division as part of the file.
            9. A written summary of the appeal and the conclusions reached will be kept in the student’s academic file. If the appeal is supported, Graduate Division will ensure that prompt corrective action is taken.
          6. Notice to Parties: The appellant and any parties complained of will be promptly informed in writing of the outcome of the appeal and any corrective action taken.
          7. Appeal Procedure: All affected parties have the opportunity to appeal determinations by the Graduate Advisor/Department Chair or his/her designee as to validity of an appeal or determinations by the Panel as to the merits of the appeal and any remedy to the Graduate Dean.  For more information, visit the Dispute Resolution page.
          8. Time frames: All time frames are defined in terms of calendar days, excluding campus holidays, inter-session, and summer session, starting on the day the student either knew or reasonably should have known of the actions leading to the complaint.
          9. Standards of Review:

                      a. Program level: The standard of review to be employed by the Panel shall be the "clearly erroneous" standard. Under the clearly erroneous standard, academic outcomes will not be disturbed unless the Panel is left with a "definite and firm conviction that a mistake has been committed" by the instructor(s).

                      b. Graduate Division level: The standard of review to be employed by the Graduate Dean shall be under an "arbitrary and capricious" standard as to determinations of the Panel and under the “abuse of discretion” standard as to determinations regarding validity of an appeal. Under the arbitrary and capricious standard, academic outcomes will not be disturbed unless the Graduate Dean determines that a previous determination is invalid because it was made on unreasonable grounds or without any proper consideration of circumstances.  Determinations regarding appeal validity will not be reversed unless The Graduate Dean determines that there was no reasonable basis at all for the decision.  Any valid pertinent reason stated will be sufficient to uphold the validity determination.

    • Dispute Resolution

      Graduate students are strongly encouraged to resolve academic and TA/GSR employment problems directly and informally wherever possible. Successful dispute resolution requires clear and objective communication between the affected parties and good-faith efforts to establish common understanding and avoid subjective accusation. Unfortunately some disputes cannot be resolved informally. In such cases graduate students should follow these procedures.

      Employment Issues

      Employment-related grievances* which cannot be resolved through informal discussion with the faculty member or administrator in charge should proceed in accordance with the appropriate university policy (note the timeliness provisions of these policies):

      Graduate students who are uncertain which policy pertains to their employment-related grievance can contact the Office of Administrative Resolution for advice.

      *A grievance is defined as a complaint by an eligible non-Senate academic appointee that meets the scope/definition set out in APM-140-4.

      Academic Issues

      Complaints involving academic or administrative decisions that interfere with the graduate student’s academic progress, such as adverse outcomes on qualifying exams, dismissal from graduate standing, placement on probationary status, denial of readmission to the same program (if the student was previously in good standing), disputes over joint authorship of research in accordance with joint authorship policies of campus departments or units, revocation of campus fellowships, and other administrative or academic decisions that terminate or otherwise impede progress toward academic or professional degree goals are dealt with using the appeal policy approved by the Graduate Council which can be found at http://graduate.ucr.edu/Appeal_Procedures.html and 

      The following are exception to the above:

      Other Issues

      With the exception of Title IX/sexual harassment and student conduct issues that are addressed in the next section, other disputes arising from actions or inactions by faculty or administrators in graduate programs also should be handled first in an informal fashion, beginning with the faculty member(s) or administrator(s) involved, and then, if necessary, the Graduate Adviser or supervising administrator. If a satisfactory resolution cannot be achieved, the issue then should be taken to the student’s Department Chair or Program Director. If a student still remains unsatisfied, an appeal may be submitted to the Graduate Dean or, in cases involving the Faculty Code of Conduct, the Dean of the student’s school or college.

      For students appealing to the Graduate Dean, the procedure closely follows that for academic issues. A written appeal must be received within 30 calendar days of the disputed (in)action and must be based upon (i) procedural error and/or (ii) personal bias or violation of the campus nondiscriminatory policy. Upon receipt of a valid appeal, the Graduate Dean will initiate an investigation of the claims stated in the written appeal. The student is entitled to a meeting with the Dean during this investigation. After consultation with the student, the student’s program, and any other relevant campus units, the Graduate Dean will rule on the appeal. Every reasonable effort will be made to notify the student of the ruling no later than 90 calendar days after the date of receipt of the original appeal. In reporting the final ruling, the Dean will communicate to the student and the student’s program the basis for the ruling and its effective date. The Dean’s ruling is final and cannot be appealed.

      Additional Resources

      Graduate students who are unsure about which procedure to follow or who have questions about the policies affecting their lives at UCR should first contact Kevin Esterling, Associate Dean for Academic Affairs, or Kara Oswood, Director of Student Affairs. The Office of the Ombuds also is available as a neutral and independent office for advice and guidance on dispute resolution approaches. For student conduct issues, please refer to Student Conduct and Academic Integrity Programs for more information. The University Affirmative Action Office and the Title IX/Sexual Harassment Office are available to help where questions or issues related to inappropriate conduct (discrimination or sexual harassment) is involved. In addition, the Office of Administrative Resolution is available as a general resource for students with complaints.

Academic Employment

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      • General Regulations
        • Teaching and Graduate Research Assistantships are offered through academic departments. GSRs are normally arranged with individual faculty members or, in some cases, with the department.
        • TAs and GSRs:
          • Must be making acceptable progress toward the degree.
          • Must be advanced to candidacy within 12 quarters after entry.
          • Must have no more than seven units of Incomplete grades.
          • Must enroll in and complete 12 units of course work or research each quarter.
          • Must maintain a 3.00 GPA.
          • Any student who was born in a country where English is not the official language or who indicates on their application for admission that English is not their first language must pass an English language competency exam before performing duties as a TA.
        • Graduate students may not be employed more than 50 percent time or 20 hours per week during the academic year in any combination of appointments.
        • During quarter breaks and in the summer they may be employed full-time.
        • The length of service for a Teaching Assistant or Associate is limited to 12 quarters.
          • The Graduate Dean upon written request by the department may make exceptions. However, no one may serve in a teaching title for more than 18 quarters of service. No exceptions are made.
      • Childcare Reimbursement
        • An ASE or GSR appointed at 25% time or more for an entire quarter shall receive up to $900 per quarter for childcare expenses incurred during the appointment period.
        • A qualified dependent is defined as a child who is age 12 or under by July 1.
        • Childcare provided by the spouse, a child under age 19, or someone else the ASE/GSR claims as a dependent for tax purposes, is not reimbursable and the childcare provider must have a valid tax ID or social security number.
        • The maximum amount is not per child but is the maximum amount that can be received for all children.
        • Reimbursement requests are submitted after the expenses are incurred.
      • Fee Remission
        • The Graduate Student Health Insurance (GSHIP) is paid for all TAs, Teaching Fellows, Associate Ins, Readers, Tutors, and GSRs employed in any combination of these titles at 25 percent time (10 hours per week) or more.
        • Additionally, they receive a remission of the Student Services Fee and Tuition.
        • GSRs are eligible to have the Nonresident Supplemental Tuition remitted when they are appointed as a 45% time GSR for the full quarter, are not receiving other forms of support that fund Nonresident Supplemental Tuition, and meet all of the eligibility requirements for a GSR title.
        • Students must work the entire quarter to be eligible to receive the fee remissions and if they do not they are responsible for repaying these fee remissions.
      • Salaries
        • The salaries of Teaching Assistants depend on the percentage time appointment.
        • The amount Graduate Student Researchers are paid depends upon a variety of factors.
        • For specific salaries for graduate student title codes (TA, GSR, Assoc In, Teaching Fellows, Readers and Tutors) see the Employment Manual for Graduate Students on the Graduate Division website.
      • TA Duties
        • The following is expected of all TAs:
          • To attend, to the extent required by the department or supervising faculty, all meetings of the class in which the student is doing laboratory work, section discussions, or grading of papers or exams.
          • To consult with the professor in charge of the course as to grading policies, course content, procedures, and proctoring.
          • To attend all meetings of classes, sections, and laboratories for which the student is personally responsible.
            • Failure to meet regularly scheduled classes for which the TA is responsible constitutes a dereliction of duty and may be grounds for termination of employment.
            • If there is a good reason for absence, the TA must inform the department and arrange for a substitute.
          • To make proper and thorough preparation for each class, lab, or section for which the student is responsible.
          • To assign the amount of written work proper to the lab or section for which the student is responsible, and to read and grade the written work thoroughly and as rapidly as possible.
          • To post office hours at least one hour per week per section or laboratory, depending on the course, and to hold those office hours without fail.
          • To report grades accurately and on time to the instructor in charge of the course.
          • To give grade books to the instructor in charge at the end of the appointment.
          • To maintain a professional attitude toward all students in classes at all times.
            • The ethical standards of behavior for faculty instruction apply equally to Teaching Assistants.
          • To notify the supervising instructor as soon as the TA anticipates any workload related issues that may result in a violation of the workload article of the ASE/UC contract.
      • Union Representation
        • All Teaching Assistants, Associates, Teaching Fellows, as well as Readers and Tutors, are covered under a collective bargaining agreement between the University and CASE/UAW.
        • Students employed in these titles are required to pay either union dues or a fair share fee for union representation.
        • The contract can be found at: http://ucnet.universityofcalifornia.edu/labor/bargaining-units/bx/contract.html
        • The union can be contacted at CASE/UAW, 5015 Canyon Crest Dr., Suite 206, Riverside, CA 92507 or (951) 369-8075 or http://www.uaw.org/
        • GSRs are not covered by a collective bargaining agreement and do not have to pay union dues.

Fellowship Recipients

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    • General Regulations
      • Fellowships are awarded on the basis of scholarly achievement and promise.
      • UCR career employees are normally not eligible for fellowship money.
      • All recipients of fellowships:
        • Must enroll and complete 12 units of course work.
        • Must maintain a 3.00 GPA.
        • Must have no more than seven units of Incomplete grades.
        • Must be advanced to candidacy for the PhD within 12 quarters after entry.
        • Must graduate by the end of your programs normative time to degree plus on year.
        • Changes in major or degree objective may affect eligibility.
    • Fellowships That Pay Fees
      • If your fees are paid by a fellowship, you must be enrolled in classes before fees are due.
      • Financial Aid will not disburse until you are enrolled.
    • Stipend Payments
      • Stipends are paid as follows:
        • Fall Quarter - on or before October 1
        • Winter Quarter - usually right after the New Year’s holiday (Disbursement depends on the University's holiday schedule.)
        • Spring Quarter - on or before April 1
      • Only one check is issued per quarter, so students should budget accordingly.
      • Students may authorize a direct deposit to the bank of their choice.
    • Taxes
      • Students receiving financial support should be aware that part or all of their awards might be subject to federal income tax.
      • In general, the following rules apply:
        • Fellowships and scholarships from any source in excess of the amount equal to tuition, fees, books, and course-related expenses is fully taxable, although generally not subject to withholding.
          • Domestic students report stipend payments as income on their Federal and State taxes in April of each year.
          • International students must file GLACIER paperwork in order to determine their tax obligation. Taxes are taken out of the stipend amount at the time of disbursement.
        • Payments received for work or services performed (i.e., TAships, GSRs) are taxable through payroll.
        • Income is subject to tax withholding and is reported to the IRS.
        • International Students and Scholars Office has a website for tax information for international students.
    • Working While Receiving Fellowship Money
      • Fellowships are awarded to students to free them from the need for employment.
      • Fellowship awards with less than a $10,000 stipend may be supplemented.
      • Fellowship awards with a stipend of $10,000 or greater may be supplemented only after approval of the Graduate Dean.
        • It is not unusual for the Dean to approve employment of up to 10 hours a week (25 percent time) during the tenure of an award.
        • Employment may be approved up to 50 percent time for limited periods, but only if employment averages 25 percent or less over the course of the academic year.
        • The Graduate Advisor in your department must make the request of the Dean in writing.
      • Fellowships that do not allow supplementation are the GAANN and Dissertation Year Fellowship.
      • The Graduate Research Mentorship Program may be supplemented with a 25% time GSR appointment only.

More Information 

General Campus Information

University of California, Riverside
900 University Ave.
Riverside, CA 92521
Tel: (951) 827-1012

Contact Information

Graduate Division
University Office Building

Tel: (951) 827-4302
Fax: (951) 827-2238
E-mail: graddiv@ucr.edu

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