Campus Closure Updates

In light of the recent public health recommendations, the Graduate Division closed its offices. Graduate Division staff will be working remotely during the campus closure. All units are available by email and are here to assist you during these uncertain times. 

As the impacts of the Coronavirus (COVID-19) changes daily, we encourage you to check for updates often. Any additional communications from our offices will be sent to your UCR email for new and current students or your application email address for applicants.

From the Chancellor's Office: Information about the Plan for Campus Return (email sent to campus community 6/4/20):

As you know, for the past several weeks we have been maintaining a COVID-19 website with information on public health directives, etc.  As we transition to a focus on preparing for the fall, we have created a new "Campus Return" web site ( to serve as a hub for information about the planning for fall quarter and eventual expansion of on-campus operations.  Here you will find updates about the progress of the working groups, planning documents, and latest news.  If you have suggestions or ideas, you can use the feedback form to send a message to the appropriate working group.


Students employed in student teaching or graduate researcher position should contact their department administrators for information on working remotely for the Spring 2020 quarter. Graduate researchers for whom remote employment is not possible should contact their PI and/or graduate advisor to set up schedules reflective of social distancing practices.

Questions or concerns should be directed to Patrick Napier.

Graduate Academic Affairs FAQs

  • Course Withdrawal & S/NC Deadlines - Spring and Summer 2020


    Measures passed by UCR Executive Council of the Academic Senate on June 4, 2020:

    • R1.1.4 A student may drop a course without prior approval no later than the end of the second full week of instruction. For Spring 2020, from the third full week of instruction through the end of the term (quarter), a course may be dropped with the approval of the advisor. For Summer, 2020, from the third through the tenth full week of instruction, a course may be dropped with the approval of the advisor. Any course drop which would reduce the undergraduate student's academic load to less than 12 units must be approved by the Dean.
    • R1.1.5 If a student drops a course before the end of the eighth full week of instruction in Spring 2020, no indication will be entered in the permanent transcript. Deans may permit undergraduate students to withdraw after the eighth week on a case-by-case basis, in which case a transcript symbol of W, signifying withdrawal, entered in the grade column. For Spring and Summer 2020, no indication of courses dropped during these quarters will appear in students’ permanent transcripts. Students who withdraw while repeating a course previously taken may register for another attempt in a later quarter.
    • R1.1.6 The final date to petition for conversion from letter grade to S/NC or vice versa will be the end of the term (quarter).

    This means students have until the end of week 10 to withdraw from a course (with no W) and change the grading basis of a course to S/NC. The $4 enrollment adjustment fee will not be assessed for form submitted during Spring 2020.

    • Does Spring 2020 count towards my 9 quarters of reduced NRT?

      Yes, currently Spring 2020 counts towards the 9 quarters of reduced NRT. This rule is enforced by the UC Office of the President (UCOP). We recognize this is a concern for many students, conversations are ongoing with UCOP to determine if this policy can be updated for the current situation.

    • Has normative time been paused?

      No, normative time has not been paused. If a student needs and extension to normative time, Graduate Division will be flexible and lenient.  Delays caused by the Spring/Sumer 2020 campus disruption will be taken into account when evaluating normative time. We understand this is a topic of concern to many graduate students and will continue to evaluate how to best manage students that are forced to stay longer in the program because of current challenges.

      The reasons for not making adjustments to normative time are:

      • A one quarter, or even one year, grace period may not be effective for some students who have had their research interrupted.
      • Extending normative time will not have an impact on available funds. If a student stays longer in the program, it doesn't follow that funds or employment will be available to cover that extra time. Students should discuss any timeline changes or funding issues with their advisor first.
      • Normative time is a guideline that impacts students in certain situations, such as employment eligibility, DYP and GRMP awards and timetables. As mentioned above, Graduate Division will exercise leniency when evaluating students dealing with these issues.
      • With so many changes happening quickly we're working to keep communications simple and direct. Normative time remaining intact helps prevent additional confusion because there is no one way to communicate a pause of normative time to campus.
    • How do I submit a paper petition, including the Gradaute Enrollment Adjustment Form, that requires an original signature during Spring & Summer 2020? **

      Fortunately, most of our petitions are on R'Grad (via R'Web) and available online. That you for your patience as we work to process petitions using new procedures.  On the petition, students enter the email address of their graduate program coordinator. Once the petition is submitted, that person will receive an email with a copy of the petition. Please follow the steps outlined in that email to submit the petition to Graduate Academic Affairs.

      Please use THIS LINK to submit the following petitions:

      • Committee Nomination or Change (Dissertation/Thesis)
      • Enrollment Adjustment Form (including late adjustments)
      • Half-Time Status
      • Incomplete Extension
      • S/NC Petitions
      • Waive Course Work

      ** Consider delaying petition submission until Fall 2020 if not crucial for graduation or advancement.

    • How do I complete my Oral Qualifying Exam, Final Defense or Dissertation approval paperwork during Spring & Summer 2020?
      The following procedures are valid for Spring and Summer 2020



      • Use Zoom (or other video conference software) for Oral Qualifying Exam
      • The Committee Chairperson must send an email to Graduate Academic Affairs, and copy the program Graduate Advisor and Graduate Program Coordinator.
      • The email should state the date of the exam, the names of the committee members present and their vote (pass or fail).
      • If the information is available, also include names of the dissertation committee members.
      • The official signed form, with original "wet" signatures (not scanned), must be submitted for the student records as soon as it is available.
      • A hold will be placed on the student's registration for Winter 2021 in anticipation of the official form

      FINAL DEFENSE (Master's and PhD)

      • Use Zoom (or other video conference software) for the Final Defense
      • The Committee Chairperson must send an email to Graduate Academic Affairs, and copy the program Graduate Advisor and Graduate Program Coordinator.
      • The email should state the date of the defense, the names of the committee members present and their vote (pass, fail, or pass with revisions).
      • The official signed form, with original "wet" signatures (not scanned), must be submitted for the student records as soon as it is available.

      SIGNATURE APPROVAL PAGE (Dissertation or Thesis)

      • All members of the committee must separately email their approval to Graduate Academic Affairs and copy the Graduate Program Coordinator.
      • The email must specify the date the committee member approved the final version of the document.
      • The official signed form, with original "wet" signatures (not scanned), must be submitted for the student records as soon as it is available.
    • How do faculty submit a Grade Change?

      Instructions for Faculty from the UCR Registrar's Office, effective 3/20/2020:

      1. From your UCR email address, please email the Office of the Registrar at to request a Grade Change Form.

      2. A Registrar staff member will reply to your message with an updated grade change form, designed to accommodate this temporary process. This form can be completed using Adobe Acrobat Reader and requests the same information as a normal Grade Change Form, including:

      • Student Name and ID (available in iGrade)
      • Course Number and Title
      • Old and New Grades
      • Reason for Grade Change

      3. Once you have completed the form, please email it back to from your UCR email address. Registrar staff will confirm receipt of the form and process your grade change.

      4. If you have multiple grade changes, you may submit them all via a single email. If you have additional grade changes to submit during the campus closure, you can continue to email these using the supplied form.


    • Can I use additional quarters of In Absentia?

      In Absentia status has a limit of 6 quarters. If you need additional time on In Absentia, please submit the regular IAB petition to request an exception. If your research has been disrupted by a COVID-19 closure, please describe the circumstances in detail on the petition.

    • Can I keep my California Residency of I leave the state for Spring 2020?


      The UC Residency Policy and Guidelines (the "Guidelines") currently provide that absences of six weeks or more in a one-year period disqualify  student from receiving in-state status. The Guidelines are hereby amended to provide that a student's absence from the state for any length of time between March 9, 2020 and the Residency Determination Date for Fall 2020 at their campus shall not be counted toward the six week limit if the absence is caused by the COVID-19 pandemic. This means that students who temporarily leave California in response to the pandemic remain eligible for in-state residency for the 2020-21 academic year so long as they meet all other applicable eligibility requirements.

      The Guidelines are further amended to provide that a student, who has been or may be granted in-state status based on Financial Independence, may accept or use financial resources from another individual between March 9, 2020 and the end of the 2019-20 academic year without loss of eligibility for in-state status if the transfer of resources is made in response to the COVID-19 pandemic.

      All Guidelines contrary to the provisions of this amendment, except those adopted by the Regents, shall be suspended to the extent of the conflict, during the period this amendment remains in force. Further extensions of this policy will be considered if necessary, to accommodate students whose circumstances are impacted by the COVID-19 emergency. Please note this temporary amendment is not intended to contradict Regents Policy 3105. These amendments stand until such time as they are rescinded by the UC Provost.

      More information -

    • Can students be physically on campus during Spring 2020?

      No, both domestic and international students do not need to be on campus for Spring 2020 courses or employment. The entire quarter will be remote. Questions regarding campus duties that need to be conducted in person should be directed to the PI or advisor in the academic program.

      According to the UCR International Students and Scholars Office the Department of Homeland Security is making a temporary exception to F-1 regulations which allows students to 1) take courses online and 2) remain enrolled with a SEVIS record if they are abroad or in the United States. International students should check with the International Students and Scholars office to determine the individual impacts to their visa status.

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