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Staff Graduate Advisors are expected to complete master’s degree check sheets for all students who have completed the requirements to earn a master’s degree in their department’s degree program(s).
Verify the student has met all departmental requirements specified on the check sheet. You may log in on Gold as an emulator to access the courses students previously completed.
Confirm the total number of required units has been met.
Verify that University requirements have been met.
List completion dates for any projects, comprehensive exams, thesis approval, and language exams
Indicate any course substitutions/waivers
Indicate the quarter and year master’s requirements were satisfied
Requirements must be completed by the filing deadline for a particular quarter.
Verify the student has an Unconditional Admission status in the Admission Unit’s Online Application Review System (App Review)
If a student still has a Provisional Admission status, their degree cannot be awarded until they clear this with the Admissions Unit.
After check sheets have been signed by the Faculty Graduate Advisor or Department Chair, the completed check sheets should be submitted to the Graduate Division at: gradacademics@graddiv.ucsb.edu.
1-2 weeks prior to the Registrar’s final degree list submission deadline, the Degrees Awarded Report on GradPoint Academics should be reviewed for accuracy, and the GDASU staff should be contacted immediately if any students are missing from the report (we send a reminder email will be sent to GPAsto staff advisors and will provide you with instructions).
Faculty Graduate Advisors or Department Chairs are expected to sign the master’s degree check sheets verifying the check sheets accurately reflect:
the student’s completion of all degree requirements
the dates milestones were met
the degree quarter
their approval of any noted exceptions (substitutions/waivers)
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The department wants to allow a core course to be substituted by an independent study course (596), upper-division course (when graduate level is normally required), or something similar.
The department should include a memo (signed by the Department Chair or FGA) addressing why the request is being supported.
GDASU staff will provide the information to the Associate Dean, or Dean for review.
The department wants to request an exception to the departmental grading requirement (B or better in core courses, etc.) for an individual student
The department should include a memo (signed by the Department Chair or FGA) addressing why the request is being supported in this case.
GDASU staff will provide the information to the Associate Dean, or Dean for review.
The department wants to waive a requirement entirely (including language requirements) either for an individual student, or a cohort.
The department should include a memo (signed by the Department Chair or FGA) explaining the rationale for the request.
GDASU staff will provide the information to the Graduate Council for review.
The department wants to request an exception to Graduate Council policy: residency, cumulative GPA, etc.
The department should include a memo (signed by the Department Chair or FGA) explaining the rationale for the request along with a General Graduate Student Petition.
GDASU staff will provide the information to the Graduate Council for review.
Retroactive degree requests can only be made in cases where a student completed all degree requirements by a filing deadline, but due to administrative error, the degree was not awarded before the degree list was finalized by the Office of the Registrar.
Department steps:
Complete a master’s degree check sheet that confirms all degree requirements were completed by the applicable filing deadline.
Confirm the student was either registered or on a Filing Leave of Absence during the degree quarter.
Prepare a memo (signed by the FGA) requesting the retroactive degree.
the memo should confirm the student was eligible by the applicable filing deadline
the memo should include an explanation of the administrative error
Email the master’s check sheet (including any other applicable degree paperwork) and memo to the Graduate Division at: gradacademics@graddiv.ucsb.edu.
GDASU steps:
Confirm the student’s degree eligibility for the applicable quarter.
Submit the request to the Graduate Division Dean for review.
Submit the request (including department memo, and Graduate Division Dean memo) to the Office of the Registrar for review.
Inform the GPA after the retroactive degree is processed by the Registrar’s.
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