Petition Processing

General Submission and Processing Information

• All petitions should be completed, signed, and submitted to the Graduate Division via email to gradacademics@graddiv.ucsb.edu, or via DocuSign Power Form if applicable.

• The Faculty Graduate Advisor and the Department Chair have signature authority for petitions. The GradPoint Contact List will be used as the source of truth for Faculty Graduate Advisors and Department Chairs.

• If OISS signature is required, it should be obtained prior to submitting it to the Graduate Division.

• Any applicable petition fee will be charged directly to the student’s BARC account. Currently, petition fees are being charged to BARC via a batch submitted once per month, so there could be delays in when the student sees the fee.

• GDASU staff will process the petitions in the order received, however due to relevant deadlines, some petitions may be backlogged in order for staff to catch up on forms/petitions/degree audits with an earlier due date. Below are the deadlines for certain actions, which dictates how the GDASU prioritizes petition and form processing.

  • Due by 3rd week census each quarter: Leave of Absence, In Absentia, Part-Time Status, Form II Advancement to Candidacy, Reinstatement, Intercampus Exchange Program, Cross Campus Enrollment

  • No strict deadline/Due before degree is awarded: Retroactive Schedule Adjustment, Change of Degree Status Petition, Embargo Request Form, Committee Change Form IA, General Graduate Student Petition, Time-to-Degree Extension for Parenting Demands

Expectations of Departmental Staff and Faculty Graduate Advisors

Departmental staff and faculty are expected to advise students on the various petition actions that the student may need. GDASU staff can also help advise students on the policies and procedures.

When the Faculty Graduate Advisor or Department Chair are signing off on a petition, they are signing off in acknowledgement of the action, and that the student is eligible for that action.

Expectations of Graduate Division Academic Services Staff

GDASU staff are expected to review, process, notify relevant parties, and archive the petition actions. GDASU staff will check that the student is eligible for the action requested, do the required data entry into the relevant systems, notify the student and the GPA that the petition is processed, and archive the petition.

All processed petitions will be available in the GradPoint Documents Tab.

Exceptions

Some petition actions have somewhat routine exceptions processes, a good example of this is the In Absentia Petition; students routinely request exceptions for a second year of in absentia registration. When an exception to established policy is requested, the petition is reviewed by the Associate Dean.

Petitions

Change of Degree Status Petition

Petition | Full Policy
For requests to add or drop a master’s degree objective, emphasis or certificate program, and drop a doctoral degree objective.

• Once processed, the action will display in GradPoint.

  • Open/Closed degrees will display on the GradPoint Programs Tab

  • Emphases will display in the Emphases Box in the GradPoint Programs Tab

UC Online (Cross-Campus Enrollment)

Full Policy (no petition)
The UCSB Office of the Registrar's policy is to limit students to enrollment in 1 UC Online course per quarter with additional courses at the purview of the student's college. The Registrar's will reach out to the Graduate Division for approval when these cases arise. Students requesting to enroll in more than 1 UC Online course in a quarter should submit to the Graduate Division (Academics Unit) a letter of support from their research advisor that includes the courses the student is requesting to enroll in and a justification for the request (i.e. the courses are necessary for research/training, but aren't available at UCSB, etc.). When received, the GDASU will submit the letter of support to the Associate Dean for review and final approval. The GDASU will notify the Registrar's Office of the outcome. 

Embargo (Delayed Release) Request Form

Petition | Full Policy
For requesting delayed release of your master's thesis, doctoral dissertation, or supporting document for more than 2 years (no petition needed for 2 years or less).

General Graduate Student Petition

Petition | Full Policy
For requesting transfer of credit; to take Extension courses; waive Graduate Council requirements; dual enrollment.

In Absentia Registration

Petition  |  Full Policy
For requesting reduced tuition when research or study requires residing outside of the local campus region for the duration of a quarter.

Intercampus Exchange Program for Graduate Students (IEPGS) Petition

Petition  |  Full Policy
For requesting to take classes at another UC campus, or to receive independent study credit with a professor at another UC campus.

Leave of Absence Petition

Petition  |  Full Policy  |  DocuSign PowerForm
For requesting to take off one or more quarters due to personal reasons. Graduate student parents are encouraged to download our Parenting Accommodations Packet for additional resources. 

FILING Leave of Absence Petition

Petition | Full Policy
For requesting a leave, in lieu of registering, during quarter student is meeting final degree milestone (terminal master’s thesis, comprehensive exam or project, doctoral dissertation, or supporting document). One-time use only.

Summer Filing Leave of Absence

Petition  |  Full Policy
For international graduate students who have fulfilled all degree requirements except the final examination and filing of the master’s thesis, doctoral dissertation, DMA supporting document, or completion of master’s comprehensive examination or project to take a Summer Filing LOA in lieu of registering.

Part-Time Status

Petition  |  Full Policy
For credential, terminal master's, or doctoral students who are not advanced to candidacy to request Part-Time Status.

Reinstatement to Graduate Status Petition

Petition  |  Full Policy
For requesting to re-enroll after a lapse in status.

Retroactive Schedule Adjustment Petition

Petition  |  Full Policy
For requesting a schedule adjustment after the last day of instruction for the quarter.

Time to Degree Extension for Parenting Demands

Petition  |  Full Policy
For requesting an extension to your time-to-degree due to parenting demands. Graduate student parents are encouraged to download our Parenting Accommodations Packet for additional resources.