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Graduate Student E-Forms

Electronic Forms (E-Forms) are available for students in master's, doctoral, and advanced certificate programs. Online forms will make it easier for students to submit form and reduce processing time. If you have any questions, please contact your graduate advisor or Graduate Affairs at 619-594-5213 or [email protected].

Students: 

Please find your desired form below, and click on "Submit Electronically" to submit your form online. You will be redirected to SDSU's Intranet, where you can sign in using your SDSU ID and password.

For assistance, please refer to the Student E-Forms User Guide.

THESIS STUDENTS: Please click on "Master's Thesis Committee (Plan A) Information and Forms" below for information on how to expedite the approval of your thesis committee packet.

Advisors: 

If you are a graduate advisor and looking to initiate a form on behalf of a student, or view pending petitions, please log in here: https://obwebpub.sdsu.edu/AppNet/Login.aspx.

More resources can be found on the Graduate Advisor page: https://grad.sdsu.edu/grad_advisors/eforms

 

Degree Progress

The Request to Change Graduate Programs Form is initiated by the student when changing to a new Master's program (or a concentration/specialization), or to change from a doctoral program to a Master's program. Students must meet with both the new and old graduate advisors (if applicable) to obtain permission.

After the student has met with the new and old advisors (if applicable) then the completed form is submitted to Graduate Affairs for processing.

Please check your WebPortal for updates to your student records.

Submit Electronically

Some graduate students are admitted to their program on a "conditional" basis. This means that they must meet specific requirements (such as completing particular courses, or earning a particular GPA) before their status is changed to "classified". Classified status is required to move forward through the graduate program. If you were admitted conditionally, please review the conditions and deadline in your WebPortal account, within the Milestones tab.

After you have completed the conditions, contact your Graduate Advisor and request that a Change of Status form be sent to Graduate Affairs. You can only become classified if your advisor submits this form.

Submit Electronically

 

Temporary Change for Thesis Committee Approval

To accommodate necessary workflow changes during the coronavirus outbreak, each program's Graduate Advisor may oversee and approve all aspects of Master's thesis committee packets. All communication may be conducted by email or phone. No physical signatures are needed for the Graduate Advisor to confirm all necessary information. Review and processing of the revised committee packet can take 7-10 business days. Students will receive an email confirmation of approval and at that time can request the schedule number for Thesis 799A.

Graduate Advisors: Fill out the Temporary Thesis Committee Approval form, and email to [email protected]. CC: the master's student on this email. Thank you!

Temporary Thesis Committee Approval form

Students with committee members that are not tenured/tenure track faculty at SDSU will also need to complete the Petition for Lecturers, Adjuncts, and Outside Experts Without SDSU Affiliation to Serve on Thesis Committees. Please read the form in its entirety, as additional documentation may be required to accompany this petition.

Temporary changes made by Montezuma Publishing can be found on their website under "Thesis and Dissertation Services".

Formatting guidelines can be found on the Dissertation & Thesis Review website.

Students who wish to enroll in Thesis 799A must first have an approved Thesis Committee Form on file with Graduate Affairs. Once this form is processed and approved, students may request a schedule number and an add code from Graduate Affairs in order to enroll in Thesis 799A.

Students requiring additional time to finish their theses must enroll in 799B Thesis Extension, either through main campus or through SDSU Global Campus. Please refer to Part Four of the Graduate Bulletin for more information on thesis and thesis extension courses.

Embargo Policy

Students completing a Final Comprehensive Departmental Exam (Plan B) are required to notify Graduate Affairs once the student passes the exam. The Report of Final Exam or Thesis Defense form must be submitted to Graduate Affairs by the appropriate deadline. See the current Academic Calendar or the Graduate Bulletin for the exact deadline date.

Some departments require notification of the thesis defense for students completing a thesis (Plan A). Students can contact their graduate advisor to confirm this requirement or view the "Milestones" tab in WebPortal.

If Graduate Affairs receives a Report of Final Exam or Thesis Defense form for a student who is not classified, does not have an Official Program on file, and/or is not Advanced to Candidacy, it will be denied and the student will be notified.

Officially, a student may not sit for an exam or begin their thesis without first being Advanced to Candidacy.

This form is submitted online, and must be initiated by your Graduate Advisor. Please contact your Graduate Advisor if you would like to submit this form.

Matriculated students can submit an application for graduation through their WebPortal account. Non-matriculated students will need to contact the Graduate Affairs for a paper application.
A letter verifying completion of degree requirements may be requested ONLY if the following applies:
 
The student has missed the application for graduation with an advanced degree deadline, yet has completed all degree requirements. If the student has completed a thesis, Montezuma Publishing must have provided notification to Graduate Affairs that the thesis was approved, and payment was made for binding before a letter of verification may be written. If the student has completed a final/comprehensive departmental examination, the student's department must provide notification to Graduate Affairs.
 
 
Note: This is a standard letter and no special exceptions of the wording may be requested. Letters will only be issued to third parties (employers, institutions, etc.). Letters will not be written once finals begin.

Special Petitions

This petition is used to change a student's official program of study or request an exception of specific requirements stated in the Graduate Bulletin. These may include substitution of core (required) courses, extension of an incomplete, excess units taken through SDSU Global Campus' Open University, using prior year's Graduate Bulletin requirements and transfer courses from another university replacing core (required) courses. The petition must be supported by the graduate advisor.
 
 
If approved, a student is allowed to repeat a course in which a WU has been assigned. The original WU grade will remain on the permanent record, but only the second grade will be used in computation of the grade point average. A course in which a WU has been earned may be repeated only once. Repeated courses may not be taken for credit/no credit.
 
 
If a student feels that serious and compelling circumstances clearly beyond his/her control prevented fulfillment of academic obligations, s/he may request to retroactively add or withdraw from a course(s) after the semester has ended by submitting a Graduate Petition for Retroactive Course Changes to Graduate Affairs. This form is available at the Registrar's Office website: https://registrar.sdsu.edu/students/academic_status/withdrawal
 
The Graduate Petition for Retroactive Course Changes requires the approval and signatures of the instructors of the courses involved, and the approval and signature of the graduate advisor. The form should be submitted to Graduate Affairs when all signatures are secured. Supporting documentation must accompany the Petition for Retroactive Course Changes.
 
If approved, the Registrar's Office requires the student to pay a processing fee to the Cashier's Office.
 
Note: Students should be aware that the University policy permits approval of this petition only if the student can demonstrate that serious and compelling circumstances clearly beyond their control prevented fulfillment of academic obligations. Supporting documentation is required.
Any course that is part of the official program of study and was completed more than seven years prior to the date on which all requirements for the degree are completed cannot be used to satisfy unit requirements of the Official Program of Study.
 
With the approval of the graduate advisor, an expired course may be: validated by an examination, repeated, a more recently completed graduate level course substituted, or additional graduate level coursework of equal unit value assigned.
 
In some instances, the Graduate Advisor and Graduate Affairs may authorize students in Thesis (Plan A), to validate expired courses by passing a comprehensive examination in the subject field of the degree.
 
Validations expire one year from the date of validation and can be validated only once. Courses from another institution cannot be validated.
 
 

All requirements for advanced certificates and master's degrees coursework entailing 30 units must be completed within six consecutive calendar years after initial registration. All requirements for master's and joint master's degrees entailing more than 36 units must be completed within seven consecutive calendar years after initial registration.

A student in the sixth (or seventh) academic year of graduate study may appeal to the Graduate Assistant Dean for a one-year time limit extension, with approval from the Graduate Advisor. If approved, all degree requirements must be completed the following academic year and a second extension will not be considered.

Submit Electronically

A student who has been advanced to candidacy has been officially recognized by the university as a candidate for the degree. In order to be advanced to candidacy a student must complete a minimum number of POS units, have a minimum POS GPA of 3.00, and any other departmental requirements. Students are typically nominated for advancement by their department, and reviewed for advancement by Graduate Affairs at the time the request is submitted. If approved for advancement to candidacy, the student becomes eligible to file the Appointment of Thesis/Project Committee form in preparation for enrollment in thesis (Plan A), or to sit for the comprehensive examination (Plan B). For a list of advancement requirements, and for exceptions to the rules listed above, please refer to the Graduate Bulletin.

Note: Students enrolled in programs using the u.Achieve degree audit system can submit a request to advance to candidacy electronically. If you are not sure if your program is using u.Achieve, please ask your advisor. The system will not allow you to submit if your program is not using the system. Your advisor will complete this process for students enrolled in programs not using u.Achieve.

Submit Electronically

Graduate students who are not able to maintain a post-baccalaureate cumulative GPA of 2.85 or higher are academically disqualified from the university. Academically disqualified students are not allowed to take classes at SDSU or participate in graduate programs for one semester. After that time, they may apply for readmission. If there are serious and compelling extenuating circumstances beyond the student's control, the student may petition for immediate reinstatement. The petition is completed in conjunction with the graduate advisor. It must include a reasonable plan to immediately raise the post-baccalaureate cumulative GPA, and to complete all degree requirements in a reasonable time frame.

Immediate Reinstatement After Disqualification Form

Students who have been academically disqualified for more than 1 semester or left the university on academic probation and want to continue with their program must complete the Petition for Readmission and Reinstatement After Disqualification. Before submitting this form, the student should first reapply to the university during the application filing period. (Visit the Graduate Admissions Office website for application deadlines). Once the application has been completed and submitted, the student must submit this petition to the Graduate Admissions Office for review. The application will not be released electronically to the program for review unless the Readmission petition is approved.

This petition must be completed in conjunction with the graduate advisor. The student and advisor must agree on coursework and grade plan that will avoid another disqualification. The minimum Program of Study GPA, "300+1" GPA, and all other degree requirements should be attainable in a reasonable time frame.

Petition for Readmission After Disqualification, or on Probation Form

After the University Schedule Adjustment deadline, students are expected to complete all courses in which they are enrolled. However, for fully documented, serious and compelling reasons, the student may request a Late Schedule Adjustment by obtaining appropriate authorizations. Download the PDF form.

The student must provide a type-written statement describing the request, provide supporting documentation and approval from the instructor(s). The student will need to provide 1 petition for each course, unless withdrawing from the entire semester which the student would need to also complete the Withdrawal Card.

All Late Schedule Adjustment Petitions take 7-10 business days for review. Students will be contacted by email of the decision. Any petitions that are submitted with insufficient documentation or incomplete forms will delay processing beyond 10 business days.

Additional Information

The Withdrawal or Dismissal form is used for one of the following reasons:

  • A student is withdrawing from the university
  • A department requests that the student be removed from the program
  • A student wants to change from a Master's degree program or certificate program into a credential program

Students that withdrawal from the university will need to take appropriate action to also drop or withdrawal from their courses if registered.

Submit Electronically

This form will be used for students admitted into the Master's degree program in Interdisciplinary Studies to create their academic plan and their thesis committee. An official thesis committee packet will still need to be completed and submitted to the Division of Graduate Affairs.

Master's Degree Program in Interdisciplinary Studies Form

The advanced certificate at the graduate level provides a program of coursework leading to a certificate concurrently with, or other than, a master's degree.
 
Students are required to complete a Request for Permission to Enter an Advanced Certificate Program form and submit it to Graduate Affairs prior to entrance into a certificate program.
 
Graduate Affairs will determine whether the student meets the minimum eligibility requirements of the program before admitting the student into the certificate program.
 
 
After a recommendation has been made by the department, the Request for Permission to Enter an Advanced Certificate Program must be returned to Graduate Affairs.
 
Once a student completes all requirements for the certificate, the graduate advisor must send Graduate Affairs a Notification of Completion of Advanced Certificate Program form for verification of completion of the requirements. A certificate will be ordered, and once received, will be signed by the graduate advisor and the Provost of SDSU. It is the graduate advisor's responsibility to send or award the certificate to the student.
 
 
Departments requiring students to pass a foreign language examination may direct a student to complete one of the following options, or a combination thereof:
 
  1. A departmental examination administered either by the department or by the appropriate foreign language department
  2. The appropriate part or parts of the MLA-cooperative Foreign language Test
  3. The Graduate School Foreign Language Test (GSFLT)
  4. Or satisfactory completion of certain foreign language courses.
 
The foreign language requirement must be fulfilled prior to advancement and graduation. The graduate advisor must submit notification of completion of the Foreign Language Requirement to the appropriate evaluator in Graduate Affairs.
 
 

The Reissued Graduate Diploma Order form should be mailed to the Cashier's Office for processing. Diploma orders take up to 6-8 weeks and will be mailed to the address provided.

To have your diploma notarized, you will need to order a new diploma to be mailed to Graduate Affairs and make arrangements with a notary.

You will be notified when your documents are ready for notarization. You are responsible for scheduling the notarization and payment with the notary. The Graduate Affairs Office has worked with 2 notaries: Annette Perea and Stacey Wolfson. You may contact Annette Perea, a notary who will provide service at SDSU, at (619) 248-3486 or [email protected]. Stacey Wolfson is a notary that works at USE Credit Union on campus and can be reached at 619-894-0965 or [email protected].

After the documents are notarized, the documents will be mailed to you. If you are designating a person to pick up the documents on your behalf, a signed release form is required.

Reissued Graduate Diploma Order Form

Special Petitions for Undergraduates

Undergraduate students wishing to take 500, 600, and 700 level courses to be applied towards a future Master's Degree must file a Request for Permission to Enroll for Concurrent Master's Degree Credit.
 
Undergraduates may only take these courses in the final semester of their bachelor's degree, and must meet all required competencies in writing and mathematics, be within 12 units of completing requirements for their degree, and have a GPA of 3.0 or above.
 
The maximum number of units that may be earned as concurrent master's degree credit is determined by the difference between the number of units remaining for the bachelor's degree and 15 units.
 
Students should secure approval from Undergraduate Evaluations (619-594-6668) and the Graduate Advisor of the department the courses are in. The Request for Permission to Enroll for Concurrent Master's Degree Credit should be returned to Graduate Affairs for final review by the Assistant Dean.
 
If the student does not receive his/her bachelor's degree at the end of the semester the courses are taken, no concurrent credit will be awarded.