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VII. Enrollment

Enrollment

All students are required to register for 12 hours, until they are admitted to doctoral candidacy, at which point they may register for 10 hours. 

Leave of Absence 

  • A Leave of Absence is granted for sound educational reasons, health reasons, financial problems, or family responsibilities and is valid for no more than one year, but may be extended if there is sufficient justification.
  • Students should fill out the Leave of Absence form (which can be found on the Graduate Division website) and speak with their faculty advisor and the Graduate Program Coordinator about their situation.
  • Use of University facilities is restricted while on leave. Library access is permitted as determined by Library policy.
  • All financial aid (GSA, TA, Fellowship) terminates on the effective date of this leave.
  • Any University employment, staff or academic, must be reported to Graduate Studies.
  • Re-admission is contingent upon any conditions set by your Department or the Graduate Dean.
  • Re-admission will automatically be effective for the quarter of return you have indicated, provided that your total leave time is three quarters or less. The Registrar's Office will email a registration bill to your UCSC email address. You may be required to re-establish CA residency with the Registrar if on leave for more than one quarter.
  • Students who are advanced to candidacy and take a leave of absence forfeit eligibility for any future In Candidacy Fee Offset Grant (ICFOG)
  • Students who fail to reestablish contact with their department within thirty days following the expiration of an approved Leave will be administratively withdrawn from the University.

 

In Absentia

  • Students whose research or study requires that they remain outside the State of California for an entire quarter may qualify for a reduction of the University Registration and Education Fees and exemption from all local campus fees. In-absentia students pay 15% of the Registration Fee and Educational Fee. Non-residents of California must pay full non-resident tuition when applicable. Students who wish to opt out of the mandatory health insurance should complete the on line waiver or contact Cowell Health Center for more information.
  • To apply for this program, complete the Application for In Absentia Status form (found on the Graduate Division website), obtain the signatures of your faculty advisor and your Department’s Graduate Representative or Graduate Coordinator, and return the form to The Division of Graduate Studies. An application to register in this status must be submitted at least one month prior to the first day of the quarter for which you are requesting this status.
  • All students pursuing doctoral or master’s degrees in academic disciplines as well as those pursuing professional masters or doctoral degrees are eligible for the fee reduction. Students in self-supporting graduate programs are not covered by this policy.
  • Students may apply for in absentia registration status under the following circumstances:
    • Academic doctoral students must have advanced to candidacy by the time the in absentia status would begin.
    • Masters students must have completed at least one year of coursework by the time the in absentia status would begin.
    • Special cases within the above two categories can be approved only by exception at the discretion of the graduate dean.
    • Students who seek in absentia registration beyond the initial term of in absentia status must re-apply for each subsequent period.
  • Students must be enrolled full-time in regular UC units to be eligible for the reduced in absentia fee. The graduate dean is responsible for determining that the proposed in absentia units meet the following criteria.
  • The research or coursework:
    • Must be directly related to the student’s degree program as evidenced by UC faculty approval.
    • Must be of a nature that makes it necessary to be completed outside of California for at least one full academic term.
    • Must involve only indirect supervision appropriate to evaluating the student’s academic progress and performance (e.g., correspondence via e-mail or review of written work) from UC faculty during the in absentia period.
    • Must involve no significant studying or in-person collaboration with UC faculty during the in absentia period to ensure that units do not entail direct access to UC resources or learning environment.
    • The graduate dean may grant In Absentia registration status for up to two years for academic doctoral students or up to one year for masters and graduate professional students.
    • Students shall observe the following requirements while enrolled in absentia:
      • Be enrolled full-time at their UC campus of origin for the duration of their in absentia registration.
      • Be enrolled in a UC academic doctoral, masters or graduate professional program (except self- supporting) for the duration of their in absentia registration.
    • Students are eligible to apply for and receive University fellowships and research assistantships, but not teaching assistantships during the in absentia period.

Filing Fee

  • Filing fee status is valid only for one quarter and can only be used once
  • If you have fulfilled all of your degree requirements yet did not graduate, then you can submit an application for filing fee status. This should be utilized by students who are ready to defend, and will not receive any graduate support. If you pay this fee in lieu of registration fees then you will not be able to:
    • enroll in class
    • hold any academic appointment or student employment position
    • use University facilities (with the exception of the library)
    • make demands upon faulty time other than the time required for the final reading of the dissertation/thesis or for attendance at the formal final examination
    • or be considered a registered graduate student for the quarter on filing fee status

Registration  

Registrar's Office
190 Hahn Student Service Building, 459-4412, registrar@ucsc.edu

You can contact the registrar’s office for assistance enrolling, and to resolve registration and enrollment issues. Enroll using the My.UCSC student portal. On the first day of each quarter, as soon as you are fully enrolled and registered (paid), you may pick up your ID sticker for the quarter from the Graduate Advisor.  This ID sticker gives you access to the library, the wellness center and the Santa Cruz city bus.

Call numbers needed to enroll can be found in the Schedule of Classes on the Registrar’s web page. If you are an RA, or are participating in a research project, you may enroll in PHYS 297 if you are not yet Advanced to Candidacy, or PHYS 299 if you are Advanced to Candidacy, with your research advisor. Contact the Graduate Program Advisor for an enrollment code.

The Graduate Program Advisor will be glad to help you figure out correct courses and will often review your enrollment early in the quarter and remind you of any enrollment requirements and deadlines to help insure that you don’t miss anything, but students must complete all enrollment transactions themselves. Proper enrollment and registration each quarter is, of course, the responsibility of the student. Students who fail to enroll by the posted deadline will incur a financial penalty. 

You may request a letter grade or Satisfactory/Unsatisfactory (pass/fail). No credit will be awarded for courses for which you do not officially enroll. Graduate courses cannot be awarded credit by petition. An irreversible Unsatisfactory/Failing grade will be given for courses that you do not attend unless you drop them during the add/drop period.

Enroll during the open enrollment period. This ensures your place in the course and may prevent a course from being cancelled due to lack of interest. It also allows review of your schedule when making TA assignments to avoid schedule conflicts, etc. You must attend the first class meeting of all courses to preserve your place in the class.

After the open enrollment period is over, there is an Add/Drop period during which you may add, drop or swap a class starting the day after the first class meeting. After the add/drop deadline there is a permission code period. During this time you must contact the Graduate Advisor to get a permission code to add a course. After the permission code period ends, there is an add by petition period during which you must see the Registrar to complete special forms and pay extra fees to add a course by petition. Your Graduate Advisor will need to contact the Graduate Division to get approval for any add/drops after the official dates have passed. After the permission code period, you must contact the Registrar’s Office and complete special forms and pay extra fees to drop a course. After the drop with fee period is over, it is no longer possible to drop a course; if you don’t satisfactorily complete the requirements you will receive a U.

Check the academic calendar https://registrar.ucsc.edu/calendar/ for all of the deadlines listed above.

Course Information


The General Catalog includes general program information, course descriptions, course pre-reqs, etc. The Quarterly Schedule of Classes includes the important information for the current quarter: dates, deadlines, list of current offerings, call numbers (needed to enroll), course descriptions, dates, times, locations and instructor information as well as many other useful pieces of information. These items are available on the web and at the Bay Tree Bookstore. The Department Office has copies you can use while at the Department Office counter.


Enrolling for classes


Our AIS Registration System requires that you enter the student portal and enroll on line. To get on the system if you are a new or continuing student go to http://my.ucsc.edu . This is the on-line enrollment and narrative evaluation system. Use requires your AIS student ID and password. Detailed enrollment instructions are in the Schedule of Classes located on the Registrar’s web page. Enrollment Help Line 459-3939