# UC Davis Graduate Studies

**Source**: https://grad.ucdavis.edu/forms
**Parent**: https://catalog.ucdavis.edu/undergraduate-education/fees-costs-financial-aid/fee-refunds/

# Forms

- **As of April 1st - all Advising Forms must be submitted via** [**GradSphere**](https://gradsphere.ucdavis.edu/)
- **Using Fillable PDF Forms** - Forms are linked through Box.  First, download the file as a PDF, then complete the fillable PDF fields.
- **Submitting Forms** - Submit completed forms to your Graduate Program Coordinator according to your department process. Coordinators are responsible for sending forms to Graduate Studies via [**GradSphere**](https://gradsphere.ucdavis.edu/).
- **Electronic signatures** are permitted on all Graduate Studies forms.  Students may use any format.  Faculty should use their Adobe signature, a signature format used by the program (e.g. docusign), or a facsimile of their original signature.
- **Forms with Fees** - Filing Fee and Readmission fees can be paid online at the **GS Forms Store** **(link available on the forms)** or by submitting a check or money order to the [Cashier's Office](https://financeandbusiness.ucdavis.edu/student-resources/cashier). If paying online, you will receive an email receipt which must be forwarded to your Graduate Program Coordinator.

## Forms

### Form Categories

- [**Candidacy**](https://gradstudies.sf.ucdavis.edu/forms#candidacy)
- [**Committee Membership**](https://gradstudies.sf.ucdavis.edu/forms#committeemembership)
- [**Designated Emphases & GAC/GUAC Certificate**](https://gradstudies.sf.ucdavis.edu/forms#degac)
- [**Fellowships & Funding**](https://gradstudies.sf.ucdavis.edu/forms#fellowshipsfunding)
- [**Filing & Degree Completion**](https://gradstudies.sf.ucdavis.edu/forms#filing)
- [**Master's & PhD Final Exam Reports**](https://gradstudies.sf.ucdavis.edu/forms#mastersphdreport)
- [**Petitions & Exceptions**](https://gradstudies.sf.ucdavis.edu/forms#petitionsexceptions)
- [**Postdoctoral Scholars**](https://gradstudies.sf.ucdavis.edu/forms#postdocforms)
- [**Doctoral Qualifying Exams**](https://gradstudies.sf.ucdavis.edu/forms#qualexamforms)
- [**Registration & Holds**](https://gradstudies.sf.ucdavis.edu/forms#regandholds)

### Candidacy

Candidacy for the Degree of Doctor of Philosophy, Plan A (GS320)\
Candidacy for the Degree of Doctor of Philosophy, Plan B (GS321)\
Candidacy for the Degree of Doctor of Philosophy, Plan C (GS322)\
Candidacy for the Master's Degree - Thesis Plan I (GS313)\
Candidacy for the Master's Degree - Comprehensive Exam/Project Plan II (GS314)\
Candidacy for the Master of Fine Arts (GS339)

### Committee Membership & Graduate Advisor Appointment

External Committee Membership Application (GS311)\
Reconstitution of Committee Membership Request (GS332)

### Designated Emphases & Graduate Certificates

Designated Emphasis Application (GS323)\
Designated Emphasis Report Form - Final Verification (GS324)\
Graduate Academic Certificate (GAC) / Graduate Academic Unit Certificate (GAUC) Application (GS309)\
Graduate Academic Certificate (GAC) / Graduate Academic Unit Certificate (GAUC) Report Form - Final Verification (GS310)

### Fellowships & Funding

[Graduate Student Eligibility Checklist (GS103)](https://ucdavis.box.com/v/ASEEligibilityChecklist)\
[Statement of Economic Interests for Principal Investigators, State of California](https://ucdavis.box.com/v/CA-PIEconInterests)\
[Non-Government Sponsors and No Human Subjects Use (Form 800, Contracts & Grants)](https://ucdavis.box.com/v/CG-PIEconInterests)\
[CGS/UMI Distinguished Dissertation Award Nomination (Marr Prize)](https://ucdavis.box.com/v/MarrPrizeNom)\
[External Fellowships Matching Commitment Request (GS517)](https://grad.ucdavis.edu/2023-2024-match-request-form)\
[Graduate Studies Fellowship Payment Request Form 2025-26 (GS 503-1)](https://ucdavis.box.com/s/qxm0gyuj86yi8pcgqp722b2y3veu19gb)\
[Graduate Studies GSR Fellow/Trainee Tuition and Fee Payment Request Form 2025-26 (GS 503-2)](https://ucdavis.box.com/s/n3z2nrra5j5f2j7ra482c9cefkrybgy8)\
[Graduate Studies Banner Fund Code Request](https://grad.ucdavis.edu/graduate-studies-banner-fund-code-request-form)- for graduate program use \
[Graduate Studies Banner Fellowship Allocation Request](https://grad.ucdavis.edu/graduate-studies-banner-fellowship-allocation-request-form)- for graduate program use\

### Filing & Degree Completion

**Graduate Program Exit Information (GS312)** - Required for completing graduate students in all degree objectives/plans in order to receive a degree conferral letter - confirms you have completed the degree and includes the degree awarded date.\
Thesis/Dissertation Release Agreement (GS350)\
[Title Page Template](https://ucdavis.box.com/v/UCDTitlePageTemplate) (Word) - Download from Box and follow instructions on page 1.\
[UC Davis Thesis & Dissertation Sample Title Page](https://ucdavis.box.com/v/TitlePageSample-TD)

### Master's & PhD Final Exam Reports

Report of Final Examination for Ph.D., Plan A (GS325)\
Report of Final Examination for Ph.D., Plan C (GS326)\
Master of Fine Arts Report (GS340)\
Master's Report Form - Plan II (GS315)

### Petitions & Exceptions

- **Grading Option/Mode Change Petition (GS336)**- Request to change the original grade mode of a course to either letter graded or to Satisfactory/Unsatisfactory (graduate coursework) or Pass/Not Pass (undergraduate coursework).  Must be submitted no later than the last day of quarter instruction.
- **Permission to Drop (Late Drop) Petition (GS316)** - Request to drop a currently enrolled course after the 10 or 20 day course drop deadline.  Must be submitted by the last day of quarter instruction AND include supplemental documentation (e.g., note from a medical professional or the Student Disability Center (SDC) or support letter from the signing Graduate Advisor).
- **Petition for Change of Graduate Major, Degree Objective, Multiple Graduate Majors, or Multiple Degree Objectives (GS301)** - Request change(s) to degree objective and/or graduate major.  Required for all objective and major changes, including adding a master's objective on the way to a doctoral objective.
- [**Petition for Exception to Policy (PEP) (GS317)**](https://ucdavis.box.com/v/PEP-Employment)- Request for a policy exception allowing employment of an individual in a student appointment (e.g., TA or GSR) who for one or more reasons is not eligible without Graduate Studies approval (e.g., graduate students on academic probation, graduate students enrolled part-time, undergraduate students, non-students, etc...).
- [**Petition for Exception to Policy (PEP) for Graduate Student Appointment Above 50% FTE**](https://ucdavis.box.com/s/8k0cl7xob5kbsoiw2gc9xrdb6e9dg46w)- Request for a policy exception allowing employment above 50% in any single graduate student employment position, combination of graduate student employment positions, or graduate student employment position and any other university held position.
- **Petition to Transfer Coursework (GS318)** - Request to transfer coursework from an undergraduate or graduate program or UC Davis Extension/Open Campus to the student's UC Davis graduate record.  Used by UC Davis graduate students seeking a master's degree only (not for doctoral students).  Transfer coursework must not have been used to complete a previously earned degree.  Please review the [**Transfer Coursework webpage**](https://gradstudies.ucdavis.edu/transfer-coursework) for additional requirements.
- **Time to Degree Extension Form (GS348)** - Request for a doctoral student to continue enrollment after receiving notification from Graduate Studies that they are beyond normative time to degree and must submit an extension request.
- **Variable Unit Change Petition (GS337)** - Request to add units to a currently enrolled variable unit course (e.g., 299 or 298).  Must be submitted by the last day of quarter instruction.  May be submitted with a Permission to Drop Petition to maintain full-time enrollment status (12+ units).

### Postdoctoral Scholars

[External Fellowship/Grant Application Data (GS500)](https://ucdavis.box.com/v/ExtFshipGrantData)\
[Postdoctoral Leave Request Form](https://ucdavis.box.com/s/x049mcrmwihq5vbqsw66cxkr2vx2v7h2)\
[Postdoctoral Scholar Annual Review (GS107)](https://ucdavis.box.com/v/PostdocAnnualReview)\
[Postdoctoral Scholar Appointment Letter Template (GS100)](https://ucdavis.box.com/s/fwt9x7f20vnimsert5hqbp5btddewjca)\
[Postdoctoral Scholar Petition for Exception to Policy (GS108)](https://ucdavis.box.com/s/nr6ry7i7lmwa3dzttj0374ve9cr2ik69)

### Qualifying Exams

Qualifying Examination Application (GS319)\
QE Committee Member Remote Participation Request (GS342)\
**Qualifying Exam Report (GS343)** - Completed by QE Chairs following the Qualifying Examination and submitted to Graduate Studies by Coordinators.  An additional memo of explanation must be included for all outcomes other than a unanimous Pass decision, including: unanimous not pass or fail outcomes, split committee outcomes, discontinued examinations, participant absences, or any changes to the committee/modality without prior approval from Graduate Studies.\
SECOND Qualifying Exam Report (GS344)

### Registration & Holds

Filing Fee Application (GS305) \
In Absentia Registration (GS308)\
[Intercampus Exchange Program Application](https://ucdavis.box.com/v/IntercampusExchangePetition)\
Planned Educational Leave Program (PELP) (GS338)\
PELP Time Extension Request (GS349)\
[Readmission Application (GS307)](https://ucdavis.box.com/v/ReadmissionApplication)\
Recommendation for Release of Academic Hold (GS329)\
Coursework Only Hold Release (request from [**your SAA**](https://grad.ucdavis.edu/graduate-programs))