Procedures Manual - Graduate School

GRADUATE SCHOOL PROCEDURES MANUAL
FOR FACULTY & STAFF
February 2013
Update November 2013
GRADUATE SCHOOL
Colorado State University
Fort Collins, CO 80523-1005
(970) 491-6817
INTRODUCTION
This manual is organized into four sections. Each corresponds to a major set of events in every
graduate student’s career—Admissions, Financial Support, Academic Progress, and Graduation. Within
each of the sections, processes are laid out, generally in chronological order.
All the Graduate School forms relevant to a given section of the manual are listed on an introductory page.
We attempt to make the ongoing processes clear and easy to understand. We list links to the appropriate
form at the end of the section, a description as to why the form is necessary, special details related to the
form, and how to process the form.
This manual should be used in conjunction with theGraduate and Professional Bulletin, which provides
details on University policy. Because processes involve the implementation of policy, it is impossible to
provide detail without referencing policy. However, this manual is not designed to dictate policy rather
provide guidance on how to process Graduate School forms so that at least minimum University policies are
adhered to.
We hope that this manual will be a useful tool for those who are responsible for working with graduate
students and processing Graduate School related forms.
The Graduate School Staff
February 2013
2
Table of Contents
SECTION I .............................................................................................................................................................................. 5
ADMISSIONS FORMS ......................................................................................................................................................... 5
PROSPECTIVE STUDENTS REQUESTING APPLICATION MATERIALS (SEND ME PROGRAM INFORMATION) ..................... 6
GRADUATE ONLINE APPLICATION – U.S. CITIZEN OR PERMANENT RESIDENT................................................................. 7
GRADUATE ONLINE APPLICATION – INTERNATIONAL STUDENT ...................................................................................... 8
GS1B GRADUATE APPLICATION FOR READMISSION......................................................................................................... 9
GS1C CHANGE OF TERM REQUEST FOR APPLICANTS TO GRADUATE PROGRAMS......................................................... 10
GS2A NOTICE OF GRADUATE ADMISSION ...................................................................................................................... 11
GS2D NOTICE OF APPLICATION DENIAL .......................................................................................................................... 13
GS2W NOTICE OF APPLICATION WITHDRAWAL ............................................................................................................. 14
GS3F GRADUATE STUDENT CERTIFICATION FOR ISSUANCE OF IMMIGRATION DOCUMENT ........................................ 15
GS7 REQUEST FOR CHANGE OF DEPARTMENT AND/OR DEGREE PROGRAM ................................................................ 16
SECTION II:........................................................................................................................................................................... 17
FINANCIAL SUPPORT FORMS .......................................................................................................................................... 17
GRADUATE ASSISTANT APPOINTMENT AND CERTIFICATION (GAAC) FORM ................................................................. 18
PROGRAMS OF RESEARCH AND SCHOLARLY EXCELLENCE (PRSE) FELLOWSHIPS .......................................................... 19
NOMINATION FOR COLORADO STATE GRADUATE FELLOWSHIP (COLLEGE RECRUITMENT AWARDS) ......................... 21
TUITION PREMIUMS ....................................................................................................................................................... 23
SECTION III:.......................................................................................................................................................................... 24
ACADEMIC PROGRESS FORMS ........................................................................................................................................ 24
CREDIT OVERLOADS ........................................................................................................................................................ 26
GRADUATE SCHOOL REGISTRATION HOLDS ................................................................................................................... 27
GS6 PROGRAM OF STUDY ............................................................................................................................................... 29
GS6A DISCREPANCIES OF GS6 ......................................................................................................................................... 31
GS9A PETITION FOR COMMITTEE MEMBER CHANGES .................................................................................................. 32
GS14 REPORT OF DEPARTMENT EXAMINATION............................................................................................................. 33
GS16 REPORT OF PRELIMINARY EXAMINATION FOR THE PH.D. DEGREE ...................................................................... 34
EX102 REQUEST TO TAKE A COURSE UNDER THE EXCHANGE AGREEMENT BETWEEN THE STATE SUPPORTED
INSTITUTIONS IN NORTHERN COLORADO ...................................................................................................................... 35
SECTION IV: ......................................................................................................................................................................... 36
GRADUATION FORMS ..................................................................................................................................................... 36
GS24 REPORT OF FINAL EXAMINATION RESULTS ........................................................................................................... 38
3
GS25 APPLICATION FOR GRADUATION........................................................................................................................... 39
REAPPLICATION FOR GRADUATION ................................................................................................................................ 40
GS25B DEPARTMENTAL REQUIREMENTS CLEARANCE ................................................................................................... 41
GS26 REQUEST FOR LETTER OF COMPLETION ................................................................................................................ 42
GS52 GRADUATION CLEARANCE RESPONSE ................................................................................................................... 43
THESIS AND DISSERTATION SUBMISSION FORM ............................................................................................................ 44
SURVEY OF EARNED DOCTORATES (SED)........................................................................................................................ 45
ETD EMBARGO RESTRICTION REQUEST FORM ............................................................................................................... 46
ELECTRONIC THESIS AND DISSERTATION SUBMISSION (ETD) ........................................................................................ 47
4
SECTION I
ADMISSIONS FORMS
GS
FORM
FORM TITLE
PREPARED
BY
SUBMITTED
TO
FUNCTION
DUE DATE
Online Application for
Admission –
Admissions website
Applicant
Admissions &
Department
To apply to
Graduate School
1B
Graduate Application
for Readmission
Applicant or
Student
Department &
Admissions
Request
readmission to
Graduate School
1C
Change of Term
Request for
Applicants to
Graduate Programs
Applicant or
Student
Admissions
To either update
application term or
defer admitted
term
From Fall – Sept 1
From Spring – Feb 1
From Summer – July 1
2A
Note of Graduate
Admission
Department
Admissions
Notify Admissions
& Graduate
School of
recommendation
to admit
Two weeks prior to the
term of admission
2D
Notice of Application
Denial
Department
Admissions &
Applicant
Notify Admissions
& student of denial
of admission
Immediately when
decision is known
2W
Notice of Application
Withdrawal
Department
Admissions &
Applicant
Notify Admissions
that the student’s
application will be
withdrawn
Immediately when
decision is known
Immigration
Document
Request
form
Applicant
(International)
International
Programs
Supply information
for visa
documentation
Request for Change
of Department and/or
Degree Program
Student &
Department
Graduate
School
When changing
department,
degree program,
or sub-majors
Submit anytime
received not
required for
admission
decision
If request is for current
term, this form needs
to be submitted prior
to University Census
date (12 days into the
semester)
Admission FAQs on
the Grad School
website – Faculty and
Staff tab
Graduate
School &
Admissions
7
To provide
answers to
admission
questions
5
Individual departments
may have different
deadlines for certain
programs.
Individual departments
may have different
deadlines for certain
programs.
PROSPECTIVE STUDENTS REQUESTING APPLICATION MATERIALS (SEND ME
PROGRAM INFORMATION)
REQUESTED BY: Prospective Student
SUBMITTED TO: Graduate School
Procedures for Application/Program Information Inquiries Received by the Graduate School:
1. Telephone Requests
a. If the prospective student requests an application, the student is directed to the online application.
b. If the prospective student requests program information, the student is informed that the appropriate
academic department can send the information to him/her. The student is referred to the Send Me
Program Information on the Graduate School home page.
c. If the prospective student requests to talk to someone about more detailed program information, the
student is forwarded to the appropriate academic department.
2. Surface Mail Requests
a. If an e-mail address is included, an e-mail will be sent to the prospective student directing him/her
to the online application, as well as the Send Me Program Information on the Graduate School
home page.
b. If no e-mail address is given, a letter will be sent to the prospective student directing him/her to the
online application, as well as the Send Me Program Information on the Graduate School home
page.
3. E-mail Requests
a. The prospective student is sent an e-mail directing him/her to the online application, as well as the
Send Me Program Information on the Graduate School home page.
Web Addresses for Prospective Students:
• Prospective Students: http://www.graduateschool.colostate.edu/prospective-students/
• Programs & Degrees: http://www.graduateschool.colostate.edu/prospective-students/degrees.aspx
• Send Me Program Information: http://www.graduateschool.colostate.edu/request-information/
• Apply Now Page: http://www.graduateschool.colostate.edu/prospective-students/apply/
• Online Application: https://wsnet.colostate.edu/apply/Login.aspx
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GRADUATE ONLINE APPLICATION – U.S. CITIZEN OR PERMANENT RESIDENT
PREPARED BY: Applicant
SUBMITTED TO: Office of Admissions and Department
DETAILS: The online application is required by all prospective students applying to Graduate School. The
online application will be electronically submitted to the Office of Admissions and then forwarded to the
appropriate academic department. In addition to the online application, a $50 non-refundable application fee
must be electronically submitted (Section D.1 of the Graduate and Professional Bulletin).
The student completes the online application and submits the fee, and then sends the materials listed on the
U.S. Citizen or Permanent Resident Application Materials Checklist to the department.
How to Process the Application:
• Once the application is received by the Office of Admissions, basic information is coded into
ARIESweb. The application is then forwarded to the appropriate academic department for review.
• The department retains all other application materials for use in the application review process for the
term requested.
• Applications received after departmental deadlines:
a. The department may notify the student that the application will be considered for a subsequent
term.
b. Refer to the Admission FAQs on the Grad School website – Faculty and Staff tab
• The department processes the appropriate decision form:
a. GS2A Notice of Graduate Admission to make a recommendation to the Graduate School,
b. GS2D Notice of Application Denial, or
c. GS2W Notice of Application Withdrawal
The status of the application can be viewed via the student’s record in ARIESweb – General Student Tools –
Admissions Information.
Web Addresses for U.S. Citizen or Permanent Resident Applications:
• Apply Now Page: http://www.graduateschool.colostate.edu/prospective-students/apply/
• U.S. Citizen or Permanent Resident Application Materials Checklist:
http://www.graduateschool.colostate.edu/prospective-students/apply/us-citizen-or-permanent-residentmaterials-checklist.aspx
• Online Application: https://wsnet.colostate.edu/apply/Login.aspx
• Forms: http://www.graduateschool.colostate.edu/faculty-staff/forms/index.aspx
7
GRADUATE ONLINE APPLICATION – INTERNATIONAL STUDENT
PREPARED BY: Applicant
SUBMITTED TO: Office of Admissions
DETAILS: The online application is required by all prospective students applying to Graduate School. The
online application will be electronically submitted to the Office of Admissions and then forwarded to the
appropriate academic department. In addition to the online application, a $50 non-refundable application fee
must be electronically submitted (Section D.5 of the Graduate and Professional Bulletin).
The student completes the online application and submits the fee, and then sends the materials listed on the
International Application Materials Checklist to the department.
How to Process the Application:
• Once the application is received by the Office of Admissions, basic information is coded into
ARIESweb. The application is then forwarded to the appropriate academic department for review.
• The department retains all other application materials for use in the application review process for the
term requested.
• Applications received after departmental deadlines:
a. The department may notify the student that the application will be considered for a subsequent
term.
b. Refer to the Admission FAQs on the Grad School website – Faculty and Staff tab
• The department processes the appropriate decision form:
a. GS2A Notice of Graduate Admission to make a recommendation to the Graduate School,
b. GS2D Notice of Application Denial, or
c. GS2W Notice of Application Withdrawal
The status of the application can be viewed via the student’s record in ARIESweb – General Student Tools –
Admissions Information.
Web Addresses for International Applications:
• Apply Now Page: http://www.graduateschool.colostate.edu/prospective-students/apply/
• International Application Materials Checklist: http://www.graduateschool.colostate.edu/prospectivestudents/apply/international-materials-checklist.aspx
• Online Application: https://wsnet.colostate.edu/apply/Login.aspx
• Forms: http://www.graduateschool.colostate.edu/faculty-staff/forms/index.aspx
8
GS1B GRADUATE APPLICATION FOR READMISSION
PREPARED BY: Applicant or Student
SUBMITTED TO: Department and Office of Admissions
DETAILS: The GS1B is used to request readmission to the Graduate School if there is a break in successive
semester to semester enrollment (Section D.6.2 of the Graduate and Professional Bulletin).
How to Process the Form:
• Readmission must be accomplished prior to re-enrollment or by the University application deadline
dates and must be approved by the department.
• The student downloads and prints the GS1B and completes the form. The student obtains the
department head’s signature, and with the $150.00 non-refundable processing fee stapled to the form,
submits the form to the Office of Admissions.
• The department may also initiate a readmission on behalf of a student who is absent from campus. If
the readmission is for a student with a GPA below 3.0, the department will need to provide a letter of
support.
• If readmission is denied by the Office of Admissions or the Graduate School, the form will be returned
to the department and the department will need to follow-up with the student by sending him/her a
GS2D Notice of Application Denial.
• Approved readmissions are processed and recorded into ARIESweb within five days, and the Office of
Admissions notifies the student via e-mail.
The status of the readmission can be viewed via the student’s record in ARIESweb – General Student Tools –
Admissions Information.
Web Addresses for the GS1B Graduate Application for Readmission:
• GS1B: http://www.graduateschool.colostate.edu/documents/GS1B.pdf
• Forms Page: http://www.graduateschool.colostate.edu/faculty-staff/forms/index.aspx
9
GS1C CHANGE OF TERM REQUEST FOR APPLICANTS TO GRADUATE PROGRAMS
PREPARED BY: Applicant or Student and Department
SUBMITTED TO: Office of Admissions
DETAILS: The GS1C is used if an applicant wants to either update the term that is listed on his/her existing
application or if the student is admitted, to defer his/her admission to a different term.
How to Process the Form:
• The applicant downloads and prints the GS1C and completes the top part of the form and submits it to
the department.
• Depending on the status of the application, the department either fills out the rest of the form or updates
the request or deferral request.
• Once completed, the department submits the form to the Office of Admissions and the decision is
entered into ARIESweb.
Web Addresses for the GS1C Change of Term Request for Applicants to Graduate Programs:
• GS1C: http://www.graduateschool.colostate.edu/documents/GS1C.pdf
• Forms Page: http://www.graduateschool.colostate.edu/faculty-staff/forms/index.aspx
10
GS2A NOTICE OF GRADUATE ADMISSION
PREPARED BY: Department
SUBMITTED TO: Office of Admissions
DETAILS: Each applicant needs to be formally informed that he/she has been admitted to the Graduate
School. If the department recommends admission, this is indicated on the GS2A, which includes the term
of admission, the degree, and any conditions of admission. Newly admitted students are mailed the
original GS2A by the Office of Admissions as well as receive an email that includes the steps once
admitted.
How to Process the Form:
• After the department review committee has made there recommendation, access the student’s
record under ARIESWEB.
• Under Generate Graduate Admission letter – Select Generate GS2A – Admission letter
Fill out the prefilled boxes, the program code and or admit term can be changed on this form as
well as the option to add additional comments.
• The Transcript/TOEFL information will be filled out at the Graduate or Admissions level
• Print all pages sign and date the department signature line on the letter and forward all pages along
with supporting documents to the Office of Admission at 1062 Campus Delivery. Keep a copy for your
records
• The document can be viewed in ARIESweb under Electronic Documents
International Student Admissions: The complete file is sent by the Office of Admissions to the Graduate
School for a final credentials review to determine degree equivalency. Such reviews can result in a deny
decision despite a positive departmental recommendation. Once admitted, the GS2A are forwarded to the
Office of International Programs, and they will verify the student’s funding and issue the visa documentation
to the student.
Applicant with a Grade Point Average Below 3.0: If a recommended applicant does not meet the minimum
3.0 GPA University requirement for admission (including Track II), each case will be referred by the Office of
Admissions to the Graduate School for the final decision. In those cases, the department should supply
written substantive justification for the recommendation. The confirming evidence, which suggests that the
student is likely to be able to handle the rigors of graduate study, should be presented in three letters of
recommendation and statement of purpose.
Track II Admissions: Track II admissions are available only to individuals who have a GPA below 3.0 and
have at least five years of appropriate professional experience following the award of a baccalaureate
degree. The department must submit the GS2A with the required materials. The complete policy and
required materials are listed in Section D.2 of the Graduate and Professional Bulletin.
Track III Admissions: A student with a strong scholarly and/or research interest may apply for admission to
a combined bachelor’s/master’s degree program within certain majors to begin a graduate program during
his/her senior year, and to provide flexibility in the scheduling and completion of upper division
undergraduate requirements along with the graduate course requirements for the master’s degree. The
complete policy and required materials are listed in Section D.3 of the Graduate and Professional Bulletin.
11
Web Addresses for the GS2A Notice of Graduate Admission:
• Forms Page: http://www.graduateschool.colostate.edu/faculty-staff/forms/index.aspx
• GS2A: ARIESWeb
12
GS2D NOTICE OF APPLICATION DENIAL
PREPARED BY: Department
SUBMITTED TO: Applicant and Office of Admissions
DETAILS: Each applicant should be formally informed of the decision related to his/her application. The
GS2D notifies the student of admission denial. The GS2D is used to notify the applicant of the denial action
taken on his/her application.
How to Process the Form:
• Access the student’s record under ARIESweb
• Under Generate Graduate Admission Letter – Select Generate GS2D – Denial Letter
• Fill out the required placeholders, print all pages sign and date the department signature line on the
letter, and forward the GS FORM 2D to the Office of Admissions at 1062 Campus Deliver OR simply
email the document to the Office of Admissions at [email protected] Finally,
mail the letter portion to the applicant. A copy of the GS2D is mailed to the Office of Admissions and the
decision is entered into ARIESweb.
• The document can be viewed in ARIESweb under Electronic Documents. Application materials should
be retained for at least two years.
In the event that a student is not admitted or denied and wishes to be reconsidered for a future term, refer to
the Admissions FAQs.
Web Addresses for the GS2D Notice of Application Denial:
• Forms Page: http://www.graduateschool.colostate.edu/facultystaff/forms/index.aspx
• GS2D: ARIESWeb
13
GS2W NOTICE OF APPLICATION WITHDRAWAL
PREPARED BY: Department
SUBMITTED TO: Applicant and Office of Admissions
DETAILS: Each applicant should be formally informed of the decision related to his/her application. This form
will inform the student that his/her file is missing information and will be withdrawn from the application pool.
The GS2W is used to notify the applicant of the withdrawal action taken on his/her application.
How to Process the Form:
• Access the student’s record under ARIESweb
• Under Generate Graduate Admission Letter – Select Generate GS2W – Withdrawal Letter
• Fill out the required placeholders, print all pages sign and date the department signature line on the
letter, and forward the GS FORM 2W to the Office of Admissions at 1062 Campus Deliver OR simply
email the document to the Office of Admissions at [email protected] Finally,
mail the letter portion to the applicant. A copy of the GS2W is mailed to the Office of Admissions and the
decision is entered into ARIESweb.
• The document can be viewed in ARIESweb under Electronic Documents. Application materials should
be retained for at least two years.
Web Addresses for the GS2W Notice of Application Withdrawal:
• Forms Page:http://www.graduateschool.colostate.edu/facultystaff/forms/index.aspx
• GS2W: ARIESWeb
14
IMMIGRATION DOCUMENT REQUEST FORM
PREPARED BY: Applicant
SUBMITTED TO: Office of International Programs
DETAILS: The immigration document is not required for an application review process, but will be required if
officially admitted. The document certifies that the student has adequate financial support to attend Colorado
State University. The immigration document should be completed by the student and/or the student’s sponsor
and submitted to the Office of International Programs.
How to Process the Form:
• The student downloads and prints the Immigration document and completes the form. The student may
submit the document along with the other application materials to the Department.
• If the student is recommended for admission, the department submits the Immigration
document to the Office of International Programs.
a. If the student is awarded financial support by the department, the department makes notation of
this on the GS2A Notice of Graduate Admission.
b. The Office of International Programs determines if the student has the correct amount of funding
before issuing the documentation needed to obtain a visa.
Web Addresses for the Immigration Document Request Form
Document:
• Immigration Document: http://isss.colostate.edu/forms/Immigration_Document_Request_Form.pdf
• Forms Page: http://www.graduateschool.colostate.edu/faculty-staff/forms/index.aspx
15
GS7 REQUEST FOR CHANGE OF DEPARTMENT AND/OR DEGREE PROGRAM
PREPARED BY: Student and Department
SUBMITTED TO: Graduate School
DETAILS: The GS7 is used when a student is changing from one degree program to another or changing
from one department to another. The student may or may not complete the degree program from which
he/she is changing. This form must be turned in prior to census for the current term.
How to Process the Form:
• The student downloads and prints the GS7 and GS7 Instruction Sheet, and completes the form. The
student obtains the required signatures from his/her department, and then submits the GS7 form to the
Graduate School for final processing.
• The Graduate School will e-mail both the student and the department when the GS7 has been
approved. For international students the Office of International Programs will be notified as
well.
• Additional information regarding the GS7 requirements can be found on the GS7 Instruction Sheet.
Web Addresses for the GS7 Request for Change of Department and/or Degree Program:
• GS7: http://www.graduateschool.colostate.edu/documents/GS7.pdf
• GS7 Instruction Sheet: http://www.graduateschool.colostate.edu/documents/GS7-Instructions.pdf
• Forms Page: http://www.graduateschool.colostate.edu/faculty-staff/forms/index.aspx
16
SECTION II:
FINANCIAL SUPPORT FORMS
FORM OR
TITLE
GAAC
(Sample)
PRSE
Fellowship
FORM OR
TITLE
NAME
Graduate
Assistant
Appointment
and
Certification
Form
Programs of
Research and
Scholarly
Excellence
PREPARED BY
SUBMITTED TO
FUNCTION
Department
Department/Student
Establishes a
University &
student agreement
for employment
University Census
date (12 days into
the semester)
Initiated by PRSE
Director/Notice sent
by Graduate School
Graduate School
Notify students of
Fellowship offer
Due dates vary
each year. Refer to
call for nominations
sent by Graduate
School
Due dates vary
each year. Refer to
call for nominations
sent by Graduate
School
Nomination
for Colorado
State
Graduate
Fellowship
Nomination for
Colorado
State
Graduate
Fellowship
College/Department
Graduate School
Notify students &
Graduate School
of Fellowship offer
Tuition
Premiums
Tuition
Premiums
GRA or FGT
Appointment
Initiated by
Department
Graduate School
Awarded to
remove financial
disincentive for
research grants &
to give support to
new nonresident
GRA’s or FGT’s,
17
DUE DATE
University Census
date (12 days into
the semester)
GRADUATE ASSISTANT APPOINTMENT AND CERTIFICATION (GAAC) FORM
PREPARED BY: Department
SUBMITTED TO: Student and department head for signatures, and then the signed form is filed at the
department.
DETAILS: Each graduate assistant must have a signed Graduate Assistant Appointment and Certification
(GAAC) Form on file establishing a University and student agreement for employment. The GAAC Form is a
document generated by the department from HR Oracle and once it is printed and signed by all parties (the
student and department), it becomes a legally binding contract. A sample GAAC Form can be printed directly
from the Graduate School website.
University Policies on Graduate Assistant Appointments: Graduate Assistantship – Terms and Conditions
of Appointment (Section F.2.3 of the Graduate and Professional Bulletin).
Website Addresses for the Graduate Assistant Appointment and Certification (GAAC) Form:
• GAAC (Sample): http://www.graduateschool.colostate.edu/documents/funding/GAAC-Sample.pdf
• Graduate Assistant Appointment Manual:
http://www.graduateschool.colostate.edu/documents/funding/Grad-Asst-Appt-Manual.pdf
• Graduate Assistantship – Terms and Conditions of Appointment:
http://graduateschool.colostate.edu/documents/bulletin/Bulletin.pdf#TERMS-AND-CONDITIONS-OFAPPT
• Student Funding Page: http://www.graduateschool.colostate.edu/faculty-staff/studentfunding/index.aspx
18
PROGRAMS OF RESEARCH AND SCHOLARLY EXCELLENCE (PRSE) FELLOWSHIPS
PREPARED BY: Initiated by PRSE Director/Notice sent by Graduate School
SUBMITTED TO: Graduate School
DETAILS: The PRSE fellowships are to help attract new graduate students to Colorado State University. The
University awards nineteen nine-month academic year awards at $10,000 each to programs selected in
advance (Section F of the Graduate and Professional Bulletin).
Criteria for Fellowships:
• Awardees must be first-time admits to the CSU Graduate School for the fall or spring semester in
which the award is offered.
• Readmits are not eligible.
• Provisional admits are not eligible.
• Students whose admission is pending are not eligible (a signed GS2A Notice of Graduate Admission
must be on file in the Graduate School).
• Awardees must display a 3.0 undergraduate GPA as well as a separately calculated 3.0 GPA in any
graduate work already completed.
• GRE scores (or GMAT scores where permitted by University policy) must be on file. These must be
current official scores forwarded to the University directly by the Educational Testing Service. This
means that scores over five years old cannot be accepted.
• Awardees must be appointed to a graduate assistantship (minimum ¼ time).
• Awardees must enroll for and complete at least nine on-campus resident-instruction credits of graduate
work (excluding audits) during each semester of the fellowship year.
• Loss of good academic standing results in cancellation of the award and assistantship.
• The PRSE awards are non-renewable. That is, for the following academic year and subsequent years,
assuming a successful first year, alternate department-level support would have to be found for these
students.
• Absolutely no exceptions can be made to these requirements. Each candidate’s credentials are
audited by the Graduate School and those who do not qualify cannot receive the award.
How to Process the Award:
• A college award process is devised well in advance, committed to in writing, made available for
inspection, and filed with the Graduate School.
• Departments begin the process by identifying awardees in writing to the Graduate School.
• Offers should be approved by the PRSE Director. See http://vpr.colostate.edu/pages/prse.asp for
listings on programs and directors.
• Offers must be accepted prior to submitting names to the Graduate School. Communications with the
awardees should use no wording that implies binding commitments.
• The Graduate School will audit the files of the designates to confirm that they are eligible to receive the
awards.
• The Graduate School will send the designates a notice of the award and send a copy of the notice to
the department.
19
•
Once the awardees register for at least nine on-campus resident-instruction credits, and signed award
notices have been received by the Graduate School the fellowship will be deposited directly to the
awardees’ account, following University Census date (12 days into the semester).
20
NOMINATION FOR COLORADO STATE GRADUATE FELLOWSHIP (COLLEGE
RECRUITMENT AWARDS)
PREPARED BY: College/Department
SUBMITTED TO: Graduate School
DETAILS: The Nomination for Colorado State Graduate Fellowship is to attract new graduate students to
Colorado State University, increase the number of new graduate students, increase the quality of new
graduate students, and leverage the resources available for graduate education. The pool of available funds is
distributed to each of the colleges and university-wide graduate programs in proportion to the number of active,
enrolled graduate students presently in each respective college and program. Each college or program can
use its allocated funds to achieve the stated goals in accord with discipline-specific needs while following
existing regulations relating to the source of funding (Section F of the Graduate and Professional Bulletin).
Criteria for Fellowships:
• Each college or program must submit to the Graduate School a plan for expenditure.
• A report on the use of the previous year’s funds must have been submitted.
• Awardees must be first-time admits to the CSU Graduate School.
• Provisional admits are not eligible.
• Students whose admission is pending are not eligible (a signed GS2A Notice of Graduate Admission
must be on file in the Graduate School).
• Awardees must display a 3.0 undergraduate GPA as well as a separately calculated 3.0 GPA in any
graduate work already completed.
• GRE scores (or GMAT scores where permitted by University policy) must be on file. These must be
current official scores forwarded to the University directly by the Educational Testing Service. This
means that scores over five years old cannot be accepted.
• Awardees must enroll for and complete at least six on-campus resident-instruction credits of graduate
work (excluding audits) during each semester of the fellowship year.
• Loss of good academic standing results in cancellation of the award.
• Amounts awarded will be deposited directly into the student’s account and must be at least $500.
• The Colorado State Graduate Fellowships are non-renewable; alternate department-level support
would have to be found for these students.
• Absolutely no exceptions can be made to these requirements.
• Each candidate’s credentials are audited by the Graduate School and those who do not qualify cannot
receive the award.
21
How to Process the Award:
• Colleges begin the process by identifying awardees immediately in writing to the Graduate School.
• Offers must be accepted prior to submitting the names to the Graduate School. Communications with
the awardees should use no wording that implies binding commitments.
• The departments will send the designates a Nomination for Colorado State Graduate Fellowship and
will forward the accepted signed nomination form to their college recruitment fellowship coordinator.
• Once the awardees register for at least six on-campus resident-instruction credits and the signed award
notices have been received by the Graduate School, the fellowship will be deposited directly to the
awardees’ account during the first two weeks.
Addresses for the Nomination for Colorado State Graduate Fellowship:
• Nomination for Colorado State Graduate Fellowship:
http://www.graduateschool.colostate.edu/documents/funding/Nomination-for-CSU-GraduateFellowship.doc
• Student Funding Page: http://www.graduateschool.colostate.edu/faculty-staff/studentfunding/index.aspx
22
TUITION PREMIUMS
PREPARED BY: Graduate Research Assistant (GRA) or Fellowship Grant Trainee (FGT) Appointment Initiated
by Department
SUBMITTED TO: Graduate School
DETAILS: Tuition Premiums are awarded to remove financial disincentive for research grants and to give
support to new non-resident GRA’s or FGT’s. Tuition Premium payments are the difference between resident
and non-resident tuition. Tuition Premiums are designed to assist new non-resident graduate students in their
first year of enrollment at Colorado State University and in their first year GRA or FGT appointment (Graduate
Assistant Appointment Manual, page 8).
How to Process the Award:
• The department identifies the qualified GRA’s or FGT’s on their Sponsor Invoice (process managed
by Accounts Receivable Operations) by indicating a “TP” next to the student’s name on the Sponsor
Invoice.
• Departments responsible for the student’s resident portion of the tuition should record a department
account number on the Sponsor Invoice.
• For disproportionate appointments, the department calculates the correct amount and enters it on the
Sponsor Invoice.
Addresses for Tuition Premiums:
• Graduate Assistant Appointment Manual:
http://www.graduateschool.colostate.edu/documents/funding/Grad-Asst-Appt-Manual.pdf
• Graduate Assistantship – Terms and Conditions of Appointment:
http://www.graduateschool.colostate.edu/documents/bulletin/Bulletin.pdf#TERMS-AND-CONDITIONSOF-APPT
• Student Funding Page: http://www.graduateschool.colostate.edu/faculty-staff/studentfunding/index.aspx
23
SECTION III:
ACADEMIC PROGRESS FORMS
GS
FORM
FORM TITLE
PREPARED
BY
SUBMITTED
TO
FUNCTION
DUE DATE
Identify courses,
research, transfer credits
(if applicable) & other
requirements for a
degree, & identify
members of the advisory
committee
Notify student &
department of
GS6 Form
discrepancies
Notify the student &
department of GS9A or
GS16 Form discrepancies
Before fourth regular
semester registration
If request is for
current term, this form
needs to be
submitted prior to
University Census
date (12 days into the
semester)
Anytime there is a
change to the
student’s committee
after the GS6 form
has been approved
by the Graduate
School
Once results of the
examination are
known and prior to
the appropriate
graduation deadline
Taken at least two
terms prior to the
final
examination/defense.
The GS16 form is due
within two working
days after the results
of the examination
6 (This is
an online
form)
Program of Study
Student &
Department
Graduate
School
6A
Discrepancies of
GS6/
Graduate
School
Department
9A-16A
Discrepancies of the
GS9A and GS16 forms
Graduate
School
Department
7 – See
page 16
for details
Request for Change of
Department and/or
Degree Program
Student &
Department
Graduate
School
When changing
department, degree
program, or sub-majors
9A
Petition for Committee
Member Changes
Student &
Department
Graduate
School
Record permanent
changes to the members
of the advisory
committee
14
Report of Department
Examination
Department
Graduate
School
File results of
departmental
examinations
16
Report of Preliminary
Examination for the
Ph.D. Degree
Student &
Department
Graduate
School
Report results of Ph.D.
preliminary examination
24
At the time a
GS6
discrepancy is
detected
At the time a GS9A or
GS16 discrepancy is
detected
EX102
(Available
at the
Registrar’s
Office)
Request to Take a
Course Under the
Exchange Agreement
Between the State
Supported Institutions
in Northern Colorado
Student
Graduate
School for
signature &
then
Registrar’s
Office
25
Request permission to
take courses at
Colorado School of
Mines, the University of
Colorado, or the
University of Northern
Colorado
Before the last day of
drop
CREDIT OVERLOADS
REQUESTED BY: Student and Department
SUBMITTED TO: Graduate School
DETAILS: Requests for Overloads are made via ARIESWeb- Advisor Student Tools- Overload Request.
Graduate students registering for more than 18 credits must obtain Graduate School approval.
How to Process an Overload:
1. Departments may request the overload if 18 or less credits.
2. Department Requests for 19 or more credits require written justification to the Graduate School,
Dean of the Graduate School.
a. Written justification is made via E-mail. The E-mail needs to include student’s name, ID number,
total credits, and justification for the overload. Submit to: [email protected]
3. If the Dean of the Graduate School approves this credit overload the information will be forwarded to
the Registrar’s Office where they will add the credits. The Graduate School will notify the student and
advisor if the request has been approved or denied.
26
GRADUATE SCHOOL REGISTRATION HOLDS
DETAILS: Graduate School Registration holds are placed in order to prevent students from registering until
conditions of admissions or conditions of continued academic progress are fulfilled.
The Graduate School Monitors the Following Registration Holds:
• TOEFL (Test of English as a Foreign Language)/IELTS (International English Language Testing System)
• Transcript Required
• Diploma Required
• GS6 Program of Study
• Scholastic Standards
• Inactive – Not Registered
• Graduated - Must Reapply
TOEFL Registration Hold:
1. Newly admitted students who fail to meet the minimum TOEFL/IELTS requirement will automatically
have a TOEFL Registration Hold placed to prevent a first registration.
2. Removing TOEFL Holds: Students must have the Educational Testing Service (ETS) report the
official TOEFL score of 550 or better (paper-based), or 80 or better (internet-based). IELTS is also
allowed; a score of 6.5 or better is required.
3. Changing the Effective TOEFL Registration Hold Date: Students not achieving the required test
score will be required to take the Academic English Placement exam with INTO CSU. Students
placing into AE must register and complete the required AE courses or submit an acceptable
TOEFL/IELTS score. Students may register for both AE and graduate level courses with approval by
the academic department and Academic English. Academic English will move the students hold to
the next term once the student has registered for the set of AE courses.
Transcript/Diploma Required Registration Hold:
1. Newly admitted students will automatically have a Transcript and or Diploma Required Registration Hold
placed at the time of admission. Summer or fall admits will have an effective Registration Hold date of
October 1 for the upcoming term and spring admits will have an effective Registration Hold date of April
1 for the upcoming term.
2. Removing Transcript/Diploma Required Holds: Transcript Required Registration Holds are removed
once the University receives an official transcript with the appropriate degree recorded.
3. Changing the Effective Transcript/Diploma Required Registration Hold Date: Students unable to
provide proof of required credentials must provide a memo from the department requesting that the
registration hold be changed/removed to allow the student to register. Departments must provide
written justification for the request. All requests are reviewed and approved by Dean of the Graduate
School on a case-by-case basis.
27
GS6 Program of Study Registration Hold:
1. All admitted graduate students must submit a GS6 Program of Study before the time of their fourth
regular semester registration (Section E.1.2 of the Graduate and Professional Bulletin). A GS6
Registration Hold is electronically set if a GS6 is not received. (Please note: Track III students have a
GS6 deadline within their first semester)
2. Removing a GS6 Registration Hold: Student must submit a completed and signed GS6.
3. Changing the Effective GS6 Registration Hold Date: Students unable to submit a GS6 must provide
a memo from their advisor or department head requesting that the GS6 Registration Hold be moved to
allow the student to register. Advisors or department heads must provide written justification for the
request as well as a timeline of when the student will submit his/her GS6. All requests are reviewed by
the Dean of the Graduate School on a case-by-case basis.
Scholastic Standards Registration Hold:
1. All admitted graduate students must remain in good academic standing. Students with grade point
averages below the acceptable minimum will be placed on probation or in not good standing. If the
GPA remains below 3.0, the student will be dismissed and a Scholastic Standards Registration Hold
will be placed. The complete policy is listed in Section E.1.3 of the Graduate and Professional
Bulletin.)
2. Removing a Scholastic Standards Registration Hold: Students who have been dismissed will need
to be “reinstated”. The academic department will petition for “reinstatement” by sending a memo to the
Dean of the Graduate School providing evidence that the student will/can successfully complete the
graduate program. The department should also develop a plan, which details registration requirements
in order to raise the GPA to at least 3.0. All requests are reviewed and approved by the Dean of the
Graduate School on a case-by-case basis.
Inactive – Not Registered Registration Hold:
1. When students are not registered for more than one semester, this hold is placed on their registration.
In order to have the hold removed, the students will need to submit a GS1B Graduate Application for
Readmission and $150.00 non-refundable processing fee. Please review the GS1B Graduate
Application for Readmission section of the Manual found on page nine for instructions.
2. When students are not registered for the current semester, but were registered for the last semester,
this hold is placed on their registration. In order to have the hold removed, the students will need to
submit a Late Registration Request, which they can obtain from their department. The department can
download this form in ARIESweb – ARIES A-Z – L – Late Registration Request.
Graduated – Must Reapply Registration Hold:
1. Students who complete a degree program and wish to complete additional coursework or another
degree are allowed to register for one additional semester after the degree has been awarded. In order
to continue to register they need to fill out a GS7 Request for Change of Department and/or Degree
Program or enroll as a GUEST or Continuing Education student.
28
GS6 PROGRAM OF STUDY
PREPARED BY: Student, Advisor and Department
SUBMITTED TO: Graduate School
DETAILS: The GS6 form records the courses and other requirements for a graduate student’s degree and
formally identifies the members of the student’s advisory committee. The Graduate School reviews each GS6
as it is received and determines whether the courses and committee listed conform to University policy. That
is, an early graduation check is performed. Discrepancies are reported to the student and department on the
GS6A Discrepancies of GS6 so that they may be corrected (Section E.1.2 of the Graduate and Professional
Bulletin).
Subsequent course changes to the GS6 after it has been approved by the Graduate School are made at the
time of application for graduation on the GS25 Application for Graduation. Changes should be made with care
since no additional comprehensive checks are made until the time of graduation. O n c e courses are taken
and graded (Incomplete is considered a grade) they cannot be removed from the GS6.
Changes to the student’s advisory committee after the GS6 has been approved by the Graduate School are
made on the GS9A Petition for Committee Member Changes.
How to Process the Form:
• It is recommended that the student review the Electronic GS6 Program of Study (eGS6) Instructions
and fill out the GS6 Program of Study Worksheet with his/her advisor prior to filling out the eGS6. The
student will access the eGS6 form via his/her RAMweb account by clicking on the “Complete my GS6
Program of Study” link under the Graduate Students section.
• Once the student enters his/her information, the student will be able to review it and submit the form
electronically. The student’s GS6 form will then be available for printing and a copy will be sent to the
student via the e-mail address that is listed for the student in his/her RAMweb account.
• After the student prints his/her GS6, the student will need to write any transfer credit information and/or
master’s degree information (if applicable), sign the form, and obtain the signatures of his/her advisor,
co-advisor (if applicable), and department head and then submit the GS6 to the Graduate School for
final processing.
• Once the GS6 is approved, the Graduate School will notify the student and department via e-mail and
will record the GS6 as approved in the student’s record in the Graduate Degree Plan.
University Credit Requirements (Sections E.1.6, E.1.7, E.2, E.3, and E.4 of the Graduate and Professional
Bulletin):
• Master’s Degrees
• Master of Fine Arts Degrees
• Ph.D. Degree
• Credit for Graduate Courses Taken at CSU Prior to Admission to a Graduate Program
• Transfer of Graduate Credit From Other Institutions
29
Graduate Advisor and Committee Makeup Requirements (Section E.1.1 of the Graduate and
Professional Bulletin):
• Graduate Advisor and Committee Makeup
Web Addresses for the GS6 Program of Study:
• GS6 Program of Study Worksheet and Electronic GS6 Program of Study (eGS6) Instructions:
http://www.graduateschool.colostate.edu/documents/GS6-Worksheet-and-eGS6-Instructions.pdf
• Electronic GS6 Program of Study (eGS6) Instructions: http://graduateschool.colostate.edu/facultystaff/forms/eGS6-instructions.aspx
• University Credit Requirements: http://www.graduateschool.colostate.edu/faculty-staff/faculty-and-staffresources/credit-requirements/index.aspx
• Graduate Advisor and Committee Makeup: http://www.graduateschool.colostate.edu/facultystaff/committee.aspx
• Forms Page: http://www.graduateschool.colostate.edu/faculty-staff/forms/index.aspx
30
GS6A DISCREPANCIES OF GS6
PREPARED BY: Graduate School
SUBMITTED TO: Department
DETAILS: The GS6A is used to notify the department that the GS6 Program of Study shows discrepancies
that need to be corrected before approval. The GS6A will provide details as to why the GS6 could not be
processed (in some cases a GS6 Program of Study Registration Hold will be placed until the corrected GS6
form is resubmitted to the Graduate School). Once corrections are made by the student/department, the GS6 is
resubmitted to the Graduate School for reprocessing.
31
GS9A PETITION FOR COMMITTEE MEMBER CHANGES
PREPARED BY: Student and Department
SUBMITTED TO: Graduate School
DETAILS: The GS9A is used to make permanent changes to a student’s committee after the committee has
been formalized with an approved GS6 Program of Study (Section E.1.1 of the Graduate and Professional
Bulletin).
How to Process the Form:
• The student downloads and prints the GS9A and GS9A Instruction Sheet and completes the form.
• The student obtains the signatures of those members being removed from his/her committee, the CSU
ID of those members being added to his/her committee, the signature of a new advisor or co-advisor
being added to his/her committee (if applicable), and obtains the signatures of his/her advisor and
department head.
• Once the GS9A is completed and signed, the form is submitted to the Graduate School for final
processing.
• Once the GS9A is approved, the Graduate School will notify the student and department via e-mail.
Graduate Advisor and Committee Makeup Requirements (Section E.1.1 of the Graduate and Professional
Bulletin):
• Graduate Advisor and Committee Makeup
Web Addresses for the GS9A Petition for Committee Member Changes:
•
•
•
•
GS9A: http://www.graduateschool.colostate.edu/documents/GS9A.pdf
GS9A Instruction Sheet: http://www.graduateschool.colostate.edu/documents/GS9A-Instructions.pdf
Graduate Advisor and Committee Makeup: http://www.graduateschool.colostate.edu/facultystaff/committee.aspx
Forms Page: http://www.graduateschool.colostate.edu/faculty-staff/forms/index.aspx
32
GS14 REPORT OF DEPARTMENT EXAMINATION
PREPARED BY: Department
SUBMITTED TO: Graduate School
DETAILS: The GS14 is used to record the results of a student’s departmental examination. This service is
provided for those departments who wish to establish a more complete and formal indication of student
completion of departmental degree requirements.
How to Process the Form:
• The department downloads and prints the GS14, schedules the exam, and prepares the form for
signatures.
• The GS14 is submitted to the Graduate School for placement in the student’s file.
Web Addresses for the GS14 Report of Department Examination:
• GS14: http://www.graduateschool.colostate.edu/documents/GS14.pdf
• Forms Page: http://www.graduateschool.colostate.edu/faculty-staff/forms/index.aspx
33
GS16 REPORT OF PRELIMINARY EXAMINATION FOR THE PH.D. DEGREE
PREPARED BY: Student and Department
SUBMITTED TO: Graduate School
DETAILS: The GS16 notifies the Graduate School of the results of the student’s Ph.D. preliminary
examination (Section E.4.4 of the Graduate and Professional Bulletin).
How to Process the Form:
• The student downloads and prints the GS16, and completes the top portion of the form.
• The student takes the GS16 to his/her preliminary examination.
• The members of the student’s committee sign the GS16 either as a pass or fail; if the preliminary
examination is failed, the appropriate section at the bottom of the form must be completed.
• The student obtains the department head’s signature on the form.
• The student submits the GS16 to the Graduate School within two working days after the results of the
examination are known.
• The Graduate School records the results of the examination and notifies the student and department
via e-mail.
Schedule for the Ph.D. Preliminary Examination:
• Schedule
Special Procedures for the GS16 Report of Preliminary Examination for the Ph.D. Degree:
• If a member of the student’s committee participates in the examination via
teleconference/videoconference/Skype, etc., or
• If a member of the student’s committee cannot participate in the examination.
Web Addresses for the GS16 Report of Preliminary Examination for the Ph.D. Degree:
• GS16: http://www.graduateschool.colostate.edu/documents/GS16.pdf
• GS16 Schedule: http://www.graduateschool.colostate.edu/documents/Preliminary-Exam-Schedule.pdf
• GS16 Procedures: http://www.graduateschool.colostate.edu/documents/GS16-and-GS24Procedures.pdf
• Forms Page: http://www.graduateschool.colostate.edu/faculty-staff/forms/index.aspx
34
EX102 REQUEST TO TAKE A COURSE UNDER THE EXCHANGE AGREEMENT
BETWEEN THE STATE SUPPORTED INSTITUTIONS IN NORTHERN COLORADO
PREPARED BY: Student
SUBMITTED TO: Graduate School for signature and then Registrar’s Office
DETAILS: Colorado State University in cooperation with Colorado School of Mines, University of Northern Colorado,
and University of Colorado provide tuition-free instruction through a reciprocal agreement for full time registrants.
(Section E.1.8 of the Graduate and Professional Bulletin).
How to Process the Form:
1. Student obtains the form from the Registrar’s Office and completes the entire form.
http://registrar.colostate.edu/students/registration/aimsexchange.aspx
2. Host instructor signature is required to show space is available.
3. Student takes the form to his/her department for approval.
4. Student takes the form to the Graduate School for approval.
5. Registrar’s Office sends the form to the visiting institution.
6. When the course(s) has been completed, the visiting institution will enter a grade and return the form to
the CSU Registrar’s Office for recording the grade.
35
SECTION IV:
GRADUATION FORMS
GS
FORM
24
25
FORM TITLE
Report of Final
Examination
Results
PREPARED
BY
SUBMITTED
TO
Student &
Department
Graduate
School
FUNCTION
Report results of final
examination/defense
DUE DATE
Within two working
days after the results
of the examination
are known and by the
due date on the
Graduate School’s
home page.
See due date on the
Graduate School’s
home page.
Application for
Graduation
Student &
Department
Graduate
School
Request clearance to
graduate; record course
changes to the GS6 Program
of Study
Reapplication for
Graduation (this is
an online form)
Student
Graduate
School
Reapply to graduate if the
student applied to graduate
(GS25) in a previous term
See due date on the
Graduate School’s
home page.
25B
Departmental
Requirements
Clearance
Department
Graduate
School
Report completion of any
departmental requirements
See due date on the
Graduate School’s
home page.
26
Request for Letter
of Completion
Student
Graduate
School
Request a letter of completion
prior to the degree being
recorded on the student’s
official transcripts
Once a student has
been cleared for
graduation and prior
to the degree being
recorded on the
student’s official
transcripts
52
Graduation
Clearance
Response
Department
Graduate
School
To clear a student’s course
discrepancies (if applicable)
after the preliminary review for
graduation
(GS25/Reapplication for
Graduation) has been
performed
See due date on the
Graduate School’s
home page.
EX102
(from
the
Registrar
s Office)
Request to take a
Student
course under the
exchange
agreement between
the state supported
institutions in
Northern Colorado
Registrar’s
Office
Request permission to take
courses at Colorado School
of Mines, University of
Colorado or the University
of Northern Colorado
Before the last day of
drop
36
Thesis &
Dissertation
Submission Form
Student &
Department
Graduate
School
Indicates the
Thesis/Dissertation has
been reviewed and
approved by the student’s
committee and department
chair and is therefore
approved for electronic
submission
See due date on the
Graduate School’s
home page.
Survey of Earned
Doctorates and
Certificate of
Completion
PhD Students
Graduate
School
The Survey of Earned
Doctorates (SED) is a
federal agency survey
conducted by NORC for the
National Science
Foundation which gathers
information annually from
research graduates.
See due date on the
Graduate School’s
home page.
ETD Embargo
Student and
Restriction Request Advisor
Form
Graduate
School
Request the delay of public
access for a period of time
in the event of: examples –
publishing, patents, or
copyright.
See due date on the
Graduate School’s
home page.
Electronic
Student
Thesis/Dissertation
Submission (ETD)
ProQuest/UMI
Website
An ETD is an electronic
version of the
Thesis/Dissertation
See due date on the
Graduate School’s
home page.
37
GS24 REPORT OF FINAL EXAMINATION RESULTS
PREPARED BY: Student and Department
SUBMITTED TO: Graduate School
DETAILS: The GS24 notifies the Graduate School of the results of the final examination/defense (Sections
E.1.11, E.2.2, E.3.2, and E.4.5 of the Graduate & Professional Bulletin). The final examination/defense must
be held by the deadline of the student’s graduating term.
How to Process the Form:
• The student downloads and prints the GS24, and completes the top portion of the form.
• The student takes the GS24 to the examination/defense.
• The members of the student’s committee sign the GS24 either as a pass or fail; if the final
examination/defense is failed, the appropriate section of the form must be completed. [For those
departments that offer a Common Final Exam – the student and/or advisor obtains the signature of the
Chair of the examining committee.]
• The student submits the GS24 to the Graduate School within two working days after the results of the
examination are known, and no later than the deadline of the student’s graduating term.
• The Graduate School records the results of the examination in the student’s record in the Graduate
Degree Plan.
Special Procedures for the GS24 Report of Final Examination Results:
• If a member of the student’s committee participates in the examination via
teleconference/videoconference/Skype, etc., or
• If a member of the student’s committee cannot participate in the examination.
Web Addresses for the GS24 Report of Final Examination Results:
• GS24: http://www.graduateschool.colostate.edu/documents/GS24.pdf
• GS24 Procedures: http://www.graduateschool.colostate.edu/documents/GS16-and-GS24Procedures.pdf
• Forms Page: http://www.graduateschool.colostate.edu/faculty-staff/forms/index.aspx
38
GS25 APPLICATION FOR GRADUATION
PREPARED BY: Student and Department
SUBMITTED TO: Graduate School
DETAILS: The GS25 Application for Graduation is used to record a student’s intent to graduate. The
Graduate School reviews each GS25 and reconciles it with the student’s approved GS6 Program of Study to
determine whether the courses recorded have been completed and conform to University policy. Any course
changes made to the student’s initial GS6 Program of Study are recorded on the GS25 (Section E.8.1 of the
Graduate & Professional Bulletin). A student must submit a GS25 by the deadline of the student’s graduating
term.
Certain departments have formally approved specializations (Section B.2 of the Graduate & Professional
Bulletin). Students graduating from one of these specializations may have this specialization recorded on their
transcripts. In such cases, the program and specialization codes need to record the Specialization Code on the
GS25.
Additional information regarding the GS25 can be found on the GS25 Instruction Sheet.
How to Process the Form:
• The student obtains a copy of his/her approved GS6 Program of Study, which can be accessed by the
student logging into his/her RAMweb account, clicking on the “My Graduate Degree Plan” link under the
Graduate Students section, clicking on the appropriate program, and clicking on the “program of study
(GS6)” link.
• The student obtains a copy of his/her CSU unofficial transcript, which can be accessed by the student
logging into his/her RAMweb account.
• The student downloads and prints the GS25 and GS25 Instruction Sheet. The student meets with
his/her advisor/committee and completes the form.
• The student obtains the required signatures, and submits the form to the Graduate School by the
deadline of the student’s graduating term for final processing.
• After the Graduate School performs the preliminary review for graduation, discrepancies (if applicable)
are recorded in the student’s record in the Graduate Degree Plan, and the student and department are
notified via e-mail.
Web Addresses for the GS25 Application for Graduation:
• GS25: http://www.graduateschool.colostate.edu/documents/GS25.pdf
• GS25 Instruction Sheet: http://graduateschool.colostate.edu/documents/GS25-Instructions.pdf
• Program and Specialization Codes: http://graduateschool.colostate.edu/documents/Program-Codes.pdf
• Forms Page: http://www.graduateschool.colostate.edu/faculty-staff/forms/index.aspx
39
REAPPLICATION FOR GRADUATION
PREPARED BY: Student
SUBMITTED TO: Graduate School
DETAILS: The Reapplication for Graduation is an online form that a student completes if he/she applied to
graduate in a previous term and needs to update to a future term. If the student did not previously apply to
graduate, the student will need to submit the GS25 Application for Graduation. A student must submit a
Reapplication for Graduation by the deadline of the student’s updated graduating term.
How to Process the Form:
• The student accesses the Reapplication for Graduation and completes the form.
• The student submits the form electronically to the Graduate School for final processing.
• After the Graduate School performs the preliminary review for graduation, discrepancies (if applicable)
are recorded in the student’s record in the Graduate Degree Plan, and the student and department are
notified via e-mail.
Web Addresses for the Reapplication for Graduation:
• Reapplication for Graduation: http://graduateschool.colostate.edu/graduation-reapplication/index.aspx
• Forms Page: http://www.graduateschool.colostate.edu/faculty-staff/forms/index.aspx
40
GS25B DEPARTMENTAL REQUIREMENTS CLEARANCE
PREPARED BY: Department
SUBMITTED TO: Graduate School
DETAILS: The GS25B is used to confirm that a student has completed all departmental requirements that are
indicated on his/her GS25 Application for Graduation (Section E.8.1 of the Graduate and Professional Bulletin).
A department must submit a GS25B by the deadline of the student’s graduating term.
How to Process the Form:
• Once the student completes all of his/her departmental requirements (as indicated in Section 4 on the
student’s
GS25), the student’s department downloads and prints the GS25B, and completes the form.
• The department obtains the department head’s signature.
• The department submits the GS25B to the Graduate School for final processing.
• The Graduate School records the completion of departmental requirements in the student’s record in
the Graduate Degree Plan.
Web Addresses for the GS25B Departmental Requirements Clearance:
• GS25B: http://www.graduateschool.colostate.edu/documents/GS25B.pdf
• Forms Page: http://www.graduateschool.colostate.edu/faculty-staff/forms/index.aspx
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GS26 REQUEST FOR LETTER OF COMPLETION
PREPARED BY: Student
SUBMITTED TO: Graduate School
DETAILS: The GS26 is used to request a letter certifying the completion of degree requirements prior to the
degree being recorded on the student’s official transcripts. A letter of completion may be issued to a student
who has completed all of his/her degree requirements, including the posting of grades. Letters will be issued
until the degree is recorded on the student’s official transcripts.
How to Process the Form:
• Once all of the student’s requirements are cleared, the student downloads and prints the GS26, and
completes the form. Note: The letter must be addressed to an identified person/place (employer,
school, sponsor, etc.); it cannot be addressed “To Whom It May Concern”.
• The student submits the GS26 to the Graduate School.
• The Graduate School will issue a letter of completion once it has been verified that all degree
requirements have been cleared.
Web Addresses for the GS26 Request for Letter of Completion:
• GS26: http://www.graduateschool.colostate.edu/documents/GS26.pdf
• Forms Page: http://www.graduateschool.colostate.edu/faculty-staff/forms/index.aspx
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GS52 GRADUATION CLEARANCE RESPONSE
PREPARED BY: Department
SUBMITTED TO: Graduate School
DETAILS: The GS52 is used to resolve course/credit discrepancies (if applicable) that were not addressed on
the student’s GS25 Application for Graduation. The department must submit a GS52, or the advisor must
submit a memo or e-mail, by the deadline of the student’s graduating term.
How to Process the Form:
• The student’s advisor downloads and prints the GS52, and completes the form, identifying the
appropriate action that should be taken in order to clear the student’s course/credit discrepancies.
Note: A memo or e-mail from the student’s advisor can also be submitted to resolve the course/credit
discrepancies.
• The student’s advisor signs the GS52 and submits it to the Graduate School for final processing.
• The Graduate School records the resolution of the course discrepancies in the student’s record in the
Graduate Degree Plan.
Web Addresses for the GS52 Graduation Clearance Response:
• GS52: http://www.graduateschool.colostate.edu/documents/GS52.pdf
• Forms Page: http://www.graduateschool.colostate.edu/faculty-staff/forms/index.aspx
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THESIS AND DISSERTATION SUBMISSION FORM
PREPARED BY: Student & Department
SUBMITTED TO: Graduate School
DETAILS: The Thesis/Dissertation Submission Form is submitted to show the student’s
committee approved the Thesis/Dissertation for electronic submission. The submission form is
submitted before the electronic submission of the Thesis or Dissertation to ProQuest/UMI. This form
needs to be submitted by the deadline of the student’s graduating term.
How to Process the Form:
• The student downloads and prints the Thesis/Dissertation Submission Form and
completes the top portion of the form.
• The members of the student’s committee and department chair sign the
Thesis/Dissertation Submission Form after the final thesis/dissertation has been
reviewed and approved by his/her committee.
• The student submits the Thesis/ Dissertation submission form to the Graduate School by
the published deadline of his/her graduating term (Note: PhD students must also submit
the Survey of Earned Doctorates Certificate of Completion with this form.)
• The Graduate School records the receipt of the Thesis/Dissertation submission form as
“Pending Electronic Submission” in the student’s record in the Graduate Degree Plan.
• The student submits his/her thesis/dissertation electronically to ProQuest/UMI through
the Libraries website by the published deadline of the student’s graduating term with no
needed corrections.
Website Addresses for the Thesis & Dissertation Submission Form:
• Thesis & Dissertation Submission Form:
http://graduateschool.colostate.edu/documents/Thesis-Dissertation-Submission-Form.pdf
• Thesis & Dissertation: http://graduateschool.colostate.edu/current-students/thesisdissertation/index.aspx
• Library Website: http://lib.colostate.edu/etd/thesis-submission-procedures
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SURVEY OF EARNED DOCTORATES (SED)
PREPARED BY: Student
SUBMITTED TO: SED Questionnaire – Submitted to SED online
“Certificate of Completion” - Submitted to Graduate School
DETAILS: PhD students complete the Survey of Earned Doctorates online and print out the
“Certificate of Completion” after the survey is submitted. The student will submit the “Certificate
of Completion” to the Graduate School along with the Thesis/Dissertation Submission form.
How to Process the Form:
• The student completes the SED Survey online.
• The student will print the “Certificate of Completion” and turn in with the
Thesis/Dissertation Submission form to the Graduate School by the published deadline of
your graduating term.
• The student submits the “Certificate of Completion” to the Graduate School. The
Graduate School records the receipt of the “Certificate of Completion” as “Pending
Electronic Submission” in the student’s record on the Graduate Degree Plan.
Website Addresses for the Survey of Earned Doctorates Form:
• Survey of Earned Doctorates: https://sed.norc.org/doctorate/showRegister.do
• Thesis and Dissertation: http://graduateschool.colostate.edu/current-students/thesisdissertation/index.aspx
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ETD EMBARGO RESTRICTION REQUEST FORM
PREPARED BY: Student and Advisor
SUBMITTED TO: Graduate School
DETAILS: An ETD Embargo Restriction Request Form is submitted to request a delay of public
release of the Thesis/Dissertation for a set period of time.
How to Process the Form:
• The student fills out the ETD Embargo Restriction Request Form , including the
Thesis/Dissertation title and the reason for the embargo request.
• The student signs the form.
• The student’s advisor signs the form.
• The student submits the ETD Embargo Restriction Request Form along with your
Thesis/Dissertation Submission Form to the Graduate School Office. The ETD Embargo
Restriction Request Form will be reviewed by the Dean of the Graduate School.
• The student submits this form to the Graduate School by the published deadline of your
graduating term.
Website Addresses for the ETD Embargo Restriction Request Form:
• ETD Embargo Restriction Request Form:
http://graduateschool.colostate.edu/documents/Embargo-Form.pdf
• Thesis and Dissertation: http://graduateschool.colostate.edu/current-students/thesisdissertation/index.aspx
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ELECTRONIC THESIS AND DISSERTATION SUBMISSION (ETD)
PREPARED BY: Student
SUBMITTED TO: ProQuest/UMI electronically through the Colorado State University Libraries
Electronic ETD submission website.
DETAILS: All Theses and Dissertations are now submitted electronically to ProQuest/UMI. The
student’s work will be available through ProQuest/UMI digital data base and the CSU digital
repository.
How to Process the Form:
• The student will electronically submit the Thesis/ Dissertation to ProQuest/UMI through the
(ETD) submission website
• The student will follow the step-by-step instructions for the electronic submission process.
The student electronically submits the Thesis/Dissertation to the Graduate School by the
published deadline of the graduating term.
• The Graduate School checks that the ETD meets Graduate School standards.
Notification is sent to the student of any needed corrections and /or submission
acceptance. Once approved, the thesis or dissertation will be archived, stored, and made
available via the CSU Digital Repository
Website Addresses for the Electronic Thesis\Dissertation (ETD):
• Colorado State University Libraries Electronic Submission Website:
http://lib.colostate.edu/etd
• Thesis and Dissertation: http://graduateschool.colostate.edu/current-students/thesisdissertation/index.aspx
• Thesis and Dissertation Formatting Guide:
http://graduateschool.colostate.edu/documents/eTD-Formatting-Guide.pdf
• Master’s Thesis Title Sample Page:
http://graduateschool.colostate.edu/documents/Thesis-Title-Page-Sample.pdf
• Dissertation Title Sample Page:
http://graduateschool.colostate.edu/documents/Dissertation-Title-Page-Sample.pdf
• Abstract Sample Pages: http://graduateschool.colostate.edu/documents/Abstract-SamplePage.pdf
• Copyright Sample Page: http://graduateschool.colostate.edu/documents/CopyrightSample-Page.pdf
• CSU Digital Repository: http://digitool.library.colostate.edu/R/
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