VII. Standards and Requirements for Graduate Degree Programs

Students must satisfy the degree requirements outlined in the General Catalogue that are in effect at the time they first enroll in a graduate program. If the degree requirements are subsequently revised, the academic unit must, where appropriate, give students the option to meet the new requirements. If a graduate program also revises internal policies and procedures that are not outlined in the General Catalogue (exam formats and procedures, mandatory attendance at annual research days, publication requirements, etc.) but outlined in the program’s website or in a program student handbook, the academic unit must, where applicable, give students the option to meet the new requirements. A student who withdraws from a program, or loses student status for other reasons for more than three quarters, will be bound by the degree requirements in effect at the time of readmission unless otherwise stipulated and agreed to in writing by the academic unit and approved by the Graduate Dean; students are also required to re-advance to candidacy. A student who defers admission or who changes to another program must meet the requirements in effect at the time of first registration.

Most requirements for graduate degree programs are determined by the academic unit that offers the degree. However, the Graduate Council, on behalf of the Academic Senate, has approval authority over all graduate programs (with the exception of the M.D. and J.D. degrees) on the Irvine campus. In addition, the Office of Academic Affairs at UCI, the UC-wide Coordinating Committee of Graduate Affairs, the Office of the President, and the Committee on Post-Secondary Education are also involved in setting standards, reviewing, and approving new graduate programs on the UC campuses.

A. Second Advanced Degrees

The University of California discourages the duplication of advanced degrees. At the same time, it recognizes that a professional degree does not duplicate an academic one, and that the holders of either an academic or professional degree may have the pressing need to earn another degree in an area different from that of their first endeavors.

If admitted for a second graduate degree, students will be held to all the usual degree requirements and University regulations pertaining to fees, examinations, advancement to candidacy, residency, etc. Courses already applied to any previously earned graduate degree cannot be applied toward the requirements of the second degree.

Second Master’s Degree

In accordance with the policy approved by the Graduate Council, the Graduate Dean has delegated the authority to admit students for a second Master’s degree in an unrelated discipline to the academic units. If a program wishes to admit a student for a second Master’s degree in the same discipline or a related field, the program must request an exception. These requests must be made in writing to the Graduate Dean and should include strong justification for admitting the applicant for a second Master’s degree in the same discipline or a related field, as well as a statement assuring the Dean that there will be no duplication, transfer, or waiving of coursework.

[Example: If a student with an MS in Civil Engineering applied to UCI for an MS in Environmental Engineering, it would require an exception to admit them. However, if the same student with an MS in Civil Engineering applied to UCI for an MA in History, this would not require an exception.]

Second Ph.D.

Admission for a second Ph.D. is rarely granted, and must be handled as an exception to policy and approved by the Graduate Dean. All requests must be made in writing to the Graduate Dean and should include strong justification for admitting the applicant for a second Ph.D., as well as a statement assuring the Dean that the applicant’s first Ph.D. is in an unrelated area and that there will be no duplication, transfer, or waiving of coursework.

B. Language Requirements

Completion of language or alternate skill requirements, if part of the graduate program, may occur any time prior to completion of all other degree requirements unless otherwise specified by the program. However, it is preferable that they be satisfactorily completed before a student advances to candidacy. The graduate program may decide how the examinations are to be given. The Graduate Division must be advised in writing of the type of test taken and the date passed. If an alternate skill requirement approved by the Graduate Council in lieu of a foreign language is satisfied, this should also be indicated in writing.

C. Academic Advisement and Evaluation

Graduate programs must establish well-defined criteria for completion of degree requirements and must keep students updated on all changes to rules, policies, and procedures. Departments must prepare a written document of the requirements and distribute it to all graduate students. For first year graduate students, formal evaluation should occur at the end of their first and third quarters of attendance. Continuing evaluation is required at least annually thereafter. This provides encouragement and support to those students making acceptable progress and, most importantly, may avert potential problems with students who are not maintaining satisfactory progress toward their degree.

While each academic unit is encouraged to develop its own process of student evaluation and advisement, it is generally accepted that certain elements are essential:

Within the context of each course in which the student enrolls, an evaluation of the student’s performance by the instructor.
For those students engaged in research activities, frequent evaluation and advising on an informal basis by the supervising member of the faculty.
Continuing supervision of dissertation work by the primary faculty advisor with progress evaluated and discussed with the student on at least a quarterly basis.
An overall evaluation of each student’s academic progress that is conveyed to and discussed with the student, preferably each quarter, but at least once each academic year. An annual evaluation ordinarily is the joint responsibility of the Departmental Faculty Advisor and the assigned Faculty Advisor or the Chair of the student’s graduate committee, where applicable. An evaluation must: (1) include a brief review of the student’s work to date, with particular attention to the period since the last report; (2) describe the student’s progress toward the degree; (3) identify any areas in which improvement is recommended or required; and (4) establish academic objectives for the following period.
Identification of a departmental representative whom the student may consult as a disinterested party.

Each student should also have an advisory committee established by the graduate program that will be responsible for the guidance of that student in the course of his or her period of study. The committee may choose to inform the student in writing of his or her academic progress more than once per year, and the student may also request additional written evaluations. A copy of this correspondence must be kept in the academic unit files, with another copy forwarded to the Graduate Dean via the Academic Services Team.

D. Written Expectations for Research Units and Individual Development Plans

(approved by the Graduate Council 5/9/19)

Programs are required to provide a form of written research expectations or a syllabus for master’s and doctoral students enrolled in graduate research units. The written research expectations should state how student research performance is assessed and graded. Expectations should be devised by participation by students and faculty in individual programs.

Additionally, doctoral and MFA students are required to complete annual Individual Development Plans (IDPs) in consultation with their faculty advisor. The IDP is a tool that aids in communication between the student and faculty advisor, goal-setting and assessing progress towards those goals on a regular basis. It is intended as a mentoring document and not an evaluative tool. Programs may use the Graduate Division IDP template or modify the document to include additional questions relevant to the discipline.

E. Language Policy for Examinations and Theses/Dissertations

English is to be the language of instruction and examination for graduate courses at UCI, unless the subject matter includes foreign language content. Similarly, examinations that satisfy specific degree requirements, such as qualifying/candidacy examinations and thesis/dissertation defenses will be conducted in English, except for the portions of the examination where the subject matter makes a different language specifically appropriate.

Students must seek permission to write their thesis/dissertation in a language other than English. To do so, immediately after advancement to candidacy, the candidate must submit a letter to the Graduate Dean, approved by the thesis/dissertation chair, committee, and department chair. All members of the candidate’s thesis/dissertation committee must have a reading knowledge of the language presented in the thesis/dissertation. There must be legitimate reasons for substituting English with a foreign language such as subject matter, special primary audience, publication arrangements, academic position in a foreign country, historical or literary value, or principal language(s) used in the documents to be analyzed and interpreted. Inability to write in English is not a valid reason. If the thesis or dissertation is approved to be written in a foreign language, the candidate must submit two abstracts. One must be in English. The other must be written in the language of the thesis or dissertation. Moreover, the thesis/dissertation defense will be conducted in English, except as determined by subject matter. See the UCI Thesis and Dissertation Manual for information about the preparation of manuscripts.

F. Conflict of Interest (Approved by the Irvine Division on 5/11/00)

Definition

For the purposes of this document the term “conflict of interest” refers to instances where faculty may have a financial conflict of interest as defined in Section 028 of the Academic Personnel Manual (APM), adopted April 26, 1984, and in APM 025/50. Information on this and other types of conflicts of interest or on student grievance procedures are described on the UCI Office of Research website and in the University of California publication entitled Policies Applying to Campus Activities, Organizations, and Students. The complete Academic Senate Policy on Conflict of Interest and Graduate Education is published in the UCI Academic Senate Manual.

Objective

The policy on financial conflict of interest establishes mechanisms to protect the academic interests of a graduate student in the event that a faculty mentor, thesis or dissertation advisor or member of a student’s committee may have a conflict of interest relating to a project on which the student may be working. Such a conflict of interest may result from the faculty member having a financial interest in a project on which the student is working, whether sponsored or unsponsored. The intent is to apply the policy only to those situations in which a financial conflict of interest is perceived to be potentially harmful to the academic interests of the student. The graduate student, the faculty mentor/advisor, a departmental representative (either the graduate advisor or chair), or the campus Conflict of Interest Oversight Committee can initiate the procedures to deal with the perceived conflict of interest. The procedures must also be considered in conjunction with the Academic Senate-Irvine Division regulations governing the doctoral committee and the candidacy committee.

Summary of Mechanism

When a graduate student, the faculty mentor/advisor, graduate advisor, departmental chair, or the campus Conflict of Interest Oversight Committee (COIOC) identifies a conflict of interest, a departmental representative should be notified in writing. The departmental representative, who may be the Departmental Faculty Graduate Advisor or department chair, will then examine the potential impact upon the student. If there is a potential for harm to the student, then an additional faculty member, termed the “Oversight Member”, will be appointed, by the Graduate Dean, to the student’s advisory and/or master’s/doctoral committee to insure the faculty conflict does not impact upon the academic interests of the student.

The Graduate Division

The Graduate Division provides written information on conflict of interest policies and procedures to all academic units and students on the Ph.D. Form I Advancement to Candidacy document and on the Advancement to Candidacy and Final Report form for master’s students. The information on the document includes: the definition of conflict of interest as it pertains to graduate education; a description of the nature of potential conflicts of interest and brief examples; describes the possible harmful effects on the academic interests of the graduate students; provides a list of University resources that can be consulted, and includes a statement to be signed by the department chair, departmental graduate faculty advisor, and the graduate student to acknowledge their awareness of the conflict of interest issue. At any time, the student can also seek the advice of one of the identified campus-wide resource persons, who include the Graduate Dean, the Associate Graduate Dean, the Conflict of Interest Administrator in the Office of Research a, or the UCI Ombudsman.

Oversight Member: If the Chair, Research/Thesis Advisor or other member of the committee has a financial interest in an outside entity that carries the possibility of a conflict of interest that is potentially harmful to the graduate student, an Oversight Member must be appointed in addition to the general members of the respective committee.

Role of the Oversight Member: The Oversight Member shall participate on all student research advisory and/or thesis committees. An additional role of the Oversight Member is to be fully cognizant of the issues related to the possible conflict of interest and its potential impact on the student, and to be fully cognizant of the UCI resources available should a conflict of interest problem arise.

Appointment of an Oversight Member: The Graduate Dean shall select the Oversight Member from a list of three nominees agreed upon by the student, the faculty research/thesis advisor, and the departmental representative. The nominees must be UCI Senate members and cannot have an appointment in the students home department. The departmental representative shall submit a written request to appoint an Oversight Member to the Graduate Dean no less than two weeks prior to the date of the exam to allow a reasonable time for review. This request should include background information describing the circumstances of the possible conflict. The Graduate Dean will retain sole authority to appoint the Oversight Member. No exceptions to this requirement will be considered.

Note: Areas of assigned responsibility are further defined in the UCI Academic Senate policy statement dated May 11, 2000 and entitled “Policy and Procedures for Implementation of Academic Senate Policy on Conflict of Interest and Graduate Education.”

Conflict of Interest Wherein a Student is Conflicted

It is possible there may be instances where a student may be the conflicted party. These would include instances involving a student who holds a financial interest in an outside entity that may have an interest in a project on which the student is or may be working toward a graduate degree. In such cases it is important to consult with the campus Conflict of Interest Oversight Committee or the Graduate Dean.

Other Types of Conflict of Interest

The UCI Senate Manual only addresses financial conflicts of interest, but there are other situations where conflict of interest may arise during required examinations (comprehensive or qualifying exams, advancement to candidacy, dissertation defense, etc.) and could potentially lead to a perception of bias. Often this occurs when there is a power differential, which may prevent the committee from being to coming to a fair and objective decision. One example is when immediate family members, domestic partners and married couples serving together on an advancement to candidacy committee, but other examples exist. The Graduate Division recommends as a best practice that graduate programs have internal policies and procedures that address different types of conflict of interest, not financial in nature, to reduce the likelihood of perceived bias or harm to the student.

G. Committee Membership Appointment Procedures

The qualifications of all committee members must be evaluated and approved by the academic unit* Chair or designee. When the membership of the proposed committee conforms to Senate policy as defined in this regulation, the Graduate Dean, on behalf of the Graduate Council, may delegate to the academic unit the authority to appoint, evaluate, and approve the committee. When the proposed membership deviates from this policy, as in the case of non-voting Senate members, faculty holding professorial titles at other Universities or non-Senate faculty with equivalent scholarly standing, or when appointment of an Oversight Member is perceived to be necessary, a request for an exception or nomination must be submitted in writing to the Graduate Dean.

*NOTE: Definitions of Academic Unit

a)
b) If “a” fails, Interdisciplinary Program.
c) If “a” and “b” fail, the graduate program which oversees the student’s progress.
d) If “a”, “b” and “c” fail, the School.

In cases where multicampus programs are involved, the same definitions will apply across all campuses relevant to the program.

Non-voting Senate members, faculty holding professorial titles at other Universities or non-Senate faculty with equivalent scholarly standing will be considered on an exception-only basis. The Dean of Graduate Division retains sole authority to grant these exceptions, which must be submitted in writing by the Chair of the academic unit at least two weeks prior to the scheduled exam, and must be accompanied by a curriculum vitae of the individual for whom the exception is being requested. A list of the faculty holding primary or joint appointments with the student’s department or academic unit may be required by the Dean of Graduate Division.

Duties and Responsibilities

It is the responsibility of the Chair of the academic unit, the Departmental Faculty Advisor, Mentor or Associate Dean for Graduate Affairs as appropriate, and the Chair of the Thesis, Candidacy or Doctoral Committee to:

Inform the student regarding the policy on Thesis, Candidacy or Doctoral Committees — including full disclosure of issues pertaining to possible conflict of interest that is potentially harmful to the student;
to provide graduate students with a policy statement on such possible conflict of interest prior to the student designating a research topic, forming a graduate committee, or being employed as a research or teaching assistant, whichever comes first; and
Ensure that the Academic Senate policies are followed. In the case of a doctoral student advancing to candidacy, should these Senate policies not be followed the student will be required to retake the Qualifying Exam.

Membership

a. Master’s Thesis Committee Plan I (See IR 830, amended March 2010)

The Master’s Thesis Committee is comprised of three voting members of the University of California Academic Senate — not necessarily the Irvine Division — or by equivalent scholarly standing, by exception. A majority of the committee, but not necessarily all, shall be affiliated with the program.

Chair: The Chair of the committee shall always hold a primary or joint academic appointment in the academic unit/program (see above for Definitions of Academic Unit) supervising the master’s program and must be a voting member of the UC Academic Senate; no exceptions will be granted for this position.

General Members: Non-voting Senate members; faculty members from other universities; or non-Senate faculty with equivalent scholarly standing will be considered for general membership on the committee on an exception basis only. Academic Senate members from UC’s other than the Irvine Division do not require an exception; however, a CV is required for verification.

Oversight Member: See Conflict of Interest (Section 4).

b. Candidacy Committee – Regulation 918

The Candidacy Committee is comprised of three to five faculty who are voting members of the University of California Academic Senate or by equivalent scholarly standing, by exception. Candidacy committee members need not necessarily be from the Irvine Division, but a majority and not all must hold primary or joint appointments in the student’s department. If the student is not affiliated with an individual department, a majority of the committee must hold either primary or joint appointments with the academic unit granting the doctoral degree.

The Chair: The Chair of the Candidacy Committee must hold either a primary or joint appointment in the student’s department (or academic unit) and must be a voting member of the UC Academic Senate. No exceptions to these requirements will be considered.

General Membership: The requirement that a majority of voting members hold appointments in the student’s department or academic unit may be waived under exceptional circumstances. Non-voting Senate members, faculty members from other universities, or non-Senate faculty with equivalent scholarly standing will be considered for general membership on the committee on an exception only basis. Exceptions will be granted by the Dean of the Graduate Division.

Additional Membership: Degree granting programs can choose to require either a three-, four-, or five-member Candidacy Committee consistent with the requirements above. They may also choose to require that one member of the Candidacy Committee be an “outside member,” i.e., a member of the Irvine Division of the UC Academic Senate, who does not hold a primary appointment in the student’s department or academic unit.

Whichever options are chosen, they must apply to all students in the degree program, be on record in the Graduate Division, and be published in a student handbook and/or on a departmental website.

The Oversight Member: See Conflict of Interest (Section 4).

c. Doctoral Committee – Regulation 920

Dissertation – The Doctoral Committee shall supervise the preparation and completion of the dissertation and the final examination
Membership – The Doctoral Committee is comprised of three voting members of the University of California Academic Senate — not necessarily the Irvine Division — or by equivalent scholarly standing, by exception. A majority of the committee, but not necessarily all, shall be affiliated with the program. At least one member of the student’s committee must hold a primary appointment in the student’s department. The Doctoral Committee is nominated by the Candidacy Committee with the concurrence of the candidate, the Doctoral Committee Chair, and the Academic Unit Chair or designee, on the Ph.D. Form I.

Chair: The Chair of the Committee shall always hold a primary or joint academic appointment in the academic unit/program supervising the doctoral program; no exceptions will be granted for this position. The Chair of the Doctoral Committee is the member of the graduate program faculty responsible for providing primary guidance of the student’s dissertation.
General Members: Non-voting Senate members; faculty members from other universities; or non-Senate faculty with equivalent scholarly standing will be considered for general membership on an exception-only basis. Academic Senate members from UC’s other than the Irvine Division do not require an exception, however, a curriculum vitae is required for verification.
Oversight Member: See Conflict of Interest (Section 4).

H. The Master’s Degree

Residency Requirement

A minimum of three quarters in academic residence is required prior to the award of most master’s degrees, including the Master of Arts in Teaching (MAT) and the Master of Advanced Study (MAS) degrees. Six quarters in academic residence are required for the Master of Fine Arts degree programs (with the exception of Drama, which requires nine quarters) and the M.B.A. programs in the School of Business. A minimum period of study of one quarter in-residence must intervene between formal advancement to candidacy and the conferring of the Master’s degree (SR 682).

Curricular Requirements

The requirements listed herein are the minimum required by the University of California. Most master’s degree programs require additional work. Detailed information on specific degree requirements can be found in the UCI General Catalogue, and on individual department websites. Students are responsible for fulfilling requirements in effect the year in which they are admitted. If an academic program changes degree requirements, under certain circumstances, the student, with the approval of the faculty advisor and school’s associate dean for graduate affairs, may opt to accept the new requirements.

The following regulations of the Academic Senate, Irvine Division, apply to curricular requirements for students in Master’s programs.

Coursework Requirements and Thesis and Examination Options
(Irvine Regulations [IR] 805/810/830/835)

1) (IR) 805 Master’s Degree Options

The master’s degree is attained by: Plan I, the Thesis option, or Plan II, the Comprehensive Examination option. A program may offer the option of one or both plans with the approval of the Graduate Council. Each of these plans has minimum coursework requirements, but programs may impose additional requirements.

2) (IR) 810 Course Requirements

The minimum course requirement for the master’s degree is given below. This requirement may be waived or reduced only on the recommendation of the academic unit in which the degree is earned and with the approval of the Graduate Dean.

Plan I (Thesis)

In addition to the thesis, a minimum of 28 quarter units in approved courses is also required, at least 20 of which must be earned in 200 series graduate-level courses exclusive of credit given for thesis research and preparation. A general examination is also required.

Plan II (Comprehensive Examination)

In addition to the comprehensive examination, a minimum of 36 quarter units in approved courses, at least 24 of which must be from graduate-level courses in the 200 series.

3) (IR) 830 Master’s Degree Requirements: Thesis Committee: Plan I

(Approved by Irvine Division May 11, 2000)

Under Plan I a thesis is required. A committee of three faculty members recommended by the academic unit* shall approve the subject, pass on the content of the thesis, and administer the general examination. Usually the Chair of the committee directs the work.

Submission of Thesis

The submission of the thesis is the last step in the program leading to the award of an advanced degree. All theses submitted in fulfillment of requirements for advanced degrees at UCI must conform to University regulations with regard to format and method of preparation.

Students should consult the UCI Thesis and Dissertation Manual for guidelines for writing and submitting theses/dissertations. Students are encouraged to attend the quarterly information sessions that discuss manuscript preparation and filing procedures.

An original Master’s Final Degree Paperwork form with committee signatures and other signatures (as appropriate) must be submitted to the Graduate Division via DocuSign with all other final degree paperwork. The manuscript submitted electronically via ETD should not include a signature page.

Deadline for Filing

The advanced degree manuscript is expected to be submitted by the deadline in the quarter in which the degree is to be conferred. Friday of the tenth week of classes is the deadline for submitting theses and dissertations during each quarter. Those students who complete requirements and submit theses after the end of the tenth week of classes and prior to the start of the subsequent quarter will earn a degree for the following quarter, but will not be required to pay fees or enroll in units for that quarter. In such cases, to avoid payment of fees, the manuscript, all forms and degree paperwork must be submitted prior to the first day of the quarter in which the degree is to be earned. These deadlines are published on the Registrar’s website.

Public Access

In accordance with UC and UCI policy, all approved thesis/dissertation manuscripts automatically become available for public access and circulation as part of the UCI Libraries collections. The exception is if a student has requested an embargo of public access to their thesis for a period of up to six years.

4) (IR) 835 Comprehensive Examination (Plan II)

A final comprehensive examination, the nature of which is to be determined by the academic unit and approved by the Graduate Council, is required of candidates following Plan II. The content of the exam represents a capstone requirement that integrates the intellectual substance of the program.

b. Advancement to Candidacy

In accordance with University of California policy, students must be advanced to candidacy for their degree prior to the beginning of the final quarter of enrollment. An Application for Advancement to Candidacy initiated by the student and approved by the academic unit should be submitted to the Graduate Dean before (preferably 30 days before) the opening of the quarter in which the degree is expected. The Application must be accompanied by petitions for any course credits that have not already been approved by the Graduate Dean.

Deadlines for submission and approval of the Application for Advancement to Candidacy are published each quarter. If the student has not advanced to candidacy before the beginning of the quarter in which all requirements are completed, the degree will not be conferred until the end of the following quarter. When the student is formally advanced to candidacy, the student and the academic unit are notified.

c. Final Report for the Master’s Degree

It is the graduate program’s responsibility to insure that the course requirements of the graduate program have been met prior to submitting the Final Report for the Master’s Degree to the Graduate Division. Substitutions within the graduate student program of study do not need to be approved through the Graduate Dean unless they affect minimum University and program requirements for the Master’s degree.

If the student has satisfied all requirements except for satisfactory completion of the final quarter’s coursework, the department should complete the certification and return it to the Graduate Division prior to receipt of final grade reports. The Graduate Division will verify final grades with the Registrar. The department is consulted if there is any doubt about conferral of the degree.

Students earning a master’s by Plan I, the thesis option only use the Application for Advancement to Candidacy to advance for the master’s. When the student submits the thesis to the Graduate Division for the electronic submission, part of the required paperwork at time of submission is the Master’s Thesis/Signature Page Report on the Final Examination for the Master’s Degree. This form requires signatures from the department as well as the thesis committee certifying completion of all requirements.

I. Transfer of Credit

The General Petition may be used for purposes of requesting transfer of credit by currently enrolled students only.

Policy

Transfers of credit toward master’s degree requirements are governed by University regulation (UC Senate Regulation 726 and UCI Senate Regulation 825) and policy summarized in the UCI General Catalogue.

Transfer of credit towards the master’s degree requirements is only allowed for master’s students and for doctoral students who are earning a master’s degree en route to the Ph.D. Doctoral students earning a master’s en route can only transfer, not waive, coursework that overlaps with the Ph.D. degree requirements.

If official transcripts of academic work are not already in the student’s file, they must be submitted as part of any petition for transfer credit or course substitution of degree requirements.
No petition for transfer credit is needed for work completed as a regular graduate student in UCI regular academic sessions, at other campuses through Intercampus Exchange, or in UCI Summer Sessions, including Summer Sessions prior to a student’s first registered quarter following formal admission to a UCI graduate program.

2. Procedures

Petitions for transfer of credit should be submitted as soon as possible after first enrollment as a UCI graduate student or completion of the academic work for which transfer credit is requested. All petitions for transfer credit must be supported by official transcripts of the work completed, and sent directly to the Graduate Division as an attachment to the general petition DocuSign form by the issuing institution.
Up to one-half the total units earned during regular academic quarters at another graduate division of the University of California, graduate courses taken with University of California Extension through concurrent enrollment (Concurrent enrollment means that the student took regularly offered UC courses but registered and paid for them through University of California Extension), or graduate courses taken as an undergraduate at UCI that were not applied to another degree. In this instance, the transferred units may reduce the number of required 200-level units for the degree. Students are still required to meet the minimum academic residency of three quarters for the master’s degree.
Up to one-fifth the total units required may be transferred from any one or a combination of the following: University of California Extension (only for courses that are not regularly offered UC courses), another institution, or Summer Sessions at another UC campus. In this instance, the transferred units do not reduce the number of required 200-level units for the degree.
Semester units will be transferred at 1.5 times the quarter unit value.
In all cases, transfer credit may be allowed only for graduate-level work taken after awarding of the Bachelor’s degree or when taken as an undergraduate in excess of both the unit and major requirements for the Bachelor’s degree. If units were earned during undergraduate study, a letter from the institution is required stating coursework was not used towards the Bachelor’s degree. No transfer of credit will be accepted for work applied toward the requirements of another graduate degree.
No transfer credit will be allowed for any course in which a grade below B or the equivalent is assigned.
No transfer credit may be given for work completed while currently enrolled, or on an academic leave of absence, without prior written approval of the departmental faculty graduate advisor and the Graduate Dean.
Under no circumstances will grade credits be transferred.

J. The Doctoral Degree

Residency Requirement

In accordance with University of California policy, a minimum of six quarters in academic residence is required prior to awarding the Ph.D. Typically, a longer period of study, four to six years, is required for completion of all degree requirements. It is the responsibility of the academic unit to inform the student upon admission to the program of the expected degree time. If a student does not meet the departmental expected degree time, not including the first three Academic Leave of Absence quarters, a letter is sent to the student and to the department requiring that the student contact her/his Faculty Advisor and set a completion date.

Teaching Requirement

Most doctoral students will acquire teaching experience at the post-secondary level under faculty supervision. This experience is through an appointment as a Teaching Assistant or Teaching Associate in undergraduate courses. Refer to the section entitled Academic Appointments and Graduate Student Employment (Section IV) of this document for definitions, responsibilities, and requirements related to teaching titles.

Waiver of Coursework

Graduate courses taken toward a graduate degree at another institution cannot be transferred for credit toward a Ph.D. degree at UCI. However, a course requirement may be waived if a similar course was taken at another institution. Waived courses reduce the number of courses required to fulfill the Ph.D. degree. The General Petition should be used for all requests for waivers of coursework. To obtain a waiver, the academic unit should submit a full description of the course including a syllabus and a copy of the student’s transcripts along with the Petition to the Graduate Division for review and approval. For students earning a master’s degree en route to a PhD, please see Transfer of Credit policy for details. Students earning a master’s degree en route can only transfer and not waive courses that overlap with the master’s degree.

Advancement to Candidacy

A student advances to candidacy for the Ph.D. upon successfully demonstrating a high level of scholarship in full-time study at the Ph.D. level, and upon completing all preparatory work and demonstrating readiness to proceed to the dissertation phase. A complete description of the policy on advancement to candidacy and advancement committees is provided below. Also refer to UCI’s Policy on Conflict of Interest and Graduate Education.

a. Irvine Regulation (IR) 915 Advancement to Candidacy (Revised: Approved by Irvine Division May 11, 2000)

Graduate students are nominated for advancement to candidacy for the Ph.D. degree in a particular field by the academic unit responsible for advanced degrees in that field. Students are advanced to candidacy if they pass by unanimous vote an oral examination administered by a Candidacy Committee.

Duties and Responsibilities

The Candidacy Committee is charged with determining the fitness of the student to proceed with the doctoral dissertation through a formal Qualifying Examination. The examination should evaluate both general preparedness in the discipline, and specific competence to pursue the proposed dissertation topic. In its deliberation, the Committee ordinarily will review the student’s academic record, preliminary examinations and evaluations by other faculty. The Committee may conduct any other examination it deems appropriate.

The Committee ordinarily will review an outline of the proposed dissertation project, and will determine by oral examination the student’s competence in that area. When, by unanimous vote, the Committee decides the student is qualified for the dissertation phase, it shall recommend advancement to candidacy to the Graduate Council via the Graduate Dean.

Following its formal appointment, the Committee is free to adopt whatever procedures it deems appropriate to conduct the Qualifying Examination for candidacy, subject to the rules of the program and those specified below:

Administration of the Qualifying Examination must conform to the policies established by the Graduate Council.
The student must be given adequate notice of the content, form and time of the examination.
The Committee must meet to decide upon the procedures to be followed, and the student given an opportunity to comment upon the selected procedures.

Voting Procedures

Before voting upon its recommendation for or against candidacy, the Committee, as a whole, shall meet with the student, and any member of the Committee will have the right to pose appropriate questions to the student. If it decides to do so, the Committee may conduct part of the examination on an individual basis; e.g., the student may meet with each member in turn. However, the Committee must conclude its examination when convened with the student present.

Conduct of the Exam

Although the formal Qualifying Examination for candidacy ordinarily is conducted in a single day, the Committee may meet intermittently over a longer period, and may decide to reexamine the student on one or more topics after a specified interval. When the Committee meets to conduct the oral Qualifying Examination, it must report to the Graduate Council via the Graduate Dean within 30 days. The final vote and recommendation of the Committee must be unanimous and unequivocal. A recommendation that a student not be advanced is subject to conditions described herein.

Procedure for Validating and Recording Results

Upon completion of the Qualifying Examination, the results should be submitted to the Graduate Division on the Ph.D. Form I. The Ph.D. Form I must be signed by all committee members at the time the candidacy examination is concluded. Prior to convening a student committee for an advancement to candidacy exam, the Departmental Graduate Faculty Advisor, the department chair, and the graduate student must sign the Statement on Conflict of Interest form which is included in the Ph.D. Form I. If the unanimous recommendation of the Committee is favorable, the student must submit the Ph.D. Form I to the Graduate Division. The date the student submits the signed and validated form will be the official date of advancement. The candidate and graduate program will be notified of formal advancement and the appointment of a Doctoral Committee.

Lapse of Candidacy

Candidacy for the Ph.D. will lapse automatically if the student loses graduate standing by academic disqualification or failure to comply with the University policy on continuous registration. A readmitted student who was a candidate for the Ph.D. must again advance to candidacy and thereafter enroll as a candidate for at least one academic quarter before the Ph.D. will be conferred.

Final Examination

If a final examination is required by the graduate program, the Doctoral Committee supervises that examination, the focus of which is the content of the doctoral dissertation. Ordinarily, the final examination will be given just prior to the completion of the dissertation and while the student is in residence during a regular academic session, and will be open to all members of the academic community. Administration of the final examination is subject to the policies of the Graduate Council governing critical examinations. This policy is outlined in Section VI. D. Examinations, of this document.

Upon completion of the final examination (if required) and approval of the dissertation, the Doctoral Committee recommends, by submission of Ph.D. Form II, Signature Page/Report on Final Examination the conferral of the Ph.D. subject to final submission of the approved dissertation by the Graduate Division for electronic submission. The Committee recommendation must be unanimous.

Dissertation

The submission of the dissertation is the last step in the program leading to the award of an advanced degree. All dissertations submitted in fulfillment of requirements for advanced degrees at UCI must conform to certain University regulations and specifications with regard to format and method of preparation.

The Doctoral Committee certifies that the completed dissertation is satisfactory through the signatures of all Committee members on the signature page of the completed dissertation. The doctoral committee chair is responsible for the content and final presentation of the manuscript.

a. How to File

Electronic Submission

UCI encourages Doctoral students and Master’s students to submit their dissertation or thesis electronically via the UMI ETD system. All required forms need to be submitted to the Graduate Division. Please note that students are responsible for certifying that their dissertation or thesis meets the accessibility requirements at time of submission. Additional information is available at the Graduate Division website.

b. Deadline for Filing

The advanced degree manuscript is expected to be submitted by the deadline in the quarter in which the degree is to be conferred. Friday of the tenth week of classes is the deadline for submitting theses and dissertations during each quarter. Those students who complete requirements and submit dissertations after the end of the tenth week of classes and prior to the start of the subsequent quarter will earn a degree for the following quarter, but will not be required to pay fees or enroll in units for that quarter. In such cases, to avoid payment of fees, the manuscript, all forms and degree paperwork must be submitted prior to the first day of the quarter in which the degree is to be earned.

c. Public Access

K. Change of Degree Title/Program/Level/or Academic Unit

Change of Degree Level within an Academic Unit (Master’s to Ph.D.)

A student who was admitted to the master’s degree program may be considered by the unit’s graduate affairs committee for subsequent admission to Ph.D. status. If the committee decides not to accept the student for study leading to the Ph.D., the Dean, Director, or Chair of the academic unit offering the degree must notify the student in writing. If the committee accepts the student for doctoral studies, the recommendation must be transmitted in writing to the Graduate Dean, who has the authority to approve and formally recognize the change to doctoral status. Notification must be sent via the Change of Degree Level form along with two letters, one from the advisor and another professor providing funding support. Only at that time will the student be eligible to register as a doctoral student.

International Students: Because of visa sponsorship requirements, an international student ordinarily must provide verification of financial resources prior to formal recognition of doctoral student status.

Change of Degree Level within an Academic Unit (Ph.D. to Master’s)

A student admitted for the Ph.D. degree, who, in the judgment of the unit’s graduate affairs committee should not continue past the master’s degree, must be notified in writing by the Dean, Director or Department Chair of the academic unit offering the degree. A copy of the letter must be sent to the Graduate Dean. In some cases a doctoral student may choose to leave the program with a master’s degree only. It is the responsibility of the academic unit to notify the Graduate Division via the Change of Degree Level form so that the student’s record may be updated to reflect the student’s degree status.

Change of Degree Program (Major) Within an Academic Unit

Within the same academic unit, the unit’s committee that oversees graduate affairs for a change of degree program may consider a student’s request be admitted to a different program. If the committee approves such a change, the Change of Major petition should be transmitted to the Graduate Dean. Upon recommendation of the committee, the Graduate Dean will ordinarily approve and formally recognize the change.

Change of Degree Title and Academic Unit

A current student who wishes to transfer to a graduate program offered by a different academic unit should first consult with the Faculty Graduate Advisor of the desired program or unit. The student must also submit an application for admission to the program. The student must indicate on the application their most recent quarter of enrollment at UCI.

The receiving unit may require the student to submit additional information, such as current letters of recommendation (if required by the program) and a current transcript, as necessary and appropriate. If the student is not admitted by the academic unit that the student seeks to enter, formal notice should be sent to the student with a copy to the Graduate Dean and the student’s current academic unit.

If the unit’s graduate affairs committee recommends acceptance of the student, a copy of the formal admission letter must be sent to the Graduate Dean and the student’s current academic unit. However, if the student seeks an advanced degree from the initial program, all requirements for that degree must be completed before the change of program or unit becomes effective.

Students transferring from one program to another must also complete a Withdrawal form available through StudentAccess. For “reason for withdrawal,” the student should write “move from _____ to ____.” The student must complete the request in StudentAccess in order for Graduate Division to complete the process.

I. Degree Conferral

Registration Requirements

Master’s and doctoral degrees are conferred at the end of the academic quarter in which all requirements have been satisfied, subject to the final approval of the Graduate Council. Ordinarily, a graduate student will be registered for the quarter in which all degree requirements are completed and the degree is to be conferred. If all degree requirements are completed before the first day of the regular academic quarter in which the degree is to be conferred, and the student was registered for the previous regular quarter, registration fees and enrollment are not required. Students who do not meet this second submission deadline may be eligible to pay a Filing Fee in lieu of registration under certain circumstances. (See Section V.C.5. on Filing Fee) Unless payment of a Filing Fee or an academic leave of absence is approved, a graduate student must register each quarter until all degree requirements are completed.

If a student does not complete the necessary courses by the end of the quarter in which degree conferral is expected, or does not attain the required level of scholarship, registration for the next regular academic session is mandatory; otherwise, student status and candidacy for the degree will lapse. Once status lapses, the degree can be conferred only after readmission of the student, followed by at least one quarter of registration and reinstatement to candidacy.

Certification of Degree Award

The Graduate Division notifies students via email of formal degree conferral at the end of the quarter in which the degree is conferred if requested by the student. The Letter of Degree Certification bears the Graduate Dean’s signature stamp and is the equivalent of the diploma or the official academic transcript posting for employment and career advancement purposes. The student may use the letter for personal use, or for direct transmission to another educational institution or employer. There is no charge for this service, only one official Letter of Degree Certification is provided for each degree.

M. Posthumous Graduate Degrees and Certificates of Attendance

The UC Irvine seeks to extend sympathy and compassion to the families of students who pass away near the completion of their degrees and to recognize the academic achievement of students who would have fulfilled the requirements of the degree. These actions must also be balanced with attention to academic and institutional integrity. The Graduate Division awards posthumous degrees to students who were enrolled or on leave at the time of death.

Master’s Degree

To be eligible for a master’s degree under the comprehensive examination plan, the deceased student must have been enrolled in the final quarter of course work, the successful completion of which would have culminated in the awarding of the degree.

To be eligible for a master’s degree under the master’s thesis plan, the deceased student must have completed required course work and a draft of the thesis which, following review by the thesis committee is recommended as warranting conferral of the master’s degree posthumously.

Doctoral Degree

To be eligible for a doctoral degree (Ph.D., Pharm.D., D.N.P.), the deceased student must have advanced to candidacy, and completed a body of research or scholarship in tangible form (e.g., published work or substantially completed draft of the dissertation) that: (a) in substantia meets the degree program’s standards for awarding the doctoral degree, and (b) following review by the dissertation committee, is recommended as warranting conferral of the doctoral degree posthumously.

Procedure

The procedure for identifying and considering candidates for the award of posthumous graduate degrees is as follows:

A family Member, a dean or fellow student makes a formal request, in writing, to the Chair of the Department or Graduate Program Advisor in which the student was enrolled.

The Chair or Graduate Program Advisor notifies the Graduate Division of the request. Upon receipt, the Graduate Division will notify the person legally authorized to manage the deceased student’s affairs that the process for considering the student for a posthumous degree has been initiated.

1. 1. For a student being considered for a posthumous master’s degree under the master’s capstone plan, the Chair or Graduate Program Advisor should submit a formal request, in writing, to the Graduate Dean documenting that the student was enrolled in the final quarter of courses or enrolled in courses and the successful completion of which would have culminated in the awarding of the degree.

1. 1. For a student being considered for a posthumous master’s degree under the master’s thesis plan or for a posthumous doctoral degree, the Chair or Graduate Program Advisor directs the thesis or dissertation committee to review: the student’s academic record; the student’s body of research and scholarly work; and the tangible evidence towards completion of the thesis or dissertation. The committee evaluates the portfolio on its merits and relative to the standards for awarding degrees in that program and makes a formal written recommendation to the Chair or Graduate Program Advisor. The Chair or Graduate Program Advisor then endorses and forwards that recommendation to the Graduate Division.

The Graduate Division reviews the recommendations from the committee and Chair/Graduate Program Advisor and confirms with the Registrar that the criteria for the degree have been met. If the student is found to have met the conditions for awarding the posthumous degree, the Dean of the Graduate Division will forward the request to the Graduate Council, who upon approving the request will instruct the Registrar to issue the designated degree.

The doctoral committee may find that a student completed a body of work that did not meet the program’s standards for awarding the doctoral degree but met the conditions for awarding a master’s degree under the capstone or thesis plan. The committee and Chair/Graduate Program Advisor may recommend to the Graduate Division, which will review it and confirm with the Registrar, that the master’s degree criteria were met. For the master’s capstone plan, the Graduate Division will update the degree objective and instruct the Registrar to issue the designated degree. For the master’s thesis plan, the procedure described in section 2b above is followed.

Degrees awarded posthumously will be noted on the commencement program, unless the person legally authorized to manage the deceased student’s affairs declines.

The Registrar will release or mail the student’s diploma to the person legally authorized to manage the deceased student’s affairs. No indication of the posthumous nature of the award of the degree will appear on the diploma or in the student’s official transcript. The Registrar will waive any fees associated with the administration of the posthumous degree.
Should the conditions for awarding a posthumous degree not be met, the Graduate Division may issue a Certificate of Attendance.

Continue to the next Chapter: VIII. GRADUATE STUDENT SERVICES