Graduate Student Resources

This form is used to amend coursework listed on the approved Program of Study (P.O.S.) form. If substitutions are being requested for more than three total courses while in this program, please complete a new P.O.S. form. The form should be completed by the Academic Advisor (for master's students) or the Major Professor (for advanced graduate students)

Please note:

• This form is for substituting one USF course for another. If applying coursework earned at another institution toward USF degree requirements, please use the Transfer Course Form.
• Substitutions for COEDU college requirement courses (e.g. Foundations courses) must be approved by the Department Chair/Program offering the original course.
• Substitutions of undergraduate coursework (4000 level) is not permissible. Only graduate course work of 5000 level or above may be applied toward completion of graduate program requirements.
• An academic rationale must be provided for all substitutions

The course substitution form should be filled out by the student's advisor/Major Professor. The form requires the signature of the program advisor and department chair before being submitted to the Graduate Support Office (EDU 320) for final approval. Once the substitution has been approved and applied to the student's planned program of study a copy of the approved substitution form and updated planned program of study will be emailed to the student and the department.

Course Substitution Form

The Graduate Transfer course form is used to transfer graduate course work into a student's degree seeking program. This includes external or internal coursework.

External

May transfer only graduate level structured coursework into their graduate program taken at a regionally accredited institution, including USF campuses.

Internal 

May request application of internal credit of graduate level (5000-7999) structured coursework toward their graduate program taken at USF, with the approval of the graduate program, college, and Office of Graduate Studies, for graduate courses taken as:

• An undergraduate student that were not used as part of the undergraduate degree requirements, except in cases of an Accelerated Degree Program approved through Undergraduate Council, Graduate Council and SACSCOC.
• A non-degree seeking status (including Graduate Certificate Students, INTO students, etc.) May transfer in the total hours taken as part of a completed Graduate Certificate to the graduate degree program with Program approval.
• A degree-seeking student, where the student is approved for a Change of Program to another graduate degree program.

Below is the list of additional rules applicable to the Transfer Course Policy

• May transfer only graduate-level (5000-7999) structured coursework with a grade of B (3.00) or better. Courses with Pass/Fail grades are not eligible for transfer. Grades from courses taken at non-USF Institutions are not calculated in the USF GPA, although the courses are listed on the transcript.
• May transfer in up to 50% of a given graduate degree program's total minimum hours as reflected in the individual degree program listings in the USF Graduate Catalog in effect at the time of initial enrollment for that degree program. For doctoral programs, this percentage is based on the post-baccalaureate minimums. Note – the 50% maximum includes the total of both external Transfer of Credit and Internal Application of credit. Individual Graduate Programs may have more restrictive requirements.
• Must not have been used for a completed degree. For students with coursework from a completed degree, the specific course requirements in common across both degree programs may be waived with the substitution of other approved coursework at the discretion of the program. (not including coursework for PhD application of credit)
• Must not be older than 10 years at the time of graduation or course currency is required.

Graduate Transfer Course Form

The Graduate Petition is used to make changes to a student's schedule for a given semester after add/drop week. Students can use the Graduate Petition to add or drop classes as well as change the hours of a course that they are already registered for. A graduate petition is not used to reinstate registration if you have been dropped for non-payment. If you need to be reinstated to a course you will need to contact the Cashiers Office.

Petitions are to be filled out and signed by the student. A justification statement from the student is to be included with the Graduate Petition. The student then takes the graduate petition to the department of the course(s) in question for the Instructor/professor's signature(s). After obtaining the instructor/major professor's signature(s) the student gets the Department Chair's signature.

Once the department chair has signed the Graduate Petition is submitted to the Graduate Support Office (EDU 320) for the college's signature. Once the Graduate Support Office has processed the petition it will be forwarded on to either the Registrar's Office or the Office of Graduate Studies as applicable for processing. When the petition is forwarded on the Graduate Support Office will email the student and the department with the status of the petition.

Graduate Petition

Students who wish to change from one graduate degree program to another must complete the Graduate Change of Major Form. Students should be mindful of the following criteria for approval when applying for this action:

• Must be currently admitted to USF as a degree-seeking graduate student
• Must have completed one semester of graduate coursework at USF under current program
• Must be in good academic standing with an overall USF graduate grade point average of at least 3.0
• Must request to change to another graduate program at the same or lower graduate level as the student's current program (e.g., from one master's program to another). This includes changing from one type of masters to another (eg. M.A. to M.Ed.) or changing from and doctoral program to a lower degree (eg. Ph.D to Ed.S.). If the student is only changing their concentration they will need to submit a change of concentration form (eg. Changing from an M.Ed. in Curriculum & Instruction with a Concentration in Instructional Technology to the M.Ed. in Curriculum & Instruction with a concentration in TESOL). Students desiring to change program levels (such as from a Master's program to Doctoral program) must submit a new application for admission.

The Change of Majorform must be signed and approved both by the current program and the new program, after which it must be submitted through the COEDU Graduate Support Office (EDU 320) to the Office of Graduate Studies for approval. If approved by the Office of Graduate Studies, the Change of Program form is forwarded to the Registrar for processing.

The new program may elect to accept some or none of the student's previously earned credits toward completion of the new program's requirements. Students must adhere to the transfer course policy and may only transfer up to 50% of the new programs minimum total of credit hours. No course with missing, incomplete or grades below "B" will be eligible for transfer.

If a Change of Major request is approved, a new program of study form for the new program must be submitted and approved. Students who change degree programs must meet the requirements that are in place at the time the change is approved. This includes the time limits on coursework to be used in the new program to fulfill degree requirements.

NOTE: Students should check with the new program before completing any paperwork. Some programs may require that the student submit a new admissions application because the Change of Program Request form does not contain sufficient information for them to make a decision. Also, some limited access programs in the COEDU require an interview and other data. For these programs, a change of program form is not accepted.

Graduate Change of Major Form

Students who wish to change from one concentration to another or who wish to add a second concentration within the same graduate degree program must complete the Graduate Change of Concentration Form. Students should be mindful of the following criteria for approval when applying for this action:

• Must be currently admitted to USF as a degree-seeking graduate student
• Must have completed one semester of graduate coursework at USF under current program
• Must be in good academic standing with an overall USF graduate grade point average of at least 3.0
• Must request to change to another concentration with in the same graduate degree program at the same level as the student's current program (eg. Changing from the M.Ed. in Curriculum & Instruction with a Concentration in Instructional Technology to the M.Ed. in Curriculum & Instruction with a concentration in TESOL). Students desiring to change program levels (such as from a Master's program to Doctoral program) must submit a new application for admission.
• Students pursuing Concurrent Concentrations may share between 0% -15% of total combined minimum credit hours.

The Change of Concentration form must be signed and approved both by the current concentration and the new concentration, after which it must be submitted through the COEDU Graduate Support Office (EDU 320) to the Office of Graduate Studies for approval. If approved by the Office of Graduate Studies, the Change of Concentration form is forwarded to the Registrar for processing.

While all credits take under the original concentration will automatically transfer to the new concentration, the new concentration may elect to accept only some of the student's previously earned credits toward completion of the new program's requirements.

If a Change of Concentration request is approved, a new program of study form for the new concentration must be submitted and approved. Students who change concentrations must meet the requirements that are in place at the time the change is approved. This includes the time limits on coursework to be used in the new program to fulfill degree requirements.

NOTE: Students should check with the new concentration before completing any paperwork.

Change of Graduate Concentration Form

A documented Leave of Absence is necessary to suspend the time limit requirement for the period of the leave. This form should be filled and submitted if a student is going to be out for two to six consecutive semesters, and should be submitted at least one semester prior to the first semester of the requested leave, except in cases of medical emergencies.

Timeline for Submission

Leave of Absence Requests should be submitted no later than the semester prior to the requested leave. In the event that this is not possible, the request should be submitted as soon as the student is aware that he/she will not be able to register for any given semester.

Procedure for Submission

Fill out online form, secure appropriate signatures through College Dean/Associate Dean level, and submit to the Office of Graduate Studies only one original signed form with:

• Student's letter of request
• Supporting letters (if applicable)

Routing/Approvals

Once approved by the Office of Graduate Studies, the original form will be forwarded to the office of the Registrar for final processing

Leave of Absence Period

Beginning Academic Semester: List the first semester – and year – in which you wish to begin your leave of absence. Attach your letter of request. LOA may be granted for up to two years.

Returning Academic Semester: List the semester in which you will return to your studies and register for classes.

Instructions for Returning to USF and Registering for Classes

1. Email the Registrar's Office (asktheregistrar@admin.usf.edu) no less than two months prior to your returning semester. In the email:

• Indicate that you've been on an approved leave of absence and you would like to be reactivated.
• Include your name and USF ID# (do not use your Social Security number.).
• Indicate the semester that you would like to return and request a registration appointment.

2. Check OASIS for your registration appointment time and register for classes when applicable.

Student Signature: You must sign and date this form in order for it to be processed.

NOTE: All "I" or "M" grades must be cleared prior to Leave of Absence approval. No exceptions.

Leave of Absence Request

Any student who is not in good standing at the end of a semester shall be considered on probation as of the following semester. The college or major may also place students on probation for other reasons as designated by the college or major. Notification of probation shall be made to the student in writing by the department, with a copy to the College Dean.

Students on probation may only enroll in graduate courses (5000-7000 level) that are part of the approved major requirements as specified in the Graduate Catalog. Students with a GPA below 3.00 for two consecutive semesters will be prevented from registering for courses without the permission of the College and the Office of Graduate Studies. Below are links to information on the Automated Probation Process, the Graduate Petition (needed to register once on level 3 of probation) and the GPA Calculator used for determining courses and grades necessary to get off of probation.

Automated Probation Process

Graduate Petition

GPA Calculator

Please visit the USF Graduate Catalog for specific grievance procedures

College of Education Grievance Committee Composition

In the College of Education, the Graduate Student Academic Grievance Committee will convene to consider academic grievances filed by graduate students, and to make recommendations to the Associate Dean for Academic Affairs, who represents the Dean of the College in these matters.

The Graduate Student Academic Grievance Committee will be comprised of an equal number of faculty and graduate student members: two graduate faculty members and two graduate students. The graduate students serving on the committee must be coded for degree at the same level as the student who is filing the grievance. Neither members of the faculty, nor graduate students from the department or program directly involved with the grievance can serve. The chairperson of the grievance committee will be selected from a faculty pool, and must be outside the department or program directly involved with the grievance. The chairperson of the grievance committee may not simultaneously hold a position as a member of the committee.

In the event that a student nears the end of the time limitation as specified on the Enrollment Requirements/Time to Degree page, but needs more time to complete the degree, the student may submit a request for an extension using the Time Limit Extension Request Form.

Requests must include:

• The reasons for the delay in completion,
• The anticipated time needed for completion,
• Endorsements from the graduate faculty advisor, graduate program, and College Dean or designee,
• A detailed plan of study and timeline for the remaining requirements for the degree

Time Limit Extension Policy

NOTE: For the time limit extension procedures, if the time limit extension will cause courses taken or transferred into the program to be older than 7 years, then a request for course concurrency may be required or the courses may be invalidated toward the degree requirements, per the time limit policy.

If approved, the time limit extension also applies to courses applied toward the degree. However, programs may require additional or repeat coursework as part of the condition of the time limit extension. Students who exceed the time limitations may have their registration placed on hold until a request for extension has been approved. Only one time limit extension request is permitted.

Students who are temporarily unable to continue the program should submit a Leave of Absence Request, which extends the time limit for the duration of the approved Leave (see the section on Leave of Absence above.)

Time Limit Extension Request

Coursework used to fulfill degree requirements, including transfer coursework, must also meet the University's stipulated time limits. Approved currency statements are required for all courses that have exceeded the University's stated time limits as outlined on the Enrollment Requirements/Time to Degree limits page. This does not include those courses from previously completed degrees or those that were officially transferred into the Degree Program from USF or other regionally accredited institutions; these are excluded from the course-currency requirements.

The documentation accompanying this request must demonstrate that the course previously taken contains content and learning outcomes that closely resemble those of the equivalent course taught within the last two academic years. Courses that are listed in the course inventory, but have not been taught in the past two years, are not eligible to be assessed for currency. The documentation to support this request must include:

• An accompanying Time-Limit Extension Form.
• A copy of this form for each course for which currency is requested with the appropriate signatures, including that of the instructor of record for the current course.
• The syllabus from the original course that the student was enrolled in.
• The syllabus from the current course.

If the documentation supports course currency, the instructor should approve the request and comment how the currency is demonstrated.

Course Currency Form

In the event that the student determines that withdrawing from the graduate degree program is in their best interest (either for personal or academic reasons) the student may submit a Voluntary Withdrawal Form.

Instructions for Voluntary Withdrawal:

• The form is originated and signed in the Office of the Program Director/Coordinator and is forwarded to the College Dean/Graduate Coordinator for consideration and recommendations.
• Voluntary Withdrawal of a student requires written verification from the student indicating the desire to withdraw from the program. Written verification can be in letter or e-mail form.
• The college sends the original form and attachments to the Office of Graduate Studies Assistant Dean for consideration.
• The Office of Graduate Studies Assistant Dean will make a final decision. If voluntary withdrawal is approved, a letter of approval will be sent to the student by the Office of Graduate Studies. A copy of the form and attachments will be retained in Graduate Studies. The original form will be forwarded to the Office of the Registrar.
• The Office of the Registrar will process the form and send a copy of the completed form to the appropriate department and college.

Graduate Voluntary Withdrawal Form