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Frequently Asked Questions
REGISTRATION
What is the Graduate School’s registration requirement?
As a Graduate School student you are required to register every fall and spring term to maintain active status up through and including the term in which you will officially complete your degree. Failure to maintain your active status will result in the discontinuation of your student status and require applying for readmission.
What is full time status?
Full time status is 6 or more credits. Some University benefits are reliant upon the registration of at least 6 credits. Students should contact the office providing the benefit to inquire about minimum registration requirements.
What is active status?
Active status is what the Graduate School requires for students to maintain in order to file paperwork, be eligible for exams, file for graduation, and complete their degrees. Active status is maintained by registering in the Graduate School. A specific credit amount or course type is not necessary.
I’m not currently accepted or enrolled in a Graduate School program. How do I make sure classes I take at the U of M can be used towards a future Graduate School degree?
You may be able to register for graduate credit (coursework appears on a graduate level transcript) when not admitted to a graduate program. You must work with the graduate program offering the course to gain admission to non-degree status. You must fill out the Request for Graduate Credit form to get permission from the graduate program. Once completed this form is processed by One Stop (200 Fraser Hall).
I am a doctoral student who has completed all of my coursework, but I have not yet passed my preliminary oral examination and need to maintain my full-time status. What should I register for?
You may register for 6 credits of doctoral pre-thesis credits (xxxx 8666). The Graduate School limits the number of 8666 credits for which a doctoral student may register in any fall, spring, or summer term to 6 credits. The Graduate School will also limit registrations of 8666 to 2 instances and to 12 credits. With graduate program consent, you may register for 8666 up to 4 times, for a total accumulation of 24 credits (of 8666). Programs have the option to restrict 8666 enrollment. If you get the following message "Class NOT added. All requirements not met" when trying to register for 8666, you will need to contact your program office for advising.
I am done with my coursework and thesis credits (if applicable) and only need to maintain my active status. What should I do?
Graduate School students must register every fall and spring term to maintain active status. Grad 999, a zero-credit, zero-tuition, non-graded registration option is available for those Graduate School students who must register solely to meet the Graduate School's registration requirement. You should not register for Grad 999 if you hold an assistantship, need to maintain legal visa status, defer loans, receive financial aid, or for any reason other than to meet the Graduate School's registration requirement.
I am done with my coursework and thesis credits (if applicable) and need to maintain full-time status. What should I do?
You have the option to register as an advanced status student by applying for the full time equivalent (FTE) credit (xxxx 8333 (masters) or xxxx 8444 (doctoral)). You must apply for this status each term you wish to hold this benefit. More information is available at http://www.grad.umn.edu/current_students/registration/FTE_procedures.html.
What is the maximum credit load the Graduate School allows?
The Graduate School allows registration for up to 18 credits. However, most offices providing tuition benefits will not pay for more than 14 credits. Students should check with the office providing the tuition benefit to determine the number of credits that will be covered.
I didn’t register last term and now my status is inactive. What should I do?
You must apply for re-admission through the Graduate Office of Admissions by completing a Change of Status/Readmission Application.
Where do I go to get a permission number?
During the first two weeks of the term, you should contact the program offering the course (as indicated by the course designator) to obtain a permission number. Students being prompted for a permission number for the following courses: GRAD 999, xxxx 8666, xxxx 8888, xxxx 8777, xxxx 8444, and xxxx 8333 should contact the Graduate School at 612-625-3490 to obtain a permission number.
My permission number isn’t working. What should I do?
You should check with the program from which you obtained the permission number if it is still within the first two weeks of the term. If it is beyond the first two weeks of the term, the permission number will no longer suffice and you must complete a Registration Exception Request form.
I want to drop a course and get a complete refund. What should I do?
A Registration Exception Request form must be approved by the Graduate School to drop courses if past the established deadlines set by the Office of the Registrar. However, the Office of the Registrar sets the tuition refund policy and handles requests for exceptions to the policy by way of a Tuition Refund Appeal.
I want to add/drop a course and it is past the add/drop deadline. What should I do?
You should complete the Registration Exception Request form and return it to 316 Johnston Hall for review.
I have audited a course. How does this affect my tuition and enrollment?
As an auditor, you register for, pay tuition and fees for, and attend classes but do not complete assignments or take examinations. You receive no credit for the course, but the course will be placed on your transcript with the symbol V (Visitor) to indicate your special registration status. Though you do not receive credit for audited courses, the credit value for the course counts in determining the credit total for the student services fee. Audited courses do not count toward full-time enrollment for international students.
What is GRAD 999?
GRAD 999 is intended for Graduate School students who have completed all coursework and thesis credit requirements (if applicable) and must maintain registration to meet the Graduate School's fall and spring registration requirement. GRAD 999 will only maintain a student's active status in the Graduate School. GRAD 999 does not meet any other University or external agency’s requirements. Students who must maintain full-time status to hold an assistantship, defer loans, receive financial aid, etc. should not register for GRAD 999. You should confer with your graduate program before registering for this option to ensure that they do not have restrictions regarding GRAD 999 registration.
If I am registered for GRAD 999 or less than 6 credits, do I still get library, recreation center, email privileges, etc.?
You will want to contact the office providing the service you are seeking to inquire about minimum registration requirements. Questions regarding email can be made to the technology help-line at 612-301-4357.
When will I be eligible to take doctoral thesis credits (xxxx8888)?
Doctoral students are eligible to register for doctoral thesis credits (xxxx8888) the term after passing the Preliminary Oral Examination. For example, a student who passes the Preliminary Oral Examination in fall 2008 will be eligible to register for doctoral thesis credits starting with the spring 2009 term. Doctoral thesis credits are charged at the resident rate.
When will I be eligible to take master’s thesis credits (xxxx8777)?
The Graduate School does not have requirements that need to be met before master’s students are eligible to register for master’s thesis credits.
HOLDS
I have a hold on my record and can’t register. What should I do?
You will want to contact the office that placed the hold to see what needs to be done to have the hold removed.
The hold on my record is due to a transcript needing to be submitted. What should I do?
An official copy of the transcript must be sent directly from the previous institution to the Graduate Office of Admissions in 309 Johnston Hall.
How do I get a transcript waiver so that I can register?
Waiver requests are available on the Graduate School’s website at http://www.grad.umn.edu/prospective_students/forms/. The completed waiver form must be submitted to the Graduate Office of Admissions in 309 Johnston Hall.
DEGREE PROGRESS
Degree Program
What is the Degree Program form?
The Degree Program form is used for masters, certificate, and doctoral students. It is considered to be a contract between the student, graduate program, and the Graduate School. On the Degree Program you will indicate the coursework you are using to meet your graduate program’s coursework requirements as well as the Graduate School’s minimum credit requirements, including transfer coursework. Master’s students will also list the names of the individuals who will be serving on their final examining committee. Doctoral students will list the name of individuals who will be serving on their preliminary oral examining committee.
When should I submit the Degree Program form?
The Graduate School recommends that master’s and certificate students submit the Degree Program after completing 10 credits, but no later than 1 semester (term) before they intend to complete their degrees (including final exams). Doctoral students are recommended to submit the Degree Program after completing 10 credits, but no later than 1 semester (term) before they plan to take the Preliminary Oral Exam.
Who needs to sign the Degree Program form?
The Degree Program should first be reviewed by your adviser(s) and Director of Graduate Studies (DGS). These signatures are required on the Degree Program. If you are pursuing a minor, you will also need to obtain the signature of the DGS in the minor field.
Where should I submit the Degree Program form?
You should submit the completed and signed Degree Program to the Graduate School in 316 Johnston Hall for review and approval.
How do I know when my Degree Program is approved?
An approved copy is sent to you in the mail at the address you indicated on the Degree Program. The copy will be stamped “approved” by the Graduate School.
Do I need to take all my courses before submitting the Degree Program form?
No. The Graduate School recommends that students submit their Degree Program form after completing 10 credits towards their degree.
Do I need to list all of the courses I have taken on my Degree Program form?
No. You should only list the coursework that is being taken to fulfill graduate program coursework requirements and Graduate School minimum credit requirements.
Can I include audited or withdrawn coursework on my Degree Program form?
No. Students can include coursework graded a C- or better on the program.
Can I included coursework graded S/N on the Degree Program form?
Yes. The Graduate School allows students to use coursework graded on the S/N grading basis on the Degree Program. Students must earn a grade of “S” in order to include that course on the program. Coursework graded “N” cannot be used to meet degree requirements.
How many S/N classes can I include on the Degree Program form?
The Graduate School allows students to use up to 1/3 of the coursework on the Degree Program on an S/N grading basis. The remaining 2/3 must be completed on the A-F grading basis. Note that individual graduate programs may have more stringent requirements.
Can I include coursework that I received an incomplete (“I”) for on my Degree Program?
Yes. Master’s students must have a grade assigned for any incomplete coursework on the Degree Program before the degree can be awarded. Doctoral students must have a grade assigned for any incomplete coursework on the Degree Program before they are eligible to proceed with the final oral examination.
How do I add a minor?
A minor can be added by including the minor and related coursework on the Degree Program form. The Director of Graduate Studies (DGS) in the minor field must sign the Degree Program. If you already have an approved Degree Program on file with the Graduate School, you will want to submit a Petition form to add the minor and any additional coursework necessary. Note: Master’s degree students must declare a minor prior to their final exam. Doctoral degree students must declare a minor prior to passing the preliminary oral exam.
How do I transfer coursework in from another institution?
Coursework from another institution being used to fulfill degree requirements should be included on the Degree Program form. An official transcript should be attached to the form unless a transcript showing that coursework is already on file at the Graduate School. If your Degree Program is already approved, you should submit a petition along with the official transcript of the other institution.
Will the transfer coursework and credits appear on my University of Minnesota transcript?
No. The transfer work only appears on the approved Degree Program form.
How many credits can I transfer?
Master’s degree students can transfer up to 40% of the coursework included on the Degree Program form. The remaining 60% must be taken as a registered U of M Graduate School student. Doctoral students can transfer an unlimited amount of credits from another institution. Doctoral students who have taken non-degree seeking coursework for graduate credit at the U of M can only transfer in up to 12 of those credits. Note that individual graduate programs may have more stringent requirements.
What should I do if the coursework I included on my Degree Program has changed?
The Graduate School expects that students will change the coursework on the Degree Program. If the changes are minor, you should submit a Petition form to amend your Degree Program. The Petition form must be signed by your adviser(s) and Director of Graduate Studies (DGS). If you have a minor, the minor field DGS must also sign. If the changes in coursework are significant, the Graduate School recommends filing a revised Degree Program form which also requires signatures.
Thesis Proposal
What is the Thesis Proposal form?
The Thesis Proposal form is a Graduate School form used solely for doctoral students. On the Thesis Proposal form you will be listing the individuals who will be serving on your final examining committee and designating who will be serving as reviewers and who will be serving as the chair of the committee. You will also be providing the working title of your dissertation as well as a brief abstract.
When should I submit the Thesis Proposal form?
The Graduate School recommends that students submit the Thesis Proposal form 1 semester (term) after completing the preliminary oral examination, but no later than 1 semester (term) before the final oral examination.
Who needs to sign the Thesis Proposal form?
You will need to obtain the signatures of your adviser(s) and Director of Graduate Studies (DGS). If a minor has been declared, the minor DGS will also sign.
Where should I submit the Thesis Proposal form?
The completed and signed Thesis Proposal is submitted to the Graduate School in 316 Johnston Hall for review and approval.
How do I know my Thesis Proposal has been approved?
An approved copy is sent to you in the mail at the address you indicated on the Thesis Proposal. The copy will be stamped “approved” by the Graduate School.
If the title of my dissertation changes from what I had listed on my Thesis Proposal, do I need to submit a new one?
No. The Graduate School considers the title listed on the Thesis Proposal to be a working title. If the complete nature of the research has changed and the title has changed significantly, then a revised Thesis Proposal should be submitted. Signatures of the adviser and DGS are required on the revised Thesis Proposal form.
Exam Forms/Scheduling Exams
I am a master’s student. Do I need to schedule my final exam with the Graduate School?
No. The Graduate School does not require master’s student to schedule their exams with our office. You will want to be sure to confer with your graduate program regarding scheduling.
I am a master’s Plan B student. How do I get my Final Exam form?
The Final Exam form is issued to you in the graduation packet.
I am a master’s Plan A student. How do I get my Final Exam form?
The Final Exam form is issued when you submit the Thesis Reviewers Report (TRR) form to 316 Johnston Hall. The TRR form is issued in the graduation packet.
Do I need to schedule my doctoral preliminary written exam with the Graduate School?
No. This is done solely within your individual graduate program. Upon completion of the exam the Preliminary Written Exam Report form must be submitted to the Graduate School (316 Johnston Hall).
Do I need to schedule my doctoral preliminary oral exam with the Graduate School?
Yes. You must submit the Preliminary Oral Exam Scheduling form to 316 Johnston Hall at minimum 1 week before your exam. You are encouraged to submit your scheduling form as soon as a date has been set with your committee.
How do I get the exam form for the doctoral preliminary oral exam?
The Preliminary Oral Exam form is mailed to the chair of the committee (as designated on the Degree Program). If there is not sufficient time to mail the exam form, the Graduate School will contact you via email to pick up the exam form.
When should I submit the Preliminary Oral Exam form?
The exam form should be submitted to the Graduate School (316 Johnston Hall) within 24 working hours of the exam. If this cannot be done, please contact the Graduate School (gradssp@umn.edu) to make alternative arrangements.
Do I need to schedule my doctoral final oral exam with the Graduate School?
Yes. You must submit the Final Oral Exam Scheduling form to 316 Johnston Hall at minimum 1 week before your exam. You are encouraged to submit your scheduling form as soon as a date has been set with your committee.
Not all of my committee members are listed on my Doctoral Thesis Reviewer’s Report Form. Is this an error?
Only those committee members who are designated on the Thesis Proposal form as official reviewers are listed on the Reviewer’s Report form. The minimum number of reviewers required by The Graduate School is three (Adviser, one other inside examiner and an outside/minor examiner). Although all members of your committee should read your thesis, only those designated as reviewers need sign the Reviewer’s Report form.
When should I submit the doctoral Thesis Reviewers Report form to the Graduate School.
The Thesis Reviewers Report form must be submitted prior to the final exam date.
How do I get the exam form for the doctoral final oral exam?
The Final Oral Exam form is mailed to the chair of the committee (as designated on the Thesis Proposal). If there is not sufficient time to mail the exam form, the Graduate School will contact you via email to pick up the exam form.
When should I submit the doctoral Final Oral Exam form?
The exam form should be submitted to the Graduate School (316 Johnston Hall) within 24 working hours of the exam. If this cannot be done, please contact the Graduate School (gsdoc@umn.edu) to make alternative arrangements.
Miscellaneous
When/how do I apply to graduate?
The Graduate School awards degrees on a monthly basis. To apply to graduate you must submit the Graduate Application for Degree that is included in the graduation packet. This form is submitted to the Office of the Registrar on or before the first working day of the month you intend to complete all requirements (coursework, exams, etc.).
How do I know when all my requirements to graduate are completed?
Master’s, specialist certificate, and post-baccalaureate certificate students will be sent an email from GSSP to their “@umn.edu” email account during the middle of the month they applied to graduate informing them of any outstanding requirements or confirming degree completion. Doctoral students will be notified of any outstanding requirements at the time of dissertation submission.
What is the minimum GPA required to graduate?
Masters students must have a minimum GPA of 2.80 (on a 4.00 scale) on the Degree Program form coursework in order to graduate. Individual graduate programs may require a higher GPA.
Individual graduate programs establish their own minimum GPA requirements for doctoral students.
How do I withdraw from my Graduate School program?
You should put your request to withdraw from the Graduate School in writing and direct the letter or email to your graduate program and copy the Assistant to the Dean in the student services office (gsasdean@umn.edu).
EXAMINING COMMITTEE/COMMITTEE SUBSTITUTIONS
How many individuals need to serve on my master’s final exam committee?
The Graduate School requires a minimum of 3 members on the master’s final exam committee. Two members must be from your major and the third must be from your minor or related field.
How many individuals need to serve on my doctoral preliminary oral and final oral exam committee?
The Graduate School requires a minimum of 4 members on the doctoral preliminary oral exam committee. 3 members must be from your major and the fourth from your minor or supporting program.
How do I change the committee members on my master’s Final Exam, doctoral Preliminary Oral Exam or doctoral Final Exam once the committee has been approved?
You must have either your adviser or Director of Graduate Studies in your major field send an email to GSSP well in advance of the exam. Such emails should be directed to: gscmte@umn.edu
What if my doctoral final oral committee is not the same as my preliminary oral committee?
The Final Oral Examining committee is a separate committee from the Preliminary Oral Examining committee. The Final Oral Examining committee members are designated on the Thesis Proposal form. If changes to the Final Oral Examining committee are necessary after the Thesis Proposal is approved, committee member changes are submitted to GSSP via email to gscmte@umn.edu.
How do I find out what appointments faculty members have?
Check the Graduate School Faculty Roster at www.grad.umn.edu/Faculty_Rosters/step1.asp
What do I need to do to add an external (not at the U of M) faculty member to my committee?
You must have your major field DGS send a letter to the Graduate School requesting the person serve as an external faculty member on your committee and providing a rationale for the request. The external faculty member’s CV must be included with the letter.
Can my adviser serve as the chair of my doctoral Preliminary Oral and doctoral Final Oral committee?
The Graduate School allows a student’s adviser to serve as the chair for Preliminary Oral Exam only. However, some graduate programs do not allow the adviser to serve as Preliminary Oral Exam chair. Check with your graduate program before designating the Prelim chair. Your adviser cannot, however, serve as chair for the Final Exam committee.
THESIS/DISSERTATION PREPARATION AND SUBMISSION
How do I format my thesis dissertation?
Thesis/dissertation formatting guidelines are available in 316 Johnston Hall or on the Graduate School’s website at:
Master’s guidelines: http://www.grad.umn.edu/current_students/forms/gs13.pdf
Doctoral guidelines: http://www.grad.umn.edu/current_students/forms/gs16.pdf
How soon after my final exam do I need to submit the thesis/dissertation?
The thesis/dissertation is due on or before the last working day of the month you intend to graduate.
Should I register a copyright for my thesis/dissertation?
This is optional for students. If you choose to register your copyright, you must include a copyright page in the thesis/dissertation. It is to your benefit to include a copyright page regardless. You have the option of having ProQuest register the copyright on your behalf. There is a $65 fee associated with this process.
What kind of paper do I need to use for my thesis/dissertation?
Master’s students are required to have one copy of their thesis submitted on cotton or acid-free paper. The other copy may be on regular white printer paper. Doctoral students submitting a paper copy should use regular white printer paper. Doctoral students only need to submit one copy. Doctoral students submitting electronically do not need to submit a paper copy.
Where can I have extra copies of my thesis/dissertation bound?
The Graduate School does not endorse any one binding service. There are several options available to students.
University of Minnesota Bindery http://www.bindery.umn.edu/
Kinko’s
What happens to the copies of my thesis/dissertation that are given to the Graduate School?
The two copies of the master’s thesis are distributed to the University Library system. One copy is bound and put into circulation and the other copy (cotton/acid-free paper) is left unbound and added to the permanent collection in the University Archives. Paper copies of doctoral dissertations are bound and put into circulation in the University Library system.
DIPLOMA
I haven’t received my diploma yet. When will I get it?
The diploma typically takes 4-6 weeks to receive after the degree has been conferred.
If it has been longer than that verify with the Master’s/Doctoral Clearance Coordinator to confirm that the degree was actually conferred.
Master’s: gsmast@umn.edu
Doctoral: gsdoc@umn.edu
I need to change the address to which my diploma will be mailed. What should I do?
Contact the Office of the Registrar at 612-624-1111 or helpingu@umn.edu.
My diploma does not indicate my major. Is this a mistake?
The diploma only indicates what type of degree was awarded (MA, MS, PhD, EdD, etc), and not the major or minor field. If you need documentation showing the degree and major, contact the Office of the Registrar to obtain an official copy of the transcript (the university’s most official record of the degree).
My name has changed. How do I make sure it is right on the diploma?
Contact the Office of the Registrar at 612-624-1111 or helpingu@umn.edu.
COMMENCEMENT
I am an international student and would like to invite my parents/family to attend the commencement ceremony. What should I do?
The International Student and Scholar Services (ISSS) office has information on their website regarding inviting family member to the U.S. More information is available at: http://www.isss.umn.edu/fstudent/familyLet.html
Do I need tickets for graduation?
No. The Graduate School’s commencement ceremony has open attendance. However, if you are planning on having a large number of family/friends attend, you will want to inform your guests to plan on arriving early because seats will fill quickly.
Where do I get the regalia for the ceremony?
Commencement regalia are obtained through the University Bookstore (www.bookstore.umn.edu) in Coffman Union. Students may purchase regalia at Grad Fest as well.
How long is the ceremony?
The ceremony generally lasts 1½ hours for the fall and 2½ hours for the spring.
Will I get my diploma at the ceremony?
No. You will receive a diploma cover at the ceremony. Diplomas are sent in the mail by the Office of the Registrar once the degree is officially awarded.
ASSISTANTSHIPS
How many credits do I need to be registered for to maintain my Assistantship?
You will want to check with the Assistantship office, located in 200 Donhowe, or check the Assistantship office website at http://www1.umn.edu/ohr/gae/.
I’m done with all my coursework and thesis credits. How do I maintain my full time status for my Assistantship?
Graduate students who have completed all their coursework and need to maintain full time status may be eligible to register for the Full Time Equivalent credit (xxxx 8333 and xxxx 8444). In addition, you should check with the Assistantship office, located in 200 Donhowe, or check the Assistantship office website at http://www1.umn.edu/ohr/gae/.
I have questions about my health benefits or tuition benefits. Who can help me?
Check with the Assistantship office, located in 200 Donhowe, or check the Assistantship office website at http://www1.umn.edu/ohr/gae/ or
612-624-7070
Or
For Assistantship Health Insurance questions, call 612-625-6936.
CHANGE OF STATUS
I am in a master’s program and I want to pursue a PhD. What do I need to do?
You must file the Change of Status Application with the Graduate Office of Admissions (309 Johnston Hall). When completing the form, be sure to indicate if you plan to complete your current degree.
I am in a PhD program and I want to get the master’s (same major) along the way. What do I need to do?
File a Degree Program form specifically for the master’s degree (signed by adviser(s) and DGS) with the GSSP Office.
I want to drop from the PhD and just get my master’s. What should I do?
File a Change of Status Application with the Graduate Office of Admissions (309 Johnston Hall). The Change of Status Application is available online at http://www.grad.umn.edu/current_students/registration/readmission.html. Be sure to indicate that you are no longer wishing to pursue the PhD. You must also file a Degree Program form for the master’s if you haven’t done so already.
How do I change from a Plan A to a Plan B master’s program?
You must file a Petition form indicating that you wish to switch from Plan A to Plan B (or vice versa) or a revised Degree Program form. You may also need to add/remove coursework from their Degree Program to conform to the requirements for a Plan A or Plan B program (this should also be indicated on the petition or revised Degree Program). The Petition or Degree Program must be signed by the adviser(s) and DGS and submitted to GSSP for approval.
CHANGING PERSONAL INFORMATION
Where do I go to change my address?
To officially change the address throughout the University system (not just in the directory), you must contact the Office of the Registrar (helpingu@umn.edu, 612-624-1111).
How do I change my name in the system?
To officially change your name throughout the University system (not just in the directory), student must contact the Office of the Registrar (helpingu@umn.edu, 612-624-1111).
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