Graduate Student Academic Services (GSAS)

Graduate Student Petitions

A Guide for Students, Faculty, and Staff

Graduate College policies may be found in the Graduate College Handbook.

When submitting a petition, always provide an explanation or justification for the action requested.

The more unusual or major the request, the more detailed the explanation should be, from both the student and the adviser and/or other appropriate members of the graduate faculty or staff. If the information provided is insufficient to make a decision, the department will be contacted in order to provide additional information, thereby delaying processing.

When in doubt about the proper way to handle a student's request, contact Graduate Student Academic Services (217-244-4637) before filing the petition.

For current Urbana students, the petition form may be completed online at https://www.grad.uiuc.edu/petitions/. Completed petitions should be returned to Graduate Student Academic Services, Graduate College, University of Illinois at Urbana-Champaign, 204 Coble Hall, MC-322, Champaign, IL 61820.

If you are requesting re-entry to the Graduate College after a break in academic enrollment, please download and complete both the graduate student petition form (PDF) and re-entry data form (PDF).

PDF files require Adobe Reader.

Questions

Types of Petitions

Questions

How many signatures are required on the Petition form?

The signatures required vary depending on the petition type, however all petitions require a minimum of two signatures. In all cases a signature from the student's adviser is required, as well as a signature from a faculty member or departmental staff member designated by the department as being an "authorized signature" for graduate petitions. The same person may not fulfill both of these requirements. In some cases a signature from the course instructor and/or from an authorized signature from another department or college is appropriate as well. At least one signature must be from a member of the graduate faculty. Rubber-stamped signatures or electronic signatures will not be accepted under any circumstances.

After all of the signatures are on the Petition form, where do I submit the paper copy?

Completed petitions should be returned to Graduate Student Academic Services, Graduate College, University of Illinois at Urbana-Champaign, 204 Coble Hall, MC 322, Champaign, IL 61820. Please note that in cases where a supplemental grade report form is required, this form must be submitted directly from the department to the GSAS.

Should I file a petition for adding or dropping a course for the current semester?

No. During the current semester, students can add/drop courses at the Records Service Center at the Admissions and Records Building.

Should I file a petition for enrollment as an Undergraduate into a 500-level course?

No. Approval of the instructor and the teaching department are necessary for an undergraduate to enroll in a 500-level course. In some cases, the undergraduate student may also need the approval of his or her college. Filing a Graduate Student Petition for registration approval by the Graduate College is not necessary.

Should I file a petition for a grade change?

No. Changes to a grade after the grade has been recorded should be submitted via a Supplemental Grade Report Form, and require an instructor's signature. Please contact the Registrar's Office (333-3100) for instructions and forms. Filing a Graduate Student Petition for changes to recorded grades is not necessary.

Should I file a petition for a grade grievance?

No. The Code of Policies and Regulations Applying to All Students, the "Code," outlines the procedure for review of alleged capricious grading. Please review the procedures outlined in the "Code" for the appropriate method for filing a capricious grading grievance (online at http://www.admin.uiuc.edu/policy/code/index.html). Filing a Graduate Student Petition is not the appropriate procedure for requesting a review of alleged capricious grading.

Types of Petitions

Add or drop a course

A petition is only needed when a graduate student wishes to add or drop a course from a past term. In both cases the instructor’s signature is required on the petition. When a course is being added, a supplemental grade report form, with instructor’s signature, will be required in addition to the petition. Petitions to drop retroactively or withdraw late from thesis credit are granted only under extremely extenuating circumstances. They are rarely granted when a student is changing graduate programs or leaving the university to pursue other interests. In such cases the grade of “DFR” will remain on the transcript permanently.

Course time extensions

Students may petition to be granted extensions to complete the work for courses, other than thesis credit, in which they have already received an "I" or a "DFR" grade. Students will not be allowed to drop courses in which they have "I" grades or in which the grade has become "F by Rule" except in extremely unusual circumstances. Multiple requests of this type from the same student will not be viewed favorably.

Overload

Graduate students wishing to register for more than 20 hours in a fall or spring semester, or more than 12 hours in the summer term must petition for special overload approval. The petition must explain the factors that justify requesting the exception, and must indicate how many total hours the student wishes to register for.

Change curriculum

Graduate students may petition to transfer from one academic program to another. This simplifies the process for the student, as documents such as original transcripts that are already on file in the Office of Admissions and Records need not be supplied a second time. In addition, the student does not have to pay a second application fee. Departments may, however, request updated information such as new letters of reference or unique requirements such as a writing sample. The petition must bear the appropriate signatures from both the current and prospective departments. The petition should include the program code for the prospective department, and specify the term for which the change of curriculum should be effective.

Transfer courses (official transcript may be required)

In order for a course to be transferred to a degree program at UIUC the student must have completed at least 8 graded hours of graduate credit at UIUC; the course must have been taken within the past 5 years at an accredited institution; the course must have been a graduate-level course at that institution; the course may not already have been applied to another degree; the student must have received a grade of A or B; the petition must include an original, official (not issued to the student) transcript unless it is already on file in the Office of Admissions and Records; and the transfer must have department and Graduate College approval. Credit is considered for transfer only into master’s degree programs or stage I of doctoral programs. All stage II and III doctoral credit must be earned in residence. A student may not transfer more than 12 semester hours of graduate coursework toward a degree program at the Urbana-Champaign campus. Note that non-degree coursework (including any taken at UIUC) is included in this 12 hour maximum.

Early admission to the Graduate College (early admission form required)

The petition process is used by University of Illinois at Urbana-Champaign undergraduate students to request admission to the Graduate College before completion of their undergraduate degree. The applicant must be within five hours (two courses) of completing a bachelor's degree by their initial term of entry to the Graduate College. Completion of the Graduate College Early Admission Form (with verification of the Estimated Graduation Date by the Undergraduate College and an admission recommendation by the Graduate Department), along with a Graduate Student Petition, are required.

Late addition to a degree list

It is a graduate student's responsibility to nominate him- or herself for a degree. In the case where a department wishes to support a student's request to be added late to a specific degree list or awarded a degree retroactively, a detailed explanation of the circumstances justifying the exception is necessary. Retroactive degrees are awarded very rarely and require extensive justification.

Re-entry to the Graduate College (re-entry data form and petition form required)

There are no formal leaves of absence for graduate students. It is advisable for graduate students who want to interrupt their programs to work closely with their advisers and other appropriate department staff to make arrangements for the interruption. Graduate students who have not been registered for more than one year at the Urbana-Champaign campus cannot register without an approved petition for re-entry, whether the degree program remains the same or is a different one. Whether leaving for one or more terms, a student with educational loans should consult the Financial Aid Office and/or the lender before terminating student status.

Registration in Absentia

A graduate student may petition to be registered in absentia if he or she (1) has passed the preliminary examination and completed the credit requirement for the doctoral degree; (2) is making no use of University facilities or faculty/staff time; and (3) will be at least 50 miles away from campus for the entire semester. Tuition for graduate students registered in absentia is based on their college, resident or non-resident status, and the number of hours for which they are registered. Even when in absentia registration is approved, students are responsible for registering themselves. The only fee assessed of students registered in absentia is the general fee. Such students therefore do not have access to any fee supported services or benefits from the university, including health insurance. Requests for in absentia registration during the semester in which a doctoral student is defending will not be approved.

Reinstatement

If a student is dismissed from the Graduate College because of a low overall graduate GPA, the graduate student petition process may be used to appeal this dismissal. The Graduate College will consider petitions containing strong program support and strong justification based on other factors pertinent to the program's determination of satisfactory academic progress.

Retroactive registration

Petitions for retroactive registration require substantial justification. For further information see notes under “add or drop a course”.

Time extensions (timeline usually required)

A master's degree candidate must complete all degree requirements, under normal circumstances, within five years of first registering in the Graduate College. A doctoral candidate normally must complete all requirements within seven years of first registering in the Graduate College. Please see the Graduate College Handbook for further details.

Withdrawal or cancellation (withdrawal/cancellation form required)

An explanation of withdrawal and cancellation can be found at www.grad.uiuc.edu/gradhandbook/chapterVII/section03.asp

Count other UIUC coursework

Under certain conditions a graduate student may use coursework toward a UIUC graduate degree that was taken while enrolled in a different UIUC degree program. Such coursework does not count as transfer credit. Coursework must be graduate level and must not have been applied to another degree.

Add a graduate minor

Students who have completed all the requirements for a graduate minor must submit a petition in order to have the minor recorded in their academic record and show on the transcript. The major advisor must indicate approval and sign the petition. The department offering the minor must sign the petition and certify that the student has completed all the requirements necessary to fulfill the minor and should be awarded the minor. The department enrolling the student must sign the petition, and indicate which, if any, of the courses used to fulfill the minor will also be used to fulfill the major graduate degree. The petition should be submitted immediately upon completion of the minor requirements, and preferably before the last semester of enrollment. Minor(s) will not be awarded after certification of the major degree or added retroactively to a record after graduation. A student’s approved enrollment period will not be extended for the purpose of completing a minor.

Increase or decrease credit

Students must petition to request an increase or decrease of credit to a past term course. The instructor’s signature is required on the petition and a supplemental grade report form, with instructor’s signature, is also required.

Grade mode change

Graduate students can use the credit/no-credit option form to request a change from standard grade mode to credit/no-credit grade mode (and vice versa) for a current term course until the deadline (generally the 12th week of a 16 week course). A petition is required after this deadline. Requests to change grade mode to a past term course are rarely approved.

Course level change

At UIUC there are four levels available for classification of both courses and students: 1U (UIUC undergrad), 1L (UIUC law), 1V (UIUC vet med), and 1G (UIUC graduate). The level of a course as it appears on a student’s transcript will correspond to the level of the student at the time they registered for the course. Occasionally it is appropriate for a student to petition requesting a change in level for a course. Changes in level will only be allowed if there is a degree granting program associated with the requested level. Petitions to change course levels from 1U to 1G will require approval of the Undergraduate College and a comment by the undergraduate college that the courses were not used or will not be used toward the undergraduate degree.

GSAS Home

PDF files require Adobe Reader.