Graduate Office Newsletter

CS Grad Office Newsletter –  Dec. 1, 2020

All CS Grad Students

Friendly reminder that students are not allowed on Campus.

**Special note from us because we are working from home as is everyone in Murphy Hall.  Working off site is impacting accessing and
processing of forms thus many deadlines are changing so keep a close eye on our emails.
 

CS Enrollment Info & Upper Division Undergrad Courses for Winter 2021

As most of you are aware, for the first enrollment pass all CS grad students are restricted to 8 units to avoid hoarding classes. Second pass will begin 1-2 weeks after your first pass and your unit max will increase to 18 units max (be sure to keep checking your unit max in your MyUCLA).

You can find out your enrollment appointment time on your MyUCLA.

The CS Undergrad Enrollment Survey for Winter 2021 is now open. Please note that filling out the survey does not guarantee that you will be enrolled in the CS undergrad/grad courses you select. Once the CS Grad Office is given access to enroll CS grad students in upper division undergrad CS courses (most likely not until the end of the quarter), we will begin enrolling students based off of the survey results and space availability (if the class is closed we will be unable to enroll you in that course).

Please fill out this survey by December 1, 2020: http://cs.ucla.edu/classes/enroll/

TOP

Registration for Administration II (Fall 2020) of the Test of Oral Proficiency (TOP) exam is now open. The exam will be administered via Zoom on the following dates: November 18th, November 20th, December 2nd, and December 4th, 2020.

If you have international graduate students who are planning to work as a TA during Winter 2020 or later and have not yet passed the TOP, please advise them to register as soon as possible. International students who hold a Bachelor’s degree from a U.S. institution do not need to take the test. Please see our updated website for additional information: https://teaching.uit.ucla.edu/gradstudent-programs/top/#top-exam-overview

Student can register for the exam here: https://top.oid.ucla.edu/#/app/registration. 

Test spots fill extremely quickly so please encourage your students, especially those with TA positions for Winter 2021, to register as soon as possible. Please feel free to reach out with any questions or concerns.

Special Note-

For CS graduates you can only take the TOP once a quarter.

CS requires you to receive a 7.1 minimum score to be eligible to TA in the Department.

If you receive a Provisional Pass you will be able to take the TOP again due to a special arrangement CS has with TOP.

Computer Science Graduate Student Association (CSGSA)

The CSGSA provides a great opportunity to participate and be part of the community of policy makers for graduate students.  CSGSA has a direct link to the Grad Office.

The link to the CSGSA website: https://sites.google.com/d/0Bz7yiuBUdZWlQ0NwanRpVklRUnM/p/0Bz7yiuBUdZWlenNtRFNycFdiQ3M/edit

CS Student Welfare Page

Introducing our new CS Student Welfare Page the link is below:

https://www.cs.ucla.edu/graduate-student-welfare/

Commencement  for 2020-2021

If you are a CS Grad Student and are planning to graduate within this Academic Year (Fall 2019, Winter 2020, Spring 2020 or Summer 2020), please fill out this survey form by Dec. 18: https://forms.gle/zenNT6u95tvMUfjS6

Enrollment for F20

Friendly reminder the minimum number of units you should be enrolled in is 12 with the max being 18. The last day to enroll/add in any course at UCLA without a financial penalty is the end of Week 2 (Friday Oct. 16). If by Week 2 you are still enrolled on a waitlist for any course and were not able to procure a PTE from the instructor, you will automatically be dropped after Week 2 (Oct 16).

The Last day for graduate students to add/drop classes with per-class fee through MyUCLA is December 11. The last day for graduate student to change grading basis of optional S/U graded courses with per-class fee through MyUCLA is December 11. After week 2 if you wish to change the grading basis of a course you will need to fill out an Enrollment Petition (the instructor’s signature is required) and email it to before week 10. Please note this pertains to pass/no pass graduate level courses (i.e. 200 series and above). If you are trying to change the grading basis for an undergraduate course that is mandatory letter grade to pass/no pass and MyUCLA will not allow you to make that change, please note Graduate Division has a strict policy of not allowing graduate students to change the grading basis of undergraduate level courses. 

For more information on UCLA term deadlines please visit: https://www.registrar.ucla.edu/Term-Calendar
 

Grading for F20

As mentioned on the email sent out to all CS Grad Students on 9/30: “The (CS) department decided to allow all grad-level courses to be optionally taken S/U for Fall 2020 and to count toward degree requirements.  However, each CS graduate student is limited to taking at most one regular course for an S/U grade in Fall 2020.  (This is the same restriction that undergrads have for P/NP for Fall 2020.)

Auditing Courses
If you wish to audit a course please note that auditing a course is done by the Faculty/Instructor of that course and the student wishing to audit. For more information please visit: https://www.registrar.ucla.edu/Registration-Classes/Enrollment-Policies/Class-Policies/Auditing-Classes

Lecture 80 courses (i.e. online courses)
Please note any online course that has a lecture 80 means that course is for the MS Online Engineering Program only (i.e. CS grad students cannot take/enroll in these courses).
 

Week 10 Deadlines

 
Friday, December 11, 2020 is the last day for graduate students to:
 
·       Make changes to their study lists via MyUCLA with the applicable fee (drop/add courses, change grading basis).
·       Submit a Graduate Degree Petition to request a change of grading basis for a mandatory graded course by filling out the  enrollment petition form  (course ID can be found on schedule of classes website) and have the instructor sign off where it says “Instructor’s signature”  and turn in the completed form to  before week 10.

·       Submit a Withdrawal Notice for the current quarter.
 
Graduate students receive an official reminder from the Registrar’s Office during third week to check their study lists; they have ten weeks to take the actions listed above.
 
The Graduate Division complies with published deadlines. We recognize exceptional situations may require a retroactive petition. However, retroactive petitions without compelling cause and documentation create an unnecessary and unfair burden and can negatively affect university records. Any retroactive change requests (add/drop courses, change of grading basis) require departmental and instructor signatures as well as a supporting, explanatory memo from the department chair. Please note this is not a guarantee petitions will be approved.
For more information on add/drop deadlines please visit: https://www.registrar.ucla.edu/Term-Calendar
CS PhD Students Only
**Special note from us because we are working from home as is everyone in Murphy Hall.  Working off site is impacting accessing and
processing of forms thus many deadlines are changing so keep a close eye on our emails.
 

In the coming weeks we will have the latest information regarding providing required forms remotely.  But in short we will still require the forms but the signatures can be sent to be via an email approval to .  This will include the following:

  1. Leave of Absences
  2. Nomination of Committee
  3. Report on the Oral Qualifying Examination
  4. Final Defense
  5. Breadth Requirements
  6. Proposal of Fields
  7. Change of Advisor

_____________________________________________

Ad Hoc Checklist

Updated on 10/6/20

The ad hoc checklist is a guide and should be used prior to taking any courses you are considering for the minor.  You can only have one ad hoc minor.

Ad Hoc  Petitions Quarterly Deadlines

Quarter Submission Deadline 

Fall October 30

Winter February 5

Spring April 30

Summer – Petitions are not reviewed during the summer months

The Checklist is as follows:

  1. Proposal of Fields must be completely filled out and signed off by the various field chairs.  Check with the Grad Office for field chair confirmation.
  2. Provide a memo of support/justification from your advisor.
  3. Provide an abstract of the two courses you would like to have approved for the proposal of fields.
  4. Abstract should address these points.
  5. ad-hoc field should be a coherent set of courses in an identifiable area (body of knowledge) that is not a subfield of the area of the major or the minors thus make sure to address this issue.
  6. written justification explaining how the proposed ad-hoc minor meets the requirements above and supports your research area.

iii.     If the ad-hoc field presents some overlap with topics that are generally associated with the other fields, the justification should carefully explain why this overlap does not impinge on the value of the minor to broadening your Ph.D. education.

  1. Include your transcript and mark do not highlight the course and grade received.
  2. Send everything in a single PDF to Joseph Brown at . The order of the

PDF items should be as follows:

  1. Signed Proposal of Fields
  2. Faculty Support/Justification memo
  3. Student abstract
  4. Unofficial Transcript with courses marked(*) not highlighted.
  5. PDF should be saved with your name.

______________________________________

Registrars Term Calendar

https://www.registrar.ucla.edu/Term-Calendar

Refund Schedule

https://www.registrar.ucla.edu/Registration-Classes/Registration-and-Payment/Refunds-and-Reductions/Refund-Schedules

Graduate Student Refunds and Reductions

https://www.registrar.ucla.edu/Registration-Classes/Registration-and-Payment/Refunds-and-Reductions/Graduate-Student-Refunds-and-Reductions

TOP

Registration for Administration II (Fall 2020) of the Test of Oral Proficiency (TOP) exam is now open. The exam will be administered via Zoom on the following dates: November 18th, November 20th, December 2nd, and December 4th, 2020.

 

If you have international graduate students who are planning to work as a TA during Winter 2020 or later and have not yet passed the TOP, please advise them to register as soon as possible. International students who hold a Bachelor’s degree from a U.S. institution do not need to take the test. Please see our updated website for additional information: https://teaching.uit.ucla.edu/gradstudent-programs/top/#top-exam-overview

 

Student can register for the exam here: https://top.oid.ucla.edu/#/app/registration. 

 

Test spots fill extremely quickly so please encourage your students, especially those with TA positions for Winter 2021, to register as soon as possible. Please feel free to reach out with any questions or concerns.

 

Special Note-

For CS graduates you can only take the TOP once a quarter.

CS requires you to receive a 7.1 minimum score to be eligible to TA in the Department.

If you receive a Provisional Pass you will be able to take the TOP again due to a special arrangement CS has with TOP.

 

CS MS Students Only
**Special note from us because we are working from home as is everyone in Murphy Hall.  Working off site is impacting accessing and
processing of forms thus many deadlines are changing so keep a close eye on our emails.

Initial Faculty Advisor

 The initial faculty advisor you were assigned when you first started the CS MS program is your first point of contact re: your Capstone/Thesis. The initial faculty advisor is there to point you in the right direction re: Capstone/Thesis (i.e. they are not automatically your Capstone/Thesis Advisor). As mentioned at the CS MS Orientation as well as in the CS Grad Student Handbook,  is up to the CS MS student to find their own Capstone/Thesis Advisor (must be CS faculty) and procure their consent that they are willing to be your Capstone/Thesis Advisor.

Once a student has found a Capstone/Thesis Advisor who gave their consent to be their Capstone Advisor, the student must fill out the Advisor Consent Form (see link below)  and have the Capstone/Thesis  Advisor sign off. If you have any questions regarding this please contact  .

If you are doing a Capstone, you may switch and/or find an advisor even after you’ve submitted your ATC paper work (as long as you find one before your Capstone). If you are doing a thesis, you may switch advisors after your ATC forms but you will need to reconstitute your committee (please email for further information).

Petitioning a Breadth Requirement Course

If you are petitioning a course that is not on the approved list make sure you provide one pdf that includes the Breadth Req form filled out, a copy of your unofficial transcript with the grade/class highlighted and a copy of the syllabus to . Please note petitioning courses can only be done in the first quarter of your CS MS program (see CS Grad Student Handbook). Here is the link to the Breadth Requirement Form which shows the courses (2nd page shows the equivalent courses there’s a hyperlink): https://www.cs.ucla.edu/wp-content/uploads/cs/Breadth-Requirement-Form.pdf.

Submitting a Breadth Requirement petition does not 100% guaranteed it will be approved in which case you will either need to take the course when space is available or if the instructor teaching the course this quarter gives their consent for you to audit/test out)

Advancement to Candidacy Status

If you submitted an Advancement to Candidacy Form earlier this quarter, Graduate Academic Services is in the process of emailing students starting this week and will continue on for the next two weeks so please be sure to check your email.

Finishing Capstone/Thesis in Fall 2020

If you are about to finish your Breadth Requirement and Program of Study courses this quarter, you will be ready to Advance to Candidacy (see the CS Grad Student Handbook for more information). The Advancement to Candidacy Packets was due Friday of week 2. If you have any questions please contact .
Capstone Route
If you are planning to submit your Capstone this quarter, the  deadline to submit the Capstone Results Form with all the advisor and committee signatures and abstract isFriday, December 18, 2020 at 3 p.m. PST.
 
As mentioned at the CS MS Orientation as well as in the CS Grad Student Handbook, it is the student’s responsibility to find their capstone/thesis advisor (must be CS faculty and make sure to have them sign off on the Advisor Consent Form and email it to ) along with one other CS faculty to be on the committee and another faculty member (this faculty member may be outside the CS Department or also could be CS faculty) to review and sign off on their capstone.
The capstone advisor and committee members may sign off via email but the student must consolidate this into one pdf where the capstone results form is in front (under signature write – see email) and include the email thread where the faculty signed off. They may also have the faculty cc’ when they sign off on their capstone via email.
 
Thesis Route
The Nomination of Master’s Committee Form is due along with your ATC packet in week 2. For further questions please email

Filing Fee for Winter 2021

Filing fee means that you are about to finish all your course work for the Breadth Requirement as well as the Program of Study by this quarter and need an additional quarter to finish your capstone/thesis (you’re welcome to finish it all the same quarter they finish all their course requirements but some students need extra time). “Filing Fee” for the next quarter (i.e. you have finished taking all the Program of Study/Breadth Req courses and Advance to Candidacy in Fall 2020 (forms were due week 2) and will go on Filing Fee in Winter to work on the capstone/thesis that you will submit in Winter 2021) as all you need to do is work on and submit your capstone/thesis (you cannot be enrolled in courses when you are on filing fee).
Filing Fee is not required to do and is completely optional provided that you meet the requirements (i.e. Advance to Candidacy one quarter prior to the quarter you plan on being on Filing Fee).
If a student is planning/going to apply for filing fee, it is the student’s responsibility to make sure they read through the filing fee website as there are important information on what services and access are suspended
Once you receive the email from Graduate Division stating that you have successfully Advanced to Candidacy (please note this is separate from emailing your Advancement to Candidacy Form and transcripts), please fill out the electronic Filing Fee form. To access the filing fee form and for more information on filing fee please visit: https://grad.ucla.edu/academics/graduate-study/filing-fee-application/
The last day to submit a filing fee application for Winter 2021 is January 5, 2021.