Frequently Asked Questions

Frequently Asked Questions for Current GGCS Students

Advising

• I have an academic question. Who do I talk to?
• If you have an academic question, first talk to your Research Advisor. You can also schedule an appointment with a GGCS Program Coordinator or contact us at csgradadvising@ucdavis.edu for advising.
  
  GGCS also offers weekly drop-in Office Hour Forums (group advising setting). These office hours are held via Zoom. The day/time and Zoom link are sent quarterly to all GGCS students, in addition to weekly reminders. Students should be sure to check their UCD email for these important updates!
  
  Our PhD and MS Peer Advisors are also available. Our MS Peer Advisor sees students for advising appointments which can be booked online via the same link to schedule an appointment with a GGCS Program Coordinator.
  
  REMINDER: If the appointment system shows that all appointments are full, please reach out to us at csgradadvising@ucdavis.edu. We will work with you to either schedule a later appointment date, or to resolve your inquiry via email.
• I have a non-academic question. Who do I talk to?
• If you have a non-academic question, we recommend that you start by contacting the GGCS Program Coordinators at csgradadvising@ucdavis.edu. Our GGCS staff are trained and well-versed in a variety of resources, opportunities, and other referrals to assist our graduate students. 
  
  Aside from email, students may also schedule an appointment with us for one-on-one advising. You might consider attending our weekly drop-in Office Hour Forums (group advising setting), depending on the nature of your situation.
• I need to talk to one of the GGCS Staff for advising. How do I make an appointment?
• We always encourage students to reach out to us via email at csgradadvising@ucdavis.edu with any questions. GGCS Program Coordinators may be able to answer your question on a quicker timeline and assist you via email.
  
  GGCS students can also make an appointment via the online appointment system, or attend our weekly drop-in Office Hour Forums (group advising setting).
  
  MS students may also make an appointment with their GGCS MS Peer Advisor via this same online appointment system.
• What is the Student Progress Assessment (SPA)? How do I complete it?
• The Student Progress Assessment (SPA) helps graduate students understand where they are in terms of completing their degree requirements, as well as their overall progress in the program. This SPA report is required of all graduate students. 
  
  Instructions on how to complete the yearly progress report will be sent to students at the beginning of every Spring Quarter.

Degree Requirements

• What do I need to get my degree?
• See our MS Degree Requirements and PhD Degree Requirements information. 
• Can I take courses outside of Computer Science?
• Yes, you can take courses outside of computer science. They must be graduate level (2XX) courses, that are 4 units each, related to computer science or your research, if you want them to count towards your degree requirements.
• Are there any specific courses outside Computer Science (i.e., non-ECS courses) that are recommended for a CS graduate student to take?
• Yes, there are several courses that GGCS faculty suggest would be appropriate for CS graduate students:
  • ♦   BST 227 - Machine Learning Genomics
    ♦   CMN 275Y - Computational Social Science
  • ♦   DES 178 - Wearable Technologies
    ♦   EEC 244 - Intro to Neuroengineering
    ♦   EEC 270 - Computer Architecture
    ♦   EEC 273 - Networking Architecture & Resource Management
    ♦   MAE 207 - Engineering Experimentation & Uncertainty Analysis
    ♦   MAE 228 - Introduction to BioMEMS
  • ♦   MAT 258A - Numerical Optimization
  • ♦   MAT 258B - Discrete and Mixed-Integer Optimization
  • ♦   STA 208 - Statistical Methods in Machine Learning
    ♦   STA 220 - Data & Web Technologies for Data Analysis
    ♦   STA 221 - Big Data & High Performance Statistical Computing
     

  • NOTE: Please keep in mind the following policies related to coursework counting towards the degree requirements:

    • At most one upper-division (100-level) course at 4-units taken during your graduate study at UC Davis may be counted towards your degree requirements.
    • Up to three courses (12-units) may be taken outside ECS and counted towards your degree requirements. 

• I'm interested in taking a Special Topics course (ECS 289A-M). How many Special Topics courses can I take and count towards my degree requirements?
• At most, three ECS 289A-M (special topics) courses may be counted towards the MS degree requirements. This equates to 12-units of elective coursework (4-units each course). Special topics courses cannot be used to satisfy Core Area requirements.
• What are the Core Areas?
• The core areas are described in the MS Degree Requirements and PhD Degree Requirements.
  At the graduate level, the Computer Science curriculum is classified into three Core Areas: Theory, Software, and Systems.
  
  These may be found in the "Course Requirements" dropdown on each degree webpage (linked above). Only the courses listed in this section are considered Core Area courses.
• What are the Prerequisites Proficiency Requirements? How do I satisfy these requirements?
• Students may be admitted with one or more deficiencies in the prerequisite proficiency requirements. It is expected that an MS student will complete these proficiency requirements by the time the student advances to MS Candidacy. It is expected that a PhD student will complete these proficiency requirements before the student takes their Qualifying Exam (QE).
  
  For more details regarding the Prerequisites Proficiency Requirements and related FAQs may be found on our dedicated webpage.
• I took classes at another institution that I want to get credit for. What is the process to do transfer/get credit for this coursework?
• Please ask GGCS Program Coordinators via email at csgradadvising@ucdavis.edu, as there are separate processes for MS students and PhD students. 
  
  All new graduate students must wait to start this process until after the have completed at least one-quarter of their graduate study at UC Davis.

Submitting Required Forms

• When do I need to submit a form?
• For every process, there is a form! All forms are processed via GradSphere. Please be sure to check-in with the GGCS Program Coordinators and they can walk you through the process to submit the correct form, for the appropriate process.
• What is GradSphere?
• GradSphere is an online system where students may initiate, fill-out, and submit certain Graduate Studies forms. Some forms are available as e-forms, while others are available as a downloadable PDF. All forms submitted for the student is available for the student to track which approval step the form is at. GradSphere also allows for GGCS Program Coordinators or Graduate Studies staff to kick-back a form to a student requesting edits for resubmission. 
  
  Any PDF forms, also called "Legacy Forms", must be sent to the Graduate Program Coordinators via csgradadvising@ucdavis.edu after the student fills it out. The GGCS Program Coordinator will take any additional required steps, including signatures, and then upload to GradSphere on the student's behalf. The student is able to track the status of all forms connected to them, either e-forms or PDF legacy forms. 
• I'm confused by GradSphere. Where can I go for some training or assistance?
• Students may find some training videos and additional information at the following site: https://grad.ucdavis.edu/gradsphere-training-resources.
• Are ALL forms available on GradSphere for students to initiate?
• No. There are some departmental forms, such as the Prerequisite Proficiency Requirements form, that is not available on GradSphere. Those departmental forms have their own submission guidelines. 
  
  The GGCS Program Coordinators can advise you on any departmental forms that may apply to your situation, how to complete those forms, and how they should be submitted.
• Are all forms submitted via GradSphere?
• No. As outlined in the previous question, any departmental forms are not available on GradSphere, and are therefor not submitted via GradSphere. 
  
  The GGCS Program Coordinators can advise you on any departmental forms that may apply to your situation, how to complete those forms, and how they should be submitted.
• Do MS students need to submit Advance to Candidacy paperwork? 
• Yes, all graduate students must submit a candidacy form, including Master's students. 
  
  Every MS student must file an official application to Advance to Candidacy and pay the Candidacy Fee. MS students Advance to Candidacy at least one quarter before completing all degree requirements and graduating.
  
  The form for Advancement to Candidacy for the Master’s Degree must be submitted via GradSphere. The completed form includes a list of courses that the student has taken/planned to complete degree requirements. 
  
  For more information, we recommend reviewing the MS Degree Requirements.
• When do PhD students Advance to Candidacy?
• Before Advancing to Candidacy for PhD, a student must have:
  
  ♦   Satisfied all requirements set by the graduate program
  ♦   Maintained a minimum GPA of 3.3 in all coursework undertaken (except those courses graded S or U)
  ♦   Passed the Qualifying Examination. (QE)
  
  The form for Advancement to Candidacy for the PhD Degree must be submitted via GradSphere. The completed form includes the list of Dissertation Committee members.
  
  For more information, we recommend reviewing the PhD Degree Requirements.
  
  REMINDER: The student is expected to pass their QE and Advance to Candidacy by the end of the 9th quarter in the PhD program. 
• What is Filing Fee status?
• Filing Fee status is for students who have completed all requirements for degree except filing the final deliverable, and who are no longer using University facilities. The "final deliverable" is considered the dissertation for PhD students, and the thesis, project, or comprehensive exam for MS students. 
  
  The Filing Fee is a reduced fee, paid in lieu of tuition and registration fees. It is assessed only once. The Filing Fee option preserves your candidacy status with the University; however, you are no longer considered a full-time registered student by the University, and are not entitled to the same benefits and privileges as a registered student. Should you need UC SHIP, you must arrange voluntary enrollment and a separate payment to ensure that your coverage continues. Please be sure to read the details of filing fee status very carefully! 
  
  Filing Fee is not recommended for every student. Please thoroughly discuss the option with your Research Advisor and GGCS Program Coordinator prior to deciding. 
  
  A draft of the dissertation/thesis/project, along with a detailed timeline will be required with the Filing Fee application, which is submitted via GradSphere. 

Registration 

• How do I register for classes?
• Students use ScheduleBuilder to register for classes. If you need help using ScheduleBuilder, look at the "Help" tab within ScheduleBuilder.
• When can I register for classes?
• Students should check the course details for each class in ScheduleBuilder for any relevant pass restrictions. Please refer to the registration calendar on the Registrar's website for pass dates, if applicable.
• Can I register for part-time status?
• Part-time status can be approved only in certain situations. You may read more about part-time status and eligibility on the Registrar's website.
• How do I get a CRN (Course Registration) number?
• A CRN is a Course Registration Number. CRNs for most courses can be found on ScheduleBuilder or the Class Search Tool. You do not need to know the CRN for a class before registering for it, except for the special cases listed below.
  
  ♦   For ECS 289 special topics courses, CRNs are sent out through the GGCS listserv once the course flyers become available each quarter.
  
  ♦   For ECS 299 research units, CRNs are sent out through the GGCS listserve during registration times and at the beginning of the quarter.
  
  ♦   For classes with hidden CRNs offered by other departments, check the department’s website or ask the department directly.
• How do I get a PTA for a class?
• PTAs are only given for specific reasons. They are not given solely because the class is full. If the class is full, stay on the waitlist for the class. People may drop or the class may be expanded. Please see our PTA Policy for details.
• I have a hold on my registration. What do I do?
• There are various reasons you could have a hold on your registration. Please see the GGCS Program Coordinators at csgradadvising@ucdavis.edu for assistance.

Tuition and Financial Aid

• How much is tuition per quarter?
• UC Davis Finance & Business publishes tuition and fees for a given academic year on their website. 
• What is the deadline to pay tuition?
• The final fee deadline for graduate students is posted on the Graduate Studies' website. It is typically in the 8th week of the quarter. 
  
  NOTE: The Registrar typically distributes automated messages indicating the payment deadline is much earlier. This is the deadline for undergraduate students, and does not apply to graduate students. Graduate students final fee payment deadline is always much later in the quarter.
• How do I get financial aid?
• See Financial Aid and Scholarships’ website on how to get financial aid as a graduate student.
• What is a fellowship? How do I get one?
• Fellowships are provided to graduate studies by UC Davis or outside agencies on the basis of scholarship and promise of outstanding academic and professional contribution. There are two types of fellowships: internal to UC Davis, and external agencies such as the National Science Foundation (NSF), Department of Energy (DoE) and so on. For more information, see Graduate Studies’ pages on internal and external fellowships.

International Students and California Residency

• I'm an international student. Where can I get help?
• Services for International Students and Scholars (SISS) provides support for all international students, including visas, international travel and so on.
• Why, when and how should I become a California resident?
• Students who are not California residents must pay non-resident tuition (NRST). To become a California resident, you must be a US citizen or permanent resident. You should start this process as soon as possible after you arrive at UC Davis. Please contact the Office of the University Registrar for assistance with forms, and to start the process to establish California residency for tuition purposes.

Academic Student Employees (ASEs)

• What is an ASE?
• An academic student employee (ASE) refers to students employed in the Teaching Assistant, Reader, Tutor, and Associate In _ titles. For more information, see Graduate Studies’ website.
• I would like to be a Teaching Assistant (TA). What is the process?

• Teaching Assistant (TA) positions in our department are limited and competitive. ECS TA assignments are done based on priority: first, CS PhD students; next, CS MS students; and finally, graduate students from other majors. TA positions are open to all graduate students, but subject to the rules and selection procedure outlined in the Graduate Studies Guidelines. 

  TA selections are made on a quarterly basis. A month and a half prior to each quarter, an application is sent via email to all CS graduate students. If a student is selected for a TA position, they are notified via email before the quarter begins.

  As a TA in the Department of Computer Science, you must take ECS 390: The Teaching of Computer Science. If you are a new TA, you must also attend the Center for Educational Effectiveness’ TA Orientation. It is typically offered once a year in the Fall.

  It is a University policy that if a TA does not have a degree from an English speaking institution, to qualify to be a TA, he or she must have scored a 26 or higher on the Speaking section of the TOEFL exam, or an 8.0 on the Speaking section of the IELTS. If not, the TA must have a Pass score on the SPEAK or TOEP test. See International and Academic English’s website for more information.
  
  To be eligible to TA for ECS courses, GGCS students may not be registered or waitlisted for more than two courses ("overbooking" courses) by the TA application deadline each quarter. More information and details regarding this policy are included on the GGCS TA application itself.

  Students can contact the GGCS Program Coordinators at csgradadvising@ucdavis.edu for additional questions.

• What resources are available to TAs?

• Departmental Resources
  The main departmental resource is ECS 390: The Teaching of Computer Science. This seminar, taught in Fall Quarter of every year, is required of all TAs in our department. Individual observations of discussion sections are done by the instructor of ECS 390 during Fall Quarter. The instructor of ECS 390 will let you know more about this during the class itself.

  University-Level Resources
  Center for Educational Effectiveness (CEE)
  The Center for Educational Effectiveness (CEE) promotes excellence in undergraduate education at UC Davis. They collaborate with faculty, graduate students, and instructors to implement evidence-based instructional practices and develop and explore innovative solutions that enhance learner-centered instruction. Some of their resources that our students have utilized in the past include consultations, orientations, the Graduate Teaching Academy, year-round workshops and more.
   
  Professors for the Future (PFTF)
  Professors for the Future (PFTF) is a year-long competitive fellowship program designed to recognize and develop the leadership skills of outstanding graduate students and postdoctoral scholars who have demonstrated their commitment to professionalism, integrity, and academic service. This unique program, sponsored by Graduate Studies, focuses on the future challenges of graduate education, postdoctoral training, and the academy. Professors for the Future is designed to prepare UC Davis doctoral students and postdoctoral scholars for an increasingly competitive marketplace and a rapidly changing university environment. Note that PFTF is only available to PhD students past their qualifying exams. 
  
  Assisting Students in Distress
  Learn more about how to assist students in distress. Remember that if you find yourself in a situation with a distressed or distressing student, there are additional resources on campus to help both the student and you.

  Types of Teaching Positions
  Within the United States, there are many options for teaching computer science at the higher education level, depending on the type of degree you have.
  
  ♦   M.S. -- Those with an M.S. degree have some options for teaching roles available to them, such as lecturer at a four-year university or professor at a community college.
  
  ♦   Ph.D. -- More teaching roles are available to those with a Ph.D., such as tenure-track faculty at a four-year university (this is not purely a teaching role; it also involves research), adjunct faculty at a four-year university (this may not be purely a teaching role, though it depends on the university), .ecturer at a four-year university or professor at a community college.

• What is a Reader? How do I become one?
• Readers are employed for the ability to render diverse services as a “course assistant,” which will normally include the grading of student papers and examinations. A Reader will not be given the responsibilities customarily accorded a Teaching Assistant. Readers are paid hourly, and are eligible for fee waivers. 
  
  GGCS does not typically employ Readers.

Employment

• What is a GSR (Graduate Student Researcher)?
• A Graduate Student Researcher (GSR) is a graduate student who performs research related to the student’s degree program, in an academic department or research unit under the direction of a faculty member or authorized principal investigator. PhD students are usually funded through GSR positions. Though less common, Master’s students may also be a GSR.
• I would like to be a GSR. What is the process?
• GSR positions are provided by faculty members to the students they advise, if funding is available. Talk to your Research Advisor if you are interested. Not all advisors will have available funding particularly at the MS-level.
• What is UCPath?
• All student employment are paid via UCPath, not Student Accounting. Student employment includes positions such as Graduate Student Researcher (GSR), Teaching Assistant (TA), and Reader. 
  
  ♦   On-campus employment means you will receive your paycheck from UCPath.
  ♦   Fellowship stipends mean you will receive your paycheck via Student Accounting.
• I have need to contact UCPath. How do I get in contact with someone?
• If you need to contact the UCPath Center, first keep in mind that their office is centrally located to serve all UC's, not just UC Davis. Therefore, there is no UCPath Center located on-campus to go to in-person.
  
  Employees may contact the UCPath Center via phone at (855) 982-7284, Monday - Friday, between 8AM-5PM. 
  
  Employees may also open a case with UC Path, and someone will contact you as soon as they are available. 
  
  Employees can make a phone appointment by requesting a callback. After logging in to UCPath, select “Ask UCPath” to Submit an Inquiry or view My Inquiries. After making note of which case you need assistance with, select "CLICK HERE TO REQUEST A CALLBACK APPOINTMENT" at the top of the page to schedule an appointment.
  
  This website has some FAQ's which may also provide some assistance.
• How do I register for Direct Deposit?

• As a reminder, fellowships are paid through Student Accounting, not UCPath. Student employment, such as TA, GSR, Reader, etc. are all paid through UCPath. Because of this, there are also two different direct deposits to register for:

  ♦   Fellowships direct deposit: please go to MyBill and click on the “Refunds” tab. A step-by-step reference guide is available to walk you through the enrollment process.
  ♦   TA or GSR positions direct deposit (UCPath):  On the left side, click Employee Actions > Income and Taxes > Direct Deposit
  
  We strongly advise students to register for direct deposit as soon as possible!

Fee Waivers

• What is a fee remission? How can I get one?
• Fee remissions provide a waiver of tuition and certain fees for a quarter. GSRs and ASEs (including TAs) are both eligible for fee remissions. While a GSR fee remission covers all tuition and fees, an ASE fee remission does not. For more information about fee remissions, see Graduate Studies’ website.
• Does a fee remission from a GSR or TA position cover UC SHIP health insurance?
• Yes, the fee remission includes UC SHIP health insurance. See Graduate Studies’ website for more information about what a GSR or ASE fee remission covers. Please keep in mind that if UC SHIP is waived, the money that would have been used for SHIP is not given to the student.
• I'm an international student. Does a fee waiver cover non-resident supplemental tuition (NRST)?
• Graduate students employed as GSRs receive full fee remissions, including NRST. 
  
  GGCS PhD students employed as ASEs receive full fee remissions, including NRST. This applies to GGCS PhD students who are ASEs for ECS courses only. PhD students employed as an ASE in another department will not receive this benefit. 
  
  MS students employed as ASEs (including TAs) receive partial fee remissions, which covers all tuition and fees except for NRST. Unfortunately, NRST is not covered for Master’s students employed as an ASE.
  
  For more information about fee remissions, see Graduate Studies’ website.
• Why hasn't my fee remission shown up on MyBill?
• Fee remissions can take some time to show up in MyBill. Most fee remissions are posted no later than the fourth week of the quarter that the student is employed. If your fee remission has not shown up by then, please contact us at csgradadvising@ucdavis.edu so we can investigate further.

Rooms and Keys

• How do I reserve a room for my office hours or an event?
• To reserve a room, please go to COWS. This is a room reservation system where students may book space for TA office hours, Qualifying Exams, and other academic events. 
  
  When reserving a room, make sure to do the following:
  ♦   Make sure that the room is CS and free before attempting to reserve it.
  ♦   047, 053, 055, and 3106 Kemper are available for TAs to use for office hours and interactive grading.
  ♦   Only one TA may book a time slot in those rooms at a time.
  ♦   You may only book the TA rooms in blocks of two hours AT MOST.
  ♦   There must be at least an hour break between any two of your reservations. You cannot have 2 sessions back-to-back for more than a total of two hours.  
  ♦   If you attempt to circumvent this rule, all your reservations will be cancelled.
  
  ♦   At a minimum, enter the following information: 
       - Title [ECS XXX TA Office Hours] 
       - Room [select from drop down menu] 
       - Start/end times (use same time for both 'reserve' and 'display'    
       - [Contact info is auto populated] 
       - Description [the course you are TAing for] 
       - Event type: COE Meeting 
       - Category (please choose CS) 
       - Display location –N/A 
  ♦   The start and end date and time should be for the first meeting only.
  ♦   Your request will be denied if the hours are incorrect.
  ♦   Requests may be denied if their purpose cannot be determined.
  **Make sure you click the Event Repeats button when setting up recurring TA Office hours (unless you just want one session set up). 
  
  If there is a conflict or issue, the screen will tell you. If no conflict, the request will be routed to the administrator of that space. You will receive an emailed response once the administrator of the space has approved or denied your request. The email will come from coe-scheduling@ucdavis.edu. 
• I need a key, or AggieAccess. Who do I talk to?
• If you need a key or AggieAccessplease contact csadminsupport@ucdavis.edu. You will be sent a form which you must complete and return as directed. When your key(s) are ready, you will be notified via email to pick them up at the CS Main Office, 2063 Kemper Hall.