Policies

Key Policies for GGCS Graduate Students

PTA Process and Expectations (UPDATED Winter 2025)
Expectations:
- • The student must inform the instructor on the first day of instruction that they would like to add the class and will need a PTA
- • The student must consistently attend every day of class for the course they want to add from the first day of instruction, and submit any required coursework
- • The student must stay on the waitlist for the course until the 10th day of instruction (10-day drop deadline)
  - o If unable to waitlist for the course, the student must continue to attend the course until the 10th day of instruction (10-day drop deadline)
- • Students are expected to wait until the 10-day drop deadline before submitting the online PTA Request form for the course, to see if a PTA request is necessary, or if you can be registered in from the waitlist automatically
  - o PTA requests will not be reviewed until after the 10th-day of instruction, regardless if a student submits a request early. Please wait to see if you can be registered in from the waitlist automatically.
- • It is the student’s responsibility to keep track of dates and deadlines. Please refer to the UC Davis Registrar's website and registration calendar for relevant deadlines
- • No PTA requests sent by email will be accepted
- * NOTE: Priority will be given to current GGCS students, followed by graduate students adding an ECS double major, and then finally students outside the major.
Process to Request a PTA:
- 1. On the first day of class, the student must inform the instructor that they would like to add the class and will need a PTA
- 2. If the instructor gives their approval to the student, then the student may submit the online PTA Request form for that course. Students are expected to wait until the 10-day drop deadline before submitting the online PTA Request form for the course, which requires the following information:
  - o Student Name + Student Status (Undergraduate or Graduate)
  - o Student ID Number
  - o Course Number and CRN
- 3. PTA Request Processing:
  - o PTA Requests will be reviewed the day after the 10th day of instruction (10-day drop deadline)
  - o The instructor will review and confirm the students who they approve to add into their course via PTA number
  - o Classroom capacity will be checked to confirm the additional student(s) can be added
    o The students' current registration will be checked. If the student is registered in more than 12-units, a PTA will not be approved (Please Note: This does not apply to undergraduate students)
- 4. If approved, the PTA will be created and distributed to the student(s) within 5 business days after the 10th-day of instruction
  
  Important Reminders:
  - • Students are expected to wait until the 10-day drop deadline before submitting the online PTA Request form for the course
  - • Prior to the 10-day drop, students must remain on the waitlist to see if they can get in on their own
  - • Students must submit PTA requests via the online form, and no requests via email will be accepted
  - • Room capacity will be checked prior to all PTA approvals. If the room is at capacity, PTAs cannot be given out
  - • Additional TA resources will not be allocated based on number of PTA approved students
  - • Final PTA approval must always be confirmed by the faculty
  - • Please direct any questions to the Graduate Program Coordinators via email at csgradadvising@ucdavis.edu.
Change Majors or Apply for the Double Major M.S. in Computer Science
If you are interested in changing majors to Computer Science or applying for a graduate double major with Computer Science as the second major, read the below in its entirety. Incomplete applications will not be reviewed. Current double major students do not need to reapply.

One Quarter in Residency
You must complete at least one quarter at UC Davis before initiating this process. According to Graduate Studies policy, "graduate students may not change their major during their first quarter of enrollment as a graduate student at UC Davis." If you are a first quarter student, your application will not be accepted.

Preparatory Coursework
Students must also complete the following courses and obtain a grade of an A or higher:
- • ECS 201A
- • Either (ECS 220) or (ECS 222A)
These courses must be completed and the grade posted before submitting the application. If you do not have the requisite grades in the preparatory coursework, your application will not be accepted.

Application Package
If you have met the above requirements, you must submit your application for the graduate double major with Computer Science. Submit the following documents as a complete package:
1. 1. Petition for Change of Graduate Major, Degree Objective, or Double Graduate Major
  - o The form must be filled out in its entirety.
  - o Mark "double major" and that you intend to complete your current degree objective.
2. 2. Two letters of recommendation.
  - o One must be from a faculty member in your current program here at UC Davis.
  - o The other must be from a computer science faculty member here at UC Davis.
Packages must be submitted as a complete packet and submitted electronically to csgradadvising@ucdavis.edu. Incomplete packages with documents missing will not be reviewed. Once a complete packet is submitted, please allow 1- 2 weeks for faculty to review your application. Decisions will be sent via email.

If accepted into the double major, students must complete all degree requirements for the M.S. degree. You may review the MS degree requirements on our M.S. Degree webpage. Up to 12-units (3 courses) may be counted towards both the current degree, and the M.S. in Computer Science degree requirements.
Transfer from M.S. to Ph.D. Program Process and Expectations
Expectations:
- • The student is a current M.S. student in Computer Science
- • The student must have been working with the faculty advisor for at least one quarter
- • The faculty advisor must write a Letter of Recommendation supporting the transfer to the PhD Program
- • 2-2-2 Funding Offer:
  - o The student will receive a two-year funding offer, to be used in the first two years of the PhD program
  - o The funding offer will include 2-quarters of GSR, 2-quarters of GGCS fellowship, and 2-quarters of TA, also referred to as a “2-2-2 funding offer”
  - o The 2-2-2 funding offer will begin in the following Fall Quarter
- • After the first two years in the PhD Program, the student will become eligible for other GGCS fellowships, and TA positions within Computer Science at the same priority level as other GGCS PhD students
  - o However, the student may NOT be a TA for every quarter after the first year in the PhD Program; at most one quarter TA per year will be allowed, including both the academic year and summer
  - o The expectation after the 2-2-2 is complete (after the first two years), is that the faculty advisor will hire the student as a GSR for the majority of the remainder of their time in the PhD program
Process to Transfer to the PhD Program:
1. 1. Faculty advisor must submit a request for a 2-2-2 funding offer for the MS student via the online request form
2. 2. Faculty advisor must provide a Letter of Recommendation supporting the transfer from MS to PhD
3. 3. Student must complete the Petition for Change of Graduate Major, Degree Objective, Multiple Graduate Majors, or Multiple Degree Objectives (GS301) form
4. 4. Submit Letter of Recommendation and GS301 form to the Graduate Group in Computer Science either via email at csgradadvising@ucdavis.edu or in-person at 2063 Kemper Hall
5. NOTE: As another option, the faculty advisor may provide a funding offer for 1-year, confirming that they will hire the student as a GSR 1-year in lieu of the 2-2-2 funding offer
  1. o By providing a 1-year GSR offer, the student and faculty advisor do not need to wait to coordinate the timing with the 2-2-2 request, and the student can immediately transfer to the PhD program
  2. o The 1-year GSR offer should be for 3 consecutive quarters, i.e., Winter, Spring, Fall, starting the first quarter of the PhD program
Important Reminders:
- • According to UC Davis Graduate Studies policy, students are required to wait until after they have completed at least one quarter at UC Davis before initiating this process
- • Students should be sure to sign the form where it says “Student Signature”
- • 2-2-2 funding offer requests are only accepted once per year, from January through May
  - o 2-2-2 funding requests are not accepted outside this time period
  - o If a faculty member would like to make an offer outside this time period, then the minimum accepted offer to accompany the required paperwork is 1-year (3-quarters) GSR offer
- • 2-2-2 funding offer requests must be submitted via the online request form; emailed requests are not accepted
- • Faculty may only offer at most two 2-2-2 funding offer per year, and the 2-2-2 funding offer for the MS student counts as one of the two
- • Faculty may offer at most one 2-2-2 funding offer to a current MS student per year
- • The expectation after the 2-2-2 is complete (after the first two years), is that the faculty advisor will hire the student as a GSR for the majority of the remainder of their time in the PhD program
Important Information for Non-Majors:
- • If transferring to the PhD in Computer Science from a program other than Computer Science, students must additionally complete the requirements to Change Majors or Apply for the Double Major in Computer Science
  - o The requirements to Change Majors or Apply for the Double Major in Computer Science may be found outlined in the policy above
- • If transferring from a program other than Computer Science, students are responsible for meeting with their present Program Coordinator and obtaining the required signatures
Incomplete (I) Grade Process and Expectations
Expectations:
- • Incomplete (I) grades are to be assigned to students in exceptional and unforeseen circumstances. Academic difficulties (e.g., student choosing to take too many classes) and missed deadlines are not acceptable reasons for an instructor to assign an I grade.
- • The instructor must inform Alyssa and Jessica via email at csgradadvising@ucdavis.edu if they will assign a student(s) an I grade as soon as they decide and at minimum before submitting the I grade to the Registrar
- • Before the end of the quarter that the I grade is assigned, the instructor must determine what work and assessment is required to complete the I graded course for a grade.
- • The instructor must communicate the requirement(s) to the student and also inform Alyssa and Jessica via email at csgradadvising@ucdavis.edu.
Important Reminders:
- • Students are required to complete their I graded course for a grade within 3 quarters before it lapses to an F grade. This is automatically processed by the Registrar and GGCS has no control over it.
  - o If an I-grade lapses to an F-grade, the student will be placed on Academic Probation.
- • MS students with an I grade for a required class on their record are ineligible to graduate. This is a Graduate Studies policy.
- • PhD students with any I grade on their record are ineligible to graduate. This is a Graduate Studies policy.
- • Students are highly encouraged to complete their I graded course within the next quarter to ensure timely submission of grades.
- • Instructors should plan to submit a grade for the I graded course as soon as the required work has been submitted by the student and it has been assessed. Timely submission of grades is important for student progress and not doing so can have adverse implications on graduation timelines.