Key Policies for GGCS Graduate Students
- PTA Process and Expectations
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 (link to Fall 2025 request form will go live August 1, 2025) 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 (link to Fall 2025 request form will go live August 1, 2025) 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 (link to Fall 2025 request form will go live August 1, 2025) 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 GGCS Coordinators via email at csgradadvising@ucdavis.edu.
- Transfer Coursework Towards MS Degree Requirements
Expectations:
- • The student must be a current MS in Computer Science graduate student.
• The student must have completed at least ONE quarter as a graduate student at UC Davis.- o For example, a new graduate student who started the program in Fall Quarter, must wait until Winter Quarter to begin this process. This is Graduate Studies policy.
- • MS students are recommended to complete the transfer coursework process by the end of their first year, so that they may better plan their remaining coursework.
Transfer Coursework Allowance:
- • At most TWO graduate courses taken while in graduate student standing at another university may be eligible to transfer to your UC Davis MS in CS degree.
- o The courses must not have been used towards satisfying requirements for a previous degree
- o The courses must have received a grade of B or higher
- o If approved, the courses will be transferred to UC Davis, appear on your UC Davis transcript, and will count towards your UC GPA.
Process to Transfer Coursework:
- • Please be sure to meet with a GGCS Coordinators via advising appointment or email at csgradadvising@ucdavis.edu to discuss course eligibility, and how the courses will satisfy your degree requirements.
- • Student must complete the Petition to Transfer Coursework, and orders an official transcript if one has not yet been submitted to Graduate Studies.
- o If the transfer coursework was NOT included on the official transcript(s) submitted during graduate admissions, students must order an official transcript from the institution. This includes UC Davis Extension transcripts, if not submitted during admissions.
- • The completed form and official transcripts should first be sent to the GGCS Coordinators, who will confirm that all necessary information has been received and/or documented. Once it has been confirmed, the form will be uploaded to GradSphere for approvals and final processing.
- • If approved, the student will be notified via email from the GradSphere system itself.
- • REMINDER: If approved, the courses will appear on your UC Davis transcript, and will count towards your UC GPA. This happens automatically after the petition has been approved by Graduate Studies and processed by the Registrar.
- • The student must be a current MS in Computer Science graduate student.
- Transfer Coursework Towards PhD Degree Requirements
Expectations:
- • The student must be a current PhD in Computer Science graduate student.
• The student must have completed at least ONE quarter as a graduate student at UC Davis.- o For example, a new graduate student who started the program in Fall Quarter, must wait until Winter Quarter to begin this process. This is Graduate Studies policy.
- • The latest that a student may complete the transfer coursework process is prior to submitting their Qualifying Exam (QE) Application. It is recommended that PhD students complete this process by the end of their first year, so that they may better plan their remaining coursework.
Transfer Coursework Allowance:
- • At most FOUR graduate courses (16-units, on quarter system) taken while in graduate student standing at another university may be eligible to count towards your UC Davis PhD in CS degree.
- o The courses must have received a grade of B or higher.
- o If approved, the courses will NOT be transferred to UC Davis. The courses will NOT appear on your UC Davis transcript, and will therefore NOT be counted towards your UC GPA.
- o The remaining FOUR courses (16-units) required for the PhD degree requirements must be taken at UC Davis.
Process to Transfer Coursework:
- • Please be sure to meet with a GGCS Coordinators via advising appointment or email at csgradadvising@ucdavis.edu to discuss course eligibility, and how the courses will satisfy your degree requirements.
- • Student must complete the "Request for Credit for a Graduate Course Taken at Another University" form. The GGCS Coordinators can provide you with this form.
- o Students must complete the form, and attach the course syllabus and catalog description. These items must be submitted together at the same time to be accepted as a submission.
- o One form is required for each course that the student is requesting. For example, if a student is requesting credit for FOUR graduate courses, then they would submit FOUR forms, each with their required attachments (syllabus, catalog description).
- • The completed form and accompanying documentation should be submitted to csgradadvising@ucdav is.edu. The GGCS Coordinators will facilitate review by our faculty Graduate Advisor Committee.
- • If approved, the student will be notified via email from the GGCS Coordinators at csgradadvising@ucdavis.edu.
- • REMINDER: If approved, the courses will NOT appear on your UC Davis transcript. However, you may include the courses on your Program of Study when you apply to take the QE.
- o At this time, students document their coursework requirements for review. All coursework counting towards the PhD degree requirements will be checked at this time, to confirm that the student has satisfied the requirements and is ready to take the QE.
- o At this time, students document their coursework requirements for review. All coursework counting towards the PhD degree requirements will be checked at this time, to confirm that the student has satisfied the requirements and is ready to take the QE.
- • The student must be a current PhD in Computer Science graduate student.
- ECS Teaching Assistant (TA) Application & Assignments
Priority for Teaching Assistant (TA) Assignments
In general, the TA assignment priority is as follows:- (1) GGCS PhD Students
Priority will be granted to PhD students who have TA employment included in their financial package, followed by all other PhD students, within limitations - (2) GGCS MS Students
(3) Non-Major Graduate Students
Teaching Assistant (TA) Application Expectations
- • Students should NOT contact the ECS course instructors directly. All TA assignments are completed via the TA Application by the TA Coordinator. Contacting the instructor to ask for a TA position is not appropriate.
• Students are expected to carefully read all instructions included on the GGCS TA Application each quarter. Please pay close attention to all posted dates and deadlines!
• Students apply to TA for THREE courses each quarter, which should be listed in preference order. Discussion sections are NOT considered as separate courses. When you apply for a course, you are not applying for a specific Discussion section.
• Students MUST ensure that they are available for all lectures and discussion sections for each ECS course they apply to TA for. Please use ScheduleBuilder to see which courses are being offered each quarter, and to check the course dates/times. The Course Search Tool may also be useful.
• The student's CV is also required with each TA Application.
• Should you accept other employment (GSR, TA for another Dept., etc.), please inform the GGCS Coordinators asap via email at csgradadvising@ucdavis.edu. Failure to do so may place you on the TA Penalty List, and you will not be eligible to an ECS TA for one following quarter.
For GGCS Students ONLY:
• All GGCS students' registration will be checked to confirm that the student is not overbooked. If a student is registered and/or waitlisted for more than 2 courses in total (i.e., overbooked) for the quarter they applied to TA, then they are not eligible for a TA position.- o This includes graduate (200-level) and undergraduate (100-level) courses. ECS 299 does not count towards the 2 course limit.
o GGCS students should be mindful not to overbook their classes when registering each quarter, to ensure they are eligible for a TA position.
- o This includes graduate (200-level) and undergraduate (100-level) courses. ECS 299 does not count towards the 2 course limit.
IMPORTANT Reminder for All ECS TA Applicants:
• No inquiries regarding TA assignments will be responded to either by email or advising appointment. These questions cannot be addressed at all until after the date announced on the TA application and in the email announcement when the application is released each quarter.
TA Application - Typical Timeline
- • Fall Quarter
- o The Fall TA Application is generally distributed at the end of July
o Fall TA assignment notifications are usually sent to students by the end of August
- o The Fall TA Application is generally distributed at the end of July
- • Winter Quarter
- o The Winter TA Application is generally distributed in mid-October
o Winter TA assignment notifications are usually sent to students by the end of November
- o The Winter TA Application is generally distributed in mid-October
- • Spring Quarter
- o The Spring TA Application is generally distributed at the end of January
o Spring TA assignment notifications are usually sent to students by the end of February
- o The Spring TA Application is generally distributed at the end of January
- (1) GGCS PhD Students
- 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 GGCS Coordinators 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 the GGCS Coordinators 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.
- MS-to-PhD Transfer Expectations and Process (Current GGCS MS Students)
Expectations:
- • The student is a current MS student in Computer Science at UC Davis
- • The student must have been working with the faculty advisor for at least one quarter
- • The student must fill-out and submit the applicable form
- • The faculty advisor must provide the following in support of the student’s transfer:
- 1) Letter of Recommendation
- 2) Funding Offer Letter
- NOTE: The MS-to-PhD transfer cannot be completed unless we receive BOTH letters sent together as one complete package in support of the student’s transfer
- • After the original funding offer submitted with the transfer process has been completed:
- o The expectation 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
- o 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
- • Faculty interested in supporting MS-to-PhD transfer students should contact csgradadvising@ucdavis.edu for further information about this process which is only applicable to faculty
Process to Transfer to the PhD Program:- 1. Faculty advisor must attach the following two letters in one email to the Graduate Group in Computer Science via email to csgradadvising@ucdavis.edu in support of the MS-to-PhD
- transfer
- o Letter of Recommendation
- o Funding Offer Letter
- 2. The student must complete the Petition for Change of Graduate Major, Degree Objective, Multiple Graduate Majors, or Multiple Degree Objectives (GS301) form
- o Students should submit the GS301 form to the Graduate Group in Computer Science via email at csgradadvising@ucdavis.edu
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 GS301 form where it says “Student Signature”
- • Faculty interested in supporting MS-to-PhD transfer students should contact csgradadvising@ucdavis.edu for further information about this process which is only applicable to faculty
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 M.S. in Computer Science
- o The requirements to Change Majors or Apply for the Double Major M.S. 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
- Change Majors or Apply for the Double Major MS in Computer Science (Non-Major Graduate Students)
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 complete at least one of the graduate courses in each of the following two Areas, with a grade of A- or better:- • Systems: ECS 201A, ECS 251, ECS 265
- • Theory: ECS 220, ECS 222A, ECS 240
Students should use ScheduleBuilder or the Course Search Tool to plan and register for these courses. A tentative course plan for the academic year may also be found at this site: https://cs.ucdavis.edu/course-schedule. However, please keep in mind that this is a tentative course schedule, and changes can occur.
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. 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. 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.