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GEVIRTZ GRADUATE SCHOOL OF EDUCATION |
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The 2006-07 Gevirtz Graduate School of Education, Student Guidelines,
is designed to be used in conjunction with students' Program Handbook and
Graduate Division's Graduate Handbook, for detailed requirements.
Every attempt has been made to ensure that the information in this handbook is current and correct as of the printing date in September 2006. It is each student's responsibility to confirm the deadlines, requirements and paperwork that apply to his/her degree/credential program at each step in the graduate school process.
It is important to meet, on a regular basis, with your own faculty advisor. Other key persons to consult as necessary are your Program Assistants, the Student Affairs Officer, The Credential Advisor, the GGSE Graduate Advisor, and/or Graduate Division.
If you need these materials in an alternative format, or if you have other special needs, please contact the Student Affairs Office, Phelps Hall, Room 1180, 805-893-2137.
Introduction
Welcome to all new graduate students! These student guidelines, along with your department’s handbook and the Graduate Division’s Graduate Handbook, is intended to make your life as a graduate student easier by providing information on academic policy, financial support, and other opportunities in the Gevirtz Graduate School of Education and at UCSB.
The Graduate School of Education Diversity & Equity Statement
The Gevirtz Graduate School of Education (GGSE), in the pursuit of academic excellence, is committed to recruiting, supporting and retaining a community of students, faculty and staff that reflects the diversity of our state and nation. The faculty, staff and students of the GGSE recognize and respect the dignity and worth of all people. We value individual differences including, but not limited to racial and ethnic backgrounds, nationality, gender, sexual orientation, disability, religion, socioeconomic status, age, and divergent perspectives. Our goal is to create a diverse community where all members feel safe and included. We welcome discussion of complex issues related to diversity and equity inside and outside the classroom. We are committed to providing all members of the GGSE community multiple opportunities for their voices to be heard. We believe a dedication to these principles of inclusion is essential to our scholarship, leadership, citizenship and democracy.
The Graduate School of Education History
The Graduate School of Education (GSE) has its roots in professional work. The Santa Barbara State Normal School of Manual Arts and Home Economics was officially established in 1909 as a successor to institutions that traced their roots to the early 1890’s. In 1917, the school added a program to prepare elementary school teachers and changed its name to Santa Barbara State Normal School. The 1920’s saw initiation of a four-year general education program for teachers and a further change in name to Santa Barbara State Teachers College, which conferred its first Bachelor of Arts degree in 1927. In succeeding years the programs of the college expanded rapidly, the curriculum became more comprehensive, and enrollments included larger numbers of students who did not wish to pursue careers in teaching. These events led to designation of the school as Santa Barbara State College in 1935.
The College took its place as a branch of the University of California in 1944. After a decision to establish a general campus of the University of Santa Barbara and a period of rapid enrollment growth, the School of Education was founded as a separate unit in 1961, followed by conversion to graduate-level status in 1967. In the years since, the school has become a leading educational research center and has added several programs that prepare students for advanced specialization and disciplined inquiry while retaining its commitment to providing the state with a research-based model for teacher preparation.
In 2000, Ambassador Don and Mrs. Marilyn Gevirtz provided a gift to expand the capabilities of the school that is now named in their honor. Thanks to their generosity, the Gevirtz Graduate School of Education (GGSE) is engaged in an unprecedented period of growth and development. The school is building on its existing strengths to increase its capacity to affect public education through a number of focused initiatives and innovative programs.
GGSE Administration
Associate Dean of Student Affairs
The Associate Dean is primarily responsible for matters of student affairs. All matters pertinent to admissions, financial aid, program changes and leaves of absence must be approved by the Associate Dean. The Associate Dean’s signature is the only signature (as Graduate Advisor, other than the Department Chair’s, recognized as official on forms and petitions that are sent to the Registrar and/or the Graduate Division.
The Associate Dean attempts to serve as a liaison between the student body and the GGSE. In this role, the Associate Dean also serves as an advisor to the Graduate Student Association, works with students with grievances and advises students on matters of academic policy. Students are encouraged to use the services of this office for matters that are appropriate, either of a professional or personal nature.
Student Affairs Office
The Student Affairs Office (SAO), under direction from the Associate Dean, maintains official student files and assists students with understanding university policies and procedures regarding quarterly deadlines, registration, fellowship information, schedule adjustments, petitions/forms, and degree checks. Like the Associate Dean, the Student Affairs Office staff act as a liaison between various campus offices (Graduate Division, Office of the Registrar, Financial Aid,).
Paperwork is associated with many steps leading to a graduate degree. In order to ensure that progress towards degree completion is recorded by the university in a timely and accurate manner, students should regularly consult with the Student Affairs Office (Phelps 1175/1178) for the appropriate forms or petitions needed when approaching “degree milestones” such as the awarding of a master’s degree, nomination of committee members, qualifying examinations, and dissertation defense. Also, students should inform the Student Affairs Office of any changes to designated faculty advisor (form available from individual Department Office), changes to student status (e.g., lapsing, taking a leave of absence), and/or program/emphasis changes (e.g., petitioning to add degree objective, or change emphasis).
Administrative Offices
Course and Room Scheduling (Phelps 2314/2316)
The staff in the Academic Support Office (Phelps 2314/2316) manage all issues related to course planning, scheduling, textbook ordering and the evaluation system.
Keys (Phelps 1180)
If you need a key to research space or a faculty member’s office, please first pick up a permission slip from Phelps 1180, obtain the faculty member’s signature and then return it so that the key may be issued. Keys issued to students may be kept until end of spring quarter (mid June). If you continue to need the key, just let us know. If you no longer need a key, please return it as soon as you can. In the event that a key is lost, there is a $3.00 charge for replacement.
Timecards (Phelps 1180)
All students on hourly appointments in the GGSE must submit a timesheet by the 15th of the month. Checks are available for pick-up from Phelps 1180, or if you have direct deposit, you can view your payroll information on-line at https://atyourserviceonline.ucop.edu/ayso/, on the 1st of the following month. If timesheets are not submitted on the 15th, your paycheck will be delayed one month.
The Research Office
The GGSE Research Office (Phelps 1183) administers over $3,000,000 in grants each year. These grants are obtained by the faculty from over twenty federal, state, county, University of California and private foundations, and are a primary source of funding for graduate students. For further information, students should speak with their faculty advisor or contact Ned Nash in the Research Office, Phelps 1188, 893-2658.
Credential Services Office
The central administrative unit for students obtaining a teaching credential is the Credential Services Office in Phelps Hall 2517. Advisors provide information on specific requirements for the Multiple Subject (MST), Single Subject (SST) and Education Specialist (ESC) credentials including state, university and program requirements. The Credential Services Office maintains official student files and assists teaching credential students with university and state administrative procedures such as registration, schedule adjustments, petitions, incomplete grades, quarterly credential and degree checks, questions regarding certification and authorizations, and credential application processing.
Students should contact the Credential Services Office if they have questions or interest in pursuing a teaching credential. The GGSE also offers the Pupil Personnel Services Credential in conjunction with a ME.d. or Ph.D. in School Psychology. Please contact the CCSP Department in Phelps 1110 for more information.
The Department Offices and Lounge
Another important resource is your department office. The department assistants have a wide variety of information available to students regarding specific department and/or emphasis requirements, course schedules, faculty schedules/availability, etc., and are excellent at directing students to the correct office if they do not have the information available.
Also, each student is assigned a mailbox in his or her designated department office. It is important that students remember to check their mailbox on a regular basis, and if sharing a mailbox, please be considerate of fellow students by removing mail in a timely manner.
The department offices are located as follows:
Counseling/Clinical/School Psychology - Phelps 1110
Education - Phelps 2206
Teacher Education – Phelps 2517
Additionally, the GGSE has a comfortably furnished lounge (the Blue Room) located in Phelps 2309 & 2311, that is available for use by GGSE students, faculty and staff. Like Ada’s Lab, the Blue Room has a combination lock in order to access the room. The combination can be obtained from the Academic Support Office (2314).
Gevirtz Graduate School of Education Resources
Information Technology
Access to technology resources is granted to any registered GGSE student who completes a technology registration process, available when a student is admitted, and who continues to abide by the rules of the Information Technology Use Agreement. This agreement addresses such issues as security, privacy, copyright and the proper use of email and other electronic tools at the GGSE. This agreement can be found at http://education.ucsb.edu/ituseagree.html.
Server Resources
Each GGSE student is given an individual directory user account. This provides students with an email account to send and receive mail, store data, and utilize other collaborative tools. By using a GGSE email account or the GGSE network you have consented to abide by the Information Technology Use Agreement. Each user is held accountable and responsible for their use of technology resources.
Helpful tips, software, IT news and policies, and technical information may be found at the ITG web site - http://education.ucsb.edu/itg. Students are encouraged to make use of these resources. The GGSE also provides a Help Desk service for technology problems and requests. If you cannot find what you need on the web site, the Help Desk can be reached via email at help@education.ucsb.edu or at 893-8031.
Laboratory Resources
The GGSE offers students a variety of technological resources for use in completing work for courses, independent research projects, theses and dissertations. Specifically, the GGSE offers:
- The instructional labs in Phelps 3526 (The Statistical Computing Laboratory)
and 3525 (The Qualitative Analysis Laboratory), used for in-class instruction
and completion of homework and research assignments for courses which
teach a variety of research methodologies. These labs are the primary
location where students can do qualitative and quantitative data analyses.
- The instructional science/math labs in Phelps 2533 and 2525 will be
used primarily for in-class instruction. Students will be able to use
computers in these labs to collect science data and sample instructional
software, as well as to complete basic word processing and data analysis
tasks.
- Ada's Lab: Phelps 1210, is a great place to study, compute, and
meet with fellow colleagues, etc. It is a 24-hour, "open access," student
run computer lab available to everyone in the GGSE Community. Student,
staff, and faculty with registered door codes may take advantage of the
lab's resources. All computers are connected to the Internet. Ada's Lab
has a welcoming environment and friendly student computer consultants may
be on duty to assist the GGSE community pending available funding. If you
are interested in receiving a door code for this lab please see the consultant
at the lab or contact the Lab Manager, Robert Schwalje at robert@education.ucsb.edu.
- After
receiving the proper instruction and upon signing the appropriate forms,
laptop computers are available for "check-out" for up
to three days at the Qualitative Analysis Lab (Phelps 3525). This equipment
may be checked out for special needs or projects related to GGSE work.
Please see a Lab Assistant for equipment availability.
Training is offered for software applications of special interest to GGSE students periodically throughout the academic year. The Qualitative Analysis and Statistical Computing Labs are open Monday - Thursday 9 a.m. to 9 p.m., and Fri.- Sun. 10 a.m. - 4 p.m. during the academic year. During the summer these labs are open Monday - Friday 9 a.m. to 5 p.m. and closed during the weekend. Twenty-four hour access to Ada’s lab requires an individual access code available only to GGSE faculty and students. Hours are subject to change. Please see http://education.ucsb.edu/itg/gselabs for more information or contact the Lab Manager, Robert Schwalje at robert@education.ucsb.edu or by calling 893-8821.
Media Equipment
Audio-Visual equipment is available for loan at the Qualitative Analysis Lab in Phelps 3525. For further information, contact Robert Schwalje by phone at 893-8821 or by email at robert@education.ucsb.edu. You can also reserve equipment by filling out an online form found on the following website: http://education.ucsb.edu/itg/gselabs/html/labforms/index.html
Graduate Programs, Emphases, & Advanced Credentials
Counseling, Clinical, and School Psychology (Phelps 1110)
CCSP offers the following degrees:
- Ph.D. in Counseling, Clinical, or School Psychology
- M.Ed./Pupil Personnel Services (PPS) Credential in School Psychology
Education (Phelps 2206)
Education offers M.A. and Ph.D. degrees in the following emphases, as well as an Ed.D. in Educational Leadership:
Advanced Credentials(Phelps 2517)
The University of California, Santa Barbara is approved by the California State Commission on Teacher Credentialing to offer the Multiple Subject, Single Subject and Education Specialist Teaching Credentials. Please contact the Credential Services Office in Phelps 2517 if you have any questions about the above credentials.
The GGSE also offers the Pupil Personnel Services Credential in conjunction with a ME.d. or Ph.D. in School Psychology. Please contact the CCSP Department in Phelps 1110 for more information.
Doctoral Emphases
In addition to the above degree offerings, GGSE students have the option to add a doctoral emphasis in either Research Methodology or Women’s Studies. Please contact your department office regarding eligibility. For more information regarding these doctoral emphases please see:
- Research Methodology: http://education.ucsb.edu/program/researchmethods/index.html
- Women’s Studies: http://www.womst.ucsb.edu/Doctoral_Emphasis/doc_emphasis_general.html
Interdisciplinary Emphases
In addition to the above programs, GGSE students have the option to add one or more interdisciplinary emphases. These interdisciplinary emphases are in Cognitive Science (COGSCI), Human Development (IHD), Language, Interaction, and Social Organizations (LISO), Quantitative Methods in the Social Sciences (QMSS) Applied Linguistics, and Women's Studies. These emphases enable students to work with a variety of faculty from different departments on campus while developing expertise in fields which cross-traditional disciplinary boundaries. Participants in these interdisciplinary emphases must complete the requirements for the Ph.D. in their home department as well as course and research requirements specific to the interdisciplinary emphasis. Please consult your Department Handbook to learn what interdisciplinary emphases are available to you. Please consult with the GGSE Student Affairs Office (SAO in Phelps 1175/1178) regarding the process to add an interdisciplinary emphasis.
Advisors and the Advising Process
During your time as a student in the Gevirtz Graduate School of Education you will have two official "advisors." The first of these is your faculty advisor within your Department. The second is the Associate Dean for the Gevirtz Graduate School of Education, who serves as the Graduate Advisor for all GGSE students.
Faculty Advisor
A student's faculty advisor plays a key role during the student's graduate career. The faculty advisor guides and assists the student through his/her graduate school experience. Your faculty advisor's consent is needed when planning coursework as well as when selecting research projects. Most students should meet with their advisors throughout the school year for advice as well as to keep the advisor informed of their progress.
First year advisors are assigned during the admissions process when faculty selects the students with whom they share common interests. Should you wish to change your advisor to another faculty member, you may do so without prejudice. However, it is customary to wait and work with your advisor for the first year before requesting a change. Students should contact their Department Office for a change of advisor form, and must also notify the Student Affairs Office of any faculty advisor changes.
Although most advisors are readily available to their students, there are some restrictions upon faculty time and availability. Faculty need ample time to read student work, especially at the end of the quarter when there are many other demands upon faculty time. Many faculty are also unavailable during the summer. Most faculty have nine month appointments which coincide with the academic year. During the summer they have other obligations and may choose not to do routine advising activities with students.
GGSE Graduate Advisor
The Graduate Advisor is responsible for signing all forms and petitions on behalf of the school that require the Graduate Advisor's signature. If you are not sure whether a particular form requires your faculty advisor's signature or the Graduate Advisor's signature ask the Student Affairs Office for clarification. The Graduate Advisor is available to consult with you on general issues related to your academic progress, university or school policies or relations with faculty or other students.
General Degree Requirements
Please contact your department office, or visit our website at www.education.ucsb.edu, for detailed descriptions of the degrees and credentials offered through the Gevirtz Graduate School of Education. It is important to review your department materials because each emphasis has additional milestones above and beyond what is listed below. Additionally, for University requirements, please refer to the Graduate Division’s Graduate Handbook.
Requirements for Degree Completion
Students must fulfill all University and departmental degree requirements which were in effect the academic year they were admitted to graduate school, as stated in the UCSB General Catalog and departmental materials. To be advanced to candidacy for either the master’s or doctorate and ultimately be awarded a graduate degree, students must remove any deficiencies (e.g., Incompletes or No Grade recorded) found during degree checks performed by the Student Affairs Office and the Graduate Division.
Department and/or emphasis requirements may change during the course of a student’s graduate career. If degree requirements change, students are usually given the option of continuing under the original program or changing to the revised curriculum depending on which alternative appears more appropriate for their interests. It is important that students notify the Student Affairs Office if choosing to follow new requirements.
Degree Time Limits & Normative Time
The University has set time limits for completion of the master’s and doctoral degrees. Students who exceed either degree deadline must petition for an extension of the degree deadline and prove they are current in the scholarship of their chosen field. The University time limits are
Master’s degree candidates must satisfy all requirements for the degree within four years after admission to the program
Advancement to Doctoral Candidacy –students must advance within 4 years from quarter admitted.
Doctoral candidates must satisfy all requirements for the degree within seven years after admission to the doctoral program. The seven-year time limit for completion of a doctorate is distinct from normative time.
Normative time is the number of years considered to be reasonable by the faculty of an individual department for completion of the doctorate by a full-time student in that program. Normative time, which varies by department, is measured from the time a student begins graduate study at any level at UCSB. The normative time for completing a doctorate in the Gevirtz Graduate School of Education is six (6) years.
Fee Status for Graduate Degree Awards
The University requires graduate students to be in a fee relationship with the University the quarter they wish to have a graduate degree awarded. Students have the option of enrolling the quarter of degree completion, or using the filing fee leave of absence.
Changing Degree Objective or Emphasis
Continuing graduate students may petition for a change of degree objective or emphasis after discussing their intentions with their faculty advisor and/or the intended department. The Student Affairs Office assists students with processing the Graduate Student Petition by obtaining the appropriate faculty and Graduate Advisor approvals before forwarding to the Graduate Division for final processing. Please consult with the Student Affairs Office regarding the steps involved when changing a degree objective or emphases.
The Master’s Degree
Students must complete a master’s degree within 4 year or they may be placed on probation. The master’s degree may be obtained in one of the following ways: Plan 1 requires a thesis; Plan 2 requires a comprehensive examination or a project. Students in each plan must satisfy all departmental and University requirements. Because each department/emphasis has slightly different requirements on how the comprehensive examination or project may be completed, students must consult with their faculty advisor to decide which will work best for them in their field of study and when selecting a committee. For both Plan 1 and Plan 2, students must have a committee consisting of at least 3 faculty. Students should contact the Student Affairs Office, Phelps 1175/1178, for information regarding required forms for awarding a Master's Degree.
Admissions to a Doctoral Degree Program from the Master's
Students whose initial degree objective was only a master’s degree must petition through the GGSE to be admitted to a doctoral program. Final approval for acceptance into a doctoral program comes from the Graduate Division. Students initially admitted to both the master’s and doctoral degree objectives must demonstrate during their master’s degree work that they are capable of performing doctoral-level work in order to be approved to continue for a doctoral degree. At or near completion of their master’s degree, students who wish to continue on to the doctorate should discuss their continuation with their faculty advisor. Please consult with the Student Affairs Office regarding the steps involved to add a GGSE doctoral degree.
The Doctoral Degree
All doctoral students are required to prove mastery of the methods, scope and content of their respective fields through doctoral qualifying examinations. All doctoral degrees are awarded upon demonstration of academic excellence and original contributions to the discipline. The University does not specify minimum unit requirements for the doctorate. Please refer to your department/emphasis description for required and elective courses.
Doctoral students should plan their program of study in consultation with their faculty advisor. After completion of courses and other preparatory work, qualifying examinations are required for doctoral students to advance to candidacy.
Qualifying Examinations to Advance to Doctoral Candidacy
(referred to as comps, candidacy exam, specialty exam)Students must advance to candidacy within 4 years or they will be placed on academic probation.
The qualifying examination format varies from emphasis to emphasis but in all instances, students must pass written examinations and an oral qualifying examination conducted by their doctoral committee. The first step in the process of advancing to candidacy is for students to nominate a committee. Once a committee has been selected, students should contact the Student Affairs Office in order to have the appropriate committee nomination form processed.
Prior to the oral examination students should obtain the appropriate qualifying examinations form for committee signatures. Once the student has passed the qualifying examinations, completed the form (including date), and obtained committee signatures, the qualifying examinations form must be filed with the Graduate Division (after the $65.00 fee is paid at the Cashier’s Office).
The Dissertation
The doctoral dissertation must be an original work based on independent research in the candidate’s field of specialization. The student’s research topic and plan must be approved by the student’s doctoral committee, which usually reviews and approves the dissertation prospectus at the time of the oral candidacy examination. The dissertation must meet the formatting and filing requirements of the Graduate Division and conform to norms of the field and requirements affecting content. For details, consult the Graduate Division publication Guide to Filing Theses and Dissertations at UCSB available on-line at http://www.graddiv.ucsb.edu/pubs/filing_guide/
General Policies, Requirements & Procedures
Continuous registration is expected of all graduate students. Enrollment means registering for the proper course load approved by your faculty advisor and paying all fees due on your billing and accounts receivable (BA/RC) bill in accordance with the dates published in the quarterly Schedule of Classes. You must also pay mandatory graduate student health insurance (GSHIP) each quarter. If you have comparable coverage through an outside source, you should seek a waiver of the mandatory GSHIP from Student Health Service (www.sa.ucsb.edu).
The normal course load for graduate students is 8-12 units (12 units are considered full-time) per quarter, which may include units for independent studies. Graduate students are expected to register in at least 8 units per quarter to be eligible for many campus and extramural benefits and services - e.g., to have academic apprentice appointments (TA or GSR), to qualify for various types of financial aid, and to be eligible for student housing. There are no reduced fees for graduate students taking a reduced course load. Please refer to the Academic Residence section below for additional information.
Academic Residence
To establish academic residence for a regular term (fall, winter, and spring), you must pay fees and register in at least 4 units in graduate or upper division coursework at UCSB. Although registering for 4 units is the minimum requirement, it is expected that students enroll in at least 8 units each quarter (12 units being considered full-time).
M.A./M.Ed. Degree - the minimum residence requirement for a master’s degree is three quarters.
Ed.D Degree - the minimum residence requirement for a doctoral in education degree is three quarters.
Ph.D. Degree - the minimum residence requirement for a doctoral degree is six quarters.
Academic Standards of Scholarship
To remain in good standing and obtain an advanced degree, students must maintain a minimum grade point average (GPA) of 3.0. In addition, all students must demonstrate acceptable progress toward degree completion. This entails the satisfactory completion of all coursework and other degree requirements in a timely fashion.
Students are considered to be making unacceptable progress toward degree completion and become subject to dismissal when their cumulative GPA remains below 3.0; they have 12 or more units of unfinished coursework or they fail to pass comprehensive or qualifying examinations in two attempts or within the required time period (4 years).
Foreign Language & Methodology Requirements
The Gevirtz Graduate School of Education does not have a foreign language requirement. Please see your department requirements for methodology requirements.
Registration using the GOLD System
Students should obtain their registration appointment days and times by using the GOLD system, accessible from the bottom of UCSB’s homepage: www.ucsb.edu. Every graduate student must enroll each quarter according to deadlines published in the Schedule of Classes. The enrollment process includes on-line (GOLD system) registration for courses, and payment of fees and all other outstanding financial obligations. Each step must be completed at a specific time or a $50 to $100 late fee will be assessed. Please contact the Student Affairs Office with any questions regarding the registration process.
Schedule Adjustment
Graduate students use the on-line GOLD system to make schedule adjustments prior to and at the beginning of the quarters. However, students must file a petition to add or drop classes or to change grading options once GOLD deadlines have passed. Please refer to the Schedule of Classes for the exact date each quarter when the petition requirement begins. There is a $3 charge for each schedule adjustment made after the fifth day of instruction. Petitions require the review and signature of the course instructor and the Graduate Advisor.
Transferring and Substituting or Waiving Courses
If a student enters UCSB with a graduate degree awarded from another institution, none of those units can be transferred to the UCSB transcript (the courses count as being used to obtain a degree already). If a student has taken upper division or graduate courses, and a graduate degree was not awarded, then 8 quarter units from a non-UC institution, or 12 units from another UC, can be transferred to the UCSB transcript. Students must complete one graduate quarter at UCSB before petitioning to transfer units.
The above information is for students who want to transfer units to their UCSB transcript. GGSE students also have the option of substituting or waiving certain required courses. Substituting a course means that a student can use one course instead of another in order to gain the required content that s/he needs to have. Waiving a course means that a student is deemed to already have the required knowledge that the course offers. The waiver “waives” the student’s requirement to retake the content but not the student’s need for units. It is important that students refer to their Department Handbook for specific policy in regard to substituting and/or waiving courses (policy varies by Department).
Students should always consult with and obtain their faculty advisor’s approval before beginning the substitution or waiver process. A Substitution/Waiver Form may be obtained from the Student Affairs Office, Phelps 1175/1178. Upon completion, the form should be returned to the Student Affairs Office.
Student Status - Leave of Absence and Lapsing
Students may petition to take an official leave of absence for the following reasons: medical/health difficulties, pregnancy and/or parenting needs, emergencies in the immediate family, required military duties, off-campus research, filing fee quarter (for final quarter before graduating). Student should consult with their faculty advisor before beginning the process to petition for a leave of absence.
A leave of absence guarantees the student a position in the department upon return. Students on approved leave retain some student privileges (a fee may be required) but may not be employed as teaching assistants or graduate student researchers. Please review Leave of Absence requirements on-line at: www.graddiv.ucsb.edu.
Students who are neither enrolled nor on approved leave for a particular quarter are considered to have lapsed their status as a graduate student. Students who have lapsed status relinquish virtually all student privileges. Once you have registered for classes or paid part or all of fees for an upcoming quarter, you must officially withdraw or cancel your registration; contact the Office of the Registrar as soon as possible to guarantee the maximum possible refund of fees and to avoid receiving failing grades.
Returning from an Approved Leave or Requesting Reinstatement
A leave of absence is approved for a set period of time only. Students who plan to return to registered status for the quarter following the expiration of their leave must notify Graduate Division at least 4 weeks prior to the beginning of that quarter. Failure to do so will result in lapsed status.
Upon lapsing student status, a Petition for Reinstatement must be completed. A Petition for Reinstatement is available on-line at www.graddiv.ucsb.edu/pubs/. Once completed, it should be brought to the Student Affairs Office (Phelps 1175/1178) for processing. Request for reinstatement requires faculty advisor, department, and Graduate Division approval.
In Absentia Registration
In absentia registration may be approved for one to three quarters for students pursuing graduate study or research outside the State of California. In absentia registration entitles the students to a 50% reduction in the registration fee. Other fees, such as the education fee and out-of-state tuition, remain unaffected. To apply for the in absentia fee reduction, students should submit a Request for In Absentia Petition (available at www.graddiv.ucsb.edu/pubs/), to the Student Affairs Office for processing.
Satisfactory/Unsatisfactory & Pass/No Pass Grading
Graduate students may take coursework on a Satisfactory/Unsatisfactory (S/U) or Pass/No Pass (P/NP) basis only when the Schedule of Classes indicates that this is an option. S/U grading is used for courses numbered 200-599, while P/NP grading is used for courses numbered 1-199. The grade of S in a graduate course is equivalent to a grade of B (3.0) or better. A grade of C (2.0) is necessary to earn a Pass in an undergraduate course. No credit is given for a course in which the grade of U or NP is assigned. Students are cautioned from taking a preponderance of courses either S/U or P/NP since this reduces the margin for error if low grades are earned in courses taken for letter grades.
Incomplete Grades, No Grades and No Records
The Graduate Division monitors student records to ensure that students do not accumulate excessive incomplete grades, no grades, or no records. Graduate students who have accumulated 12 or more units of unfinished coursework are considered to be making insufficient progress toward the degree and will be sent a warning letter. With repeated occurrences of excessive unfinished coursework, students are placed on academic probation.
Students must file an Incomplete Petition with the Office of the Registrar prior to the last day of the quarter to receive an incomplete grade. If this petition is not on file, and an instructor submits an Incomplete, the Registrar’s computer will enter the grade as “F” or “U.”
Any graduate course that does not receive a grade by the end of the following quarter will automatically revert to a failing grade.
After the coursework has been completed it is the responsibility of the student to coordinate the submission of a grade with the Instructor.
Repetition of Courses
With departmental permission, graduate students may repeat a course to attempt to earn a better grade. Students who succeed in earning a better grade may petition to retroactively drop the first effort.
Retroactive Changes to Student Records
Students are responsible for ensuring that official records maintained by the Office of the Registrar correctly reflect their enrollment. Students should periodically check their transcript to ensure that it reflects the correct courses and proper grading option. Retroactive changes to student records are made only to correct an administrative or clerical error, not to “clean up” or improve student records.
Seminar and/or Independent Research Study Courses
It is important that students keep copies of syllabi from all seminar and/or independent research study courses (e.g., Ed 209E, Ed 253D, Ed 262, Ed 596). Transcripts will not reflect the specific topic of the seminar or independent research study course, but will have a generic title. It is important that students retain copies of either the course syllabus or the Ed 596 Individual Study Plan form for each seminar course taken.
Research Subjects
Students whose research will entail the use of human subjects - e.g., through the use of questionnaires, testing, observation, or interviews - must seek the approval of the Human Subjects Committee at UCSB prior to the initiation of the research project. Information regarding application procedures may be obtained from the Office of Research, 3227 Cheadle Hall, or from the GGSE Research Office, Phelps Hall 1180. Additional information can be found by visiting: http://www.research.ucsb.edu/compliance/index2.shtml
Paperwork
There are a wide variety of required forms and petitions as a student works toward degree completion. Many of the forms are required to be completed and filed with the Graduate Division as a student reaches certain milestones in his/her degree program (e.g., committee selection, comprehensive examinations, qualifying examinations, dissertation defense).
When a student makes a request that involves departmental policy, a departmental memo will normally suffice. Memos to your file help remind those who come later that an agreement was made in the past. If you are uncertain whether a formal petition or a departmental memo is called for, consult the GGSE Student Affairs Office or the Associate Dean/Graduate Advisor.
Funding Information
UCSB provides three main types of support for graduate students: merit-based, need-based, and graduate academic appointments (e.g., Teaching Assistantships and Graduate Student Researcher, which may include certain benefits of employment). In addition, students may seek employment as described later.
All U.S. citizens and permanent resident graduate students at UCSB are required to file the Free Application for Federal Student Aid (FAFSA) in order to be considered for financial support. The FAFSA is available at www.fafsa.ed.gov. The FAFSA is used to compile a “need analysis” which is used in the determination of all financial support packages. Students must also provide the Financial Aid Office with any supplemental information they request.
Fellowship Programs
A variety of fellowships are available to continuing students, and are awarded on the basis of academic merit, financial need, scholarly achievement, and promise. To be eligible, students must be enrolled in a full-time program of study and must have filed the Free Application for Federal Student Aid (FAFSA). Some fellowships are restricted to doctoral candidates, while others are awarded to both master’s and doctoral students. In general, preference is given to doctoral or combined master’s/doctoral candidates. Some fellowships are restricted to U.S. citizens and permanent residents, while others are available to international students as well. Students are encouraged to visit the Financial Support section of the GGSE web site for information directly related to GGSE graduate students (http://www.education.ucsb.edu/studentsvcs/support.html), and Graduate Division’s web site for available central and external fellowships (http://www.graddiv.ucsb.edu).
Privately Funding Scholarships
For complete details, please visit our website at: http://education.ucsb.edu/studentsvcs/privatefundschart.html
Extramural Funding
Numerous governmental and private-sector fellowships are available to graduate students. Students can begin a funding search by signing up for an e-mail account, gaining access to the Internet and visiting the Graduate Division’s website located at www.graddiv.ucsb.edu. It provides links to financial support information, notably The Source. The Source features regularly updated listings of national fellowship announcements and links to various funding sources and databases. Included is a link to the Illinois Researcher and Information Service (IRIS), an extramural funding source database with extensive search capabilities. The Graduate Division also offers periodic workshops on extramural funding searches and grant proposal development.
You are also encouraged to visit in the reference section at the UCSB Davidson Library. It provides a variety of directories describing sources of funding and research opportunities including fellowships, grants, internships and jobs, and useful references on proposal and resume preparation.
For information on any aspect of graduate student financial support, please see the Financial Support section of the Graduate Division’s web site address: http://www.graddiv.ucsb.edu/academic/handbook/financial.
Departmental and GGSE Fellowships
The Gevirtz Graduate School of Education receives funds from Graduate Division that are used in a variety of ways to support incoming and continuing students.
Block Grants
Because departmental funds for fellowships are extremely limited, awards tend to be offered to incoming students with unusual promise and to continuing students with good academic promise who are not receiving any other form of university support. Applications for fellowships are reviewed by department faculty, whose recommendations are then sent to the Associate Dean for final approval. Fellowship applications may be evaluated on the basis of the student’s past academic record, Graduate Record Examination scores, letters of recommendation, professional promise and financial need. Please contact your Department Office for applicable application procedures and deadlines.
Please note that doctoral students at the P3 class level (9 quarters past advancement quarter) standing are not eligible for Block Grant support.
General and Doctoral Candidacy Fee Fellowships
The General and Doctoral Candidacy Fee Fellowships are available to continuing credential, master's and doctoral students who have demonstrated financial need. In order to be eligible for either a General or Doctoral Candidacy Fee Fellowship, students must have a current FAFSA on file (http://www.fafsa.ed.gov). The Fee Fellowship money allocated to the GGSE is directly linked to the number of GGSE students who file or renew a FAFSA by the March 2nd deadline.
Both the General and Doctoral Candidacy Fee Fellowships may be used towards payment of fees, insurance or nonresident tuition. A Fee Fellowship cannot be given as a stipend. Only students who are advanced to doctoral candidacy, or planning to advance in the current academic year, may apply for a Doctoral Candidacy Fee Fellowship.
Please note that doctoral students at the P3 class level (9 quarters past advancement quarter) standing are not eligible for Fee Fellowship support.
Office of the President Community College Research Assistantship
Open to incoming or continuing master's and doctoral domestic students in the Gevirtz Graduate School of Education who are currently employed in a community college setting, are on leave from a community college position, and/or are intending to seek employment in community college administration at the completion of their program. The award will consist of either one fellowship in the amount of $17,000 or two fellowships of $8,500 each plus payment of fees and insurance for 3 quarters. This award may only be received one time. The announcement for applications is sent via e-mail to students in late spring quarter.
Once department and GGSE fellowship award decisions are made, the amounts are reported to the Graduate Division for posting to student BARC accounts. According to the Graduate Division, fellowships will be posted to student BARC accounts by the fee payment deadline each quarter as long as students are registered. Because students will receive several BARC statements before fellowship awards are posted, it is suggested that students continue to check their accounts on-line using the “mybarc” system (https://mybarc.ucsb.edu) for the most updated account information.
Employment - Teaching & Research
Teaching Assistant (TA) and Graduate Student Research (GSR) appointments are offered through the Departments and the GGSE. Please refer to the Graduate Division’s, Graduate Handbook, for detailed descriptions of the TA and GSR appointment titles and benefits (Student Academic Apprenticeships).
The GGSE website, http://www.education.ucsb.edu/people/employment.html, includes a listing of available TA positions open for a given quarter. GSR appointments are, in most instances, arranged with individual faculty member
GGSE Teaching Assistant Assignment Procedures
Teaching Assistantships are assigned by the Department Chairs based upon a request and recommendation by the course instructor. TAships are allocated pending course enrollments, type of class and available funding. Students who have a commitment for department funding as part of a fellowship package will receive some priority if they meet the criteria listed in step 3 below. The following procedure is followed in making these appointments:
- A listing of tentative TA needs is posted on the GGSE Web page: http://education.ucsb.edu/people/employment.html
- Students
may apply for a Teaching Assistantship by approaching the Instructor
and indicating their interest in obtaining a TAship.
- To be eligible for a Teaching Assistantship, students must meet basic criteria set forth in the University's Academic Personnel Manual (APM410) and in the Red Binder. These include:
- Registered graduate student in full-time residence,
enrolled in at least 8 units
- In good academic standing, including maintenance
of a minimum 3.0 GPA
- Making appropriate progress to degree
- Evidence of academic excellence and promise as a teacher
The total length of time a student can hold a Teaching Assistant position is four years (12 quarters). System-wide regulation does not permit graduate student appointments beyond 18 quarters. An exception to policy is required to extend a Teaching Assistant position 13 to 15 quarters. These exceptions are reviewed and approved on a case by case basis and requires the Department Chair’s approval. For complete information, please visit Graduate Division’s web site address: http://www.graddiv.ucsb.edu/academic/handbook/financial/apprentice.shtml.
In selecting a student for a Teaching Assistantship, the instructor will apply criteria appropriate to the needs of the course and anticipated students needs. These criteria might include:
- Expertise in material covered
by the course
- Progress to degree
- Teaching experience
- Scholarly excellence and promise
- Teaching ability and quality
- Need for financial support
Both the instructor of record and the Graduate Student Teaching Assistant will be notified by the Department Office when the assignment is made.
Employment in Other Departments
Additionally, the following departments have hired GGSE graduate students as TAs in the past. If you have special expertise in an area not on this list, do not hesitate to contact that department to see if they have positions available.
| Asian American | http://www.asamst.ucsb.edu/ |
| Black Studies | http://www.blackstudies.ucsb.edu/.../teaching_asst.html |
| Chicano/a Studies | http://www.chicst.ucsb.edu/jobs/ |
| Communication | http://www.comm.ucsb.edu/index.htm |
| Law and Society | http://www.lawso.ucsb.edu/employment.php |
| Women's Studies | http://www.womst.ucsb.edu/.../employment_general.html |
| Writing Program | http://www.writing.ucsb.edu/ |
Other employment, hourly and needing graduate students:
| Disabled Students Program | http://www.sa.ucsb.edu/dsp/ |
| Graduate Division | http://www.graddiv.ucsb.edu/.../financial |
Employment and Degree Programs
Graduate students employed in Teaching Assistant or Graduate Student Researcher titles are considered first and foremost students with academic apprenticeships who need to make timely progress toward degree completion. Graduate students are normally limited to a maximum of 50% time employment during the academic year. In exception cases students may apply for employment beyond the 50% limit. An exception to policy request must be approved by the student’s advisor, the Department Chair and approval by the GGSE Associate Dean. University policy prohibits the employment of graduate students in academic titles. This policy was established to ensure that graduate students make timely progress toward degree completion, are not subject to the conflicting roles of student/faculty members, and are not involved in the evaluation of their peers. Please visit the Academic Support Office (Phelps 2316) for help in requesting an exception to the employment policy.
Other Apprentice Appointments
Graduate students may also be employed as readers, tutors, associates, or student assistants. These positions have variable salaries, and may provide health insurance as a benefit of employment for appointments of at least 25% time. Please contact the Department Manager in Phelps 2316 regarding the availability of these positions. GGSE employment opportunities are normally listed on our website, www.education.ucsb.edu.
Part-time University Staff Position
In addition to academic apprentice positions, many part-time University staff positions are available. Jobs are listed at the Counseling and Career Services Office, as well as in the academic departments, and the campus Human Resources Office (http://hr.ucsb.edu/). Students are allowed to work up to 20 hours per week (50% time) while enrolled in a graduate program.
Student Organizations and Sources of Assistance
Graduate school can be a stressful time. You are encouraged to seek out activities that will add enjoyment and variety to your life. Kiosk (www.kiosk.ucsb.edu) is a good place to begin when you want a source book of things to do. The Graduate Women’s Network has published a comprehensive resource guide for graduate women entitled, To Survive and Flourish: A Survival Guide for Graduate Women at UCSB. The guide can be found in the campus authors’ section of the University Center Bookstore. When you need the help of a specific organization or center, there are many available to you at UCSB including: the Women’s Center; Counseling & Career Services; Student Health Service; and Physical Activities & Recreation.
UCSB graduate students have also found it helpful to join together and form groups that meet periodically to discuss common interests and needs. You may discover one or more of the following organizations related to your interests:
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Contact the Campus Activities Center (CAC) at 893-4550 for information on how to get in touch with one or more of these groups. CAC maintains information on over 300 other organizations covering a spectrum of interests, based on information provided by the groups and organizations. Grad News—a newsletter for graduate students, which comes out at the beginning of fall and spring quarters—features news and timely information on many of these groups. If you are a member of a student organization, which we have failed to mention above, please let us know and we will include your organization in next year’s edition.
Graduate Students Association (www.gsa.ucsb.edu)
All graduate students are automatically members of the Graduate Students Association (GSA), the elected representative government for UCSB graduate students. The GSA works to: (1) ensure that graduate student concerns are addressed in campus and off-campus policy decisions; and (2) provide graduate students with information concerning decisions that are relevant to student life.
The GSA welcomes the participation of anyone who is interested in becoming involved. Involvement in the GSA provides a greater understanding of how the university operates, a chance to affect policy and thereby improve the lives of graduate students, and a way to meet people outside of your department. There are several ways that you can become involved: (1) serve as the department's representative to General Council; (2) serve on one of the many campus committees that need graduate student representatives; or (3) attend the monthly General Council meetings to observe or speak out.
GSA recently drafted the “Graduate Students’ Bill of Rights,” which was approved by Graduate Council and is reproduced in Kiosk. For a more detailed description of GSA activities and services, visit the GSA office in room 2502 of the University Center, or call 893-3824.
Graduate Students Association in Education (GSAE)
The GSAE is the official students’ association that exists to promote and represent the interests of students in the Gevirtz Graduate School of Education to the UCSB campus community on administrative, academic, and student affairs issues.
GSAE is a body of student representatives, consisting of elected officers as well as the general student population. Decisions are made by consensus, with all members having a voice in decision making. The purpose of the association is to promote student participation in a manner that is rewarding, challenging, and supportive.
Some of the responsibilities of GSAE are to provide mentorship and relay campus information to new and continuing students. They also participate in the Fall Orientation and Spring Graduation Reception, as well as colloquia on topics of interest to graduate students throughout the year.
GSAE meets regularly to discuss issues that are relevant to the students
in the GGSE. Every graduate student in the Gevirtz Graduate School of
Education is invited to participate in the monthly association meetings.
Meetings are held once a month – the day, time and room will be
announced to students each quarter.
Additional information about the GSAE can be found on the GGSE website
at www.education.ucsb.edu.
Graduate Peer Advisor, Graduate Division
The Graduate Student Peer Advisor provides advice and assistance to graduate students and develops workshops relevant to graduate student concerns. The Peer Advisor answers questions about resources for graduate students at UCSB and provides advice on a variety of issues ranging from finding financial assistance to filing dissertations. The Peer Advisor serves as a confidential advisor for graduate students who would like to discuss their questions and problems with a peer.
The Peer Advisor also helps to organize and facilitate the "Graduate Success Seminars" sponsored by Graduate Division, the Graduate Students Associations and other organizations (e.g., Counseling & Career Services) throughout the year. Among the workshops offered over the last two years were the following: Surfing the Net for Grants, Grant Writing and Finding Funding Opportunities, Counseling and Career Services Reception and Workshop, Dissertation Completion Strategies, Dissertation and Thesis Filing Workshop, Life After Graduate School: Strategies for Finding Employment and Advancing Your Career.
In order to develop additional workshops and resources to help graduate students, the Graduate Peer Advisor welcomes suggestions and ideas from graduate students about possible workshop offerings. The Graduate Peer Advisor works in the Graduate Division (3117 Cheadle Hall) and has drop-in hours every week during the academic year. To contact the Graduate Peer Advisor, write peers@graddiv.ucsb.edu, or call the Graduate Division front desk at 893-2277 and leave a message.
Appeals and Grievances
Should problems occur, every effort should be made to resolve them directly and informally. The first discussions regarding a problem should be with the faculty member concerned. Unresolved issues should be taken up with the Associate Dean, Program Leaders, Emphasis Leaders, or the Department Chair. If still unresolved, issues relating to TA/GSR employment should be brought before the Dean of the Gevirtz Graduate School of Education. The Graduate Division is also a source for information for graduate students unsure about proper grievance procedures or who have questions about policies affecting their graduate careers. Additionally, academic issues relating to status or progress toward the degree may be brought to the attention of the deans of the Graduate Division.
In addition, the Ombuds Office (1207 SAASB), the Affirmative Action Officer (2121 Cheadle Hall, 893-2701), and the Sexual Harassment Officer (2121 Cheadle Hall, 893-2546) are available.
Handling of Informal Complaints for General Gevirtz Graduate School of Education Matters
Handling of Informal Complaints for General Gevirtz Graduate School of Education Matters: The persons designated to handle such procedures include the Associate Dean for Student Affairs, leaders of the various programs, or the Department Chairs. The student may select any one of these people that they feel most comfortable with or that they feel can be most helpful with their problem. The person they speak to will handle the complaint with utmost discretion and will not speak to the involved party(ies) without explicit permission of the complainant. However, if the complaint is of a nature that must be reported to university personnel or becomes a formal complaint, this confidentiality cannot be assured.
The Office of the Ombuds is another resource available. The Office of the Ombuds is a confidential, neutral, informal, and independent resource for dispute resolution that serves all members of the UCSB community. Because of the unique, informal, problem-solving role of the Office, speaking to the Office about a concern does not constitute “notice” to the university that the problem exists, nor is speaking to the Office a step in any applicable grievance process. For more information about this office go to www.ombuds.ucsb.edu
Formal Complaint Procedures for General Gevirtz Graduate School of Education Matters
Once a complaint has been brought to the Charges Officer of the Santa Barbara Division of the University of California Academic Senate by either the accused or by the recipient of the complaint, the Academic Senate Procedures will be in effect and the GGSE will cooperate in these procedures as requested to do so.
Last Modified September 12, 2006