Forms

Over the course of your graduate study, you might need to complete several forms. The important ones are listed here for your reference. Those marked with a superscript (*) are not required for all students. Unless otherwise stated, all completed forms must be turned in to the GC. Always make sure to use the latest/authoritative forms which can had either from this site, from the graduate school’s website (http://www.graduateschool.vt.edu) or the registrar’s website (http://www.registrar.vt.edu).

University level forms are processed within the department and forwarded to the graduate school for final disposition. The most authoritative versions can always be found at the graduate school forms page and hence they are not linked below. Again submit them to the GC.

STUDENT RECORDS

Confidentiality Waiver Form*

Purpose: Federal and Virginia Tech policies require that students be made aware of their rights with respect to privacy of student records. See http://www.registrar.vt.edu/records/ferpa.php for more details. CS department administrative personnel automatically have access to graduate student records. These include: department head, AGS, and the GC. In addition, graduate students may choose to grant access to their files to any CS faculty member, or they may choose to grant access only to specific faculty members. This is the form that authorizes who, besides the administrative personnel, can have access to a student’s records.
Applies to: M.S. thesis, M.S. coursework, and Ph.D. students.
When to submit: Typically done at orientation during your first semester. Optional.
Form: Confidentiality Waiver Form (pdf)

REGISTRATION

Independent Study Request Form*

Purpose: To allow a student to register for CS 5974: Independent Study in a given semester. See Section 12.3 for more information.
Applies to: M.S. thesis, M.S. coursework, and Ph.D. students.
When to submit: Prior to last day of the first week of classes.
Web: Request to register for CS 5974: Independent Study (doc, pdf)

Late Drop Form*

Purpose: To withdraw from a course after the drop deadline.
Applies to: M.S. thesis, M.S. coursework, and Ph.D. students.
When to submit: Prior to the end of that semester after the drop deadline. Requires the instructor’s signature, the AGS’s signature, and the Dean of the Graduate School’s signature. Forms can be obtained from the main office of 2050 Torgersen Hall or 1102 Knowledgeworks II. Obtain the instructor’s signature, then leave the form with the GC, who will obtain the consent of the AGS and forward it to the graduate school.

Student Resignation/Withdrawal Form*

Purpose: To withdraw from all courses for a given semester.
Applies to: M.S. thesis, M.S. coursework, and Ph.D. students.
When to submit: Prior to the end of the given semester. The number of required signatures increases after the first week of classes.
Web: http://www.registrar.vt.edu/forms/documents/resign_withdrawal.pdf

Credit Transfer Request Form*

Purpose: To allow courses taken elsewhere to count toward a Virginia Tech plan of study (see Section 8).
Applies to: M.S. thesis, M.S. coursework, and Ph.D. students.
When to submit: Prior to the submission of the plan of study and typically in the first semester of graduate studies.
Web:docpdf

Course Justification Form*

Purpose: To allow coursework 5 years or older to be revalidated so that they can be used on a plan of study.
Applies to: M.S. thesis, M.S. coursework, and Ph.D. students.
When to submit: Prior to end of second semester in the program along with the plan of study (see above).
Web: http://www.graduateschool.vt.edu/forms/index.html

Request for Thesis Option Change*

Purpose: To switch between thesis and non-thesis options.
Applies to: M.S. thesis, M.S. coursework students.
When to submit: Along with Change of Plan of Study Form (see above) if plan of study has already been submitted.
Web: http://graduateschool.vt.edu/forms/academics/Thesis_Option_Change_Request.pdf

Change of Degree Status

Web: http://graduateschool.vt.edu/forms/academics/Change_of_Degree_Status.pdf)

PLAN OF STUDY AND COMMITTEES

MS Plan of Study

Purpose: Identifies the list of courses to be taken to fulfill MS degree requirements and the advisory committee.
Applies to: M.S. thesis, M.S. coursework students.
When to submit: Prior to end of second semester in the program
Web: doc, pdf -- NEW Online form

Ph.D. Plan of Study

Purpose: Identifies the list of courses to be taken to fulfill Ph.D. degree requirements and the advisory committee.
Applies to: Ph.D. students.
When to submit: Prior to end of second semester in the program.
Web: doc, pdf -- NEW Online form

Non-Virginia Tech Committee Member Registration Form*

Purpose: To allow a professor/researcher outside of VT to serve on an advisory committee.
Applies to: M.S. thesis, M.S. coursework, and Ph.D. students.
When to submit: Prior to end of second semester in the program, prior to the submission of the plan of study (see below). Requires submission of a current curriculum vitae of faculty member.
Web: Graduate Program Faculty & Additional Committee Member Registration

Request for Plan of Study Changes*

Purpose: To make changes to the courses listed on a plan of study.
Applies to: M.S. thesis, M.S. coursework, and Ph.D. students.
When to submit: After an approved plan of study is on file and prior to submitting an Application for Degree (see below).
Web: http://graduateschool.vt.edu/forms/academics/Plan_of_Study_Change.pdf

Change of Committee/Advisor Form*

Purpose: To make changes to committee members, advisor(s), or composition of advisory committee.
Applies to: M.S. thesis, M.S. coursework, and Ph.D. students.
When to submit: Prior to submission of the Request to Admit Candidate to the Final Exam (see below).
Web: http://graduateschool.vt.edu/forms/academics/Change_of_Committee-Advisor.pdf

EXAMS and GRADUATION

Request to Admit Candidate to the Preliminary Exam

Purpose: Allows a Ph.D. preliminary exam to be scheduled.
Applies to: Ph.D. students.
When to submit: Two weeks prior to the desired exam date.
Web: http://gradexam.stl.vt.edu/

Request to Admit Candidate to the Final Exam

Purpose: Allows a final exam to be scheduled. Can be submitted anytime during a semester but for Ph.D. students desiring to participate in commencement exercises (i.e., “to walk”), there is a decalred last day to have the final exam. This date is typically one month before the last day of classes. Final exams can indeed be scheduled after this date but this doesn’t guarantee ability to participate in commencement exercises. If a student desires “to walk” and requires an extension, the advisor could make a request to the graduate school on the student’s behalf and such requests are considered on an individual basis. If participation in commencement is not a consideration, the last day to have the final exam is typically the day before commencement.
Applies to: M.S. thesis, M.S. coursework, and Ph.D. students.
When to submit: At least two weeks prior to the desired exam date.
Web: http://gradexam.stl.vt.edu/

Request to be Qualified

Request to be Qualified, for PhD Students (doc, pdf)

Certificate of Defending Student Status Form*

Purpose: To allow a student to register as a defense-only student in a given semester. This is typically used by students who expected to graduate the previous semester but were unable to do so. They might have hence completed all requirements save for the final exam or defense. Using this form, students register as a defense-only student in the current semester, which involves only one (1) credit and, hence, incur substantially lower tuition fees. But they must defend by a stipulated deadline into the current semester (typically within 2 weeks from the beginning of the semester), beyond which they are required to register for more credits like other students.
Applies to: M.S. thesis, M.S. coursework, and Ph.D. students.
When to submit: At least two weeks prior to the desired exam date. Submit along with the “Request to Admit Candidate to the Final Exam” form (see above).
Web: http://www.graduateschool.vt.edu/forms/index.html.

Thesis and Dissertation (ETD) Approval Form

Purpose: Registers the thesis with the ETD repository, a pre-requisite for graduation. Similar to the “Request to Admit Candidate to the Final Exam” form, there is an absolute deadline to submit it if the student desires to participate in commencement, which is usually 2 weeks before the last day of classes.
Applies to: M.S. thesis and Ph.D. students.
When to submit: Within two weeks after successfully completing the final exam.
Web: http://gradexam.stl.vt.edu/

Application for Degree

Purpose: To declare intent to graduate in a given semester. Deadline is typically 1 month after the first day of classes (in order for the student’s name to appear in the commencement bulletins). While this form can be usually submitted online, it MUST be submitted in paper form for the case of a PhD student earning a MS coursework degree “on the way.”
Applies to: M.S. thesis, M.S. coursework, and Ph.D. students.
When to submit: As early as possible in the semester that the student intends to graduate. Degree cannot be awarded without this form on record even if the student has satisfied all requirements.
Web: http://gradexam.stl.vt.edu/

Application for Certificate Conferral Form*

Purpose: Used when students augment their degree program with certificates such as the “HCI certificate” (see Section 5.5). There are more certificates offered by other departments. Similar deadlines as “Application for Degree” apply. Use the same form as the AFD (now called the AFDC).
Applies to: M.S. thesis, M.S. coursework, and Ph.D. students.
When to submit: As early as possible in the semester that the student intends to receive the certificate.
Web: http://www.graduateschool.vt.edu/forms/index.html