Forms

The forms below should be used as part of formal written request ofor an exception to a published policy or requirement--for example, dropping a course after the published deadline.   After  your submit your request, an email will be sent to your UCSB account of the notification on the decision. 

Please note during COVID-19/corona virus closure, petitions may be printed as  PDFs, scanned, or photographed and sent to academic_advising@Ltsc.ucsb.edu.

Please fill out the correct form completely and legibly (typed or in blue/black ink) with all of the requested information.  Any missing or incorrect information will delay its processing and may lead to a denial (e.g., missing documentation for a drop petition).   

IMPORTANT NOTE:   You must be a student in the College of Letters and Science to submit these forms.  College of Engineering Students or College of Creative Studies students should contact advisors in their colleges even when the request pertains to a course offered by Letters and Science.

Please go to the Registrar's "Forms" webpage for university-wide forms:  Undergraduate Withdrawal (from an entire term), Readmission/Reinstatement, and more.

General Education Requirements

To have a transfer courseUC EAP course, or a UC Cross-Campus Enrollment course for a General Education Program requirement 

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Read the instructions carefully and supply all requested information, including a syllabus or course description for course. In particular for the Writing Requirement petition, failure to include a statement on instructor feedback will cause your request to be denied.   For the Writing Requirement, a nonreturnable copy of the paper(s) written for the UC or UC EAP course must also be submitted (see below).  

Please note that UCSB courses cannot be approved for any General Education Requirements that they have not already been approved for except for the Special Subjects Writing Requirement.  This is because UCSB courses have alread been evaluated for GEs by Faculty Senate.

Sometimes a transfer course,* UC EAP, or UC Cross-Campus Enrollment course clearly meets the guidelines for a GE requirement and so a formal request may not be needed. You may meet with a Letters and Science advisor who can determine this (bring a course syllabus). Formal requests are required for UCSB courses (that are not  pre-approved) or for UC EAP courses to be applied toward the Writing Requirement.  See the Writing Petition Instructions below.  Only UC, including UC EAP, courses may apply to  for the Writing Requirement and not courses from other institutions. 

* Note: most California community college courses have already been evaluated and articulated for transfer credit and do not need to be petitioned.  Go to assist.org to determine if a California community college course transfers to UCSB and if it applies to any GE requirements.  

Decision notification:   3-4 weeks

GE Writing Requirement Instructions

Download the instructions below  to request to have a UC or a UC EAP course apply to the GE-Writing Requirement. Please note that a General Education Requirements Request  must be completed and submitted with the materials specificed in the instructions.  Also, a maximum of two courses me may be approved by petition to fulfill the GE-Writing Requirement.

Download

Details:

Please read the instructions carefully and supply all requested information.  In particular, if no statement is included regarding instructor feedback for the Writing Requirement petition, your request will be denied.

With your completed request, please attach a syllabus or course description for the transfer course in question, as well as a nonreturnable copy of the paper(s) written for the UCSB or UC EAP course being petitioned. **Only UC (including UC EAP) courses can be petitioned for the Writing Requirement; courses from other institutions are not accepted for this GE.

Decision notification:   3-4 weeks

Credit and Enrollment Clarification

For Concurrent Enrollment, Second Repeat, Legal Repeat, Study List Credit, and more

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Details:

You will use this form in order to

  • Be concurrently enrolled (receive credit for a course taken at another institution during a quarter in which you are enrolled at UCSB and are not in regular academic standing).
  • Request to repeat a course for a second time.
  • Do a "Legal Repeat" of a course at another UC  campus (requires major department endorsement).
  • Take a course for "Study List Credit" (enrolling in a course for whis a student has already earned credit).

Decision notification:  1-2 weeks

Deficit Load

To enroll in fewer than 12 units for a regular quarter

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Details:

It is best to submit this request before the start of the term in which you are seeking a deficit course load.

Please note that an approval of a deficit load does not automatically result in a reduction of fees. For details about fee implications and potential partial refund of the Education Fee, please contact the Office of the Registrar, 1101 SAASB.

Students on an F-1 visa must also submit an OISS approved Reduced Course Load (RCL) form with the deficit load petition.  The RCL must be signed by the College advisor and OISS before it can be submitted with the deficit load petition. 

In addition, a deficit load does not automatically grant an exception to the Minimum Cumulative Progress policy. You must petition separately for an exception to the MCP policy.

Decision notification:  up to 2 weeks

Permanent Deficit Load

To enroll in fewer than 12 units for the remainder of one's undergraduate studies

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Details:

It is best to submit this request before the start of the term in which you are seeking a deficit course load.

Please note that approval of a permanent deficit load will automatically result in a reduction of fees. For details about fee implications, please contact the Office of the Registrar, 1101 SAASB.

This application, if approved, will eliminate the need to petition for a deficit program at the beginning of each quarter. In addition, a permanent deficit load will automatically grant an exception to the Minimum Cumulative Progress policy.

Decision notification: up to 2 weeks

Excess Load

To enroll in more than the published maximum units

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Details:

Submit this request to the College Advising Office (1117 Cheadle Hall) or email it to academic_advising@Ltsc.uccsb.edu. You need to submit this form if you wish to enroll in:

  • More than 21 units in a regular quarter while in good academic standing.
  • More than 17 units in a regular quarter while on academic probation or reinstatement-probation.
  • More than 16 units in any single or overlapping summer sessions.

It is best to submit your request before the start of the term in which you are seeking the exception.

Decision notification:  up to 1 week.  Please note that when form is turned in prior to the requested quarter, there is a hold for your current quarter's grades and then processed once grades are reported.

Proposed Schedule for Graduation (PSG)

To register beyond 200 units

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Details:

The PSG is a planning tool for students who want permission to complete more than 200 units prior to earning their degree.

On the form, you must:

  • Explain why you need additional units and time at UCSB.
  • Provide a quarter-by-quarter plan to fulfill your remaining requirements for graduation.
  • Obtain the endorsement of the departmental advisor in your major(s) and minor (if you are pursuing one).

Decision notification:  varies, up to 2-3 weeks

Academic Self-Assessment

Students who are subject to disqualification or are academically disqualified must complete an Academic Self-Assessement.  Go to the Academic Difficulty page for details and to access the form.

Credit by Examination

To receive credit for a course by taking an examination

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Details:

To be considered for Credit by Examination, you must:

  • Have prepared independently for the examination, without having received formal instruction.
  • Be enrolled in a regular quarter (fall, winter, or spring) at UCSB.
  • Obtain approval from both the supervising faculty member and the chair of the department that offers the course.
  • Obtain the petition from the Office of the Registrar (petition is also available as a download above).
  • Submit the petition to the College Advising Office (1117 Cheadle Hall) no later than three weeks before the examination is scheduled.

On the petition, you must indicate how you have prepared for the exam and the grading option you wish.

If your request is approved, you will be assigned whatever grade the instructor reports as a result of the examination. Coursework completed by examination does not apply to academic residence requirements.

More information on obtaining credit by examination is available through the General Catalog.

Add a Course--Late

To add a course during the quarter it is offered after the add deadline which falls on the 15th day of instruction during a regular quarter

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Details:

The instructor's approval is always required to late add a course and in some situations, the department's approval.  Typically, the form needs to be signed by the instructor and the department (if necessary), but through the period of remote instruction during the COVID-19 emergency, the College will accept emails from the department and instructor as verification.  Please see the details on the form.

Decision notification:  up to 1 week

Add a Course--Retroactive

To add a course after the quarter has passed

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Details:

Exceptions to retrocactively add courses after a quarter has ended are granted only in very unusual and compelling circumstances. An instructor statement and documentation of hardship must accompany your request.  Please note that if  a petition is approved, the instructor needs to enter a grade in eGrades.  It is the student's responsibiltiy to follow-up with the instrructor to request that a grade is recorded.

Decision notification:  1-2 weeks

Drop a Course 

To withdraw from a course after the GOLD deadline

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Details:

After the deadline to drop a course on GOLD has passed, students may request a late drop (granted during the term in which a student is enrolled in the course) or a retroactive drop (granted after the term) of a course.  See the Registrar’s Registration Calendar for quarter/session deadlines.  Please note that Letters and Science students wanting to drop all their courses in a quarter before the last day of instruction for the quarter should complete the Undergraduate Withdrawal Petition available from the Reigstrar rather than this form.  Only students in the College of Letters and Science should use this  form:  students in the College of Engineering and the College of Creative Studies should consult with advisors in their college about dropping a course.

Please note that the course instructor's signature is no longer required on the form, but the College may contact the instructor regarding a student's performance in the course.

After the GOLD drop deadline has passed through the last day of instruction for a term, requests for a late drop of a course will be considered if students can document an unanticipated personal or family hardship that affected their performance in a course.  Requests to drop a course primarily for academic reasons (not because of a hardship) will also be considered if the student:

  • submits the request no later than the Passed/Not Passed deadline for the quarter/session,
  • has not withdrawn from the course in a prior term,
  • is not repeating the course,
  • has not been granted a reqest for an excess load.

The college will approve no more than three late drops of courses for academic reasons during a student's enrollment at UCSB.

After the last day of instruction for a quarter/session, a request to drop a course will be considered “retroactive.”  In a request for a retroactive drop of a course, a student must not only explain and document a hardship that affected their performance in a course but also must detail how the hardship prevented the student from responding to the situation prior to the end of the term. Requests to retroactively drop a course primarily for academic reasons will not be granted.

Questions regarding the Late or Retro Drop request procedure should be directed to a College of Letters and Science Walk-in advisor, 1117 Cheadle Hall.   Walk-in advising is available Monday, Thursday, and Friday mornings from 9-11:30 AM, and Tuesday and Wednesday mornings from 9:30-11:30 AM, and every afternoon, from 1-3:30 PM.  Transfer students can also speak with an advisor at the TSC.

Decision notification for Late Drops:  1-2 weeks

Decision notification for Retroactive Drops: 2-3 weeks

Graduate Course

To Enroll in a graduate-level course

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Note:   form is available at the Office of the Registrar

Details:

If you are an upper-division student with a very strong academic record, you may request permission to enroll in a graduate-level course. To petition for your request, you must complete available and send it to the Office of the Registrar once it has been completed.

The policy regarding enrollment by an undergraduate in a graduate course requires:

  1. The students must have a minimum cumulative grade-point average of 3.0;
  2. The student must have at least 12 units of upper-division credit with a grade of B or better in the subject of the graduate course;
  3. Graduate courses completed by undergraduate students will not apply toward graduate degrees, unless taken while enrolled in a combined BS/MS program.

Incomplete Grade

To receive a grade of Incomplete

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Note:  form is available at the Office of the Registrar

Details:

To obtain an Incomplete, submit your request to the Registrar’s office by the last working day of the quarter in question.

Incomplete grades must be made up in the first regular quarter immediately following the quarter for which the Incomplete was received. For example, Incomplete grades from spring quarter and summer session must be made up in the immediately following fall quarter, because summer session does not count as a regular quarter.

These deadlines apply whether or not you are registered and whether or not the course is offered in the deadline quarter. Failure to meet the deadline will result in a recorded grade of F or NP, depending on the grading option you have chosen. However, if the deadline is unrealistic for your needs, you may request a separate extension from your instructor.

Students should try to contact their instructor and arrange the incomplete and submit the form before the end of the quarter, but if that is not possible, a student may request a retroactive Incomplete grade. The steps are the same as noted above (an extension is required), except the petition must be submitted to the College Advising Office (1117 Cheadle Hall or academic_advising@Ltsc.ucsb.edu) for the College's review. Note that the dean will not approve an Incomplete if you were failing the course. If you wish to submit a request for retroactive Incomplete later than the quarter immediately following enrollment, you must include a separate approval for extension of the deadline.

Grading Option Change

To change the grading option after the deadline

Please note changes of grading option are RARELY approved after the deadline.  Please send your request to academic_advising@Ltsc.ucsb.edu.

Download

Details:

If your request is not approved, the original grading option will continue to be reflected on your transcript. If your request is approved, your record will reflect the change, and a transaction charge will be billed to your BARC account. Please read the instructions carefully and supply all requested information.

Decision notification:   1-2 weeks for late, 2-3 weeks for retroactive

Change of Major

To change your major or to declare a major

"The Undergraduate Letters & Science Major Change Form" is used  by College of Letters and Science students to change majors or to add or drop add a double (etc.) major in the College of Letters and Science. You will send this completed form to your new major's department advisor for approval to join the major. 

"The Undergraduate Change of College/Dual College Form," is used by Letters and Science students who change colleges and major in the College of Creative Studies or the College of Engineering or by Letters and Science students who plan to complete a Creative Sudies or an Engineering major as well as a Letters and Science major.

Details:

If you know what major you wish to declare, simply contact your desired major department office.

In most cases, the department's approval is all you need. However, you will also need the approval of the Dean of Undergraduate Education (see a Letters and Science Advising for details) if you fall into one of the following categories:

  • You are attempting to change your major after completion of 135 units.
  • You are changing to or from another college (Engineering or Creative Studies).
  • You are proposing a double major. In this case, your petition must be accompanied by a memo of understanding (see panel below).

Decision notification:   varies, depending on major change petition request.  Your GOLD account will be updated with the major change. 

If you wish to drop a major, fill out the change of major form to reflect which major you wish to keep and send directly to our office. 

Memo of Understanding for Double Majors

To pursue more than one major

Download**

Details:

If both the majors you propose are offered by the College of Letters and Science:

  • Using the worksheet included in the memo, you must provide an estimate of the term in which you will graduate and the number of units you will have earned at that time.
  • Complete and submit this petition, along with a Change of Major petition (available in the panel above).

If you propose to complete one major in the College of Letters and Science and another in a different college (Engineering or Creative Studies), you will need to provide a quarterly plan to fulfill all degree requirements.

** MUST be filed with the Change of Major Petition (see above).

Independent Study

To enroll in an independent study within normal rules

Please consult with the department.

Details:

Eligibility for Independent Study:

  1. You must have completed at least 90 units to register in upper-division independent study courses.
  2. No more than 5 units of independent study may be undertaken in a single quarter or summer session.
  3. No more than 15 units of independent study may be undertaken in an academic year.
  4. No more than 30 units of independent study will be accepted toward the bachelor's degree.

Requirements:

  • You must secure a recommendation from your faculty sponsor(s) and the chair of your major department.
  • You must obtain and complete a proposal for each independent study course proposed (Proposals can be obtained at your department’s office).
  • Submit your completed reques and proposal(s) to your major department office.

Independent Study Exception

To Enroll in an independent study over published unit limits or as a lower-division student

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Details:

You need to complete this if form if youi plan to enroll in an Indepenedent Student course (numbered 98/99/198/199/199RA), and :

  • You plan to enroll in more that 5 units max per term or 15 units max per year.  Please note that no more than 30 independent study units will be accepted towards the bachelor's degree, and no exceptions can be made for this policy.
  • You plan to enroll an in upper division independent study course (198/199/199RA) for credit, but you are a lower-division student.
  • You must secure a recommendation from your faculty sponsor(s) and the chair of the appropriate department.
  • You must obtain and complete a proposal for each independent study course proposed (proposals can be obtained at your department’s office).

Decision notification:  1-2 weeks