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Graduate College at Illinois The University of Illinois at Urbana-Champaign

Instructions for filing a Graduate Student Petition

Be sure to read through these instructions and the Directions for Specific Types of Petition Requests before you complete your petition request to aid in the completion of the form and the review of your petition.

Graduate College policies may be found in the Graduate College Handbook.

General Directions

1) Please fill out the form accurately and completely.  Inaccurate or missing information will delay the petition or may ultimately result in denial of the request.
• UIN: 9-digit University Identification Number, not your Social Security Number.
• E-mail Address:  Provide the e-mail address you use most frequently. This will be the main point of contact regarding petition actions.
• Date of Birth
• Today’s Date
• Last Name, First Name, Middle Initial
• Student’s Current Department:  The department in which you are currently pursuing a degree or the last department that you were enrolled in if you are not enrolled currently.
• Street Address: Current address.
• City, State, Zip
• Degree in Progress (MS, MA, PhD, etc.): The degree type that you are currently pursuing.  Not your previously earned degrees.
• Term of Admission:  The term and year that you were admitted to the Graduate College at Urbana-Champaign. (Fall, Spring, or Summer and the year)
• Daytime Phone: Phone number where we can reach you if needed.
• Expected Graduation Date:  The date that you are expecting to graduate. (May, August, October, or December and the year)
• VISA Status: If you are an International student, indicate your current visa status.
2) Please provide a clear explanation or justification for the action that is requested within the petition.  Explain why you should be granted an exception to a Graduate College requirement, policy or deadline.  The more unusual or major the request, the more detailed the explanation should be. The higher the number of the petition type on the form and on the detailed directions, the more unusual and/or major the type of petition.
3) All petitions require a minimum of two different signatures supporting your request.  The same person may not fulfill both of these requirements.
• Student’s Adviser - required
• Departmental Authorized Signature - required
  
  A "Departmental Authorized Signature" is the signature of a designated member of a department’s faculty and staff who has been given the authorization to sign and comment on petitions.  Each department submits a form to the Graduate College with a list of authorized signatories for each academic year. This second signature must be from someone who is not your adviser.
• Some petitions require additional signatures.  Please see instructions for individual petition types.
4) For the speediest review of your petition, it must have all required documents attached to it when it is forwarded to the Graduate College.  Missing documentation or documents submitted separately will likely result in the delay or even denial of a petition.  Please see instructions for the individual types of petitions to determine where additional documents are necessary.
5) If more than one type of petition is being requested, multiple requests may be submitted on one petition form. All paper work must be submitted together.

If you have questions about petitions, contact Graduate Student Academic Services (217-333-2364) before filing the petition.

The petition form may be completed by submitting the PDF form or online at https://www.grad.uiuc.edu/petitions/. Completed petitions should be returned to Graduate Student Academic Services, Graduate College, University of Illinois at Urbana-Champaign, 204 Coble Hall, MC-322, Champaign, IL 61820.

PDF files require Adobe Reader.

Directions for Specific Types of Petition Requests

The more unusual or major the request, the more detailed the explanation should be. The higher the number of the petition type on the form and on the detailed directions, the more unusual and/or major the type of petition.

1. Change Curriculum for Current or Future Term
2. Add or Drop a Graduate Minor or Concentration
3. Re-Entry
4. Register 'In Absentia'
5. Time Extensions
6. Use of Coursework More than 5 Years old for Master’s Degree and Certificates of Advanced Study
7. Use of Old Coursework for Doctoral Degree
8. Overload
9. Late Add to Degree List
10. Transfer Courses from One Graduate Degree to Another
11. Transfer Courses Taken as a Non-Degree Student at the University of Illinois at Urbana-Champaign
12. Transfer Graduate Courses Taken as an Undergraduate at the University of Illinois at Urbana-Champaign toward a Graduate Degree
13. Transfer Courses from another accredited Institution
14. Course Level Change for Current or Past Term Course(s)
15. Grade Mode Change after Deadline for Current Term or Past Term Courses
16. Adding a Course or Increasing Credit or Decreasing Credit to a course in a Past Term
17. Extend Time Allowed for I or DFR Grades
18. Drop a Course after the Drop Deadline for the Current Term without a Grade of W
19. Drop a Course Taken In a Past Term
20. Withdrawal/Cancellation from University after Deadline
21. Reinstatement after Dismissal for Low GPA
22. Thesis, Dissertation, and/or committee policy exceptions
23. Other

Types of Petitions

1) Change Curriculum for Current or Future Term

Use the petition process to request transfers from one academic program to another in a current or future term, including changing your degree objective (for example, Master’s to Doctoral).
The following items are needed before the petition can be submitted for Graduate College review:

• Current adviser’s signature and comments
• Current department’s authorized signature and comments
• New department’s authorized signature and comments
• New department’s signature is only necessary when changing to a program in a different department. When changing degree objective (Master’s to Doctoral), or changing programs within the same department or program, only the current advisor and departmental signatures are necessary.
• If moving from MS to PHD, a statement will be needed from new Department Head what Stage of the PHD program the student will be accepted into.
• Term and year curriculum change is to take place
• New program code (provided by department) and concentration code if concentration is required by department

Coursework completed prior to a curriculum change does not automatically count toward the new degree program. A petition to transfer other University of Illinois at Urbana-Champaign Graduate coursework toward the new degree program may accompany a petition requesting a curriculum change. Please refer to #10 "Transfer Courses from One Graduate Degree to Another" for further information.

If you are pursuing a joint degree program or dual degree program, you must be enrolled in each program for at least one term for a minimum of twelve hours. You must use the petition process to change between the joint or dual degree programs. Please refer to the section in the Graduate College Handbook for registration requirements for these programs.

2) Add or Drop a Graduate Minor or Concentration

Students who wish to add or drop an approved graduate minor or concentration must submit a petition. Be sure to read the policy on minors or concentrations in the Graduate College Handbook

The following items are needed before the petition can be submitted for Graduate College review:

• Current major adviser’s signature and comments
• Current major department’s authorized signature and comments
• Authorized signatory for the minor or concentration must sign the petition and provide the program code if admitting the student to the minor or concentration
• The major program must specify which, if any, minor or concentration courses and hours will also apply to their program requirements

3) Re-Entry

There are no formal leaves of absence for graduate students at the University of Illinois at Urbana-Champaign. Be sure to refer to the Graduate College Handbook section on Leaves.

Domestic students who have not registered for more than one calendar year must submit a Graduate Student Petition requesting re-entry.

The following items are needed before the petition can be submitted for Graduate College review:

• Current adviser’s signature and comments
• Current department’s authorized signature and comments
• Re-entry Data Form

International students who have not registered for one semester, not including summer, must submit a Graduate Student Petition requesting re-entry. They need to work with the staff from International Student and Scholar Services (ISSS) as well as their department regarding re-entry. In addition to the petition for re-entry and the Re-entry Data Form, international students are required to submit the International Student Verification form (www.grad.illinois.edu/forms/admission/Veriform.pdf) and provide proof of finances for the remainder of their program. Information regarding acceptable financial documentation can be found at: www.grad.illinois.edu/admissions/instructions/04d.

The following items are needed before the petition can be submitted for Graduate College review:

• Current adviser’s signature and comments
• Current department’s authorized signature and comments
• International Student Verification Form
• Proof of Finances
• Re-entry Data Form

Re-entry and Change of Program

Students wishing to change programs upon re-entry may also be required to request a Curriculum Change (Petition Type #1) and to Transfer Courses from One Graduate Degree to Another (Petition Type #10). Please consult with your department or Graduate Student Academic Services for more information and refer to the directions for these petition types for additional signatures and documentation that will be needed.

4) Register 'In Absentia'

Graduate Students may petition for in absentia registration if they wish or need to remain registered but plan to study or do research for at least one semester at least 50 miles away from campus. Because students’ circumstances may change, permission for in absentia registration is granted for a maximum of two terms at a time. Be sure to refer to the policies for in absentia registration in the Graduate College Handbook

The following items are needed before the petition can be submitted for Graduate College review:

• Current adviser’s signature and comments
• Current department’s authorized signature and comments
• Off campus address indicating distance of 50 miles or more
• Information regarding nature and location of research or study planned
• Term(s) and year(s) requested (for example, Fall 2008)
• Course (usually thesis hours), Course Registration Number (CRN), and credit hours for each term
• In Absentia Form
• Note: Students need to register themselves if the petition is approved

5) Time Extensions

Graduate students are expected to complete all degree requirements within specified periods of time. Students who have reached or exceeded the time limit for the graduate degree may not be able to continue to register and cannot graduate without Graduate College approval of a Graduate Student Petition requesting an extension of time. Please be sure to refer to the Graduate College Handbook for the policies on time limits for master’s, certificate of advanced study, and doctoral students.

The following items are needed before the petition can be submitted for Graduate College review:

• Current adviser’s signature and comments
• Current department’s authorized signature and comments indicating satisfactory progress toward the degree, extenuating circumstances for the delay, and expected completion date
• Detailed and realistic timetable for completion of the degree

Extensions will be granted for no more than one academic year at a time. Subsequent requests for extensions will be evaluated based on substantial progress toward the degree as measured by the timetable and the extenuating circumstances provided.

6) Use of Coursework More than 5 Years old for Master’s Degree and Certificates of Advanced Study

A master’s degree or certificate of advanced study candidate is expected to complete all degree requirements within five years of first registering in the Graduate College. Coursework that is older than five years will not be automatically accepted for the degree or certificate. Please refer to the Graduate College Handbook for policies. To request acceptance of old coursework, the student must petition the Graduate College.

The following items are needed before the petition can be submitted for Graduate College review:

• Current adviser’s signature and comments
• Current department’s authorized signature and comments
• Statement from the adviser or departmental authorized signatory indicating that the coursework older than 5 years is still current and relevant to the student’s degree or certificate.

7) Use of Old Coursework for Doctoral Degree

Coursework that is older than the number of years by which a doctoral student is expected to complete all degree requirements will not be automatically accepted for the degree. Please refer to the Graduate College Handbook for policies. To request acceptance of old coursework, the doctoral student must petition the Graduate College.

The following items are needed before the petition can be submitted for Graduate College review:

• Current adviser’s signature and comments
• Current department’s authorized signature and comments
• Statement from the adviser or departmental authorized signatory indicating that the old coursework is still current and relevant to the student’s degree

8) Overload

Graduate students wishing to register for more than 20 hours in a fall or spring semester or more than 12 hours total in the summer term must petition for overload approval. The greater the overload requested increases the seriousness of the request and requires a more detailed the justification. Be sure to refer to the Graduate College Handbook for policies.

The following items are needed before the petition can be submitted for Graduate College review:

• Current adviser’s signature and support for overload
• Current department’s authorized signature and support for overload
• Term and year and total hours for which the student would like to register
• Justification for the overload based on past academic performance provided in the explanation section of the petition

9) Late Add to Degree List

Graduate students are responsible for adding themselves to the degree list through UI-Integrate Self-Service (online) or their department by the degree deadline. To request to be added to a degree list after the deadline has passed, a petition for late add to the degree list is required. If the petition is received in the Graduate College after the degree conferral date, the request becomes a petition for a retroactive degree. Please refer to the Graduate College Academic Calendar for deadlines.

The following items are needed before the petition can be submitted for Graduate College review:

• Current adviser’s signature and comments
• Current department’s authorized signature and comments
• Statement from the adviser or departmental authorized signatory indicating that all of the degree requirements were met by the degree conferral date for the degree period requested
• Department must attach the Office of Admissions and Records Graduation/Diploma Coding Sheet for Graduate (students)
• For petitions for retroactive degrees, detailed explanation of why the deadline was missed and circumstances justifying the exception. Retroactive degrees are awarded very rarely and required extensive justification.




10) Transfer Courses from One Graduate Degree to Another

Graduate students may wish to use coursework earned while enrolled in one University of Illinois at Urbana-Champaign graduate degree program toward a different University of Illinois at Urbana-Champaign graduate degree program. For these types of petitions, there is no limit as to the number of credits the student can request to transfer. The courses, however, can be applied toward only one degree. Be sure to refer to the Graduate College Handbook for transfer policies.

The following items are needed before the petition can be submitted for Graduate College review:

• Current adviser’s signature and approval of transfer
• Current department’s authorized signature and approval of transfer
• Previous department’s authorized signature and statement that the requested courses are not being used toward another degree
• Term and year courses were taken
• Course departments, titles, and course numbers
• Credit hours earned for each course
• Course registration numbers (CRN)




11) Transfer Courses Taken as a Non-Degree Student at the University of Illinois at Urbana-Champaign

Graduate students previously enrolled in a University of Illinois at Urbana-Champaign graduate non-degree program, but who are now currently enrolled in a University of Illinois at Urbana-Champaign graduate degree program may wish to count those courses taken while a non-degree student toward their degree. Be sure to refer to the Graduate College Handbook for transfer policies.

The following items are needed before the petition can be submitted for Graduate College review:

• Current adviser’s signature and approval of transfer
• Current department’s authorized signature and approval of transfer
• Term and year courses were taken
• Course departments, titles, and course numbers
• Credit hours earned for each course
• Course registration numbers (CRN)




12) Transfer Graduate Courses Taken as an Undergraduate at the University of Illinois at Urbana-Champaign toward a Graduate Degree

Graduate Students may wish to request the transfer of graduate level coursework taken while an undergraduate, but not used toward an undergraduate degree. Be sure to refer to the Graduate College Handbook for transfer policies.

The following items are needed before the petition can be submitted for Graduate College review:

• Current adviser’s signature and approval of transfer
• Current department’s authorized signature and approval of transfer
• Undergraduate authorized signature validating the courses were not used toward an undergraduate degree
• Statement from each course instructor that the course was completed at the graduate level
• Term and year undergraduate courses were taken
• Course departments, titles, and course numbers
• Credit hours earned for each course
• Course registration numbers (CRN)




13) Transfer Courses from another accredited Institution

Graduate students may wish to request the transfer of graduate level coursework taken at another accredited institution, but not used toward a degree. Be sure to refer to the Graduate College Handbook for transfer policies.

The following items are needed before the petition can be submitted for Graduate College review:

• Current adviser’s signature and approval of transfer
• Current department’s authorized signature and approval of transfer
• Signed and dated departmental statement including the following:
• Transfer institution attended
• List of courses to transfer, including department, number, and title
• Term and year transfer courses were taken
• Credit earned for each course and credit accepted by student’s University of Illinois at Urbana-Champaign degree department (Note: Credit accepted must be equal to or less than transfer credit earned; accepted credit cannot be greater than transfer credit earned.)
• Statement validating that the courses are at a level equivalent to graduate level courses (400 or 500 level) at the University of Illinois at Urbana-Champaign
• Official transcript showing coursework or "True Copy" of official transcript if provided by your current department
• Signed and dated statement from transfer institution affirming that the courses were not used toward another degree




14) Course Level Change for Current or Past Term Course(s)

The level of a course as it appears on a student’s transcript will correspond to the level of the student at the time the student registered for the course: 1G (graduate), 1L (law), 1V (vet med). Current degree-seeking graduate students who were previously enrolled in veterinary medicine or law or who are in a joint degree program may want to petition to use 1L or 1V courses toward a graduate degree.

The following items are needed before the petition can be submitted for Graduate College review:

• Current adviser’s signature and comments
• Current department’s authorized signature and comments
• Either Law (1L) or Veterinary Medicine (1V) must sign and comment on the petition indicating that the course will not be used toward a degree in the professional degree program.




15) Grade Mode Change after Deadline for Current Term or Past Term Courses

After the deadline in the current term or for any past term courses, a petition is required to change the grade mode for a course to Credit/No Credit, Audit or Standard grade. Be sure to refer to the Graduate College Handbook for policies.

The following items are needed before the petition can be submitted for Graduate College review:

• Current adviser’s signature and support
• Current department’s authorized signature and support
• Course instructor’s signature and support
• Explanation from the student why the deadline was missed and why the student should be granted an exception to the deadline




16) Adding a Course or Increasing Credit or Decreasing Credit to a course in a Past Term

Students must petition to add a course or to request an increase of credit or decrease of credit to a course in a past term. Be sure to refer to the Graduate College Handbook for policies.

The following items are needed before the petition can be submitted for Graduate College review:

• Current adviser’s signature and comments
• Current department’s authorized signature and comments
• Instructor’s signature and comments
• Supplemental Grade Report Form completed by the department and signed by the instructor
• A statement of explanation why the deadline was missed and why the action is being requested




17) Extend Time Allowed for I or DFR Grades

The Graduate College has policies regarding time limits for the completion of Incompletes (I) and some deferred grades (DFR). Please refer to the Graduate College Handbook for policies. Requests for extensions of the time to complete the course requirements for a course with an I or DFR grade are made by petition to the Graduate College.

The following items are needed before the petition can be submitted for Graduate College review:

• Current adviser’s signature and comments
• Current department’s authorized signature and comments
• Instructor’s signature and comments
• Detailed timeline for completion of course




18) Drop a Course after the Drop Deadline for the Current Term without a Grade of W

Students must petition to drop a course after the drop deadline within the current term and not receive a grade of W. Be sure to refer to the Graduate College Handbook for policies.

The following items are needed before the petition can be submitted for Graduate College review:

• Current adviser’s signature and comments
• Current department’s authorized signature and comments
• Instructor’s signature and comments, including date of last attendance or academic activity for the course
• Term and year course was taken
• Course department, number, title
• Course Registration Number (CRN)
• Credit hours earned for the course
• A detailed statement explaining why the drop is being requested and why the drop deadline was missed
• Supporting documentation, such as medical documentation




19) Drop a Course Taken In a Past Term

Students must petition to drop a course from a past term. Note: A grade of W will be recorded. Be sure to refer to the Graduate College Handbook for policies.

The following items are needed before the petition can be submitted for Graduate College review:

• Current adviser’s signature and comments
• Current department’s authorized signature and comments
• Instructor’s signature and comments, including date of last attendance or academic activity for the course
• Term and year course was taken
• Course department, number, title
• Course Registration Number (CRN)
• Credit hours earned for the course
• A detailed statement explaining why the drop is being requested and why the drop deadline was missed
• Supporting documentation, such as medical documentation




20) Withdrawal/Cancellation from University after Deadline

Students must petition to withdraw from all courses or to cancel their registration after the deadline for the term. Be sure to refer to the Graduate College Handbook for policies.

The following items are needed before the petition can be submitted for Graduate College review:

• Current adviser’s signature and comments
• Current department’s authorized signature and comments
• Instructors’ signatures and comments may be required, including date of last attendance or academic activity for the course(s)
• Withdrawal/Cancellation form including an authorized signature from the department, and for international students a signature from a representative of International Student and Scholar Services
• A detailed statement explaining why the withdrawal/cancellation is being requested and why the deadline was missed
• Supporting documentation, such as medical documentation




21) Reinstatement after Dismissal for Low GPA

Students who are dismissed from the Graduate College because of a low cumulative graduate GPA must petition to appeal their dismissal. Note: If approved, students are reinstated on probation and expected to achieve the required GPA in one term. Be sure to refer to the Graduate College Handbook for policies.

The following items are needed before the petition can be submitted for Graduate College review:

• Current adviser’s signature and statement of support
• Current department’s authorized signature and statement of support
• List of courses to be taken with grades necessary to achieve required GPA in one term
• Student’s explanation of circumstances leading to low grades and steps being pursued to improve academic performance




22) Thesis, Dissertation, and/or committee policy exceptions

Graduate students are expected to observe all requirements and policies in the Graduate College Handbook for theses, dissertations, and Preliminary and Final exam committees.

The following items are needed before a petition for exceptions to Graduate College policy on theses, dissertations, or committees can be submitted for Graduate College review:

• Current adviser’s signature and comments
• Current department’s authorized signature and comments
• Additional signatures and necessary documentation vary for these types of petitions. For example, additional statements may be required from all committee members or the Executive Officer of the program. Students and advisers may wish to consult with Graduate Student Academic Services before submitting this type of petition




23) Other

Graduate students who have special requests that are not outlined in the standard petition requests (1 to 22) will need to file an "other" petition.

The following items are needed before the petition can be submitted for Graduate College review:

• Current adviser’s signature and comments
• Current department’s authorized signature and comments
• Additional signatures and necessary documentation vary for these types of petitions. Students and advisers may wish to consult with Graduate Student Academic Services before submitting this type of petition




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