Forms

Change of degree level

• Use this form to switch between degree programs, such as from M.S. to Ph.D., or between M.S. and M.Eng. programs

Confidentiality waiver

• An optional form allows you to authorize the CS Graduate Programs Office to share your academic information with specific faculty members, in accordance with FERPA guidelines.

Course justification

• If you wish to include coursework that is more than five years old in your Plan of Study, you must provide a justification for its inclusion
• Review the Justification of Prior Course Work guidelines in the Graduate Catalog before submitting

Credit transfer request (doc) (.PDF)

• Request transfer credit for graduate-level courses taken at another institution be counted toward your plan of study
• Ph.D. students may count up to four courses on their Plan of Study
• M.S. students may count up to three courses on their Plan of Study
• Courses counted towards an undergraduate degree will not be accepted
• Review the transfer credit guidelines in the Graduate Catalog  before submitting

Independent study request (doc) 

• If you're pursuing the M.S. Along the Way degree option, your research advisor will serve as the instructor for the independent study
• Submit the request before the semester starts and no later than the last day of add/drop
• Once your request is approved, your graduate coordinator will register you for the course

Student resignation/withdrawal

• Use this form to withdraw from all courses in a given semester. This form should be submitted to the Office of the Registrar.

Thesis option change request

• Use this form to switch between thesis and non-thesis options.

Master of Engineering

• Use this form to list the courses to be taken to fulfill your M.Eng degree requirements. 
• Submit your Plan of Study one semester prior to graduation after you have finalized your last semester's course registration. Your Plan of Study must match all of the coursework you have taken as a M.Eng student.

Master of Science

• The Plan of Study is a required milestone for all M.S. students and must be submitted by the end of your second semester
• Failure to submit your plan of study on time will be considered unsatisfactory degree progress and may result in ineligibility for Graduate Teaching Assistant (GTA) or Graduate Research Assistant (GRA) positions.
• All research and coursework listed on the plan of study must be accurate, including the term taken (or planned), number of credits, and grade earned (must be a C- or better). The total must also meet the minimum credit requirements for the degree.
• If changes are needed after approval, students must submit a "Plan of Study Change Request" form before applying for their degree

Accelerated 4+1 Master of Science

• The plan of study is a required milestone for all accelerated M.S. students and must be submitted by the end of your last semester as an undergrad. 
• An accelerated UG/GR course designation and degree form must be submitted and approved by the Graduate School before beginning any coursework that will count toward both undergraduate and graduate degrees
• Failure to submit your plan of study on time will be considered unsatisfactory degree progress and may result in ineligibility for Graduate Teaching Assistant (GTA) or Graduate Research Assistant (GRA) positions.
• All research and coursework listed on the plan of study must be accurate, including the term taken (or planned), number of credits, and grade earned (must be a C- or better). The total must also meet the minimum credit requirements for the degree.
• If changes are needed after approval, students must submit a "Plan of Study Change Request" form before applying for their degree

M.S. along the way

• For Ph.D. students who wish to receive an M.S. degree based on completed Ph.D. coursework and requirements
• Eligibility and degree requirements for the M.S. along the way degree options
• All research and coursework listed on the plan of study must be accurate, including the term taken, number of credits, and grade earned (must be a C- or better). The total must also meet the minimum credit requirements for the degree.

Doctor of Philosophy (Ph.D.)

• The plan of study is a required milestone for all Ph.D. students and must be submitted by the end of your third semester
• Failure to submit your plan of study on time will be considered unsatisfactory degree progress and may result in ineligibility for Graduate Teaching Assistant (GTA) or Graduate Research Assistant (GRA) positions.
• All research and coursework listed on the plan of study must be accurate, including the term taken (or planned), number of credits, and grade earned (must be a C- or better). The total must also meet the minimum credit requirements for the degree.
• If changes are needed after approval, students must submit a "Plan of Study Change Request" form before applying for their degree

Plan of study change request

• Need to update your plan of study? Use this form to request changes to the courses listed.
• Submit the plan of study change request form after your original plan of study has been approved, and before you apply for your degree

Change of commitee/advisor request

• Use this form to make changes to committee members, advisor(s), or composition of advisory committee.
• Submit prior to the submission of request to admit candidate to the final exam form listed below.

Non-Virginia Tech committee member form (Faculty/staff use only)

• This form is to only be completed by your graduate coordinator.
• To propose a non-Virginia Tech professor/researcher to serve on your advisory committee, please send the most recent CV/professional website to your graduate coordinator who will then submit the credentials for approval to the Graduate School.
• This should be completed prior to the submission of the plan of study worksheet.

Application for degree or certificate conferral request

• To declare your intent to graduate in a given semester, submit your Application for Degree in HokieSpa.
• Deadlines are managed by the Graduate School. Visit Deadlines for Academic Progress for more information
• Your degree cannot be awarded without submitting an application for degree, even if you have completed all other requirements.

Request to admit candidate to the preliminary exam

• Ph.D. students must use this form to schedule their preliminary exam.
• This form should be submitted at least two weeks prior to the desired exam date. For more details, refer to the Graduate Catalog’s Preliminary Examination Policies
• The preliminary exam must be completed 6 months before the student's final examination/defense.

Request to admit candidate to the final exam (Master's)

• All master's final exams are schedule through the  Electronic Signature System
• Submit this form at least two weeks prior to the desired exam date.
• Students must have their thesis ready for defense. This means the Advisory Committee members must have read the thesis and signed the examination scheduling request. Additionally, students must be able to complete all degree requirements by the end of the semester in which the final examination is held.
• Note: Ph.D. students who wish to participate in University Commencement, should schedule their final exam one month before the last day of classes. You can schedule your final exam after this date, but there is no guarantee to participate in graduation ceremonies. Your advisor could make a request to the Graduate School for an exception, and these are considered on an individual basis.

Final exam request (Master's Along the Way only)

• This form is used to schedule a the MS along the way final exam since it cannot be scheduled in the Signature Approval System
• The Graduate School sends you the form directly. If you haven’t received it, contact: grads@vt.edu
• Submit this form at least two weeks prior to the desired "exam date".
• Note: Ph.D. students who wish to participate in University Commencement, should schedule their final exam one month before the last day of classes. You can schedule your final exam after this date, but there is no guarantee to participate in graduation ceremonies. Your advisor could make a request to the Graduate School for an exception, and these are considered on an individual basis.

Request to admit candidate to the final exam (Ph.D.)

• Final exams are schedule through the  Electronic Signature System. 
• Submit this form at least two weeks prior to the desired exam date.
• All doctoral candidates must take a final examination, which includes a defense of the dissertation. The final examination must be scheduled at least six months after completion of the preliminary exam.
• Note: Ph.D. students who wish to participate in University Commencement, should schedule their final exam one month before the last day of classes. You can schedule your final exam after this date, but there is no guarantee to participate in graduation ceremonies. Your advisor could make a request to the Graduate School for an exception, and these are considered on an individual basis.

Request to be qualified (doc) 

• Due to the changes the department is implementing for this qualifier season, the current qualifier form is no longer applicable as of Fall 2024.

Start of semester defense exception (SSDE)

The Start of Semester Defense Exception (SSDE) is a special enrollment category with reduced tuition for students who have completed all degree requirements, including approval from their advisory committee, and are registering only to take their final oral examination.

To qualify for SSDE, students must meet the following criteria

• Complete all requirements (including passing grades for all courses on the Plan of Study), except for the final exam.
• Submit the final copy of the thesis/dissertation to the advisory committee within the first three weeks of the semester and at least two weeks before the defense.
• Receive permission from the advisory committee, who must have reviewed the document and agreed it is ready for defense (with the expectation that any final revisions can be completed and submitted within two weeks of the defense).
• Be enrolled in the preceding semester 
• Submit the SSDE form to the Graduate School by the Friday of the third week of classes or no later than three weeks prior to the defense, whichever date comes first.
• Not have been in SSDE status for the same degree program previously.
• This form should be submitted at least two weeks prior to the desired exam date, along with the request to admit candidate to the final exam form.

Thesis and dissertation (ETD) approval form

• Use this form to register your thesis/dissertation with the ETD repository.
• This process needs to be completed 2 weeks after successfully completing the final exam.