UCSC Principles of Community
The University of California, Santa Cruz, is committed to promoting and protecting an environment that values and supports every person in an atmosphere of civility, honesty, cooperation, professionalism, and fairness.

UCSC expects that every campus member will practice these Principles of Community. We strive to be
Diverse: We embrace diversity in all its forms; and we strive for an inclusive community that fosters an open, enlightened, and pro-ductive environment.
Open: We believe free exchange of ideas requires mutual respect and consideration for our differences.
Purposeful: We are a participatory community united by shared commitments to service society, preservation and advancement of knowledge, and innovative teaching and learning.
Caring: We promote mutual respect, trust, and support to foster bonds that strengthen the community.
Just: We are committed to due process; respect for individual dignity; and equitable access to resources, recognition, and rewards.
Disciplined: We seek to advance common goals through reasonable and realistic practices, procedures, and expectations.
Celebrative: We celebrate the heritage, achievements, and diversity of the community and the uniqueness and contributions of our members.
We accept the responsibility to pursue these principles in an atmosphere of personal and intellectual freedom, security, respect, civility, and mutual support.

Nondiscrimination Statement
The University of California, in accordance with applicable federal and state law and university policy, does not discriminate on the basis of race, color, national origin, religion, sex, disability, age, medical condition (cancer-related), ancestry, marital status, citizenship, sexual orientation, or status as a Vietnam-era veteran or special disabled veteran. The university also prohibits sexual harassment. This nondiscrimination policy covers admissions, access, and treatment in university programs and activities.

Inquiries regarding the university’s student-related nondiscrimination policies may be directed to the Office of Student Affairs, 459-4446.

Inquiries regarding UCSC’s Sex Offense Policy and Procedures for Reports of Sexual Assault(s) and Sexual Harassment and/or violations of Title IX may be directed to Rita E. Walker, Title IX Coordinator/Sexual Harassment Officer, 29 Clark Kerr Hall, 459-2462, or by e-mail at rew@ucsc.edu.

Inquiries regarding the university’s affirmative action, equal employment opportunity, and nondiscrimination policies for employment may be directed to the Equal Employment Opportunity/Affirmative Action Office, 459-2686, or by e-mail at cbene@ucsc.edu.

Inquiries regarding Section 504 or the Americans with Disabilities Act may be addressed to the director, Disability Resource Center, 459-2089 (voice); 459-4806 (TTY); or by e-mail at drc@ucsc.edu.

Crime Awareness and Campus Security Act
In compliance with the federal Crime Awareness and Campus Security Act, UCSC publishes information on campus security and crime statistics. A publication containing this information is published annually and made available to all students and UCSC employees. The publication is posted on the web: www2.ucsc.edu/police.

I. Introduction                        

The Handbook outlines policies and procedures that govern graduate education at the University of
California, Santa Cruz. It is intended for use by Graduate Representatives, Graduate Program Staff, and graduate students. If additional information is needed, please consult the resources available at the Graduate Division web site.

The University of California separates policy and authority (Graduate Council) from administrative
procedure and practice (Graduate Division), but the two are closely linked through the delegation of
certain duties to the Graduate Dean. The Dean in turn delegates some authority to departments and 
Graduate Representatives. The goals of graduate education are thus met through close cooperation among the Graduate Council, the Graduate Division, department, and Graduate Representatives.

UCSC Graduate Division Mission Statement            

The Graduate Division’s mission is to attract, recruit and retain an outstanding cohort of diverse graduate students, while providing the highest quality educational experience possible as we support them towards their graduation and prepare them for successful careers.

In cooperation with UCSC faculty, students, and staff, the Graduate Division:
• implements academic preparation and recruiting programs to achieve a highly qualified and
diverse student body reflective of the State of California and the greater academic community;
• provides information about and admission to all UCSC graduate programs;
• administers graduate standards of scholarship and policy as defined by the University of California
and the Graduate Council of the UCSC Academic Senate;
• encourages the development and success of students through workshops, training activities,
counseling, and initiatives which promote timely degree completion;
• seeks and administers internal and external funding sources for students and programs;
• administers UC and campus policies concerning graduate academic apprentice appointments;
• participates in the development and review of new and current graduate academic programs;
• supports departmental initiatives to advise, train, and place UCSC graduate students in academic
and professional positions.

The Graduate Division is committed to excellence in quality, diversity, and intellectual innovations in
UCSC graduate education.

II. The Graduate Community            

A. Graduate Council                        
As authorized by Bylaw 330 of the University of California Academic Senate and Bylaw 13.21 of the Santa Cruz Division, the Graduate Council, a standing faculty committee of the Santa Cruz Academic Senate, coordinates graduate study on the Santa Cruz campus. It is composed of the dean of the Division of Graduate Studies who serves as an ex officio member, ten additional voting faculty members, a library representative, three representatives from the Graduate Students Association Graduate Student Association (GSA), and one representative from the Postdoctoral Scholars Association.

The Council reviews all proposals for new degrees and programs and sets policies and standards for admission to graduate status. The Council establishes policy for the administration of graduate programs, approves changes in degree requirements, oversees the satisfaction of University requirements for candidates seeking advanced degrees, and sets policies concerning graduate student support. The Council further establishes policies regarding satisfactory academic progress, graduate student course loads, part-time study, and leaves of absence.

The Graduate Council is also responsible for approving proposed graduate courses. The Council may establish general policies, consistent with the regulations of the Senate, with respect to units of academic credit and grading options. The individual departments direct their programs on the basis of the policies established by the Graduate Council

B. Graduate Division                        

The Graduate Division is the administrative arm of the Graduate Council and is led by the Vice Provost and Dean of Graduate Studies.

The Graduate Division oversees Diversity, Recruitment, and Retention; Academic Services; Financial Support and Academic Appointments; Communications and Relations; Admissions and Information Services; and Administrative Services.

Diversity and Recruitment facilitates the recruitment of highly qualified and diverse student applicants, and provides support services, events, and programs for the advancement of graduate students.

Academic Services centrally coordinates application and admissions procedures, monitors and encourages the successful progress toward degree completion, enforces academic standards, responds to student problems, processes student petitions, assists students, and coordinates peer-led programming designed to facilitate academic progress.

Financial Support administers fellowship programs and certifies student eligibility for graduate student academic appointments.

Communications and Relations oversees publications both for on-campus and off-campus audiences, and has senate authority for postdoctoral appointments and issues including length of service, compensation issues, and health insurance.

Admissions and Information Services provides technology support functions for graduate student and staff services and for the admissions process.

Administrative Services assists the Deans in a range of activities, maintains the dean’s calendar, and is the contact person for arranging appointments with the dean.

The Graduate Division also sponsors quarterly programs for graduate students, including workshops on topics such as grant proposal development, academic and professional development, and career planning.

C. The Graduate Representative                        

The Graduate Representative is a faculty member who acts on behalf of the department in all matters of graduate education. The Graduate Representative counsels enrolled students, leads recruitment and admission selection efforts, and guides decision-making concerning fellowship nominations and allocations for academic appointments.

Graduate Representatives provide an important nexus between the Graduate Division and students. They ensure that departmental norms, expectations, and requirements are clearly communicated to students, foster efforts to provide a supportive and enriching climate for students in the department, and encourage student involvement in departmental matters as appropriate, including service on committees open to graduate student representation.

Departments should regard graduate students as junior colleagues and mentor them accordingly. Departments are encouraged to use meetings, departmental handbooks, and e-mail as effective means of communication with graduate students. Graduate Representatives should lead department initiatives directed toward the professional preparation of students, including offering classes that promote effective teaching. All departments should ensure that their students are well prepared to assume the responsibilities associated with teaching undergraduates. This preparation can be achieved through courses and/or workshops that train graduate students how to teach and assist undergraduates in the discipline, and through written materials to communicate the department’s expectations and objectives to TAs in training.

The Graduate Representative is asked to encourage continuous full-time enrollment by students, advise on advancement to candidacy, and evaluate petitions to change majors, add or drop courses, waive or substitute requirements, take leaves of absence, etc. The Graduate Dean depends on the Graduate Representative’s experience and recommendations when making decisions about student matters.

An advising system in which faculty sit down with students, examine transcripts, discuss research interests, and suggest coursework is most effective. When the Graduate Representative signs any form, the Deans assume that the recommended action has been carefully reviewed and, in the Graduate Representative’s judgment, represents the best interests of UCSC and the student. Departments rely heavily on Graduate Program Staff for information, but ultimately faculty must be responsible for academic advising.

Graduate students depend upon the Graduate Representative for advice and cannot act without the official signature on a number of forms. Departments are strongly encouraged to clearly identify the Graduate Representative on their department homepage. It is essential that the Graduate Representative keep regular office hours and be available for consultation during the quarter, particularly near registration deadlines.

D. The Graduate Program Staff                        

Every graduate program should have a staff member who works in the capacity as the Graduate Program Staff.  This person is responsible for administrative advising of graduate students.  This person works with the Graduate Representative, within the academic department, to ensure students are receiving clear and timely advising on administrative processes, reminds students about registration and fellowship deadlines, manages requisite administrative records on behalf of the department and its graduate students, and stays abreast of requirements from the Graduate Division and the University.

The Graduate Division relies on the Graduate Program Staff to disseminate vital information to graduate students concerning policy changes, fellowship and grant opportunities, and workshops and events.

E.  Graduate Student Association                        

All UCSC graduate students are members of the Graduate Student Association (GSA). Your quarterly fees include a $14.50 college fee, which in the case of graduate students, supports the GSA.

The GSA is recognized by both the UC Systemwide and local campus administrations as the voice of the Santa Cruz graduate student community. The GSA serves the collective interests of the graduate students by promoting cooperation among the students of the various departments at UCSC, by representing their concerns to the UCSC faculty, administration, and staff, and by providing services to the graduate student body which are more effectively addressed as a group. In addition, the GSA holds social events during the academic year and makes available small travel grants for graduate students attending conferences at which they will be presenting a paper, or traveling on thesis-related research. Questions on the travel grant program can be addressed to gsatravel @cats.ucsc.edu>.

The GSA Council consists of one voting member from each graduate department. The Representatives are elected by the graduate students in some departments, and are volunteers in others. The Representatives represent the views of their departments to the council and advise the Executive Council on campus issues. The Executive Council recommends graduate students for appointments to University committees and speaks to the administration on graduate student issues. Each year the Council elects a President, an External and an Internal Vice-President, a Secretary, and a Treasurer.

The GSA is a member of the University of California Student Association (UCSA). The UCSA is a coalition of the eighteen student governments on the ten UC campuses (one graduate and one undergraduate from each campus).  Each government sends one voting member to serve on the UCSA Board of Directors, which then serves as the student voice to the UC Office of the President and the UC Regents. It also maintains a staff in Sacramento.

You are invited to attend GSA Council meetings, either as the official Departmental Representative or just as an interested party. Many of the Representative positions are open at the beginning of Fall quarter. GSA meetings occur on the first and third Thursday of every month from 6-8pm in the graduate student commons. For more information about the GSA, specific meetings or events please see our website at http://www2.ucsc.edu/gsa/   or call us at 459-3142. 

III. Commitment to Diversity            

The Graduate Division is committed to recruiting, enrolling, supporting, and matriculating a diverse student body reflecting the cultural and ethnic complexity of our state and nation. The Graduate Division oversees recruitment and retention efforts to welcome excellent graduate students into the university community.

 A. Our Goals                        

UCSC strives to achieve a graduate student population of men and women that is inclusive of all groups traditionally underrepresented: socioeconomic levels, physical abilities, ages, national origins, and sexual orientations. UCSC encourages applications from students who have overcome economic or social disadvantage in pursuing their academic objectives and those who bring unique perspectives, research topics, or career interests that advance the University’s mission as well as excellence and diversity.

Early identification of, and personal communication with, all competitive applicants is essential in attracting them to UCSC. Studies have shown that students who have had personal contact with faculty are much more likely to accept offers of admission at institutions where the faculty has been active in the recruitment process. Wherever possible the Graduate Representative and individual faculty are encouraged to take an active role and contact prospective students. Information regarding recruitment
materials, services, and other assistance is available through the Graduate Division.

B. Programs to Promote Diversity

1)  UC LEADS                                    

The Office of Recruitment and Retention coordinates the University of California Leadership Excellence through Advanced Degrees (UC LEADS).  UC LEADS is a systemwide program designed to identify and provide academic enrichment for disadvantaged undergraduates pursuing courses at the University of California in science, technology, engineering, or mathematics (STEM), who are likely to succeed in doctoral programs. Program components include matching the student with a faculty mentor, participation in academic research, involvement in campus academic enrichment opportunities and in professional and scientific societies, and travel to other UC campuses for summer research and exposure to campus graduate study opportunities.

2)  UCSC NSF AGEP                        

The University of California’s Alliance for Graduate Education and the Professoriate (UC AGEP) is a federally funded program sponsored by the National Science Foundation.   AGEP is a partnership among the ten campuses of the University of California. The goal of AGEP is to increase the number of underrepresented minority (URM) students earning doctorates in the fields of science, technology, engineering, and mathematics (STEM), and eventually entering the professoriate. UCSC AGEP is a comprehensive program that supports students through the graduate admissions process, encourages enrollment of admitted students, provides ongoing assistance and guidance in networking within departments throughout a student’s enrollment tenure, and generally provides valuable support to assure doctoral degree completion and advancement to the postdoctorate and professoriate.

For further information about diversity, retention, and recruitment efforts, please contact the Graduate Division Office of Recruitment and Retention.

IV. Admissions                        

This section of the Handbook focuses on admission policies generally. For more explicit information on
processes and procedures, please refer to the Prospective Students section of the Graduate Division
web site for information on graduate study at UCSC.

A. Criteria for Admission                        

UCSC is committed to the recruitment, admission, and retention of a highly qualified and diverse graduate student population. The University of California offers admission to those applicants who have the highest potential for graduate study and who, with the benefit of graduate education, are most likely to contribute substantially to their academic or professional fields through teaching, research, or professional practice.

To be considered for admission to the Santa Cruz campus of the University of California:

• one must have received a bachelor’s degree or its equivalent from an accredited university prior to the quarter for which admission is sought,

• and have at least a B average in last two years of undergraduate coursework.

Satisfaction of minimal standards does not, however, guarantee admission, since the number of qualified applicants far exceeds the number of places available. As a consequence, many well-qualified applicants cannot be accommodated. Students must refer to individual departments for additional admission criteria.

Please note that only one application may be considered from each applicant. Simultaneous applications to multiple departments are not accepted.

B. Application Fee Waivers                                    

A limited number of application fee waivers are available for applicants who can demonstrate serious financial need (U.S. citizens and permanent residents only, international applicants are not eligible). The Fee Waiver Request Form must be accompanied by proof of need that meets specific financial criteria. Examples of financial need include a letter from a university financial aid officer or a financial aid award letter from a current university.

Applicants who are affiliated with any of the following undergraduate research programs may document their affiliation to the program.

CSU California Pre-Doctoral Program
McNair Scholars Program
Project 1000
University of California Leadership Excellence through Advanced Degrees (UC LEADS)
Summer Undergraduate Research Fellowship in Information Technology (SURF-IT)
Summer Undergraduate Research Fellowship (SURF)
The STEPS Institute for Innovation in Environmental Research
Research Mentoring Institute (RMI)
Minority Access to Research Careers (MARC)
The Initiative for Maximizing Student Diversity (IMSD / MBRS)
Center for Adaptive Optics Research Internships on the Mainland (CfAO-RIM)
California Alliance for Minority Participation in Science, Engineering, and Mathematics (CAMP)
Diversity Awards for Undergraduate Research in Genomic Sciences (CBSE-MRIP)  
CBSE Mentoring Research Institute Program (MRIP)
Minority Biomedical Research Training Program (MIRT)

C. Standardized Tests            

The Graduate Record Examination (GRE) is required for all Masters and Ph.D. programs, with the exception of the following Masters programs: Digital Arts & New Media; Education; and Social Documentation. The GRE is also not required for our Theater Arts Certificate program.                        

Test of English as a Foreign Language (TOEFL) or International English Language Testing System
(IELTS):                        

TOEFL scores must be no more than two years old at the time of application. UCSC does not admit students conditionally in order to learn English prior to beginning an academic program; an excellent command of written and spoken English is required prior to enrollment.

V. International Students                        

International Scholar & Student Services (ISSS) provides information and guidance on the regulations and laws required to remain in the U.S. legally.  Mandatory SEVIS registration, employment, travel authorization, transfers and counseling related to adjusting to academia and life in Santa Cruz are just a few of the services provided. Please visit the website: <http://oie.ucsc.edu/is3/>http://oie.ucsc.edu/is3/ for additional information.

VI. Fees and Registration                        

A. Registration Fees and Financial Planning

The Registrars website has the current fee schedule.  A detailed assessment of the costs of UCSC education for the current academic year may be found at the Office of Financial Aid website.

1)  Fees                        

Graduate students may pay their fees in a variety of manners.  Students who receive fellowship support normally have all fees paid by the fellowship in addition to receiving a living stipend.  Students who are employed as a Graduate Student Researcher at 25% or greater for the academic term will have 100% of all fees and applicable tuition paid by the hiring grant.  Students employed as a Teaching Assistant, Teaching Fellow, or Associate In for 25% or greater for the academic term will have most of their fees paid by virtue of the appointment.  It is important to note that these positions (Teaching Assistant, Teaching Fellow, or Associate In) do not provide for payment of non-resident tuition.  TAs may apply to the Graduate Division to sign up for a payroll fee deferment to pay the balance of their quarterly fees.  Students who receive loans may receive a sufficient loan amount to cover fees in addition to providing a living stipend. Students who are personally responsible for payment of their fees must pay the required fees by the quarterly deadline or arrange with Student Business Services for a Deferred Payment Plan.

2) Full-Time Status                        

UCSC receives instructional and fellowship funding based on the number of students enrolled as of the 15th day of instruction. Hence, it is critical that students enroll on time and register for courses during each term of study.

Senate Regulations state that the regular course load for a full-time graduate student is 15 units of graduate and/or upper-division undergraduate course work, including any 297 or 299 units for which the student may enroll. The minimum load for a full-time student is 10 units of graduate and/or upper-division undergraduate course work. Part-time students can enroll for 5-8 units of graduate and/or upper-division undergraduate course work. No graduate student is permitted to enroll for more than 19 units without prior approval from the Graduate Representative or Graduate Program Director of her or his department.

There are different minimum units requirements based on your academic standing.

All students (certificate, masters, and doctoral) not advanced to candidacy for the PhD must enroll in a minimum of at least two upper division or graduate level courses (five credits each) each quarter. Departments may adopt a higher enrollment requirement.

Doctoral students advanced to candidacy may enroll for just one upper division or graduate level five-credit course (usually Thesis Research 299) and be considered full time. Departments may adopt a higher enrollment requirement.

It is particularly crucial for International Students to enroll on time and in a full academic load in order to maintain their visa status.  Domestic students who have loans from previous years should determine if their lending agency will continue repayment deferments if they are not enrolled full time.

3) Part-Time Status

In 1982 Graduate Council adopted the policy stated below on Part-Time students with revisions made in 1995.

A. A part-time graduate student is one who has approval to enroll in a minimum of five units and a maximum of eight units of coursework.

B. Graduate degree programs will permit part-time study when, in the opinion of the faculty, there is clear justification for part-time status based upon considerations of academic progress, career employment, family responsibilities, or health conditions. The same admissions standards that apply to full-time students will apply to part-time students. Each department will determine whether or not it can accommodate part-time students.

C. Part-time graduate students will accrue time-to-degree under the Normative Time-to-Degree Policy at one-half the rate of full-time students for those quarters during which they are approved for part-time study.

D. A part-time student will pay the full Registration Fee, one-half the Educational Fee paid by full-time students. Nonresident students approved for part-time status will pay one-half the nonresident tuition charge.  Campus fees will be assessed when applicable.

E. Part-time students will be eligible for fellowship support at their department's discretion; but University employment in student titles, such as Teaching Assistant and Graduate Student Researcher, cannot exceed .25 FTE.

F. A student approved for part-time status will remain in that status until
(a) he/she no longer meets the criteria for part-time status, or

(b) he/she petitions for full-time status, or

(c) his/her department withdraws its general approval of part-time study.

G. All petitions for part-time status must be approved by the Graduate Dean.

Procedures

A. Any student who desires to enroll on a part-time basis will be required to submit an Application for Part Time Status (available at the Graduate Division web page) and provide a detailed written justification. Financial considerations or the desire to enroll in one class only will not, in themselves, be considered sufficient justification for part-time status.

B. The department, if it has determined that it can accommodate part-time students, will evaluate the application and forward its recommendation to the Graduate Dean for final action.

4)  Registration In Absentia                       

This policy is under revision by the UC Office of the President.

B. Registering for Classes                        

Students register for classes online using the campus’ Academic Information system (AIS) and should consult with their advisor and department Graduate Staff for advising and assistance with AIS.

1)  Intercampus Exchange                       

The purpose of the Intercampus Exchange Program for Graduate Students is to provide access during fall, winter, or spring quarter to courses at another University of California campus not ordinarily available at UCSC.  Approvals are required from the Department Chairs and the Graduate Deans on both campuses—there is no guarantee that the host campus will approve the student’s request. Additionally, you may take courses on more than one campus of the University during the same quarter.

To participate in the program you must first obtain approval from your faculty adviser, the Dean of the Graduate Division at Santa Cruz, the department chairperson of the host campus, and the Dean of the Graduate Division on the host campus. Application forms are available at the Graduate Division web page and should be submitted six weeks prior to the beginning of the quarter for which exchange is requested. As the exchange is valid for only one quarter at a time, a new application form must be submitted for each term you wish to participate.

If you enroll the Spring Semester at UC Berkeley, you must file an application and pay registration fees both Winter and Spring quarters at UCSC.

Ideal candidates for Intercampus Exchange are highly qualified master’s or doctoral students who wish to work on a third or fourth field, enroll in specialized language courses, or conduct specialized research at another UC campus.  Applications should be carefully reviewed to ensure that only students who excel at UCSC are visiting other UC campuses.  Students who do not perform well as an Intercampus visitor may diminish the chances of other UCSC students in subsequent years. Intercampus Exchange is not to be used as a back door for admission to another UC school; students who have previously been denied admission to another UC may have difficulty securing approval for an Intercampus application to visit that campus.  If students are interested in changing UC campuses, they need to submit an application for admission to that campus.

Departments should screen Intercampus Exchange applications from their own students and potential visitors from other campuses carefully:

• The proposed course of study at the host UC campus should constitute an important supplement to the student’s UCSC courses and be directly related to the student’s core program.

• The UCSC student should normally have completed at least one year of successful graduate study at UCSC.

• The applicant should be in good academic standing.

• The courses to be completed through Intercampus Exchange should be ones that are not available on the student’s home campus.

• The course instructor(s) should be willing to allow this student into the course(s) based on the credentials presented and if space permits.

Intercampus Exchange Application Process                        

• Intercampus applications may be downloaded at the Graduate Division web page. Separate applications are required for each quarter.

• Prior to submitting the Intercampus application, and well in advance of application deadlines, students should contact the professor or department at the host campus to express interest in visiting.

• Due to the number of approvals (4) required for an Intercampus application, students must submit the completed application to the Graduate Division by the deadline published in the Schedule of Classes: approximately 6 weeks prior to the beginning of the quarter.

• If approved, the student pays fees at UCSC and must register at both campuses. The student must enroll for a minimum combined total of 10 units during the quarter of the exchange, at least 5 of which is normally at UCSC (registering in 5 units of independent study or thesis research—is recommended). This procedure maintains academic residence at UCSC even though the student is not physically present and facilitates disbursement of financial aid.

• Students who are petitioning to visit another UC campus using Intercampus Exchange are responsible for registering at UCSC for the upcoming quarter and any subsequent quarters in accordance with the deadlines set in the quarterly Schedule of Classes.

Classes taken on the other campus appear on the UCSC transcript, including a notation that the student attended another UC using intercampus exchange.  In addition, Incomplete grades recorded at the host campus will be reflected on the student’s UCSC transcript until such time as they are removed.

C. Establishing Legal Residency                        

Every entering student is classified as a resident or nonresident of California for tuition purposes. U.S. citizens and permanent residents who have come to UCSC from outside the state of California should be reminded to take steps to establish California residency as soon as possible through the Residence Deputy in the Office of the Registrar. Domestic nonresident students must establish California residency by the beginning of their second year.

Information on requirements and procedures for establishing legal residency can be found in the
Residency section of the Office of the Registrar web page, or contact the Campus Residency Deputy, Office of the Registrar.

VII. Financial Support                        

The primary purpose of financial support is to recruit and retain high quality graduate students to UCSC. The most successful graduate departments strike a balance between recruitment and retention efforts. Departments are encouraged to communicate typical funding patterns and provide clear expectations of multi-year support packages for students using a combination of block grants, academic apprentice positions, and extramural and endowment funds.

Graduate student support is divided into four categories and the guidelines governing fellowship support are categorized below under four headings: Eligibility, Allocation, Nomination, and Terms and Conditions of Fellowships

A) Fellowship Support                        

Funds are awarded on the basis of merit and promise of productive scholarship. Types of awards and funding sources include centrally administered fellowships and departmental block grants.  Block grants are allocated to departments in the fall and are based on enrollments.  Fellowship funds can provide for any of the following: payment of fees and/or nonresident tuition or provision of a living stipend.  A fellowship is any payment to a student that is not salary or direct reimbursement for out-of-pocket expenses such as travel costs.  Fellowships are normally processed and disbursed by the Graduate Division.

1) Eligibility                                                

Students must be registered in the appropriate quarter to receive any financial support funds
from the Graduate Division or the department. New students may not receive any University
funds until they are registered in courses and fall quarter begins.

All domestic students should file the Free Application for Federal Student Aid (FAFSA) for the current academic year. Information from the FAFSA is used to compile a "need analysis," which is used to determine fund sources for support packages.

2) Allocation                                                

Graduate Division processes all fellowship funds to graduate students (payment of fees, nonresident tuition and stipends).  Departments notify the Graduate Division of all awards

Students who receive a fee fellowship (payment of fees, including health insurance and/or nonresident
tuition) have that fellowship credit applied to their AIS account.  Students who receive a stipend as part of a fellowship may receive a check or apply for direct deposit (Electronic Fund Transfer) through Student Business Services. http://sbs.ucsc.edu/

Before a stipend check or EFT can be disbursed to a graduate student, the student must be registered in courses for the quarter in which the check has been prepared and the student’s fees must be paid (either by the fellowship or by the student) for that quarter.

Departments frequently award students fellowships that include the full payment of fees. After those awards are made and reported to the Graduate Division, many students secure academic appointments that include fee remission benefits. When this occurs, the Graduate Division will automatically adjust the departmental fee payment award so that the student’s fees will not be overpaid.

When a department crafts financial award packages, the Graduate Division encourages provision of payment of fees or nonresident tuition, before awarding any stipend. Internal Revenue Service publications explain that, generally, candidates pursuing a degree can exclude from income payment of fees and tuition. Stipends, however, are taxable income.

3) Nomination                                    

All candidates for centrally administered fellowships for new students are nominated directly by
the department. Awards are made by the Graduate Council and the Dean of Graduate Division.

In support of the campus goals of excellence and diversity, all nominations for central fellowships
require strong evidence of the student’s ability to contribute to the UCSC academic community
and research environment. All applicants for fellowships should provide evidence of present and
future ability and accomplishments in their grade point average, research experience, and GRE
scores as applicable, as well as in letters of recommendation, statement of purpose, and personal
statement.

Procedures for nominating students for diversity fellowships are the same as for other fellowships.
All diversity fellowships are first and foremost merit-based. Students who are deemed to be
academically meritorious are considered for awards based on merit, potential for success,
experience of disadvantages, and contribution to diversity and equal opportunity in the academic
community through their teaching, research, or service. Applications for diversity fellowships
should present evidence in their statement of purpose and personal statement of how they would
qualify in at least one of the following ways:

Experience of situations or conditions that were an impediment to advancing to graduate study, such as no family history of college attendance; or matriculation in a school with poor financial or curricular support; having a physical or learning disability; or having worked long hours while attending school; or
Academic research interest focusing on cultural, societal, or educational problems as they affect educationally disadvantaged segments of society; or
Evidence of an intention to use the doctoral degree toward serving educationally underrepresented segments of society.

Examples of Diversity Fellowship Criteria            

For fellowships in the Humanities: Candidates whose research emphasizes issues such as
diversity, multiculturalism, and communities underserved by traditional academic research. Research
which considers issues such as race, ethnicity, and/or gender as they relate to traditional academic
fields is of particular interest. This includes research in such areas as community development, social
justice, educational reform, economic development, public health and safety, and the dynamics of
multicultural communities. Within these general parameters, research that invigorates traditional
disciplines by challenging conventional paradigms or by using innovative methodologies such as
interdisciplinary and comparative approaches is of special interest.

For fellowships in Math, Engineering, Life Science, and Physical Science: Candidates who have
participated in teaching, mentoring, or outreach programs that promote educational opportunities for
underrepresented students in higher education. For example, individuals who have volunteered in K-
12 outreach programs or have served as mentors or tutors in programs designed to increase gender
and racial diversity in mathematics, technology, engineering, and the sciences are of special interest.

4) Terms and Conditions                       

Students who receive University fellowships must be registered full time, devote full-time study to the field in which they receive the award, maintain continuous enrollment, remain in good academic standing, and maintain satisfactory academic progress.

U.S. citizens and permanent residents are eligible for nonresident tuition fellowships only for their first three quarters at UCSC. During their first year students should establish residency. For detailed information, please consult the Office of the Registrar.

Students must register each term they receive fellowship support. Students are not allowed to be on Leave of Absence or in Filing Fee status when receiving a fellowship.

Fellowships are awards that enable students to spend the majority of their time studying. It is anticipated that additional financial need should be minimal. The supplementation policy is designed primarily to ensure that excess service as an academic apprentice will not impede fellowship holders' graduate studies and to allow a distribution of University support funds among highly qualified students.

B) Financial Aid (Need Based)

Graduate students applying for aid through the financial aid office are eligible for Federal Direct Loans.  To determine eligibility for a Federal Direct Subsidized Loan, a Federal Direct Unsubsidized Loan, or a Graduate PLUS Loan, students must complete a Free Application for Federal Student Aid (FAFSA).   
   

The FAFSA application can be submitted on-line at www.fafsa.ed.gov.  To guarantee an award before the fall bill due date, the FAFSA application must be submitted by the priority filing deadline of March 2nd and  any additional requested documentation to the financial aid office by June 1st. 

Note: The combination of graduate student loans, graduate fellowships, fee remissions, and health insurance awards cannot exceed the standard budget for the academic year. Graduate fellowship information is reported to the Financial Aid Office by the Graduate Division and updated periodically throughout the academic year.  Your federal loan eligibility may change as the combined total of graduate awards with federal loans cannot exceed the budget for the academic year. Teaching assistantships and the GSR fee remission are also included in the information provided to the Financial Aid Office. Paychecks you receive from being a TA are not considered as estimated financial assistance for the current year. Wages earned in 2008 are reported as income on your 2008 tax return and on the 2009-10 FAFSA application.

1) Direct Loans           

Under the Direct Loan Program, eligible graduate students may borrow up to a maximum of $20,500 per year. Of this amount, only $8,500 can be in the form of a Direct Subsidized Loan.

Direct Subsidized loans are interest-free while in school at least part-time. To receive an Subsidized Direct Loan, students must be able to demonstrate financial need which is determined by completing the FAFSA application.

Direct Unsubsidized loans begin accruing interest at the date of the first disbursement.  Interest on the unsubsidized loan is fixed at 6.8%. You have the option to pay the interest as you go, or interest payments can be deferred until after graduation. This adds the interest payments to the loan balance, increasing the size and cost of the loan. All students that qualify for federal aid, regardless of need, are eligible for the Direct Unsubsidized Loan. Repayment for both the Subsidized and Unsubsidized loan begins six months after completion of the program.


2) Graduate PLUS Loans         

Recent changes in federal legislation now permit graduate students to borrow through the Graduate PLUS Loan program. The Grad PLUS Loan allows graduate students to borrow up to the full cost of education minus other aid received. Interest on the Grad PLUS loan is fixed at 7.9%.  Interest begins accruing as soon as the first disbursement is made. Payments on Grad PLUS Loans are deferred while enrolled at least half-time. Graduate students must exhaust their Direct Loan eligibility before a Grad PLUS Loan request will be processed.

For more information about the financial aid process, please visit the Financial Aid Office’s website at. http://www2.ucsc.edu/fin-aid/

C) Extramural Funding                        

There are numerous federal and foundation fellowship opportunities for graduate students. All students should be encouraged to apply for extramural awards and to aggressively search the Internet for funding opportunities.  In addition Graduate Division will regularly post fellowship opportunities on our web page as well as notify department of these funding opportunities.

D) Campus Employment                       

Departments will routinely hire graduate students to serve as Academic Student Employees (ASE) which include Teaching Assistants, Teaching Fellows, and Associate In positions.  Interested students should either contact their department or visit the ASE Opportunities section of the Graduate Division web page.

Graduate students may also be hired as a Graduate Student Researcher.  These positions involve conducting research with and for faculty members.  Interested students should contact their faculty advisor.

Lastly Departments may also hire graduate students as Readers or Tutors.  Interested students should contact their department.

VIII. Graduate Student Academic Appointments                        

A. Information on Graduate Student Academic Appointments                        

Academic apprentice positions provide the single largest source of UCSC graduate student support. They also constitute an important aspect of graduate training under the guidance of UCSC faculty. All
students who receive academic appointment positions must be enrolled graduate students.

 1) Eligibility                                    

To be eligible for any academic appointment, graduate students must be:

• Currently registered and in good academic standing.

• Chosen for academic appointment on the basis of high scholastic standing.

• Certified as having language proficiency in spoken English if their native language is not
English.

2) Terms and Conditions                       

Appointment or reappointment may be for a period of one year or less. Graduate students holding
these academic appointments should be under the direction of a UCSC faculty member. Graduate students in teaching appointments may not supervise or evaluate other graduate students.

Students who are appointed to Associate In ___, Teaching Fellow and Teaching Assistant titles fall under an agreement between The Regents of the University of California and the Association of Student Employees, International Union, United Automobile, Aerospace and Agricultural Implement Workers of America (UAW), and AFL-CIO pursuant to the provisions of the Higher Education Employer-Employee Relations Act (HEERA). Departments are required to post on the campus web site vacancies in these titles.

3) 50% Employment                       

During academic sessions, graduate students may not be employed in any capacity by the University beyond a maximum of fifty percent service time.  The purpose of the University-wide policy is to limit the amount of time graduate students spend on University activities that do not lead directly to the successful completion of their academic programs. Exceptions are rarely granted; experience has shown that service obligations in excess of 20 hours per week, on average, almost always have an adverse effect on a student's academic progress. Also, graduate students employed more than fifty percent time cannot be counted as full-time students for budgetary purposes.  Lastly INS regulations prohibit the employment of International Graduate Students in excess of 50% time during the academic year. 

4) Four Year Rule                       

The total length of time a student may hold any one or a combination of the following titles may not exceed four years (12 quarters): Reader, Teaching Fellow, Teaching Assistant, Associate In ___. Under special circumstances, an exception may be granted for additional appointments beyond 12 quarters System-wide regulation does not permit graduate student appointment beyond 18 quarters.

5) The Training of Academic Apprentices                        

The Graduate Division encourages all departments to train graduate students to teach and serve as Teaching Assistants.  Departments may promote professional preparation of their students by offering classes, colloquia, and workshops to ensure effective teaching and professional development. All departments should ensure that students are well-prepared to assume the responsibilities for teaching undergraduates. In addition, new TAs should attend orientations held prior to the start of the fall quarter.

6) Graduate Student Health Insurance Program (GSHIP)            

All graduate students are assessed a quarterly fee for mandatory Graduate Student Health Insurance Program (GSHIP) unless the student has opted out of the program with the Cowell Health Center. Students obtain waivers by demonstrating to Cowell Health Center that they have comparable coverage under another health insurance policy. Teaching Assistants, Teaching Fellows, Associates In, and Graduate Student Researchers who have appointments of 25% time or greater will have the fee covered for them either by UCSC or by their hiring professor the quarter of their appointment. GSHIP provides year-round and worldwide coverage.

B. Graduate Student Researcher (GSR) Appointment Title            

A Graduate Student Researcher is a full-time registered UCSC graduate student appointed to assist in performing research under the direction of a ladder-rank faculty member or authorized Principal Investigator.

1) Terms and Conditions                        

GSRs are selected for high achievement and promise as creative scholars; they may collaborate in the publication of research results as determined by supervising faculty members. GSRs may not be assigned teaching, administrative, or general assistance duties. A graduate student must be registered in the previous spring quarter to be eligible for a summer GSR appointment. The Dean of the Graduate Division must approve all exceptions to appointment criteria.

No appointment as a Graduate Student Researcher, either by itself or in combination with other University employment, shall exceed half time (twenty hours per week) during an academic quarter. Graduate Student Researchers may work more than half time between quarters (including summer) without an exception.

2) Fee and Tuition Remission for GSRs                        

Graduate Student Researchers (GSRs) qualify for full fee and tuition remission if they are appointed for at least 25%, in all GSR appointments combined, over the three months of the quarter. Full fee and tuition remission includes the payment of fees, health insurance for all eligible students, and nonresident tuition if applicable.

These benefits must be paid from the funding source that pays the student’s salary.  Fellowship funds may not be used for this purpose.  The cost of these benefits will be charged to the funding source quarterly. Please note, if a student’s fees/health insurance/nonresident tuition are being paid by an external funding agency (e.g., foreign government, private agency), they are not eligible for fee remission benefits.

C. Teaching Assistant (TA) Appointment Title                        

A Teaching Assistant is a registered graduate student in full-time residence, chosen for excellent scholarship and for promise as a teacher, and serving an apprenticeship under the active tutelage and supervision of a regular faculty member.

1) Terms and Conditions for TAs                        

The department chair, acting upon nominations made by department members, is authorized to appoint TAs. However, the Dean of the Graduate Division must approve all exceptions to appointment criteria.

The selection, supervision, and training of all TAs are important responsibilities of the teaching department, and in particular the department chair. All candidates for appointment and reappointment should be subjected to careful review and recommendation.

The TA is not responsible for the instructional content of a course, for selection of student assignments, for planning of examinations, or for determining the term grade for students. A TA should not be assigned responsibility for instructing the entire enrollment of a course or for providing the entire instruction of a group of students enrolled in a course. The TA is, instead, responsible for the conduct of recitation, laboratory, or quiz sections under the active direction and supervision of a regular member of the faculty to whom final responsibility for the course’s entire instruction, including the performance of TAs, has been assigned.

2) Fee and Tuition Remission for TAs                        

Teaching Assistants whose appointment is at least 25% time qualify for a partial fee remission and payment of health insurance.

3) Teaching Assistant Emergency Loan                       

Loans are available to teaching assistants only during the first quarter of the teaching assistant appointment for the current academic year. Loan amounts may range from $100 to a maximum of $1,000. There is a charge of 1% interest for each $100 borrowed. The loan will be automatically repaid by deductions in three equal amounts from the first three paychecks.

D. Associate In ________ Title                        

An Associate provides instruction in a course.

1) Terms and Conditions for Associates In ________                        

Minimum qualifications for this position require the possession of a master’s degree or equivalent
training and at least one year of teaching experience. All Associate appointments require the review and approval of the Graduate Dean.

2) Fee and Tuition Remission for Associates In ________            

Associates In _____, whose appointment is at least 25% time qualify for a partial fee remission and payment of health insurance.

E. Teaching Fellow                        

A Teaching Fellow is a registered graduate student in full-time residence who has advanced to candidacy for the doctorate, or otherwise has achieved appropriate professional maturity, and who has been chosen because of competence to conduct the entire instruction of a group of students in a lower division course under the general supervision of a regular faculty member.

1) Terms and Conditions for Teaching Fellow                        

(1) Advancement to candidacy for the doctorate, and
(2) At least two years of teaching experience (including that of a teaching assistantship) in or outside the University.
(3) If the appointment is to a teaching fellowship in a professional school, the following conditions may be substituted for those stated in (1) and (2) above:
(a) A Master’s degree in the field offered by the professional school,
and
(b) At least two years of teaching or appropriate professional experience.

Subject to the general supervision of a faculty member designated in catalogues and published schedules as “in charge” of the course, a Teaching Fellow should be competent to provide the entire instruction of a lower division course to a group of students, and normally should be given such assignments. Assignment to conduct instruction in an upper division or graduate course or course section may not be made except with the approval of the Committee Educational Policy.

2) Fee and Tuition Remission for Teaching Fellows            

Teaching Fellows whose appointment is at least 25% time qualify for a partial fee remission and payment of health insurance.

IX. Academic Requirements and Standards            

A. Academic Advising                        

Upon your arrival at UCSC, your department will assign a faculty adviser. Your adviser is your personal consultant on academic matters and serves as a liaison between you and your department in procedural matters, such as oral examinations and the submission of your thesis. You are urged to maintain close and frequent contact with your adviser. You may change advisers by petitioning the chairperson of the department.

Graduate programs are expected to have well-defined criteria for completion of degree programs and to keep students informed of all changes in the rules, policies, and procedures in the graduate program which affect them. Formal evaluation of students at the end of their first quarter of attendance is recommended, and an annual review of all students is mandatory. This provides encouragement and support to those students making acceptable progress and may assist students by identifying potential problems.

While each academic unit is free to develop its own process of student evaluation and advising, it is generally accepted that certain elements are essential:

* Within the context of each course in which the student enrolls, an evaluation of the student's performance by the instructor;
* For those students engaged in research activities, frequent evaluation and advising on an informal basis by the supervising member of the faculty;
* Continuing supervision of dissertation or thesis work by the primary faculty adviser with progress evaluated and discussed with the student on at least a quarterly basis.

Each department establishes its own procedure for annual graduate student review. Probably it will differ for Master's and doctoral students, and for doctoral students before and after advancement to candidacy.

Annual evaluation ordinarily is the joint responsibility of the Graduate Representative and the assigned faculty adviser or the chair of the student's doctoral committee. An evaluation should include a brief review of the student's work to date, with particular attention to the period since the last report, describing the student's progress toward the degree, pointing out any areas in which improvement is recommended or required, and establishing academic objectives for the following period.

The results of annual reviews are committed to writing and signed by the supervisor and another faculty member. This is to ensure evaluation and consent by more than one individual faculty member, who may also be a principal source of financial and other support. Before a doctoral student has advanced to candidacy, the second signer may be the Graduate Representative; after advancement, a second thesis committee member must also sign. The annual evaluations are distributed to the student and kept in the student's file in the department office. They form the basis for decisions about continued financial support, academic probation and/or dismissal, extensions of financial aid beyond normative time, and other matters.

Graduate Student Mentoring at UCSC                        

These Mentoring Guidelines have been reviewed and approved by the Graduate Council, Graduate Division and Graduate Student Association in Fall 2006

In general, the goal of this document is to provide suggestions on how to conduct constructive
interactions between graduate students and their mentors, and to encourage the development of positive, supportive and respectful relationships between graduate students and their faculty advisors. The development of every graduate student requires many shared responsibilities on the parts of both student and faculty member, and a strong commitment to ethical treatment of all. For constructive mentoring, departments should provide intellectual support and guidance to the graduate student. For all involved, an attitude of honesty, courtesy and professionalism is crucial to this process.

Below we suggest, as an opening dialogue, the responsibilities that the relevant campus constituencies should embrace.

Graduate Division Responsibilities
Maintain the Graduate Division Handbook
Provide leadership on issues of graduate student welfare, training, and education, including the mentoring of graduate students
Provide teaching assistant orientation programs

Graduate Council Responsibilities
Review graduate programs
Ensure that each department publish and disseminate a departmental graduate handbook
Provide guidance to the Vice Provost and Dean of Graduate Studies

Department Responsibilities
The department may delegate these responsibilities to staff, department chair, or to a graduate program committee.
Publish and keep up to date a departmental grad handbook for requirements towards degrees
Provide orientation programming for new graduate students annually, separate and in concert with Graduate Division and GSA activities
Provide seminars (formal + informal), separately and in concert with Graduate Division activities
Ensure graduate students have an advisor and meet degree requirements in a timely manner
Assist graduate student with department and university degree requirement logistics
Foster professional writing, presentation skills and career development in all aspects

Department Chair Responsibilities
Ensure degree requirement exams follow departmental and university guidelines
Mediate conflicts between graduate student and advisor

Thesis committee Responsibilities
Meet or comment on a PhD candidate’s progress annually once the Qualification Exam has been passed
Be available to the graduate student for feedback and guidance
Provide timely thesis and dissertation review

Faculty Advisor Responsibilities
Bear in mind the consequences of agreeing to be an advisor
Be available to graduate student for feedback and guidance
Suggest thesis committee members
Encourage graduate student to utilize literature and other resources
Assist in grant writing and peer review skills
Write reference letters
Arrange alternate supervision during sabbaticals
Write at least one annual narrative evaluation of the student’s progress

Graduate Student Responsibilities
Take initiative to maintain regular communication with advisor and thesis committee; we recommend communication on at least a quarterly basis
Adhere to departmental and divisional rules and policies
Meet degree requirements
Update thesis committee on progress annually before graduation (written or in a meeting)
Follow disciplinary and scholarly codes of ethics
Obtain proper approvals for research and publication activities.

B. Maintaining Graduate Degree Status                        

Students begin graduate degree status when they are admitted to a degree or certificate program by the Graduate Division and complete the registration and fee payments for the quarter of admission. Only coursework taken while a student is in graduate status may be counted toward a graduate degree.

Graduate students who fail to register are not considered to be students; they relinquish the right to use faculty time and take advantage of University resources and facilities available to registered students. An exception is the use of the Filing Fee during the final quarter of degree completion.

When students have been unregistered for some time, departments may ask them to apply for readmission to graduate status and register, particularly when they will be consulting with faculty and using University resources. In some cases, students will be required to prove they are still current in the field either by taking classes or by re-taking their qualifying examinations.

C. English Competency Policy                        

Academic departments help the Graduate Dean to monitor the campus English competency policy for all prospective Teaching Assistants. The State of California requires that all prospective Teaching Assistants (TAs) whose native language is not English demonstrate competence in oral English communication. There are two testing options for meeting this requirement. 
Before a student arrives in Santa Cruz, the student may take the TSE (Test of Spoken English).  This test is offered worldwide and has specific test dates.  If students choose to take this test before arrival in Santa Cruz or have taken it within the last two years and received a score of 50 or above, students should bring a copy of the score report with you to Santa Cruz.  After a student arrives in Santa Cruz, the student can take the Versant for English test.  More information is emailed to all new International students in early June.

D. Academic Standards of Scholarship                        

Academic Senate regulations provide that a graduate student may be dismissed or placed on probation on grounds of poor academic performance by the Graduate Dean, upon recommendation of the department.  At a minimum Departments conduct annual review of all graduate students at the end of the academic year.  Departments may also conduct such reviews on a more frequent basis.

1) Academic Good Standing                        

To remain in good academic standing, a student must make timely progress toward degree completion and satisfactorily meet the following standards of scholarship established by the Graduate Council in June 2000.

    * A duly registered graduate student is considered to be in good standing so long as (a) the student not advanced to candidacy undertakes a minimum of two upper division or graduate level courses per quarter and passes a minimum of five 5-credit courses toward a terminal degree or certificate by the end of each academic year; the student advanced to candidacy undertakes and passes at least one course per quarter, usually Thesis Research, OR (b) the student's department or committee of studies determines that she or he is making satisfactory academic progress toward a terminal degree or certificate, AND (c) the student's progress meets the minimum criteria indicated below.

    * The academic progress of each continuing graduate student shall be reviewed annually by the student's department or committee of studies by the end of the spring term.

    * A student whose academic progress is judged not satisfactory will be recommended for academic probation until such time (one academic year, maximum) as her or his progress has become satisfactory once again and the Dean of Graduate Studies has been so informed in writing by the Graduate Representative of the student's department.

    * Students on academic probation are not eligible for merit fellowship support and will receive lower priority for academic appointments at UCSC (including Teaching Assistant, Teaching Fellow, Graduate Student Researcher, etc.). Special justifications will be required to appoint probationary students so long as there are any other students in the program who lack financial support.

    * A student whose academic progress has been found not satisfactory in two successive annual reviews will be subject to dismissal from the University.

    * A full-time student who has been enrolled in the same graduate program for four calendar years without advancing to candidacy for the Ph.D. is not considered to be making satisfactory progress and will be recommended for academic probation until advancement is achieved.

    * A student who has been advanced to candidacy for more than three calendar years is not considered to be making satisfactory academic progress and will be recommended for academic probation for up to one academic year by the student's department.

    * A full-time master's degree student is considered not to be making satisfactory progress beyond three calendar years of enrollment and may be recommended for academic probation for up to one academic year by her or his department.

    * Students on probation will continue to be eligible for institutional, state, and federal need-based assistance for up to one academic year to support their efforts to make up satisfactory academic progress shortfalls.

    * A student who fails to register promptly following expiration of an approved leave of absence is not in good standing. The usual term for a leave of absence is three academic quarters, and all requests to extend or renew a leave must be approved in advance by the Dean of Graduate Studies.

    * Only students in good standing are eligible for leaves of absence. Students who are neither registered nor on an approved leave of absence are not in good standing. Only students in good standing are eligible to use the Filing Fee.

Time to Degree

Full-time graduate students are expected to complete their degree objectives within the following maximum time frames:

    * Certificate students: one calendar year from the date of first enrollment in the program
    * Master's degree students: three calendar years from the date of first enrollment in the program
    * Ph.D. students: seven calendar years for all programs except Literature and History of Consciousness, where it is eight years.

Part-time graduate students are subject to the same provisions as full-time students, except that satisfactory progress toward degree completion is measured at a minimum of one course per quarter or three courses per academic year, and the maximum time frame is prorated accordingly:

    * Certificate students: two calendar years
    * Master's degree students: six calendar years
    * Ph.D. students: eleven calendar years (Once advanced to candidacy a student is considered full-time when enrolled in thesis research.)

For the purpose of measuring satisfactory academic progress, course incomplete, withdrawals, repetitions, and noncredit courses do not count as courses completed.

2) Appealing Academic Judgments                       

The Graduate Council adopted the following Academic Appeals policy effective July 1, 2009.

Students have the right to appeal various institutional judgments concerning their academic standing at UC Santa Cruz including dismissal from graduate standing, placement on probationary status, narrative evaluation or grade notation, and their academic progress. This appeal procedure applies only to enrolled graduate students at UC Santa Cruz and is not available to appeal denial of admission or readmission to any program.

The scope of this procedure is limited to the matters listed above, and excludes complaints regarding student employment as a Teaching Assistant, student discipline, auxiliary student services (such as housing, child care, etc.), and sexual harassment, which are covered by other policies and procedures.

This document outlines the four levels of complaint resolution available to graduate students at UC Santa Cruz:

1)  Instructor appeal,
2)  Departmental appeal,
3)  Graduate Dean appeal, and
4)  Graduate Council appeal.

Throughout all stages of the appeal process, both parties are strongly encouraged to seek informal resolution. The Dean of the Division of Graduate Studies may be consulted for informal resolution at any stage of the process. In addition graduate students may contact the Office of the Ombudsman for assistance with informal complaint resolution. Working toward informal resolution does not preclude continuation of a formal appeal. However, unless a request for extension of a deadline is granted as provided below, informal resolution efforts shall not serve in any way to stay or extend an applicable filing deadline

Requests for Extension of Filing Deadlines:  Except as otherwise provided in this policy, any party may for good cause seek an extension of a deadline by filing a request with the Dean of the Division of Graduate Studies. Such request must be submitted in writing prior to the deadline for which an extension is sought, and must explain the reason(s) why an extension is necessary. The decision to grant or deny a request is within the discretion of the Dean and shall be final and binding.       

Basis for Appeals

An appeal may be filed based upon one or more of the following grounds, provided that the action complained of has had a material impact on the student’s academic standing:

1.  Procedural error or violation of official policy by academic or administrative personnel;

2.   Judgments improperly based upon non-academic criteria including, but not limited to, discrimination or harassment on the basis of race, color, national origin, religion, sex, disability, age, medical condition, ancestry, marital status, citizenship, sexual orientation, or status as a veteran or special disabled veteran, or any personal or arbitrary reasons;

3.  Special mitigating circumstances beyond the student’s control not properly taken into account in a decision affecting the student’s academic progress;

4.  Capricious or arbitrary application of appropriate criteria in a manner not reflective of the student’s performance in relation to a course or program requirement.

Procedure for Appeals

Throughout the appeals process all time periods are expressed in working days. These refer to working days1 within the academic term or during the normal working days of summer. Students should be aware that appeals begun late in spring or in summer may be delayed by the unavailability of specific faculty and/or the Graduate Council.

A written appeal must be initiated by the student within the time limits specified below. The student must seek resolution of the action sequentially as described below, unless the action complained of is not an evaluation or grade notation. In that instance, the student would begin the appeal with Step II below.

Step I. If the student is appealing an evaluation or grade notation, the appeal must be submitted to the instructor who provided the evaluation or grade notation;

Step II. For all other appeals, or if the student is continuing the appeal of an evaluation or grade notation, the appeal must be submitted to the student’s major department;

Step III. The Dean of Graduate Studies;

Step IV.  The Graduate Council.

In all cases (Step I through IV), the appeal should indicate the action(s) being appealed, the date(s) the action(s) occurred, the grounds upon which the appeal is based, and the outcome desired.

Step I.  Instructor Appeal

If a student is appealing a narrative evaluation or grade notation, the student must submit a written appeal to the instructor of the course within twenty (20) working days of the deadline contained in the campus Academic and Administrative Calendar for submittal of narrative evaluations or grade notation or, if that deadline has passed, of the actual date when the faculty member filed the narrative evaluation or grade notation.  The faculty member’s Department Chair should be copied on the appeal, in order to inform the student if the faculty member is unavailable.

The faculty member may elect to meet with the student to discuss the appeal and determine if a reasonable compromise can be reached that is acceptable to both parties.  The faculty member must submit a written response to the student with a copy to the student’s Department Chair within ten (10) working days of receipt of the Step I appeal. 

This deadline may be extended by the Department Chair or his/her designate should the faculty member be away from campus for research, administrative duties, sabbatical time, or personal leave.

If the course in question was sponsored by a unit other than the student’s home department, the appeal should be addressed to the instructor of the course and copied to the two Chairs jointly.

Step II.  Appeal to the Department

The student may continue the appeal of an evaluation or grade notation with the Department. Students continuing the appeal of an evaluation or grade notation must submit a written appeal to the Department Chair of the faculty instructor of the course, and this appeal must be submitted within twenty (20) working days of the date of the written response from the faculty instructor in Step I. If the course in question was sponsored by a unit other than the student's home department, the student's home Department Chair should be copied. In addition, a student may begin the appeal of any other department action at this level by submitting a written appeal to the Department Chair. This appeal must be submitted within twenty (20) working days of the date of the notice of the appealed action.

Review of the appeal at the departmental level should be conducted by the departmental graduate affairs committee or analogous group. This group should minimally include two or more faculty members. If a faculty member’s action(s) is the subject of the appeal, s/he must recuse him or herself from the committee. Departments may also elect to establish an ad hoc committee to handle appeals filed in a given academic year. The committee will initiate a review process within ten (10) working days of receipt of the appeal.

The committee will receive the written appeal from the student, all pertinent material from the faculty member and student, and any additional material considered germane to the appeal either by the student or the faculty member. The committee may request additional information, as it deems necessary. The committee or its designated members may elect to interview the faculty member and/or student involved in the appeal. The appeal must be concluded within fifteen (15) working days of receiving the written appeal from the student.

The committee will render its decision in written form within five (5) working days of the conclusion of the review process. For the decision to be binding, it must be consensual and accepted by all parties.

If the action being appealed, such as probation or dismissal, was initiated by the department, the review process remains the same.

After ten (10) working days, the suggested resolution, if not accepted by all parties, becomes null and void.

III.  Appeal to the Dean of Graduate Studies

The student may elect to submit a written appeal of the department’s decision to the Graduate Dean. The decision must be appealed within ten (10) working days of the expiration of the department’s suggested resolution (see Step II).

At the discretion of the Graduate Dean, the appeal may be assigned to the Associate Graduate Dean. Additionally if the Dean determines that the appeal should be submitted directly to the Graduate Council (for example, if the Dean determines that a fair and impartial hearing may be jeopardized by conflicts within the Graduate Division or other extenuating circumstances), the Dean may refer the appeal directly to the Graduate Council.

The Graduate Dean will review all documents and records submitted in the departmental review. In addition the Graduate Dean may meet with the student, faculty member(s), and/or graduate affairs committee, where appropriate, and may consider additional materials as s/he deems appropriate. The nominal time limit for completing the Graduate Dean’s review is within twenty (20) working days of receipt of the student’s appeal.

The Graduate Dean may suggest a resolution of the appeal in written form within five (5) working days of completion of his/her review. For the decision to be binding, it must be consensual and accepted by all parties.

After ten (10) working days, the suggested resolution, if not accepted by all parties, becomes null and void.

IV.  Appeal to the Graduate Council

The student may submit a final appeal to the Graduate Council within ten (10) working days of the expiration of the Dean’s suggested resolution (see Step III). The Graduate Council is a committee of the Academic Senate. There are ten Santa Cruz faculty members,plus the Dean of Graduate Studies serving ex officio. In addition, there are one Library representative nominated by the UCSC Librarians Association, no more than three Graduate Student Association representatives, and one Postdoctoral Scholars Association Representative.

The student will submit a written appeal to the Graduate Council through the Academic Senate Office. The Dean of Graduate Studies will forward all pertinent documents to the Graduate Council for evaluation. The Chair may request additional information, as s/he deems necessary.

The Graduate Council Chair in consultation with the Graduate Council will review the file and determine whether sufficient cause exists to justify a formal hearing. This determination must be made within ten (10) working days of receipt of the student’s appeal, and a written decision must be submitted within five (5) working days thereafter. If the Council declines to hear the case, this would be the final conclusion of the appeals process.

If the Council determines that a hearing is to be held, the student and instructor or department Chair will be notified of the initial hearing date in writing at least twenty (20) working days in advance. The hearing may continue to later sessions if necessary but in any case must be completed within ten (10) working days. The Graduate Council Chair may at his/her discretion constitute a subcommittee of at least four members, including at least one student representative, to hear the appeal, or s/he may convene the Graduate Council as a whole, as appropriate to the case and circumstances. If a subcommittee is established, it acts for the Graduate Council for the remainder of the appeal at this level. At least five (5) working days prior to the hearing date, each party shall provide the other with all relevant materials, including: names of all witnesses and any and all written materials to be introduced at the hearing. Copies of this material must also be submitted to the Graduate Council at least ten (10) working days prior to the hearing.

During the appeal, the Graduate Council shall review the charges. At the hearing, the Graduate Council may interview such witnesses as are brought to the hearing by either party or such other witnesses as the Graduate Council considers relevant.

During the procedure, the graduate student members of the Graduate Council participate fully and equally with faculty members of the Graduate Council to review the issues of the case and ensure due process for the student. The graduate students are not to be viewed as a special resource or advocate for the student to any greater degree than any individual faculty member of the Graduate Council.

A formal hearing will follow these procedures and conditions:

1. The student:

a. shall be present throughout the hearing. If the student fails to attend the hearing, s/he shall be considered to have abandoned her/his appeal unless deferral was granted by the Graduate Council;

b. may be accompanied by a Senate member of her/his choice, if desired and available;

c. may be accompanied by a graduate student of her/his choice to serve in an advisory role, if desired and available;

Please note: although Graduate Council will attempt to accommodate requests, the non- availability of a requested accompanying Senate member or graduate student is not sufficient cause for delay of an appeals hearing, nor does it affect the legitimacy of the Council’s findings.

d. shall have the right to present evidence, including witnesses, first; and

e. may cross-examine all witnesses presented by the instructor, department or dean.

If the student desires a Senate member as an advisor and is unable to secure a Senate member to serve in this role, the Graduate Council, at the student’s request, will appoint a faculty member to act in this role. This advisor may or may not be a member of the Graduate Council. A Graduate Council member serving in this capacity shall be recused from the Graduate Council deliberations of the appeal.

2. The hearings will be confidential and limited to the principals (student, Senate member selected by the student, graduate student selected by the student, and instructor or department representative or relevant administrator), and members of the Graduate Council (but see 3 and 5 below).

3. By prior arrangement, witnesses may be interviewed as part of the hearing process.

4. All witnesses other than the student and the instructor (or department representative or other relevant administrator) shall be excluded from the hearing except when testifying.

5. Evidence may be oral or written, but must be limited to issues raised in the original written complaint. Formal rules of evidence shall not apply, and evidence shall be admitted if of the type upon which reasonable people are accustomed to rely in the conduct of serious affairs. The Graduate Council may, in its discretion, exclude irrelevant or unduly repetitive evidence. At its discretion the Graduate Council may agree to hear closing arguments (either oral or written at the Council’s discretion) as to the correct resolution of the matter. If the Council determines to allow written closing arguments, the hearing process shall be deemed complete upon the parties’ submission of their written arguments to the Council.

6. The meeting shall be tape recorded, or, at the option of the student, a stenographer may be provided at the student's expense. The student shall have access to a copy of the tape recording and may copy the tape at her/his expense. All records pertaining to the hearing shall be kept by the Graduate Council for a period of three years. Student records shall be retained beyond that time if there is an outstanding request by a principal party to the review to inspect them.

7. The Graduate Council will reach its finding subsequent to completion of the hearing. The deliberations of the Graduate Council shall be in private. The Graduate Council shall submit a written finding including an explanation for the basis of it to the Graduate Dean within ten (10) working days of the date of completion of the hearing process.

8. Consistent with Senate authority and informed by the finding of the Graduate Council, the Graduate Dean will make the final decision on all cases involving probation and dismissal. The Graduate Council will have final decision-making authority in all other cases. In either case, the decision must be made within ten (10) working days of the receipt of the Graduate Council finding. Grade changes mandated by the Graduate Council are limited to Satisfactory/Unsatisfactory/Withdraw.

9. The Graduate Dean will have the administrative responsibility to implement the elements of the final decisions from Step 8 and to ensure that the instructor involved and/or Department abide by the terms of the final resolution of the appeal. In addition the Graduate Dean will take reasonable steps to ensure that the student is not subject to any form of retaliation and is further restored to good standing with the Department if so determined by the decision of the review. This may include the provision of lost wages or fellowship funds if so determined by the decision of the review.

VI. Ramifications of Appeal Process

At all stages of the appeal process, a faculty member may request that his or her name be removed from the course in the final academic transcript.

No punitive actions may be taken against the instructor on the basis of these procedures. Neither the filing of an appeal by a student nor the final disposition of the appeal shall, under any circumstances, become a part of the personnel file of the instructor. The use of non-academic criteria in assigning a grade is a violation of the Faculty Code of Conduct. Sanctions against an instructor for violation of the Faculty Code may be sought by filing a complaint in accordance with CAPPM 002.015 or the relevant collective bargaining agreement. A complaint may be filed by the student or by others consistent with CAPPM 002.015.

No punitive action may be taken against the complainant on the basis of these procedures. Neither the filing of an appeal by a student nor the final disposition of the appeal shall, under any circumstances, become a part of the complainant’s file. The instructor may, if he or she feels that his or her record has been impugned by false and malicious allegations, file charges against the complainant through the office of the Vice Chancellor for Student Affairs.

X. Graduate Student Petitions           

 A. Leave of Absence                                   

All students are encouraged to maintain continuous registration so as to make steady progress toward the degree. A student wishing to apply for a Leave of Absence (to take effect at the beginning of the next academic quarter) must complete the Leave of Absence application form, available from the Graduate Division web page. The signatures of the student's graduate advisor and the chairperson of the student's department are required. The approved form should be submitted to your Department Assistant for review and submission to the Graduate Division.

Leaves of Absence will be granted for sound educational purposes, health reasons, financial problems, and family responsibilities. Other reasons will require extra justification.

Only students in good standing are eligible for an approved Leave of Absence. A student on Academic Probation must ordinarily repair all deficiencies in order to qualify for a leave.

While on a Leave of Absence, a student is not permitted the use of University facilities.  All financial aid (including Teaching Assistantships, Graduate Student Researcherships, and fellowships) terminates when a student is on a Leave of Absence. If a student accepts any University employment, staff or academic, while on a Leave of Absence, it must be reported to Graduate Division.

The maximum term for an approved Leave of Absence is three academic quarters. Students on leave are required to report their plans to the Graduate Division at least once a year.

A request to renew a Leave of Absence must be submitted in advance to the Graduate Dean; substantial justifications and department approval will be required to obtain renewal.

B.  Readmission                       

Students who have a break in registration must submit a Readmission Application available from the Graduate Division web page to return to registered status.  A Statement of Legal Residence form must also be completed and sent to the Office of the Registrar.  The form should be filed in the Graduate Division (including the readmission fee and all needed approvals) at least four weeks prior to the beginning of the quarter in which you plan to re-enroll.

Departments are asked to think carefully about a decision to readmit a student. A department may have good reasons for not readmitting a student. For example, if the student was having trouble meeting academic requirements, or the department’s resources to support the student’s area of interest have diminished over time, or faculty with whom the student previously worked have left UCSC. These factors should be taken into account before readmission is approved.

Students seeking to readmit who have exceeded one or more of the time-to-degree requirements must formulate a plan and detailed timetable for completion of the relevant degree requirement. This includes students who have yet to advance to candidacy and/or complete the master’s degree within the three years allowed, or who have not completed the doctorate within the seven years allowed.  In some cases, students who have been unregistered for a long period of time may be required to sit for doctoral qualifying examinations following reinstatement to prove currency in the field.

C. Withdrawal                                    

If you wish to withdraw from the University during the quarter, fill out the Graduate Student Petition for Withdrawal form, available from your department Graduate Assistant or from the Graduate Division Office. If you wish to return to the university after no more than three quarters absence, you must also fill out the Leave of Absence form available from the Graduate Division web page. Obtain clearance signatures from all the designated offices and return both forms to the Graduate Division along with your student ID card by the date specified in the Academic & Administrative calendar (with the exception of Withdrawals for medical or emergency reasons, which can be requested at any time during the quarter). If your Leave of Absence and Withdrawal petitions are approved, your courses in progress will be removed from your official record. If you fail to file the Withdrawal petition and cease to attend classes or complete coursework, an Unsatisfactory will be recorded on your official academic record for each course not completed.

If you withdraw during a quarter, you may be eligible to receive a partial reversal of fees depending on the number of days lapsed in the quarter.  Financial aid awards are adjusted based on the actual amount of aid that was disbursed into your student account compared to the allowable expenses for the number of days you attended during the term of withdrawal. Ask to speak with a financial aid staff member (who must sign your withdrawal petition) to obtain more information.

You may have to repay a portion of the financial aid you have already received if you withdraw from UCSC during the quarter. You must end your student employment immediately upon withdrawal.

You may have to repay a portion of your federal loan to your lender immediately if you withdraw at any time during the quarter. The Financial Aid Office will notify you and your lender of that portion of your federal loan that must be repaid immediately. If you are a federal loan recipient, any fee refund owed to you will be sent directly to your lender for repayment of a portion of your loan. Your six-month grace period for a federal loan begins the first month after your withdrawal from higher education. If you have accepted a loan, you must also attend an exit interview before leaving the university. Contact Student Business Services, to schedule an exit interview.

Involuntary Withdrawal

Your registration and enrollment may be withdrawn by the campus administration at any time for the following reasons:

    * disqualification.
    * failure to respond to official University notices.
    * failure to settle financial obligations.
    * failure to pay registration fees or enroll in classes.

XI. Degree Requirements and Completion                        

A. Grades                       

All graduate students in graduate or undergraduate courses will be graded Satisfactory (S), Unsatisfactory (U), or Incomplete (I). Graduate students also have the option of receiving a letter grade of A, B, C, D, or I in most courses. The grades of A or B shall be awarded for satisfactory work. Grades of C or D will not satisfy any course requirement for a graduate degree at UCSC.  Students also receive descriptive narrative evaluations performance in all coursework, except non-credit seminars.

Under the grading options, you will receive Satisfactory/Unsatisfactory unless you elect the letter grade option (A, B, C, D, F). The choice is yours at the time of enrollment and can be changed up to the end of the third week of instruction for the quarter.

Graduate students are not eligible to file Credit by Examination, Credit by Petition or to receive a "no record" notation. All notations including those of C, D, F, or Unsatisfactory will be listed on the permanent record.

Specific senate regulations are noted below.

13.1.1  Graduate students in graduate or undergraduate courses shall be graded S, U, or I. The quality of work awarded a grade of S shall clearly merit certification of satisfactory progress towards the Master's or Ph.D. degrees.

13.1.2  All preliminary, qualifying and/or comprehensive graduate examinations shall be graded Honors (H), Pass (P), or Fail (F). Papers of students receiving H or F grades will be read by at least two readers.  

13.1.3  Graduate students have the option of receiving a letter grade of A, B, C, D or F instead of S or U in any graduate course or any undergraduate course for which undergraduate students have the letter grade option. The grades A or B shall be awarded for satisfactory work. A graduate student receiving a grade of C or D will not be able to use the credit for that course to satisfy any course requirement for a graduate degree in the Santa Cruz Division.

13.1.4  The grade of I may be assigned when a student's work is of passing quality but is incomplete. A student may not repeat a course in which a grade of I has been received, except after approval of a petition by the Graduate Council. The student is entitled to replace this I grade by a passing grade and to receive credit provided he or she completes the work of the course by the end of the third quarter following that in which the grade I was received unless the instructor or department specifies an earlier date. Under extenuating circumstances, a petition for extension of this time may be granted by the chair of the department concerned upon recommendation of the instructor.

13.1.5  A grade in a single course extending over two or three terms of an academic year may be given at the end of the course. This grade will then be recorded as applying to each of the terms of the course. A student satisfactorily completing only one or two terms of a course extending over two or three terms of an academic year for reasons of illness or transfer, shall be given grades for those terms. In this context, SCR A9.1.7 shall apply to graduate courses.

13.1.6  Graduate students may repeat courses in which they received a grade of C, D, F or U. If a student repeats a course in which he or she received a grade of C or D, the credits are only counted once. The most recently earned grade will determine whether a degree requirement has been met. No course may be repeated more than once without prior written approval of the Dean of Graduate Studies.

13.2.1  Each instructor in a graduate course shall prepare a written evaluation at the end of the term for each graduate student in his or her class, who takes the course for credit.  A written evaluation of a preliminary, qualifying, or comprehensive examination may be provided by the relevant department. Non-credit seminar courses do not require written evaluations.

1) Incomplete Grades                        

An Incomplete grade may be assigned for work that is of satisfactory quality but is incomplete. To receive an I, however, you must make arrangements with your instructor prior to the end of the quarter. It is important that you discuss the situation with your instructor as soon as it becomes apparent that you will be unable to finish the course work as it may become too late to arrange for an Incomplete, resulting in an Unsatisfactory or Fail notation on your record.

If you receive an incomplete you must take steps to remove it within one year from the time the Grade I was received unless the instructor or department specifies an earlier date. You need not be registered the quarter you file the petition to remove the incomplete. If you fail to remove the Incomplete grade within one year, the I will be entered officially and permanently as a Fail or Unsatisfactory depending on the grading option you elected.

Veterans and veteran dependents should note that failure to remove an incomplete may result in overpayment of VA benefits.

The following steps should be taken to remove an incomplete grade

Obtain a Petition for Removal of Incomplete form at the Office of the Registrar.

Take the completed petition and the nonrefundable $10 fee to the Cashier's Office by 4 p.m. on or before the deadline (see Academic and Administrative Calendar). The Cashier's Office staff will validate the petition and return it to you with a receipt of payment.

Take the validated petition with the completed course work to the instructor by the same deadline. The instructor will note your grade on the petition and return it with the narrative evaluation to the course-sponsoring agency, who will then forward it to the Office of the Registrar. A copy of the completed petition will be sent to you at your department Office. Please note that the instructor's deadline will be no later than the date listed in the Academic and Administrative Calendar.

Under extenuating circumstances, you may be granted a one quarter extension to make up the incomplete with instructor and department chair approval.

B. Master’s Degree Requirements                       

1) Residency                                    

In accordance with SR 682, the minimum residence requirement is three quarters at the University of California, of which at least two must be spent at the University of California, Santa Cruz campus. At least one of the three quarters must occur after student has applied for admission to candidacy for the Master's degree.  Residence is established by satisfactory completion of one course per term.  

These are University-wide minimum residency requirements. The exact number of courses required to complete the degree will depend on your preparation for graduate study and on your progress toward the degree as evaluated by your department.

2) Degree Plan Options                                   

Students pursuing academic Master’s Degrees will pursue either a thesis capstone (Plan I) or comprehensive capstone (Plan II) curriculum. Individual programs may adopt one or both plans. Candidates for either plan are subject to guidance by the program’s Faculty respecting the distribution of the student’s workload among departments. Subject to the approval of the Academic Senate, programs are to develop Master’s. degree requirements appropriate to the field of study. These requirements must meet the following minimum standards.

3) Minimum Number of Units Required                        

Plan I: Must require a minimum of 35 quarter units of graduate and upper division courses, of which no more than 15 units may be upper division undergraduate courses. Of the required graduate-level courses, a minimum of 20 units must be courses other than supervised research, except by special exception of the Graduate Council. This exception shall be provided to the program as a whole, rather than case-by-case to individual candidates.

Plan II: Must require a minimum of 35 quarter units of graduate and upper division courses, of which no more than 15 units may be upper division undergraduate courses. Supervised research classes may not count towards the satisfaction of minimum unit requirements for Plan II candidates.

4) Minimum Capstone Requirements                        

Plan I: A Master’s thesis, or a paper, project, or performance in lieu of a thesis, is required of each candidate. The Plan I capstone must be completed in the format specified by the Graduate Council and filed with the Graduate Division by the last day of the term in which the candidate expects the degree to be awarded.

A Committee to read and evaluate the Master's thesis is appointed by the candidate's department, and the department shall at the same time notify the Graduate Division of the membership of the Committee by the end of the second week of the quarter in which the degree is to be granted. The majority of the three member thesis reading committee shall be members of the Santa Cruz Division of the Academic Senate. A change in the membership of the committee, once appointed, may only be made with the approval of the Graduate Dean.

The thesis must be a professionally finished work in format, style, spelling and appearance, abiding by the Thesis and Dissertation Guidelines available from the Graduate Division or from our web page.  One copy of the thesis, signed by your thesis committee must be filed with the Graduate Division by the last day of term in the quarter in which you expect to receive your degree.

Plan II: A comprehensive final examination or project in the major subject, of such nature and conducted in such manner as may be determined by the department or group concerned, is required of each candidate. The nature of the comprehensive capstone is to be approved by the Graduate Council for the program as a whole.

C. Doctoral Degree Requirements                       

In accordance with SR 686 the minimum residence requirement for the Ph.D. degree is six terms, three of which must be spent in residence at the University of California, Santa Cruz campus. Residence is established by the satisfactory completion of one course per term.

These are University-wide minimum residency requirements. The exact number of courses required to complete the degree will depend on your preparation for graduate study and on your progress toward the degree as evaluated by your department.

Subject to the approval of the Graduate Council, each department determines the language requirement appropriate to its subject-matter area and defines the means by which students demonstrate their language proficiency. The student must have satisfied all language requirements in his or her field of study before taking the qualifying examination for advancement to candidacy for the Ph.D. degree.

Undertaking and passing the Qualifying Exam is the next step. The procedure for nominating examiners varies, but in a typical situation the department would consult your adviser who would have already conferred with you on its composition. The department then submits its nomination to the Graduate Division for approval. Nominations must be forwarded to the graduate dean at least one month prior to the date of the examination. If your committee is approved you, your committee and your department will be notified.  It is important to note that the Qualifying Exam may not be held unless the Graduate Dean has approved the exam committee. 

The Senate Regulations for committee membership are stated below.

The qualifying examination committee shall consist of at least four examiners, one of whom is not a member of the student's department. The department shall submit to the Graduate Division at least one month before the proposed examination a list of four qualified persons who are willing to serve on the examination committee, and who meet the following conditions:

1. The Chair of the Examination Committee must be a tenured faculty member.

2. The student's thesis adviser cannot chair the examination committee unless this is specifically allowed by departmental policy.

3. The outside member must be either a tenured faculty member from a different discipline on the University of California, Santa Cruz, campus, a tenured faculty member of the same or different discipline from another academic institution involved in research and graduate education, or a qualified person outside of academia with significant research experience.  

4.  These nominations must be approved by the Graduate Dean, who is authorized to grant exceptions to the guidelines when requested in writing by the departmental chair.

The examination results should be written as soon as possible after the exam, within the week would be preferable, but at least within the month. The committee sends its report to the Graduate Division. If you pass the qualifying examination, the department forwards the examination report and the required fee for advancement to candidacy. If the student fails the examination, the student will be so informed, and a second (and final) examination will be arranged, unless the department successfully petitions the Graduate Council to waive the right to re-examination. Only under extraordinary circumstances will a committee's membership be altered between a failed examination and the second attempt. If the report of a qualifying examination committee or a dissertation committee is not unanimous, the Graduate Division shall, before certifying that the examination is passed, make such investigation of the case as he or she deems necessary and present his or her findings to the Graduate Council for its final disposition of the case. 

Senate Regulations require that student cannot be advanced to candidacy with course grades of "I" (Incomplete) standing on his or her record.

Advancement to Candidacy takes effect on the first day of the quarter following the receipt of the Qualifying Examination Report, the Dissertation Reading Committee Form, Language Requirement form (if applicable), and the Advancement to Candidacy fee in the Graduate Division. Additionally, you must be registered for at least one quarter between advancing to candidacy and the awarding of the degree.

Lastly if the Ph.D. degree is not awarded within seven years from the date of Advancement to Candidacy, the student's candidacy shall lapse and the student will be required to pass a new qualifying exam prior to submitting the dissertation or undergo such other formal review as the student's department shall direct, and the result of this examination or review shall be transmitted in writing to the Graduate Council.

1) Dissertation                                               

If you are a Ph.D. candidate you must prepare and submit a dissertation that is based on original research and meets the requirements of your department. A Committee to read and pass upon the dissertation is appointed by your department, subject to the approval of the Graduate Dean, and should be submitted to Graduate Division with the report of the qualifying examination. The Dissertation Reading Committee must have a minimum of three readers, the majority of who must be members of the Santa Cruz Division of the Academic Senate. A change in the membership of the committee must be approved by the Graduate Dean.

The dissertation, completed in the format specified by the Graduate Council and approved by the dissertation committee, must be submitted to the Graduate Division by the last day of the term in which the degree is to be awarded.

D. Certificate Requirements                                   

The Science Communication and Theater Arts Departments offer intensive one-year programs leading to a Graduate Certificate of Completion. It is important to note that these fifth-year programs are not degree granting. The requirements for these certificate programs vary greatly from department to department.

1) Residency                                   

The minimum residency requirement for a Certificate at the University of California is three quarters. During each quarter of residency you must enroll in the number of courses required by your department (in no case fewer than two upper division or graduate level 5-credit courses). In order to be eligible to receive a certificate from UC Santa Cruz, you must be registered at the Santa Cruz campus for at least two of the three quarters.

These are University-wide minimum residency requirements. The exact number of courses required to complete the degree will depend on your preparation for graduate study and on your progress toward the degree as evaluated by your department.

2) Additional Requirements                       

By satisfactorily completing the academic requirements as determined by the department, and by fulfilling the residency requirement, you become eligible to receive a certificate. You must submit an Application for the Certificate to your Department Assistant for review by the end of the second week of the quarter in which you intend to receive the certificate. The Department Assistant will forward your application to the Graduate Division.
 
E. Registration Requirements for all Graduate Degrees                       

UC policy requires graduate students to be in student status with the University the quarter they wish to have a graduate degree awarded. Students may use one of two options, depending on their eligibility or circumstances:

1. Register and Enroll the Quarter of Degree Completion. Quarterly registration maintains a student’s graduate status, and a student may enroll in research units if no additional coursework is needed. Students may enroll in part time or full time status and remain eligible to apply for the graduate degree.

A student who registered in spring may apply for a summer graduation without additional fee payment.

2. Students may apply to use the Filing Fee the quarter they wish to submit the thesis or dissertation to fulfill the requirements for the award of the masters or doctoral degree. This status is used in lieu of registration to maintain the relationship between the student and the University for the express purpose of filing the thesis or dissertation. In order to be eligible for filing fee, a student must have been either on an approved leave of absence or registered in the previous quarter.

A student using the Filing Fee should submit the application for Filing Fee, signed by all members of the Reading Committee by the end of the second week of the quarter (see Academic and Administrative Calendar). These signatures signify that all members have read the thesis/dissertation and believe that the candidate will need to make only minor revisions and will submit the completed work by the end of the quarter. The Department Assistant will forward your Application for Degree, Application for Filing Fee, and your Filing Fee check to the Graduate Division by the end of the second week of the quarter.

A candidate on filing fee is not eligible to use University facilities (library, laboratory facilities, or faculty time except for the reading of the dissertation), nor is the student eligible for financial support (GSR, TA, Fellowships or need based financial aid).

A student who does not complete the thesis or dissertation, or who is required to repeat the final examination must register as a student the quarter they apply to graduate.  Normally, students may use the filing fee only once.

XII. Research Protocols

A. Animal Research

Animal research at UCSC is under the auspices of the Chancellor’s Animal Research Committee. In accordance with various sponsoring and public regulatory agencies, this committee regularly reviews all matters relating to animals for research and teaching purposes. The committee must assure that the use of animals considers both scientific and humane values. Recommendations are made to the Division of Physical and Biological Sciences dean regarding the adequacy of the animal resource facilities and programs in conforming to all applicable laws, regulations, and guidelines.

There are many regulations and policies that affect the use of animals in research, teaching, and testing programs. Accordingly, the university has both legal and ethical obligations to review all use of animals on or off campus. This includes observation, contact, and manipulation of living or dead animals, or significantly altering their environments. University of California Policy, the Animal Welfare Act (and its 1985 amendments), and the Public Health Service (PHS) Policy on Humane Care and Use of Laboratory Animals (otherwise known as the National Institutes of Health (NIH) Policy), require appointment of an Institutional Animal Care and Use Committee (IACUC) to oversee the animal care and use program. The IACUC for this campus is named The Chancellor's Animal Research Committee (CARC). Federal funding agencies require IACUCs to approve proposals for the care and use of animals before funds will be awarded. An institution's failure to comply with these regulations and policies may lead to various actions, including the termination of support for all projects.

As the Institutional Animal Care and Use Committee (IACUC) at UCSC, CARC's functions are clearly defined:

   1. Review of all proposed uses of vertebrates for research, teaching, and testing to ensure that research is appropriate and animals are treated humanely;
   2. Review and development of institutional policy on care and use of laboratory animals;
   3. Semiannual inspection and review of UCSC's animal facilities and program for the humane care and use of animals using the current edition of the NIH Guide for the Care and Use of Laboratory Animals (Guide) as a basis for evaluation;
   4. Support the attending veterinarians' functions;
   5. Review of specific concerns or complaints about animal care or use.;
   6. Present recommendations to the institutional official (the dean of the Division of Natural Sciences) regarding all aspects of UCSC's animal care and use program. Significant deficiencies in the institution's program must be identified, and the institution must adhere to an approved plan and schedule for correction of the deficiencies;
   7. Authority to suspend any activity involving the use of animals which is not being conducted in accordance with the current edition of the Guide standards, or with applicable laws, regulations, or institutional policies.

The "US Government Principles for the Utilization and Care of Vertebrate Animals Used in Testing, Research, and Training" were developed by the US Government's interagency research animal committee. Both PHS Policy and university policy require that all uses of animals conform to these principles:

   1. The transportation, care, and use of animals should be in accordance with the Animal Welfare Act (7 U.S.C. 2131 et. seq.) and other applicable federal laws, guidelines, and policies.
   2. Procedures involving animals should be designed and performed with due consideration of their relevance to human or animal health, the advancement of knowledge, or the good of society.
   3. The animals selected for a procedure should be of an appropriate species and quality and the minimum number required to obtain valid results. Methods such as mathematical models, computer simulation, and in vitro biological systems should be considered.
   4. Proper use of animals, including the avoidance or minimization of discomfort, distress, and pain when consistent with sound scientific practices, is imperative. Unless the contrary is established, investigators should consider that procedures that cause pain or distress in human beings may cause pain or distress in other animals.
   5. Procedures with animals that may cause more than momentary or slight pain or distress should be performed with appropriate sedation, analgesia, or anesthesia. Surgical or other painful procedures should not be performed on unanesthetized animals.
   6. Animals that would otherwise suffer severe or chronic pain or distress that cannot be relieved should be painlessly killed at the end of the procedure, or, if appropriate, during the procedure.
   7. The living conditions of animals should be appropriate for their species and contribute to their health and comfort. Normally the housing, feeding, and care of all animals used for biomedical purposes must be directed by a veterinarian or other scientist trained and experienced in the proper care, handling, and use of the species being maintained or studied. In any case, veterinary care shall be provided as indicated.
   8. Investigators and other personnel shall be appropriately qualified and experienced for conducting procedures on living animals. Adequate arrangements shall be made for their inservice training, including the proper and humane care and use of laboratory animals.
   9. Where exceptions are required in relation to the provisions of these Principles, the decisions should not rest with the investigators directly concerned, but should be made with due regard to Principle II by an appropriate review group, such as the institutional animal research committee. Such exceptions should not be made solely for the purposes of teaching or demonstration.

The privilege of using animals for research, teaching, and testing is accompanied by both ethical and legal responsibilities to use them appropriately, both scientifically and humanely. Individual faculty members who use animals in their research or teaching (including those whose research consists of field work involving animals) are, by law, accountable for conforming to the basic regulations and policies governing animal use on this campus. These regulations and policies cover:

   1. the acquisition, care, and use of animals;
   2. efforts to minimize animal pain and distress;
   3. the training of personnel using animals;
   4. consideration of alternatives to animal use; and
   5. methods whereby deficiencies in animal care and treatment are reported

For your own protection, and for the protection of this institution, faculty who use animals must know, understand, and comply with applicable laws, regulations, and policies. Furthermore, you are responsible for properly instructing your students and employees. The laws governing the use of animals, like those governing other regulated activities, are framed to ensure compliance via both civil and criminal laws. Failure to comply can carry penalties that range from substantial fines to "cease and desist" orders that can suspend all animal research, and all funding for animal research, at the offending institution. These regulations are typically applied against an entire institution, thus the innocent are punished as well as the guilty. These regulations are not subject to negotiation or individual interpretation by investigators. Both the professional reputation and the financial well-being of institutions which have failed to comply have suffered. For these reasons, the prudent investigator will be attentive to complying with these regulations and will encourage colleagues to do the same. As a matter of educational policy, faculty who do not themselves use animals should be aware of these regulations and policies, since their students may use animals at a later time. Likewise, instruction of students in proper animal use is an essential component of graduate-level science education.

B. Human Subjects in Research

The UCSC Institutional Review Board has responsibility for reviewing all research involving human subjects conducted at or sponsored by the University of California at Santa Cruz regardless of the source of funding. Further details about what constitutes research are provided below.

If you are doing Human Subjects Research

If the proposed research will involve human subjects, you must submit a Human Subjects Protocol or a Request for Exemption. The protocol must be reviewed and approved by the UCSC IRB before the research begins.

Failure to comply with these rules may have serious consequences, including the suspension or termination of research, allegations of research misconduct, and personal civil and criminal liability.

PLEASE NOTE THERE ARE NO PROVISIONS FOR RETROACTIVE APPROVAL OF RESEARCH PROTOCOLS. If research is begun without UCSC IRB approval, upon discovery of the error, the researcher must stop the research and notify the UCSC IRB immediately. The researcher must then submit a protocol to the UCSC IRB along with a detailed explanation as to why the protocol was not submitted at the appropriate time. If the researcher is a student, a detailed letter from his or her faculty advisor must accompany the materials submitted to the UCSC IRB. NOTE: If the above situation occurs, conducting further research, spending research funds, using data already collected, or filing a thesis may be disallowed.

Determining whether you are doing Human Subject Research

To determine whether you are conducting human subjects research:

   1. Determine whether the activity constitutes “research.”
   2. Determine whether the research involves “human subjects.”

Research: a systematic investigation designed to develop or contribute to generalizable knowledge. Pilot studies and screening tests are usually considered part of "research."

Research does not include:

    * Instruction,
    * Surveys for evaluating the performance of faculty, staff, and students, or other studies for institutional use only,
    * Student course work or undergraduate honors theses, unless they are to be made available to the public or used by other researchers. Even when student work involving human subjects does not constitute research, faculty members who assign or supervise the work are responsible for educating their students to safeguard the well being of the subjects.
    * Oral History Projects are considered research only when they are intended to contribute to generalizableknowledge or there is a possibility that the resulting data will be used to contribute to generalizable knowledge
    * Program Evaluation, Quality Assurance and Quality Improvement Activities are considered research only when they are intended to contribute to generalizableknowledge or there is a possibility that the resulting data will be used to contribute to generalizable knowledge.  When the purpose of an activity is to assess the success of an established program in achieving its objectives and the information will be used to provide feedback to improve that program, the activity is not human subjects research.  When the evaluation is undertaken to test a new, modified, or previously untested intervention, service, or program to determine whether it is effective and can be used elsewhere, the activity is research.

Human subject: a living person about whom a researcher obtains:

    * data through "intervention" (for example, venipuncture or cognitive tests) or "interaction" (for example, interviews) with the person, or
    * identifiable private information (for example, observations or private records). A person may be a "human subject" when a researcher obtains data about the person from a third party as well as from the person directly.

Intervention includes both physical procedures by which data are gathered (for example, venipuncture) and manipulations of the subject or the subject's environment that are performed for research purposes.

Interaction includes communication or interpersonal contact between investigator and subject. Identifiable in this context implies that the identity of the subject is or may readily be ascertained by the investigator or associated with the information obtained as part of the research. Private information includes information about behavior that occurs in a context in which an individual can reasonably expect that no observation or recording is taking place, and information which has been provided for specific purposes by an individual and which the individual can reasonably expect will not be made public (for example, a medical record).

The researcher should make sure that women and members of minority groups are given the same opportunity as all other persons to be included in the research.

Conducted at or sponsored by the UCSC campus means:

    * using the facilities of the UCSC campus; or
    * paid for by the campus or with funds administered by the campus; or
    * conducted as part of a researcher's progress toward a campus degree or
    * conducted by a campus faculty member or employee in the course of employment by the UCSC campus; or
    * using UCSC students as subjects.

XIII.  Campus Resources

African-American Resource Center
The African-American Resource and Cultural Center (AARCC) develops and fosters cocurricular initiatives that promote academic success, leadership training, and student development. The AARCC was established in 1990-91 by UCSC alumna and Founding Director Sister Paula L. Powell, ’89. The AARCC’s primary mission has been to serve as a key resource to acclimate students to general campus life and academic culture. In addition, the program provides advocacy and support in helping promote student development, academic progress, and achievement of students’ educational goals. AARCC works closely with a variety of campus units to enhance the recruitment and matriculation of the Center’s populations.

The AARCC welcomes volunteers, mentors, and student interns to participate in the center’s educational and cultural initiatives. The AARCC works closely with various student organizations in order to establish viable support networks — both academic and social — for our students. Organizations currently affiliated, supported, or established by the AARCC include African/Black Student Alliance, (A/BSA), the National Society of Black Engineers (NSBE), African-American Theater Arts Troupe, UCSC Rainbow Theater, African/Black Voice, Black Sisterhood United, Black Men’s Alliance, Alpha Kappa Alpha Sorority, Inc., Alpha Phi Alpha Fraternity, Inc., Delta Sigma Theta Sorority, Inc., Umoja Mentoring Program — Big Brother/Big Sister, UCSC Gospel Choir, African-American Recognition Ceremony, Destination Higher Education, Black Graduate Student Network, Queers of Color, E2-Engaging Education, Student Union Assembly, Charles Hamilton Houston Pre-Law Society, African-American Studies Institute, and the NAACP.

The AARCC works collaboratively with others on campus and in the surrounding community to enhance cultural and ethnic diversity initiatives on the UCSC campus. The AARCC publication Sankofa Chronicle is always open to submissions from the community. The center is located on the third floor of the Bay Tree Building and is open Monday through Friday 10 a.m.–5 p.m. For more information, call 459-3207; fax 459-2469; e-mail african@ucsc.edu; or consult AARCC’s web site at www2.ucsc.edu/aasl/.

American Indian Resource Center
The American Indian Resource Center serves as a resource for Native American students as well as other students. The center provides assistance to students seeking help with school and other issues and has a primary mission of developing a connection between the university and tribal communities.

The Center was responsible for the renaming of Conference Rooms A, B, C, & D in the Bay Tree Building to acknowledge the indigenous tribes of the area and the rooms were renamed: Amah Mutsun, Esselen Nation, Muwekma Ohlone, Cervantes and Velasquez, who were the last two fluent speakers of the Mutsun Language.

The Center is re-developing its high school outreach program titled R.E.A.C.H. and the American Indian Peer Mentoring Initiative “Full Circle.”

The Center has proposed a course titled “Native Americans and the Vietnam War: An Oral History,” which has yet to be approved.

The office is located on the third floor of the Bay Tree Building. For more information, call 459-2881, or visit our web site at www2.ucsc.edu/airc.

Asian American/Pacific Islander Resource Center
The Asian American/Pacific Islander Resource Center (AA/PIRC) provides and enhances opportunities for education and dialogue on issues affecting Asian Americans and Pacific Islanders, as well as opportunities for leadership development and community building. AA/PIRC aims to address students’ multiple and diverse academic, social, cultural, and other co-curricular needs through programs and services. Programs include Asian American/Pacific Islander Heritage Month, Year End Ceremony for graduating seniors, leadership skills workshops, graduate school panels, and community receptions. AA/PIRC events also highlight writers, performance artists, scholars, and community leaders. Through AA/PIRC, students benefit from networking with individuals and resources such as alumni, faculty and staff, off-campus community-based organizations, and on-campus student organizations.

AA/PIRC is located on the third floor of the Bay Tree Building with the African American, American Indian, and Chicano Latino Resource Centers. Add your e-mail address to AA/PIRC’s listserv to receive announcements on leadership, scholarship, internship opportunities, events, and community news. For more information, call 459-5349; e-mail aapirc@ucsc.edu, or visit www2.ucsc.edu/aapirc.

Bay Tree Bookstore
The Bay Tree Bookstore serves as UCSC’s convenient, affordable, on-campus retail resource for students, faculty, and staff. It is located in the center of campus, at the intersection of Hagar and Steinhart, in the Quarry Plaza. The Bookstore carries new course books as well as the area’s largest selection of money-saving used textbooks, a wide variety of supplies, general-interest paperbacks and reference books, and many other items such as backpacks, apparel, computer supplies, posters, greeting cards, and, of course, the world-famous banana slug mascot items. Services include special ordering of books, facsimile (FAX) transmission, class rings, academic regalia, and limited check cashing ($20 maximum, with student ID).

Hours are Monday–Friday, 8:30 a.m.–5:30 p.m., and Saturday, 10 a.m.–4 p.m., except academic and administrative holidays. There are extended hours during quarter openings. Course book information: 459-4216; general information: 459-4544.

The Bay Tree Bookstore is online at slugstore.ucsc.edu. Be sure to “bookmark” us!

The Express Store
Located directly next to the Bay Tree Bookstore, the Express Store offers a wide selection of
convenience items including candy and snacks, soft drinks and beverages, coffee, muffins, sandwiches, health and beauty products, frozen food products, and more. Hours are Monday–Friday 7:30 a.m.–6:30 p.m. and Saturday 10 a.m.–4 p.m.

Campus Calendar
The Campus Calendar (events.ucsc.edu) is a web-based listing of events sponsored or presented by administrative units, the colleges, and student organizations. Managed by the University Events Office, the Campus Calendar provides a broad range of event information and advertising—a resource both for individual students and for student organizations planning an event. Information from the Campus Calendar is used to generate the weekly “This Week at UC Santa Cruz” flyers distributed and posted across campus, the weekly event announcements on KZSC, and a weekly “Coming Up at UC Santa Cruz” ad in the Good Times newspaper. Student organizations submit event information via Student Organization Advising and Resources (SOAR). For more information about the Campus Calendar, please call 459-5390; or e-mail calendar@ucsc.edu.

Career Center
The Career Center provides comprehensive career services to current students and alumni. It is a one-stop resource providing a meaningful link between education and the world of work. From part-time employment and internships to graduate school or professional employment and special events, such as the Multicultural Career Conference and the Student Employment Recognitions Awards Ceremony, the center is here to guide students to career success. Services include career advising, part-time jobs, internships, career positions, on-campus interviews, resource library, computer laboratory and databases, graduate school services, workshops, and special events.

The Career Center is located in the Bay Tree Building, Room 305, 459-4420. Visit the center early in your academic career, and pick up your copy of the Career Guide for UC Santa Cruz Students, or visit our web site at www2.ucsc.edu/careers/.

Cashier's Office
Cashier's Office location: 102 Hahn Student Services.
Telephone: 831-459-2278.
Window Hours: 9:00 am - 4:00 pm, Monday - Friday.

UCSC accepts cash, checks, Western Union, or Moneygram. Use of banking "online bill payment" services may delay payment of your account and may result in late fees or enrollment consequences. At this time we do not accept credit cards for payment of your university bill. Do not send cash through the mail.

Please make checks payable to "UC Regents."

All student fees and fines can be paid in person, by mail, or through the 24-hour depository, located outside the north entrance of the building. Deposits after 3:00 PM will not be posted until the next day.

Some petitions require fees. These must be filed during window hours. Do not place petition forms in the depository.

Check Cashing Privileges
Check cashing is available at the Cashier's Office and at the Bay Tree Bookstore for students, faculty, and staff with valid university ID. At the Cashier's Office, the check cashing limit is $25.00 per day with a charge of twenty-five cents per check. At the Bay Tree Bookstore, the limit is $10.00, and there is no check cashing charge.

 A valid student ID, picture ID, or driver's license number and a local or home telephone number are required to utilize check cashing privileges at both the Cashier's Office and Bay Tree Bookstore.

Returned Checks
When appropriate, a check returned to the bank will be automatically run through the endorser's bank account twice. Returned checks will be subject to a returned check fee of $25 for the first check and $35 for each subsequent returned check in addition to any applicable late fees.

Suspension or Cancellation of Privileges
An outstanding returned check will suspend campus check cashing privileges until redeemed. Four returned checks will suspend check cashing privileges for the balance of the quarter and place holds on future enrollment.

A student's enrollment may be subject to cancellation if returned registration payment are not redeemed within 10 calendar days of notification.

Redemption of Returned Checks
Returned checks must be redeemed with cash, certified funds, or money orders. The returned check charge and late fees must be paid before check cashing privileges are reinstated.

Returned checks not redeemed within 30 days may be subject to legal action in accordance with California statutes.

Center for Teaching Excellence
The Center for Teaching Excellence (CTE) is a professional resource dedicated to promoting, sustaining, and recognizing teaching excellence at UCSC. Serving the faculty and graduate students, CTE programs and services support instructors in their efforts to develop as teachers, enhance the quality of instruction, and improve students’ learning.

Regular programs and services include Instructional Improvement Grants, Excellence in Teaching Awards, teaching convocations, mid-quarter class interviews, electronic mid-quarter analysis of teaching, videotaping of teaching, UCSC instructor evaluation, and Faculty Focus, a quarterly newsletter featuring the voices of the UCSC community speaking out on teaching and learning.

CTE is located in room 133 Kerr Hall, 459-5091. For more information, visit the CTE web site at ic.ucsc.edu/CTE or the UCSC Teaching Toolbox at teaching.ucsc.edu.

Chicano Latino Resource Center
The Chicano Latino Student Life Resource Center, El Centro, offers programs and activities to enhance your academic success, intellectual growth, research skills, leadership development, opportunities for community service, and preparation for graduate school. Examples of programs offered through the center include workshops, the Chicana Latina Pipeline Project, and community service internships.

El Centro is located on the third floor of the Bay Tree Bookstore building and is open daily 9 a.m.–5 p.m. Please feel free to stop by to find out more about the programs and activities or for consultation. Look for the Ethnic Resource Centers sign. For more information or to make an appointment, please contact Rosalee Cabrera, 459-5608; or e-mail cab@ucsc.edu.

Child Care and Early Education Services
Four child care programs are offered on campus. Enrollment is limited; early application is encouraged as most programs have waiting lists.

All Child Care Services programs reflect the belief that the best child care occurs in a nurturing, homelike environment that is safe and developmentally appropriate. The curriculum emphasizes play as a learning process and provides environments that are rich and challenging. All programs serve student, faculty, and staff families and operate year-round 7:30 a.m.–5:30 p.m., offering full- and part-time care. Programs observe all campus closures. Approximately two-thirds of the spaces are for students and one-third for faculty and staff. Priority is given to low-income students who qualify for California Department of Education subsidies (free or sliding scale); fee-for-service spaces at a reduced rate may be available to student parents whose income exceeds CDE requirements.

The Infant Toddler Program, located at Family Student Housing, provides care for children ages 3 to 36 months. As in all of the UCSC programs, each child and family have a primary caregiver. The relationship that is built among this teacher, the child, and the family is the foundation for quality care and education. The partnership between teacher and family supports the growth of each individual child and builds a support for family members in the important job of raising children.

The Granary Child Development Center, located at the main entrance of campus, is also operated by Child Care and Early Education Services. The center provides a program for children ages 2 through 4 years. Children and their families enjoy the very homelike environment at the Granary.

The Children’s Center, also located at Family Student Housing, provides care for pre-kindergarten children. This program, designed for children who are going to kindergarten the following year, supports children’s developing independence and curiosity. Teachers and families work together to support each child on his or her individual path to school readiness.

The School-Age Program, located at Family Student Housing, upholds the philosophy that safe, supportive, nurturing care for school-age children is not a privilege or an extra-curricular activity but is important for the development of healthy, self-confident, socially competent children. The program provides a homelike environment that allows children to be themselves and form healthy attachments with adults. The school-age program offers after school and vacation care for children in kindergarten through 12 years of age. There is not only a reduced rate for students, but also an additional subsidy for Family Student Housing Residents.

Further information is available on the Child Care and Early Education web site at www.housing.ucsc.edu/housing/child1.html, from the Child Care and Early Education Office at Family Student Housing, by phone at 459-2967, or by e-mail at childcareservices@ucsc.edu.

Computing Facilities and Services
UC Santa Cruz is rapidly expanding its computing environment. We want you to be aware of computing facilities and services so that you can take full advantage of the campus computing resources. Here are the key points:

Students are expected to communicate via e-mail using a UC Santa Cruz Identity called CruzID, which is your e-mail address and account as well as electronic login and password to many services, such as the network, computing labs, portal, and other services. Your CruzID is assigned when you enroll for classes, before you come to campus in the fall quarter. There is no cost for your CruzID.

UC Santa Cruz has a wireless network called CruzNet, with coverage in most student areas of campus. This means that if you have a laptop computer with a wireless network card, you’ll be able to sit down with a group of classmates in a serene setting among the redwoods, at a cafe or library to do your homework, and still have network access. Because of the wireless access, we highly recommend that you purchase a laptop or notebook computer. We have included minimum specifications below.

The campus offers a high-speed residential data network called ResNet to all students living in university residential areas. The service cost is included in the housing fees. There are no additional fees for students who live in university residential areas to use the service, which includes technical support (by phone, or room visits when necessary) provided by Information Technology Services staff.

If you don’t own a computer, or would like to work on homework assignments that require specialized software, there are 12 Instructional Computing labs across the campus. Each lab is open to all students.

Information Technology Services (ITS)
ITS provides computing, network, telecommunication, media services, and instructional technology

services to the campus. Central computing facilities provide universal services such as electronic mail, web, and file services. See its.ucsc.edu. ITS operates the UC Santa Cruz campus network, which interconnects personal computers, workstations, workgroup LANs, instructional computing labs, central computing facilities, and computer-equipped classrooms with each other, on-campus resources, and the Internet. In addition, a wireless access service called CruzNet is available to mobile users at some 200 locations. See cruznet.ucsc.edu for more information. On-campus network resources include academic, library, and administrative computing, database and information servers.

PC or Mac?
The campus community embraces both PCs and Macs, and in some circles, Unix-based Sun Solaris and
Linux are popular. The Humanities Division and the Arts Division both are heavily Mac-oriented. The Social Sciences Division and the Physical and Biological Sciences Division use both Macs and PCs. The School of Engineering is primarily PC/Windows and PC/Linux (as well as Sun Solaris), and there is an emerging interest in Macintosh with the Unix-based OSX environment.

If you are purchasing a PC, we recommend you purchase a laptop including a Pentium processor with a minimum 1.5GHz or equivalent microprocessor, 512MB or more of RAM, and a minimum 30GB hard drive. Please include a CD writer to use for backing up files. In general if you are purchasing a PC computer (and are not interested in repairing a computer yourself) we recommend that you purchase a computer manufactured by a major vendor such as Dell, which is highly rated for reliability and service. For software
on a PC, we recommend Microsoft Windows XP, with Microsoft Office, which includes Microsoft Word. Most faculty are accustomed to receiving student papers in Microsoft Word files.

If you are purchasing a Macintosh, a minimum of 1.2GHz processor is recommended. We recommend 512MB or more of RAM, and a minimum 30GB hard drive, running Mac OSX. All new Mac PowerBooks are recommended.

CruzNet is designed for use with wireless network cards that are Wi-Fi compliant, IEEE 802.11b. WPA (Wi-Fi protected access) security is desirable but not required at present. The UCSC Bookstore maintains a stock of recommended wireless network cards.

Note: cordless 2.4Ghz phones can interfere with the wireless network, so if you intend to bring a cordless phone to campus please obtain one that operates at 900 MHz instead.

For more recommendations on computer hardware and software please visit the ResNet web site at resnet.ucsc.edu. If you are not purchasing a new computer but bringing your own computer, please have at least 256MB memory, and Microsoft XP operating system. ResNet’s minimum computer standards are posted at resnet.ucsc.edu/newstudents.

Your UC Santa Cruz Identity (CruzID) Account is Pre-assigned
Your CruzID is your UCSC account for e-mail. Faculty and other campus representatives will send e-
mail about classes, important reminders, and information about student services to this account. For example, your UCSC address (youraccount@ucsc.edu) shows up on e-mail lists that faculty use for classes. In addition to e-mail, this same UCSC account gives you access to the campus Instructional Computing Labs, dial-up network access from off-campus, and the central Unix timeshare systems. Every UC Santa Cruz student is assigned a UCSC Identity account upon enrollment. You can activate your pre-assigned CruzID through the Student Portal at my.ucsc.edu.

Students are expected to monitor their CruzID for important e-mail messages from faculty, staff, and other students.

The university provides CruzMail, a web-based e-mail client, as well as anti-virus software to keep your machine virus-free. The university also has 12 computer labs located at most of the colleges and a number of academic buildings.

Computing Facilities and Policies
Campus academic divisions may also provide computing facilities and services to serve their specific
disciplines. There may be additional rules or policies associated with these discipline-specific services and facilities. Please contact your department assistants for more information on divisional resources.

Because the Internet is a dynamic environment, you should be aware of the following:

Students using UC Santa Cruz computing facilities and services must comply with the University of California state and federal policies and laws referenced at security.ucsc.edu/policies.shtml. While that web page lists many of the university policies, it is in no way meant as an exhaustive and complete list. New regulations and policies and procedures are constantly evolving. Laws, policies, or other regulations on aspects not specific to networks or computing may also apply, e.g., student conduct, personnel policy or contract, sexual harassment laws, chain letter laws, or other regulations.

Web pages at UC Santa Cruz (and beyond) are expanding and changing rapidly. Please send questions regarding any information found on the web to the web page author listed at the bottom of each web page.

Please send questions or concerns about electronic abuses or harassment via e-mail to abuse@ucsc.edu.

Network and Phones for Students Living on Campus
ITS Telecommunications partners with Colleges and University Housing Services to provide in-room
Internet access (called ResNet) and a university-owned and operated telephone system. Network services are available to undergraduate and graduate students living in university housing (except for the Camper Park). For assistance with network connections, students can contact ResNet at resnet@ucsc.edu or call 459-4NET. Please check the web site at resnet.ucsc.edu for more information.

Local telephone service is provided in every student room (except for the Camper Park and Family
Student Housing). Students must use calling cards to place long distance calls. Call 459-3865 or e-mail scs@ucsc.edu for more information on phone services.

Modem Access for Students off Campus
If you want to connect from off-campus, you can connect via a university modem pool at no charge, but
with limited connection hours per week. See its.ucsc.edu/services/hardware/modems.php for more information on this topic and information on configuring your computer software for these options.

Computing Labs for Drop-in Use and Academic Classes
Instructional Computing manages 12 computer labs throughout the campus. These include the Digital
Media Lab for students in the arts, social sciences buildings, and the Solaris Unix labs for students in the sciences and engineering. The 12 labs have more than 360 computers available for students to use, including PCs, Macs, and Sun workstations. There is a wireless laptop lab at the Academic Resources Center where you can check out an Apple laptop and have a network connection while sitting in the meadow overlooking the ocean; see ic.ucsc.edu/labs/labdescriptions/arc/ for more information. Wireless access is available in most labs.

The computing labs are used like classrooms; they can be reserved by faculty or teaching assistants for instruction. When not reserved for instruction, the labs are available to students on a walk-in basis. Even if they are not teaching in the labs, many faculty request academic software to be installed in the labs so that their students can complete homework assignments. Every IC lab is open to every student, no matter what his or her major.

Technical training is available for students in the computer labs. In addition, faculty or teaching assistants can request Instructional Computing staff to conduct training sessions as part of an academic course. Contact Robin Ove, Faculty Instructional Technology Center manager, fitc@ucsc.edu, for more information.

More extensive lab information, including hardware and software specifications and hours of operation, is available at ic.ucsc.edu.

Academic Course Materials on the Web
The WebCT course management system is a tool to create sophisticated web-based course materials to
supplement classroom instruction, but not to replace it. WebCT uses a web browser as the interface for the course. Faculty using WebCT can incorporate a wide variety of tools in their course site such as a course calendar, student conferencing system, electronic mail, group projects with student-created web pages, and quizzes. Outside of class time, students can use WebCT to view course materials, participate in web-based class discussions, collaborate on student group projects, and take quizzes. Faculty can use WebCT to see what materials students have viewed before they arrive in class. When faculty administer pre-class quizzes on WebCT, they can see what concepts students understand before class and then tailor the lecture accordingly. Students must have established their UCSC account to be enrolled in WebCT courses. See more information about WebCT and other UCSC course web sites at ic.ucsc.edu/docs/webct and ic.ucsc.edu/courses.

Need Disability Accommodations for Computing?
If you have a disability and require adaptive or assistive technology to use lab computers, library
facilities, or other campus services, please contact the Disability Resource Center (DRC) right away so that they can coordinate services for you. Instructional Computing labs have common adaptive technologies—such as enlarged type for students with low vision and Dvorak keyboards for students with repetitive strain injuries. If you need accommodations, please call the DRC at 459-2089 (voice), or 459-4806 (TTY).

Need Computing Help?
You may find the answer to your question at ic.ucsc.edu/help.

If you need additional help with computer accounts, network access, or general computer questions, please contact the ITS Help Desk. The Help Desk is located at 54 Kerr Hall and is open Monday–Friday, 8 a.m.–5 p.m. Get help:
online at itrequest.ucsc.edu;
phone: 459-4357 (459-HELP); or
e-mail: help@ucsc.edu.

Need a Job?
Instructional Computing has about 100 student staff positions, including lab consultants, who staff labs
and assist students; technical support specialists, who maintain lab hardware and software; and web developers, who work on project teams to produce academic course sites. Please see icweb.ucsc.edu/apply/ for more information about the lab consultant and technical support specialist positions. See ic.ucsc.edu/faculty/webdev/ for information about the web developer program, and e-mail fitc@ucsc.edu if you want to apply.

The Information Resource Center hires student consultants through the UCSC Career Center. For more information, see www2.ucsc.edu/careers/.

Counseling and Psychological Services
Psychological counseling services are available at each college, as well as at Family Student Housing, and at the Counseling and Psychological Services (CPS) central office located in the Cowell Student Health Center. Counseling psychologists have extensive experience in helping students clarify their sense of direction and set realistic goals by collaborating with students to resolve their personal problems. Students can meet with a counseling psychologist individually, or they can participate in one of the numerous counseling groups that are offered throughout the year. A behavioral health/stress reduction program is also available. The goal of CPS’s services and programs is to facilitate the academic and personal growth of students in the UCSC community. Personal information communicated to a counseling psychologist is confidential in accordance with state laws and the Ethical Code of the American Psychological Association. For more information, visit the web site at www2.ucsc.edu/counsel, or call 459-2628 to speak with a front office staff member.

Digital Copy Services
Digital Copy Services (DCS) offers fast, economical, and convenient full-service copying, digital file printing (both color and black and white), and finishing services tailored specifically for the students, faculty, and staff of UCSC. FAX, computer rental, and delivery services are also available.

Copyright clearance, reader production, and sales services are available to faculty through DCS’s Professor Publishing Services.

DCS is located on campus at the Quarry Plaza and is open 7:30 a.m.–10 p.m. Monday through Friday, throughout the academic year, with shorter hours during the summer. Call 459-4104 for more information about hours and services, or e-mail copy@ucsc.edu.

Disability Resource Center
The Disability Resource Center (DRC) assists the UCSC campus in providing equal educational access to students with disabilities, per state and federal laws. The DRC mission is to support retention and graduation of students with disabilities by collaborating with students, faculty, staff, and community resources to provide effective academic support services. The DRC also seeks to promote a non-discriminatory campus environment and encourage student development and independence.

For qualified students, the DRC authorizes a variety of academic accommodations including: notetakers, typists, scribes, readers, test accommodation authorizations, housing accommodation recommendations, sign language interpreters, alternate media (e.g. audio books), advising and support, disability van authorizations, and more. DRC representatives are also available to consult with faculty and staff.

In order to access services, students must provide specific medical documentation that meets UC guidelines (copies of these guidelines are available at the DRC office and on the DRC website). In addition to documentation, students will meet with a DRC Service Coordinator to discuss disability-related needs and determine appropriate services. For more information, view the DRC web site at www2.ucsc.edu/drc. The DRC is located in 146 Hahn Student Services Building; contact information is 459-2089 (Voice), 459-4806 (TTY), or by e-mail to drc@ucsc.edu.
Americans with Disabilities Act
The director for Student Judicial Affairs serves as the 504/ADA compliance officer for program access. Campus concerns or complaints about accommodating students with disabilities should be referred to the director at 459-4446 voice, 459-4806 TTY. An alternate officer is available if needed. Any complaints or concerns about transportation or physical access to the campus should be directed to the compliance officer for Transportation, Facilities and Computing at 459-3759. Any concerns or complaints regarding accommodating job applicants or current employees with disabilities should be directed to the ADA compliance officer for employment at 459-2349.

Fire Department
The campus fire department is located next to Crown College, on Chinquapin Road, and operates 24 hours a day, every day of the year. The fire department’s responsibilities encompass fire prevention, fire suppression, hazardous material emergency response, and emergency medical treatment. Department activities include annual inspection of campus buildings for fire hazards or other dangerous conditions; reviewing campus events to meet public safety standards; fire and life safety training for students, staff, and faculty; and inspection, testing, and maintenance of campus fire alarms and fire protection systems.

For more information regarding disaster preparedness or Standard First Aid/CPR classes, please check the web site at www2.ucsc.edu/fire_dept; or call the fire department business office at 459-3473. For all emergencies, dial 911 from any campus phone.

Gay, Lesbian, Bi, Trans, Intersex Resource Center, Lionel Cantú
The Lionel Cantú Gay, Lesbian, Bi, Trans, Intersex (GLBTI) Resource Center provides informational, educational, and social support to students, staff, faculty, alumni, and the community on GLBTI issues. The center, located in a beautiful redwood building behind Crown and Merrill Colleges, is home to a host of exciting programs, several student organizations, and a library offering contemporary queer titles. Student art shows are exhibited in the center’s GALA Gallery. The center has a cozy lounge, computers with Internet access, videos to view, plenty of study space, and a full kitchen. Safer sex information and supplies are on hand.

Referral to campus and community resources is available by phone or in person by the center’s friendly staff. The center publishes Queer Happenings, an electronic weekly calendar of campus and community GLBTI events. Its web site features an array of resources. Several electronic listserves keep subscribers up-to-date on queer news.

The Lionel Cantú Gay, Lesbian, Bi, Trans, Intersex (GLBTI) Resource Center also welcomes and educates non-queer students and others. Center staff and students are available for GLBTI related workshops, lectures, and trainings.

In the fall quarter, the center offers several events celebrating National Coming Out Day and National GLBTI History Month. In April, the center cosponsors Queer Awareness Campaign, which features dozens of workshops and performances. In June, the center coordinates the Rainbow Ceremony for graduating students and organizes activities to celebrate Pride Month. Throughout the year, the GLBTI Resource Center is busy collaborating on multicultural events with a queer focus.

All queer, questioning, and queer-friendly folks are welcome to visit the center, which is open year-round, Monday-Friday, 10 a.m.–5 p.m. The center is staffed by Director Deb Abbott (459-4385); Tam Welch, Program Coordinator; and student coordinators, interns, and volunteers. Contact the center via its web site at www.queer.ucsc.edu, by calling 459-2468, by e-mailing cantuglbticenter@ucsc.edu, or by faxing 459-4387.

Graduate Student Commons
The Graduate Student Commons (GSC) is a student owned building designed to enhance the graduate student community. It features many resources, such as Joe’s Pizza and Subs on the lower level, and study rooms, computers, a large study lounge with fireplace, and a balcony overlooking Quarry Plaza on the upper level. Joe’s Pizza and Subs is open to the public. The upstairs portion of the GSC is reserved for graduate student use. Anyone wishing to use the facilities there must either be a registered graduate student or be sponsored by a graduate student (for example, a graduate student teaching assistant can hold office hours in the upper level for his or her students).

The GSC is governed by a board comprised of graduate students, staff, and faculty. The board sets policy and plans special events.

The GSC is located in Quarry Plaza, in the center of campus between Classroom Unit and Cowell College, next to the Student Union. Call 459-1557 for hours or room reservations; web site: www2.ucsc.edu/gradcommons/.

Graphic Services
Using traditional and electronic methods, Graphic Services staff design and produce print material and web sites for UC faculty, staff, and students. Typical projects include books, brochures, catalogs, journals, annual reports, posters, banners, newsletters, résumés, charts, graphs, diagrams, technical illustrations, maps, slides, overheads, web pages, logos, and letterhead. Consultation, text editing, and scanning services are also available. Graphic Services is located in the Printing Services office in the basement of the Jack Baskin Engineering Building. Call for information: 459-4401; web site: graphics.ucsc.edu.

Health Center
Located across from Colleges Nine and Ten, the Student Health Center provides quality health care focused on the particular needs of students. All registered students have access to the Student Health Center regardless of their insurance plan.

Our facility is staffed by board certified physicians, nurse practitioners, physician assistants, and nurses. Students are seen by appointment and in Urgent Care. In case of emergencies, either during the day or after normal operating hours, please call 911.

The Student Health Center offers routine medical appointments, urgent care, psychiatry services, nutritional counseling, health promotion programs, x-ray, and full laboratory and pharmacy services on site. For more information regarding the Health Center and its services see the web site at www2.ucsc.edu/healthcenter.

Mandatory Hepatitus B Immunization
California state law mandates that all entering students under 19 years old must be immunized against
Hepatitis B. These students are required to provide the Health Center with documentation proving their compliance with this law. Those not in compliance at the beginning of the quarter may be dropped from their classes. For more information, see the web site at www2.ucsc.edu/healthcenter; or call 459-2211.

Health Insurance
To ensure that emergencies and other health care costs do not interfere with a student’s education, all
University of California students are required to carry medical insurance. A comprehensive and inexpensive program specifically designed for students is available through the university via the Graduate Student Health Insurance Plan (GSHIP). All students are automatically enrolled in UHIP and billed quarterly through their student account, unless they choose to waive this coverage by providing proof of comparable insurance by the specified deadline. For detailed information regarding insurance coverage and the waiver process, see the web site at www2.ucsc.edu/healthcenter. You may also contact the insurance office at insure@ucsc.edu, or call 459-2389.

For questions and/or more information, contact the information line at 459-2211; e-mail healthcenter@ucsc.edu; or go to www2.ucsc. edu/healthcenter.

Student Health Outreach and Promotion (SHOP)
SHOP provides opportunities for students to explore and enhance their health and wellness as they
pursue their academic and personal goals. Our various programs and services offer students culturally sensitive, non-judgmental information, education, resources, and support around issues related to alcohol and other drug use, sexual health, and other related health concerns. Students can get involved with SHOP through the volunteer programs described below.

Alcohol and Other Drug (AOD) Education.
SHOP coordinates alcohol and other drug education, prevention, and early intervention efforts on campus. Staff members work collaboratively with students to help them identify information relevant to their situation and provide support in the decision-making process. SHOP works with students, staff and community members to reduce the harms associated with binge drinking, both on and off campuse. Our “Just Say Gnome, Party Small” campaign helps students become responsible party hosts. Staff members provide training for housing and residence life staff andserve on the campuswide AOD Advisory Committee, which develops, implements, and assesses AOD policies.

HIV Prevention Program.
Helping students explore their options around the sexual choices that they make, SHOP seeks to reduce students’ risk of HIV, other sexually transmitted infections (STIs), and unplanned pregnancy. SHOP offers the following: a free and anonymous HIV testing program run by trained student test counselors; the Condom Co-op, which sells safer sex supplies at a reduced cost; and SLUG LOVE interactive workshops. SHOP also co-sponsors special events such as the annual Santa Cruz AIDS Walk.

Housing and Dining Services
University Housing
The Campus Housing Office is responsible for the application and contract records for all students living
in college residence halls and apartments, Graduate Student Housing, the Village, University Inn, and University Town Center (UTC). Staff are available to advise students about room and board billing, payment plans, and contractual responsibilities. Students living in college residence halls and apartments, and at the University Inn, select a meal plan as part of their housing contract. All other students, whether living on or off campus, may purchase meal plans or flexi-dollars online at studenthousing.ucsc.edu. Campus Housing is centrally located at 104 Hahn Student Services Building; hours are 9 a.m.–4 p.m., Monday through Friday. Phone: 459-2394; e-mail: housing@ucsc.edu; web site: www.housing.ucsc.edu.

Room assignments, key distribution, and special-option waiting lists are handled by the individual Offices of Residential Life/Housing.

Community Rentals Office
The Community Rentals Office (CRO) serves as a resource center for UCSC students, faculty, and staff
who wish to secure housing off campus. The office maintains an extensive rental listings database accessible to all eligible customers via the Internet. The web site provides resource information, forms, and agreements commonly used for searching for, living in, and moving out of rentals. A Renters’ Workshop geared for first-time renters is available online.

To visit the office, students need to bring proof of university admission or affiliation and a picture ID. Services are free to newly-admitted and currently enrolled students. Summer session, UC Extension, and alumni pay a user fee.

Located near the north entrance of the Hahn Student Services Building, CRO is open weekdays 9 a.m.–4 p.m. For more information visit the web site at communityrentals.ucsc.edu. Phone: 459-4492, e-mail: comrent@ucsc.edu.

Family Student Housing
Family Student Housing, located near the west entrance to the campus, is a residential community of
197 two-bedroom apartments for students with children or couples without children. More information a
and applications are available from the manager’s office in the Community Building, 599 Koshland Way, 459-2549; e-mail: fsh@ucsc.edu.

Graduate Student Housing
Graduate Student Housing was built especially for graduate students and was designed with their needs
in mind.  Grad Housing is an intimate community housing just 82 students, and is home to a very diverse population, including students from all over the United States as well as many foreign countries

The apartments are set in a beautifully landscaped natural environment located adjacent to "Science Hill”, home to many of the campus’ main academic facilities.

University Dining
The five dining halls on campus offer a wide variety of choices at each meal. Students living in college
residence halls and apartments, and at the University Inn, are provided with meal plans as part of their residence contract. All other students, whether living on or off campus, may purchase a meal plan/flexi-dollars online at studenthousing.ucsc.edu. Flexi Dollars, a declining balance plan, can be purchased with or without a meal plan. Flexi Dollars may be used at campus cafes, coffee shops, and dining halls. For information about any of the above services, contact the University Dining Office at College Nine/Ten Apartments at 459-4169 or e-mail ucsantacruzdining@ucsc.edu. For questions, concerns, or comments regarding dining halls, contact the Dining Operations Manager at 459-4169.

Libraries
The University Library collections are divided between two buildings: the collections in humanities, arts, and social sciences are housed in McHenry Library; books and periodicals in the natural and physical sciences are housed in the Science & Engineering Library. The collections include over 1,470,000 books and nearly 28,000 journals. UCSC’s CRUZCAT catalog and UC’s California Digital Library system are available at both libraries and through the campus network. Most of the materials are in open stacks so that you can help yourself, and reference staff is available if you need assistance. The Media and Electronic Resource Center (MERC), Government Publications, Special Collections, Visual Resource Collection, Film & Music Center, and Lick Observatory Archives are specialized units in McHenry Library. Online catalog and database demonstrations are strongly recommended for learning how to use the library’s resources. They are offered throughout the quarter on a drop-in basis, and on request. For demonstration schedules, go to library.ucsc.edu/instruction/workshops. Access to materials not in the library’s print collection is provided through interlibrary loan service, document delivery, and electronic databases. Most of the colleges also have a study library with small collections.

Library hours during the regular academic quarter: Monday–Thursday, 8 a.m.–11:45 p.m.; Friday, 8 a.m.–8 p.m.; Saturday, 9 a.m.–8 p.m.; Sunday, 10 a.m.–11:45 p.m.

Library hours are more restricted during quarter breaks and in the summer. Call 459-4000 for information on hours.

McHenry Library phone numbers: reference: 459-2711; circulation and reserve books: 459-5185; book renewal: 459-2756.

Science & Engineering Library phone numbers: circulation: 459-5300; reference: 459-2886; book renewal: 459-5300.

Media Services
Media Services provides support for academic courses and special events using media on or off campus. A course is defined as being listed in the schedule of classes, having a class number, meeting at the time and general assignment location listed and having a mandatory attendance of students. A special event is defined as any event that is not an academic course and does not require student attendance.

UCSC Identification with a current quarter sticker is required to check out any equipment from the Media Checkout Facility, Kerr Hall 149, by faculty, staff, or students. Reservations for equipment are strongly encouraged. All equipment is available on a first come, first served basis and can be borrowed for up to three working days. Equipment may be reserved by calling 459-2117. Detailed information can be found at: http://media.ucsc.edu

Ombuds Office
The Ombuds Office is an impartial and confidential resource available to all members of the UCSC community. The office assists students, staff, and faculty in the informal resolution of complaints and conflicts stemming from UCSC policies, procedures, practices, or difficult campus-related relationships. The office also facilitates communication and problem-solving workshops for departments, units, and student groups, focusing on conflict management and prevention through improving interpersonal communication skills and utilizing the tenets of principled negotiation.

The Ombuds Office operates independently of administrative authorities and protects the privacy of all contacts and communications to the office. When appropriate, the Campus Ombuds encourages direct interaction between involved parties and provides support for individuals to resolve their own issues. The Ombuds maintains a neutral role when listening to concerns and providing options to resolve them.

The Ombuds Office recommends changes to policies and procedures in a consultative manner. Services include providing information on campus resources, policies, and procedures, and making appropriate referrals. The office is not involved in formal grievance or disciplinary processes, and cannot set aside any university policy or rule. The office does maintain records and does not serve as an office of notice.

Please contact Campus Ombuds Laurie McCann at 459-2073 or ombuds-lmc@ucsc.edu for further information or for an appointment. The Office of the Ombuds is located at 489 McHenry Library. For additional information, visit the Ombuds Office web site at www2.ucsc.edu/ombuds.

Photography Services
Photography Services provides all types of studio and location photography, photo-finishing, making slides of printed material, slide duplication, and digital services. Digital services include custom scanning, retouching, restoration, and archival printing in color and black and white. Commercial photo-finishing services are available. Photography Services Office Hours are 8:30 A.M–Noon and 12:30–4:30 P.M. Monday to Friday throughout the year. Located in the Communications Building, Room 33. Phone: 459-2066. E-mail: photolab@ucsc.edu.

Physical Education, Recreation, Sports, and Wellness
The Office of Physical Education, Recreation, and Sports (OPERS) has five distinct programs.

The Physical Education Program offers noncredit courses with instruction in a wide variety of activities. For detailed information, consult the quarterly Schedule of Classes; visit the OPERS web site at www.ucsc.edu/opers; or call 459-2531.

The Recreation Program provides outlets for social, physical, and creative expression. A broad spectrum of activities, classes, and special events are offered. Examples include backpacking, day hikes, skiing, rock climbing, white-water rafting, surfing, sea kayaking, guitar, pottery, dance, and a Holistic Health Certificate Program. A schedule of events is published each quarter providing detailed information regarding the program. The Recreation Program also maintains an Outdoor Equipment Rental Center and oversees recreational clubs initiated and organized by students including aikido, quantum jujitsu, scuba, and Swinging Slug Dance. Call 459-2807 for more information, or visit our web site at www.ucsc.edu/opers/rec.

The Intramural Sports Club Sports Programs provide special events and competition at all skill levels for men and women. Leagues are divided into open and coed for team activities. In addition, students are offered the opportunity to participate with other California college and club teams through various sports clubs including cycling, rugby, sailing, lacrosse, ultimate frisbee, men’s soccer, Special Olympics, cheer, dance, baseball, equestrian, water polo, diving, golf, men’s cross-country, fencing, plus track and field. Call 459-4220 for information.

The Athletics Program offers NCAA Division III intercollegiate competition in women’s golf and cross-country plus men’s and women’s basketball, tennis, volleyball, soccer, swimming, diving, and water polo. Call 459-4524 for athletic information.

The Wellness Center provides state-of-the-art fitness equipment, weight training classes, personal training, fitness testing, and wellness programs. Call 459-2995 for additional information.

A large selection of sports equipment is available for checkout with a valid student ID card; use of towels and lockers can also be arranged. For more information regarding usage and hours of operation, call 459-2323 or 459-2531.

Police
The university police have the same authority and responsibility, by law, as municipal police departments. In emergencies, call 911, 24 hours a day, from campus or private phones. If you need information or if you need to report a non-emergency situation, call 459-2231, also 24 hours a day. Officers patrol the campus on foot, bicycle, motorcycle, or by car; they answer calls related to crimes, collisions, injuries, and complaints. The lost and found service is located in the Police Office, 459-2231. Office hours are 8 a.m.–5 p.m., Monday–Friday. The Police Office is located between the Women’s Center and the Corporate Yard near the main entrance to campus.

The Parking Enforcement Office (for paying parking citations and requesting special parking consideration) is in the same location. Citation payments may be made by mail or in person Monday–Friday, 8 a.m.–5 p.m.

Rape Prevention Education UCSC Rape Prevention Education works to raise the awareness of the male and female student population about rape, its causes and prevention. Primary focus is on acquaintance rape, which is the most common and most under-reported of crimes. Rape Prevention Education offers a wide variety of free educational programs in the colleges and at campus-wide events, as well as in academic courses. A dynamic peer education program including male and female peer educators offers free evening workshops in the residence halls. Ask your RA for details. A free program of self-defense is organized each quarter. A resource library is available for academic papers. Students can also access free rape crisis counseling at Rape Prevention Education, whether for a recent rape or a rape from the past. This service is also available for the loved ones of anyone who has been raped. Rape Prevention Education is located in the back wing of the Health Center. It is best to call 459-2721 before dropping by or access the web site at www2.ucsc. edu/rape-prevention for more resources.

Registrar
Certification of Enrollment for Student Loans
UC Santa Cruz reports directly to most major lenders. If you receive a repayment notice, contact the Office of the Registrar to determine if further action is required.

The Office of the Registrar will certify a current student's enrollment for outside agencies, including insurance companies, child care programs, banks, and employers. You may request an enrollment certification in-person or by mail.

If you are:

Enrolled in courses at "full-time" status:

* Graduate Students: # of credits can vary, depending on program.

and

your registration fees are paid for the current quarter, a certification can be produced for either:

* Pick-up: After 12:00 p.m. the business day following the request (For example, a certification requested on a Monday afternoon would be available to pick-up after 12:00 p.m. on Tuesday of that week). Valid photo identification is required at time of pick-up.
* Mail: Certifications can be mailed directly to a requestor if you supply us a stamped and addressed envelope. Certifications are embossed with the university seal and cannot be faxed to requestors or mailed to a home address.

Office Hours:
The Office of the Registrar is open from 9 A.M. to 4 P.M. Monday through Thursday.
Fridays, the office is open from 10 A.M. to 2 P.M.

Mailing Address:
Office of the Registrar
190 Hahn Student Services
1156 High Street
University of California, Santa Cruz
Santa Cruz, CA 95064-1077

Ordering UCSC Transcripts
Note: Transcript requests are not processed if you have outstanding financial obligations to the university. If you received a message after ordering your transcripts that indicates you have a hold on your transcripts, please contact Student Business Services via email at oarinfo@ucsc.edu.

A transcript is an official copy of a student's academic history at UCSC. Two versions of your official UCSC student records are available from the Office of the Registrar at 190 Hahn: with or without evaluations.

Transcripts with evaluations include:
Courses graded P, A, B, C, D, F, W, or I. NP will appear for courses taken fall 2001 and after. The grades of A and B may be modified by a plus (+) or minus (-). The grade C may be modified by a plus (but not by a minus). Incompletes lapse at the end of the subsequent quarter; in letter-graded courses, the I lapses to an F, in Pass/No Pass grading, to a No Pass.

Degrees awarded, honors, number of transfer credits, evaluations of courses, and an evaluation of comprehensive examination or senior thesis also appear.

The fee is $12 per copy.

Transcripts without evaluations include:
Courses graded P, A, B, C, D, F, W, or I. NP will appear for courses taken fall 2001 and after. The grades of A and B may be modified by a plus (+) or minus (-). The grade C may be modified by a plus (but not by a minus). Incompletes lapse at the end of the subsequent quarter; in letter-graded courses, the I lapses to an F, in Pass/No Pass grading, to a No Pass.

Degrees awarded, honors, and number of transfer credits also appear.

The fee is $6 per copy.

Transcript Availability
Transcripts are available as follows:

    * approximately 10 days after the end of the quarter to include grades, or
    * approximately six weeks after the end of the quarter to include evaluations or a degree if applicable.

Ordering by Credit Card/Debit Card
Students may order transcripts online with a credit card or debit card. Please check the Registrar website for details. There are additional service charges that you will incur if you use this service.

Enrolling in Courses
The quarterly Schedule of Classes is your guide to enrolling in classes: it provides the appointment
schedule for priority enrollment, the courses and their class numbers, course descriptions for courses offered, and instructions on how to access the MyUCSC Portal. Schedules are available online approximately five weeks into the preceding quarter.

The UCSC General Catalog gives detailed descriptions of major requirements and each course you may wish to enroll in, including general education requirements, prerequisites, restrictions, and enrollment limitations. You may purchase a UCSC General Catalog at the Bay Tree Bookstore or view it online via the web at reg.ucsc.edu/catalog.

The university makes every effort to offer the courses listed in the UCSC General Catalog and the Schedule of Classes; however, changes may occur after publication. For updated scheduling information, visit the online Schedule of Classes at reg.ucsc.edu/soc.

The printed and online entry for each course offering is based on information submitted by the departments and colleges before the beginning of the quarter. Courses listed in the UCSC General Catalog and Schedule of Classes are subject to change through prescribed academic channels. New course proposals and changes are initiated by the departments and colleges and approved through the appropriate dean and the Committee on Educational Policy. Changes to the printed Schedule of Classes, e.g., cancelled classes, newly added classes, etc., are posted online through the searchable Schedule of Classes (reg.ucsc.edu/soc).

Read your quarterly Schedule of Classes for complete instructions on how to enroll via the Student Portal, complete a schedule planner worksheet, and review related information (who is eligible to advance enroll, how to obtain a permission number, secondary sections/laboratories, and help with technical difficulties). The Schedule of Classes also includes the Academic and Administrative Calendar for the campus, a campus map, fee information, and useful phone numbers.

Enrollment Verification
You are advised to verify all enrollment transactions by viewing your schedule on the Student Portal.
The MyUCSC Portal is available 24 hours a day, seven days a week and operates in real time, so any transactions can be immediately verified.

Use the MyUCSC Portal to confirm your courses, meeting times, and locations, and the grade option. Use the Student Portal to make any changes or corrections to your enrollments by the posted enrollment deadlines (see the Academic and Administrative Calendar at reg.ucsc.edu/calendar).

Auditing of Classes
You may audit (sit in on) a regular course with the permission of the instructor in charge. The instructor
may allow you to attend course meetings, but only if adequate facilities are available after all students who wish to enroll officially have done so. The instructor is not obligated to devote time to your work. Auditors ordinarily do not write papers or take exams. Since you are not enrolled in the class, there is no record kept; and you receive no grade notation, evaluation, or credit. You are not eligible to audit classes if you’ve been barred or disqualified for academic or disciplinary reasons or have withdrawn or are on a leave of absence. You may not audit Summer Session courses.

Student Identification Card
Students are assigned a seven-digit Student ID Number. The number is embedded in the library barcode
number on the right side of each card. The new number is the seven-digit number in the middle of the barcode between the two hyphens. New ID cards will be available at your College starting September. The last day old UC Santa Cruz IDs are valid is Sunday, October 14.

Student Portal Password
Your password is required each time you use the Student Portal. Your password is assigned to you when
you receive your student identification number.

We strongly suggest that you change your password and set up a password hint the first time you access the Student Portal. You may select a minimum of 8 characters (one character must be a digit) as your new password. You may also change your password any time thereafter.

It is extremely important that your password remain confidential. Do not give it to anyone. If you forget your password or believe the privacy of your password has been compromised, e-mail ais-help@ucsc.edu to reset your password.

Address Changes
It is important for UCSC offices to have access to accurate address information for all UCSC students.
UCSC relies on the addresses on the UCSC Student Portal to send you official information. You must update your address each time you change your residence, or you will miss important documents and deadlines. Read through the definitions below to understand the different types of addresses maintained by UCSC before making changes.

E-mailing (year round)
Your UCSC e-mail address is often the primary address used by several administrative offices, including the Financial Aid Office and the Office of the Registrar to communicate with you. Once your UCSC account is assigned to you, ensure that you activate it as soon as possible.

You may forward your UCSC e-mail to another e-mail address if you prefer. It is crucial that you check your UCSC e-mail account often in order to ensure that you meet important deadlines and are aware of important campus announcements.

Mailing (year round)
This should always be your current address. It is your responsibility to keep this address up to date and prevent important campus mail from being misdirected.

Billing statements are mailed to the local address unless you establish a third-party billing address. Mailings to this address may include credit balance refunds and general mailings from campus units. The Financial Aid Office uses this address for some mailings during the academic year.

During fall, winter, and spring quarters, you may use a college address as your local address.

Summer
After spring quarter ends and before fall quarter begins, a college address is not a valid local address. For this reason, it is important to keep your mailing address updated during the summer, so you do not miss important communications and deadlines.

Permanent (year round)
This address may be the same as your mailing address or the address of a relative. Your diploma will be sent to this address.

Billing (year round)
If you would like your Statement of Account mailed to a third party, such as your parents, grandparents, or guardian, you must establish a billing address. Billing addresses are used only for statements going to someone other than you.

Sexual Harassment Officer/Title IX Coordinator
UC Santa Cruz takes the issues of sexual assault and sexual harassment very seriously. We are committed to ensuring that our campus community is free of these types of behavior and other discriminatory and hostile conduct. You can receive information and advice or file an informal complaint or a formal grievance by contacting the Title IX/Sexual Harassment Officer. Copies of the UCSC Policy on Sexual Assault, the UC Policy on Sexual Harassment and Procedures for Reports of Sexual Assault(s) and Sexual Harassment are available to all students, faculty, and staff by contacting Rita E. Walker, Title IX/Sexual Harassment Officer (SHO), at 459-2462. E-mail: rew@ucsc.edu; web site: www2.ucsc.edu/title9-sh/. The Title IX/SHO is also available to investigate other violations of Title IX, such as sex/gender discrimination in student services or academic programs.

Services for Transfer and Re-Entry Students (STARS)
STARS is a program for transfer students who are entering UCSC from a community college, for undergraduate and graduate reentry students who have had a substantial break in their college education, for all students who are also parents, and for military veterans. STARS provides the extra academic and personal support you may need to benefit fully from your education at UCSC whether you are a full- or part-time student. These services include orientations for new students, academic seminars and study skill workshops, tutorial services, informal academic advising, drop-in assistance, social and cultural programs, scholarships, newsletters, and student lounges with computer workstations. STARS also acts as a clearinghouse for information about campus and community resources for UCSC’s large transfer and re-entry student populations, and the STARS staff advocates on behalf of these students campuswide.

STARS is located in the Academic Resources Center (the ARC), on the edge of the Great Meadow, up the hill from the Music Building. A STARS satellite center is also located at Kresge College. Hours are 9 a.m.–5 p.m., Monday through Friday; the phone number is 459-2552. For current programs and activities, view the STARS web page at www.ucsc.edu/stars.

Student Business Services
Billing and Payments
Each student has a financial statement of account with UC Santa Cruz. A statement of account is sent each month there is financial activity on an account and an unpaid balance over $5. Activities include items such as registration and housing fees, health insurance and health center charges, library charges, special class fees (posted to the account the third week of the quarter), financial aid credits/adjustments, cash payments, or adjustments to charges. Included with the statement are instructions for making payments, contesting charges, and making inquiries. Unpaid charges appear on subsequent statements as "Balance Forward."

Please contact the originating unit for questions about specific charges. Contact us with any questions regarding account activities. Originating departments (e.g. the library for library processing fees) may also be contacted regarding charges or adjustments.

Statements cannot be reproduced. One statement is printed and mailed per student in the student's name. A paper copy is mailed to the billing or mailing address on file for the student. The invoice is available on the Student portal for students to print, email or download. Students may review their account activity online through their Student portal. A statement of account is produced each month that there are current charges and any balance forward.

*As an outgrowth of the University's commitment to the student's privacy and protection against identity theft, the Office of Student Business Services will no longer accept requests from the students to release financial information to a parent or third party. Students are encouraged to use the Student Portal to obtain information about current charges and activity. All financial activity posted to the statement is considered confidential. Financial records are subject to privacy protections governed by the Federal Family Educational Rights and Privacy Act. Please refer to this link for more information regarding FERPA. *

Deferred Payment Plan
The Deferred Payment Plan (DPP) provides students the option of making monthly payments toward their registration fees. The student may apply for either a 3-month ($25.00, single quarter)or 9-month ($60.00, 3-quarter,available in the Fall only) plan. The non-refundable application fee is billed to the student's account upon receipt of the DPP application.

The 3-month plan is available at the beginning of each quarter and divides quarterly registration fees into 3 equal payments. The 9-month plan is available only in Fall quarter and will be applied to the student account as long the account is in good standing and the DPP installments are paid in full each quarter.

Students applying after the registration late fee date and assessment of the $50.00 registration fee must apply in person at Student Business Services (203 Hahn Bldg).

If the application is sent in after the initial billing statement for the quarter, please divide the full amount of the tuition charges into thirds. The student may also check the Student Portal for account updates between the billing cycles.

The Deferred Payment Plan does not include the quarterly health insurance fee. There are separate payment plans for housing and meal plans available through the housing office. (831-459-2394)

Direct Deposit/Electronic Funds Transfer (EFT)
Direct Deposit/EFT is the safest and quickest way to receive your Financial Aid or cash refund. The Direct Deposit refund is sent directly to your checking or savings account.

Signing up is EASY!! Go to the Direct Deposit Application and follow the instructions. Fill out the form on-line and either print the form and fax it to Student Business Services at (831) 459-3918, or drop it by 203 Hahn Student Services. You can also cancel or change your banking information using this form.

EFT refunds are sent after the first official day of each quarter and subsequently after that according to the following guidelines: Undergraduates must be enrolled in at least 6 units, and graduate students in at least 5 units in order to receive a refund. Once you are enrolled in the required units and have no other holds on your student account, the refund will be generated. This process occurs 3 times a week on Monday, Wednesday, and Friday nights. Every bank differs when it comes to posting electronic payments. Verify with your bank when your funds will be available. Normally this is between 24-48 hours after the disbursement.

IMPORTANT: You will remain signed up for Direct Deposit until you cancel the authorization. Please keep your bank information current to avoid delay in receiving your refund.

Check Refunds
Check refunds are produced after the first official day of each quarter. UCSC produces checks twice a week and mails the checks out 1-3 days after the check is printed. These checks stale date after 90 days, which means they are not negotiable at that time and would need to be reissued. The check is mailed to the "Mailing" address provided by the student on the Student Portal. It is important to keep addresses current and up-to-date. Lost or stolen checks cannot be reissued for 21 days after the date of issuance.

Remember that other charges may appear on subsequent billing statements after you receive your refund. Check the Student Portal for updates and new changes. These charges are due and payable each statement cycle, regardless of whether or not Financial Aid has already paid out to your account.

If you have a credit balance on your account from an overpayment of a General Payment made by a check, there is a 21-day waiting period before a refund is generated.

Please contact us for further information at 831-459-2107 or by email at oarinfo@ucsc.edu.

Student Organization Advising and Resources (SOAR)
Student Organization Advising and Resources (SOAR) is the home base for more than 150 campuswide student organizations at UCSC. The SOAR staff provides support for student-initiated events and programs. Working with SOAR, students produce annual events such as the Multicultural Festival, Take Back the Night, Greek Week, Earth Festival, Posada, Kwanzaa, Pilipino Cultural Celebration, and numerous dances, lectures, film series, conferences, and organizational meetings. Through participation in organizations, students learn leadership and life skills that complement their academic studies.

SOAR supports a variety of student organizations:
ethnic and cultural
religious
political
fraternities and sororities
academic support and honors
social activities
theatrical, musical, artistic
environmental

To contact or start a specific organization, call the SOAR office at 459-2934.

SOAR is located on the second floor of the Student Union in Quarry Plaza. Hours are 9 a.m.–5 p.m., Monday–Friday. Please visit the SOAR web site at soar.ucsc.edu.

Student Records
Academic Records at UCSC
The Office of the Registrar updates your official academic record each quarter. Instructors are
responsible for correcting procedural or clerical grading/evaluation errors. Students are responsible for maintaining a file of their own academic records and notifying the Office of the Registrar immediately in person if there is any problem.

In order to keep informed about your academic record, the following important information should be tracked throughout your UCSC career.
Enrollments
Grade notations
Credit earned for the quarter just completed and cumulative earned credits
UCSC GPA, and UC GPA, if applicable
Performance Evaluations for courses taken at UCSC

Carefully review and/or confirm your enrollments via the MyUCSC Portal. You are responsible for verifying that your enrollments and requests for letter grades or Pass/No Pass are correct. Errors regarding final grades and evaluations are the student’s responsibility to resolve. Access to your performance evaluations is also available via the MyUCSC Portal.

Privacy of Records
The university maintains various types of records pertaining to students. Some are maintained for
academic purposes; others, such as medical, financial aid, and employment records, are maintained for other specific purposes which may or may not be related to one’s status as a student.

The disclosure of information from student records is largely governed by state and federal laws which have been incorporated into the University of California Policies Applying to Disclosure of Student Records. The purpose of these policies is to provide reasonable interpretations of the law and to protect your right of privacy.

In accordance with the federal Family Educational Rights and Privacy Act of 1974 as amended, university policies provide you with the following general rights:
to inspect and review records pertaining to you in your capacity as a student;
to have withheld from disclosure, without your prior written consent for release, personally identifiable information from your student records, with certain limited exceptions provided for in the law;
to inspect records maintained by the campus of any disclosures outside the campus of personally identifiable information from your student records;
to seek correction of your student records through a request to amend the records or a request for a hearing;
to file complaints with the U.S. Department of Education regarding alleged violations of the rights accorded you by federal law.

Questions about your rights may be directed to the Registrar, 190 Hahn Student Services, 459-4412. The full text of the University of California Policies Applying to the Disclosure of Information from Student Records is available online at reg.ucsc.edu/disclosureinfo.pdf. Students may review their records by submitting a request in writing to the custodian of the record in the appropriate office.

Public Information and Request for Nonrelease
University policy, consistent with the Family Educational Rights and Privacy Act of 1974 as amended,
permits disclosure of certain categories of public information.

At UCSC the following information is considered to be a matter of public information and will be disclosed unless the student has requested that it be withheld:
student’s name;
mailing address;
e-mail address;
local telephone number;
college and major field of study;
dates of attendance;
class level;
degrees and honors received;
number of credits currently enrolled;
name, weight, and height of participants on intercollegiate athletic teams.

To have this information withheld from release, go to the Personal Info & Option link on the Student Portal, then select Directory Restrictions. Be sure that you understand the implications of requesting a Nonrelease of Information. Every single item listed above will be withheld from public release. Once a Request for Nonrelease of Public Information is filed, it remains in effect until you rescind it via the Student Portal.

If you have any questions about the implications of the Nonrelease of Public Information, contact the Office of the Registrar, 190 Hahn Student Services, 459-4412.

Student Regent
The Student Regent is a full voting member of the Board of Regents of the University of California, attending all meetings of the Board and its Committees. The Regents establish policy in areas such as personnel, campus development, student fees, admissions, and financial aid. The duties of the Regents include overseeing the financial management of the university, its investment, and its property holdings as well as appointing the president of the university, the ten campus chancellors, the directors of the major Department of Energy research laboratories, and the officers of the Regents.

The Student Regent is reimbursed for expenses incurred for attendance at meetings of the board and its committees. All mandatory unviersity fees, tuition, and parking fees are waived for the Student Regent during the two academic years in which he or she serves as a Regent-designate and member of the Board. Applications for the Student Regent position are accepted in mid-February. For more information, call 459-2789 or see the web site at www2.ucsc.edu/careers/jobs/regent.html.

Transportation and Parking (TAPS)
On Campus
TAPS provides the campus community with programs and incentives that encourage ridesharing,
thereby contributing to a better campus environment by helping to improve air quality, reduce traffic congestion, and minimize the campus resources necessary to accommodate automobile parking. Walking, bicycling, and riding transit are promoted over personal vehicle use. Daytime on-campus transit service is provided Monday through Friday; night-time on-campus transit service is available seven nights per week during the academic quarters. The Student Transit Fee supports campus transit service; bus fare is not required on campus transit buses. All campus transit buses are wheelchair accessible. Current route and schedule information can be obtained from the “Transit” pull-down menu on the TAPS web site at www2.ucsc.edu/taps.

To and From Campus
Santa Cruz Metro Bus Service. Santa Cruz Metro provides extensive bus service throughout Santa Cruz
County. University route Metro buses serve the campus every five to eight minutes on instruction days, and three to four times an hour on weekends and during summer and quarter breaks. All Metro routes are wheelchair accessible. Student ridership on Metro is funded by the mandatory Student Transit Fee paid each quarter with registration fees. Showing a valid UCSC Student I.D. card provides unlimited Metro bus service to students. Metro Night Owl buses provide late-night bus service to campus. Night Owl service to campus operates until 2:55 a.m. on Friday and Saturday nights and until 2:00 a.m. Sunday through Thursday nights. From certain areas of town, dial-a-ride service is available. Dial-a-ride service areas include downtown Santa Cruz, River Street locations, the Boardwalk area, West Santa Cruz locations, and the area between Mission Street and campus. Route and schedule information can be obtained from the Metro web site at www.scmtd.com, or pick up a Metro “Headways” schedule on any Santa Cruz Metro bus. Metro offers paratransit service to those who meet the Americans with Disabilities Act requirements. For more information about these Metro services, call 425-8600.
Bicycle Programs. Bicycle lanes line many Santa Cruz roads, including both Bay and High Streets, the main access roads to campus. Once on campus, cyclists can use the dedicated bike lane along Hagar Drive or the “Bike Path,” a beautiful car-free ride through grasslands, to access the upper campus. Bicycle racks are available near buildings throughout campus. TAPS operates a bicycle trailer and shuttle from Olive Street, next to the Mission Street Longs Drug Store, on weekday mornings. Cyclists can load their bicycles on the trailer and catch a ride on the van up to campus. Once on campus, bikes can be unloaded at the Physical Plant Metro Stop on the lower campus, and at the Engineering 2 Circle on the upper campus. Between the trailer and the van front carrier rack, 14 bikes can be carried on each trip. Schedule information is available on the TAPS web site at www2.ucsc.edu/taps/pages/bikeshuttle.html or by calling 459-3228.
Santa Cruz-Fremont BART Connector. UCSC offers a weekend shuttle with two round-trips a day on Fridays and Sundays during the academic year between the campus and the Fremont BART station. UC students and affiliates can use the shuttle to connect with BART, which offers rail service throughout the North Bay, including stops in San Francisco, San Francisco Airport, and Berkeley. The cost is $8 each way. Reservations are required and can be made by calling 459-3779 from 10:00 a.m. to 3:00 p.m., Monday through Friday. Schedule information is also available at www2.ucsc.edu/taps/pages/bartconnector.html.
TAPS Disability Van Service. TAPS provides on-campus wheelchair lift-equipped transportation for those unable to use the regular campus transit service. This service is available to students with temporary or permanent mobility impairments. No fare is required for the Disability Van Service; current medical documentation is required. For more information call 459-2829.
Ridesharing. Carpool permits for close-in parking can be purchased by two or more UCSC commuters. The cost of the carpool permit is split between the members. Each carpool member must own a vehicle. To find carpool partners who live in the same area and commute similar hours, call the County Commute Solutions office at 429-POOL; or visit their web site at www.commutesolutions.org. They will provide you with a listing of others interested in sharing a ride.
Vanpools. Serving areas from San Jose to Watsonville, the Vanpool Program is an inexpensive transportation option for students who commute to campus. Find out if your commute will fit the UCSC Vanpool Program by calling Cathy Crowe at 469-1942, or send an e-mail to cacrowe@ucsc.edu.

On-Campus Parking
In an effort to preserve the natural environment of the campus and to minimize the negative impacts of automobiles, the campus has developed a relatively small number of parking spaces and carefully manages their use. Campus parking regulations are enforced 24 hours a day, including weekends, finals week, quarter breaks, and summer. All vehicles using campus parking lots between 7:00 a.m.–8:30 p.m. must display a parking permit appropriate to that lot, or use a metered space; purchasing a permit does not waive the meter fee. Reserved parking spaces and some lots are enforced 24 hours a day. Please check the lot posting prior to parking.

The Campus Police Department is responsible for parking enforcement. Fines for illegal parking range from $18 to $275. If you wish to contest a parking ticket, you must contact the UCSC Police Department at 459-4373 within 21 days of citation issuance.

Commuting students and juniors and seniors living on campus may purchase parking permits for the remote lots on campus. Juniors and seniors may also apply for close-in parking near their college, as available. First- and second-year students (freshmen and sophomores) living on campus, including University Inn and University Town Center, are not eligible for on-campus parking permits for automobiles. All permits will be sold on a first-come, first-serve basis to eligible students. Certain types of permits have limited quantities and may sell out. Apply early to increase your chance of obtaining the type of permit you need. Temporary permits for the East and West Remote lots are issued as available to eligible students. Student permits are no longer issued through lotteries.

Students who can demonstrate a compelling need, or who would suffer undue hardship due to the restriction on freshman and sophomore on-campus parking, can petition for a parking exception. Appeals for parking exceptions are reviewed by a parking review panel, comprised of two UCSC staff and one student (none are employed at the Transportation and Parking Services Sales Office where permits are issued). Parking exceptions must be approved prior to bringing the vehicle to campus, as temporary permits will not be issued during the appeal process. Appeals take approximately three weeks if all necessary documentation accompanies the original appeal form submittal.

Parking permits for disabled or medical spaces are available to students with temporary and permanent disabilities. Students with temporary disabilities must obtain medical authorization from the Cowell Student Health Center. Students with permanent disabilities must schedule a review of current medical documentation for recommendation from the Disability Resource Center. Contact the Disability Resource Center at 459-2089.

To avoid waiting in long lines, you should purchase parking permits online whenever possible. Purchasing a permit through the online application center is easy. Go to the “Permit and Program Applications” section of the TAPS web site at www2.ucsc.edu/taps and select an application from the pull-down menu (Monthly, Weekly, and Daily permits are not available for purchase online.) When necessary, permits may be purchased at the TAPS Sales Office, located in the H Barn (adjacent to the University Police office) near the main entrance to campus. A valid vehicle registration is necessary for students to purchase a permit. Vehicle registrations may be faxed to 459-1366, mailed to Transportation & Parking Services, UCSC-H Barn, 1156 High St., Santa Cruz, CA 95064, or delivered in person to the TAPS Sales Office. TAPS Sales Office hours are 7:00 a.m.–5:00 p.m., Monday–Friday. The TAPS phone number is 459-4543. For quick response to your questions about parking permits, send an e-mail to taps@ucsc.edu.

Off-Campus Parking
The Santa Cruz Beach Boardwalk offers off-campus parking to UCSC resident students. The lot is just a
short walk from the downtown Metro transit center, where students can board a bus to campus. Space in this lot is limited and provided on a first-come, first-served basis. More information and applications are available by contacting the Boardwalk at 423-5590.

The university discourages parking on the residential streets surrounding the campus. Most areas near the campus are posted “no parking” or have time or permit restrictions.

TAC, the Transportation Advisory Committee, is involved with planning and monitoring campus transportation and welcomes your comments, ideas, and participation. The committee membership includes student representation and meets once per month from October through June. For more information, call 459-5704.

Veterans
Veteran Services, located in the Registrar’s Office, 160 Hahn Student Services, serves as a liaison between the Department of Veterans Affairs (DVA) and students who, as veterans, veterans’ dependents, or reservists, receive education benefits. The staff also assists with the Cal Vet program, which offers fee waivers to California residents who are dependents of veterans who have died or are disabled due to a service-connected disability.

If you are a veteran or veteran’s dependent, contact Veteran Services as soon as you receive notification of admission to UCSC to ensure timely processing of your benefits claim.

Satisfactory Progress Towards Degree Objective
Veterans and veterans’ dependents who receive educational benefits are expected to make satisfactory progress towards completion of a degree objective. Until you have decided on a major (degree objective) and have a study plan on file, benefits will be paid only for general education courses and adviser-recommended remedial courses. If you remain on academic probation beyond two quarters without improvement, your benefits shall be subject to suspension.

Dropping a course or requesting a W grade notation will affect your payments; you are responsible for promptly reporting the drop or W to Veteran Services. If, due to mitigating circumstances, you drop a course or withdraw from the university, the reduction or termination of payments will begin on the effective date of the drop. If mitigating circumstances cannot be shown, the DVA will consider the effective date to be the first day of the quarter in which the drop or withdrawal occurs, and you will be charged for an overpayment from the first day of the quarter. A mitigating circumstance is defined as a circumstance beyond the student’s control that hinders the student from pursuing a program of studies.

Please note that you cannot be paid for auditing a course.

Transfer Credit
The amount of transfer credit which satisfies UCSC graduation requirements (including major requirements) is reported to the Department of Veteran’s Affairs as “credit for prior training.” The DVA will pay only for the maximum number of quarters required to complete 180 credits. Call 459-2754 if you have questions.

Academic and Support Services for Veterans
Services for Transfer and Re-Entry Students (STARS) provides a broad range of academic and personal support services to military veterans during their transition to the university and while they are enrolled as UCSC students. The main STARS office is located in room 216A of the Academic Resources Center. Contact staff at 459-2552, or visit the STARS web site (stars.ucsc.edu).

Women’s Center
The UCSC Women’s Center is a resource center located in the historic Cardiff House near the main entrance of campus. During the academic year, the center is staffed by a director, a program coordinator, and several student workers and provides cocurricular support to faculty, graduate, and undergraduate students. Working with student organizations and individual students, staff supports educational, cultural, and activist opportunities to all students, UC staff, faculty, and the community.

Founded on feminist principles, Women’s Center programs and referral services focus on critical issues to women and male allies, such as body image; self-defense (both physical and verbal); eating disorders; art as a revolutionary act; positive relationships; women in science, math, engineering, and sports; and community activism.

The Women’s Center is open daily Monday–Friday, 9 a.m.–5 p.m. (10 a.m.– 3 p.m. in the summer). Students are welcome to drop by to study, check e-mail, use the computers to write/print papers, browse the center’s library, meet friends for lunch, lounge on the lawn, or attend a variety of interesting events.