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Enrollment Information

These are forms that may be necessary for graduate student quarterly registration and enrollment status. View the quarterly timeline with key processes and deadlines HERE

Enrollment Deadline (Friday, Week 2)

The Visual Arts Department strictly upholds the campus enrollment deadlines and does not allow students to add courses after the deadline. Graduate students should be fully enrolled no later than Week 1 to ensure that you do not run into issues with your funding.

Students who add VIS courses after the start of the course will not be allowed to make-up missed assignments unless approved by the course instructor. If you are on the waitlist for a course, you are expected to keep up with the class and complete assignments so that if you get bumped into the course, you are up-to-date with the material.

Enrollment from a Waitlist

Enrollment from a waitlist is never guaranteed. Unfortunately, there is no way for the department to know your chances of getting into a class. It is highly recommended that you adjust your schedule or enroll in a back up course in case you are not added. If you are waitlisted, you will need to attend all components of the course so that if you do gain a seat in the class, you are up to date with the material.

Special Studies (VIS 298 and VIS 299)

DUE MONDAY WEEK 8 the Quarter Prior. Significant processing steps/time so do not delay!

These courses are expected to have a workload of approximately 10 hrs a week (for every 4 units of credit) on a topic of choice that is proposed by the student(s) or faculty member.

VIS 298 is for directed group study on specific topics not covered at present in the curriculum. 

VIS 299 is for individual research under the direct guidance of a faculty member. 

  • MFA students may complete 4 units of VIS 299 during the first quarter with their Provisional Advisor. Any additional VIS 299 credit may be taken with the Chair/Co-Chair of their committee.
  • PhD students are only able to complete 4 units of VIS 299 during the first year. Any additional VIS 299 credit may be taken after the qualifying exam has been completed, with the Chair/Co-Chair of their committee.

To Register

  1. Complete proposal form outlining the project and proposed research. 
  2. Meet and discuss research plans with Faculty member and correct proposal form as needed. 
  3. Submit an EASy request (selecting 'Special Studies') and upload the form in the Supporting Docs field 
  4. EASy request is routed to Faculty for review and consent
  5. Faculty member approves via EASy and it is next routed to the department and then Registrar for processing
  6. Once notified of enrollment via EASy, confirm Units and Grading Option are correct on the Academic History at TritonLink
  7. If errors have occured, you can make corrections using WebReg 

Process MUST be Complete by FRIDAY WEEK 2

FAQ's

  • Faculty are sent email to @ucsd.edu email account with link to EASy and receive weekly reminders weekly if they have items pending their review.
  • Where's my form? The last person to review the form is listed at the bottom of the Status History log.
  • Students may view where the form is in the routing process on EASy by selecting STATUS HISTORY
EASY_StatusHistory_Image.PNG 

Pre-Authorization for VIS 295

DUE MONDAY WEEK 8 the Quarter Prior. Significant processing steps/time so do not delay!

This course is expected to have a minimum workload of approximately 10 hrs a week for every 4 units of credit. VIS 295 is an Individual Study working directly with the committee chair on the MFA Thesis or PHD Qualifying Exam preparation.

  • For MFA students, this is intended for individual thesis research in preparation for their comprehensive thesis exhibition. These units can only be taken after completing the First Year Review and are most often taken in Winter of the 3rd year, or the quarter prior to the thesis exhibition.
  • For PhD students, this is intended for individual research in preparation for their qualifying exam.  Must have completed all required coursework and have an approved committee. Most often 12 units are taken in the quarter of the exam. With faculty advisor/committee chair approval, 4 units may be taken in the quarter directly preceding your planned qualifying exam quarter. 

To Register

  1. Complete proposal form outlining the project and proposed research 
  2. Meet and discuss research plans with Faculty member, share Degree Audit or Program Checklist (VA75 & VA76- Degree Audit or VA77- Checklist)
  3. By week 8 of quarter before, look on the Schedule of Classes to confirm your Advisor/Committee Chair is listed for a VIS 295.
  4. If Yes, submit a VIS 295 request via EASy the course proposal form in the Supporting Docs field. 
  5. If your faculty is not listed on the Schedule of Classes for VIS 295, you will need to send a message via the Virtual Advising Center (vac.ucsd.edu) with Faculty Name so that the course can be created. Wait to see faculty name listed on schedule of classes. Submit an EASy request with the proposal form attached.
  6. Faculty member reviews/approves using EASy and it is next routed to the department and then Registrar for processing
  7. Upon notification from EASy student enrolls in VIS 295 using WebReg 
  8. Process MUST be Complete by FRIDAY WEEK 2

 

FAQ's

  • Faculty are sent email to @ucsd.edu email account with link to EASy and receive weekly reminders weekly if they have items pending their review.
  • Where's my form? The last person to review the form is listed at the bottom of the Status History log.
  • Students may view where the form is in the routing process on EASy by selecting STATUS HISTORY
EASY_StatusHistory_Image.PNG

Enroll in an Undergraduate VIS course (Reading Course)

Submission DUE FRIDAY WEEK 1. Significant processing steps/time so do not delay!

A reading course is an upper-division (100-194) undergraduate Art History course taught by a permanent member of the Visual Arts PhD faculty. It is expected that a graduate student interested in enrolling in an undergraduate course will complete additional work. The student and faculty member must show the additional obligation and work required of the graduate student as it differs from the undergraduate syllabus. If a student is interested in taking an upper-division art history course taught by a visiting faculty member, their Faculty Advisor’s signature must also be obtained.

Students cannot be employed as TAs for courses they are taking as a Reading Course.

To Register

  1. Complete proposal form outlining the additional workload/project and proposed readings you will complete in addition to the syllabus expectations.
  2. Meet and discuss with Faculty member
  3. Submit a Pre-Authorization  EASy request to waive UG pre-requisite requirements and upload the Reading Course contract form in the Supporting Docs field.
  4. Once notified by EASy, enroll yourself in the course on WebReg
  5. Process MUST be Complete by FRIDAY WEEK 2

Students may view where the form is in the routing process on EASy by selecting STATUS HISTORYEASY_StatusHistory_Image.PNG 

Graduate Exchange Programs

DUE 4 WEEKS Prior to the Start of the Quarter

The Graduate Exchange Program allows qualified graduate students to take advantage of educational opportunities at other campuses (UC and San Diego State).  Authorization from both campuses is required for this exception. Submission of the application is required 4 weeks prior to the start of the quarter or enrollment.

For more information about each program, including a link to the application forms, look at the Visiting and Exchange Students site.

Eligibility Criteria:

  • completed one quarter at UCSD
  • have a minimum of 3.0 GPA
  • discuss and receive informal approval from faculty at both campuses prior to submission of the application form
  • application submitted at least 4 weeks prior to the start of the quarter
  • program not available during the summer

 Application Process:

  1. Discuss program interests with the faculty from both campuses to determine if participation is supported
  2. Submit Application to vis-grad@ucsd.edu for initial approval. Department will forward application to the Graduate Division for the Dean’s approval.
  3. Graduate Division will forward application to the host campus graduate division for review.
  4. The host campus will send a welcome letter to your email once the application is approved.
  5. Enroll in applicable courses at host campus and verify that your name appears on the course roster.
  6. It is YOUR responsibility to adhere to registration and fee deadlines. You must pay fees at UCSD to have privileges at host campus.

In Absentia

DUE WEEK 8 of the Quarter Prior. Significant processing steps/time so do not delay!

A full time registered student who has an academic need to conduct research outside of California for the entire quarter may submit In Absentia request. Student pays 15% of the combined Educational and Registration Fees, and all the campus based fees. Student must submit a separate request for each quarter if planning to be away for multiple quarters. 

More information about In Absentia

To Register

  1. Submit a 'Special Studies' request via EASy for 12 units with your Advisor/Committee Chair and include a message that you will submit your In Absentia Request once enrolled in VIS 299. You must select 12 units for VIS 299.
  2. EASy request is routed to Faculty for review and consent
  3. Faculty member approves via EASy and it is routed to the department and then Registrar for processing
  4. Once notified of enrollment via EASy, confirm Units and Grading Option are correct on the Academic History at TritonLink
  5. Submit In Absentia Request. Make sure to include city, state and Institution where you will be conducting research outside of California. A note needs to be included that indicates why you need to utilize resources at that specific location.

Leave of Absence Request

Graduate students are eligible for a maximum 3 quarters leave of absence with department approval. A graduate student must have completed a minimum of one quarter at UCSD and have a minimum 3.0 GPA to be eligible. To consider:

  • Online form must be filed no later than the end of Week 2
  • International students must also obtain approval from the International Center
  • A student who has registered, paid fees and enrolled for the quarter in which a leave is being requested, is subject to the refund schedule published in the Schedule of Classes. Students are only eligible for a 100% refund if withdrawing from graduate studies on/by the 1st day of instruction.
  • A student seeking to maintain health coverage must contact the Student Health Center to purchase insurance.
  • While on leave, a student may not be employed by UCSD, UCSD Extension, or UCSD Medical Center or hold a fellowship, traineeship, or similar appointment administered by the University.
  • Students may not use any University facilities or place demands on faculty.
  • A leave of absence does not extend the period during which an “Incomplete” or No Record of a grade must be resolved.

Upon department approval, students are expected to return all university property including Library books and/or equipment. Office or studio space is to be cleared and all university issued keys must be returned to Yolie Torres Ruiz

A graduate student who is bearing a child has primary responsibility for the care of an infant or child under the age of five and is in good academic standing may request an additional 3 quarters leave of absence (follow the same procedures below but specify "parenting" or "maternity" on the leave form as the reason)

More information about Leave of Absence

Submit Leave of Absence Request

Returning from a Leave of Absence

To return after a leave of absence, you need to:

  • Contact your Faculty Advisor/Committee chair to discuss returning and what expectations there will be for you to continue to make academic/research progress
  • Notify the Graduate Coordinator via the Virtual Advising Center (vac.ucsd.edu) so they can file your return from leave with the Graduate Division
  • Graduate Division processes reinstatment and lifts enrollment hold for quarterly enrollment on WebReg.
  • IMPORTANT view quarterly enrollment deadlines.