Candidacy is a contract between the student and University. A Candidacy form must be filed by the student when he/she completes at least 15 graduate credits, and before completing one-half of the minimum credits in the degree program. Late submissions may result in a delayed graduation date. The requirements for advancing to graduate candidacy are described in full in Academic Policy 303-22.5.1.
All students must meet the Candidacy form due date: the second Friday of the term prior to intended graduation.
Additionally, depending on degree requirements, some students may also need to:
- Determine their committee members for review of research and oral exams
- File a Human Subject (IRB) form for research with the Grants Office
As program director, you should be the final signature on the Candidacy form. Prior to signing your approval, please ensure that:
- The correct catalog year has been selected: either the current year or the student’s initial enrollment year. If no choice in indicated, the most recent catalog year is the default year.
- The form accurately indicates completed, in-progress, and remaining courses for their degree.
- Any remaining elective courses are listed generically, as in this example: “Biology Electives – 25 credits.” This avoids binding the student to particular elective choices and prevents the need to change the candidacy contract later.
- Any “Approved Substitutions” for required courses are indicated and meet the following criteria:
- Substituted courses must have equal or equivalent credit value to the courses they replace.
- No required courses may be waived.
- The subtotal and final total number of credits are correctly recorded.
- The total number of credits fulfills at least the minimum number of credits required by the program.
- The student has obtained all the required signatures.
Again, please do not sign any Candidacy forms unless you can check off all these items. As a program director, you are the final check on the Candidacy form within your program. It is your responsibility to ensure that the information is correct and complete before you sign the form.
The completed form is then submitted to the Office of Graduate Studies for review. Forms are available on the Office of Graduate Studies website.
In order to graduate, all courses included on the Candidacy form must be taken before (or be in progress during) the quarter of intended graduation. If not, this will delay the student’s graduation date and degree awarding. Students must submit a Candidacy Contract Change form for any subsequent change requests. Please direct students to the Instructions for Graduate Degree Candidacy Application to avoid student errors.
Upon receipt of the Candidacy form, the Office of Graduate Studies will audit it for accuracy. If it is correct, the student will be advanced and receive a letter of candidacy. If not, the Graduate Post-Admission Program Coordinator will contact you with further instructions.
Downloadable checklist for Post Admissions: Post Admission Checklist
Issues that may delay candidacy advancement include but are not limited to:
- Two or more “X” or “Y” grades
- Incomplete candidacy forms
- Submitting candidacy forms prior to completing 15 credits
- Illegible signatures – this can be easily avoided by printing the name next to the signature.
- Failure to include required courses
- Failure to include current contact information
- Transfer work exceeding 12 credits
- Current appeal in process
