The Director of Graduate Studies (DGS) is the primary responsible party for graduate education in the department or program and serves as the liaison with The Graduate School. The Graduate School works collaboratively with DGSs on all matters relating to graduate education in the program The DGS is required to maintain complete and confidential academic records on all graduate students.
Other responsibilities include:

Admission

  • The DGS is responsible for establishing and maintaining department admissions standards. These standards must be consistent with Graduate School admission policies.
  • The DGS is responsible for making recommendations for admission to the Graduate School or for delegating this responsibility.

Advising

  • The DGS is the initial advisor of all graduate students. Departmental practice after initial advising varies: in some departments the DGS remains the advisor until a chair is chosen; in others, faculty advisors are assigned to students shortly after arrival.
  • Communicates with The Graduate School on requests for transfer of graduate credit, advanced standing, leaves of absence, reinstatements, extensions of time, and information on students in academic difficulty.

Advocacy

  • The DGS is the advocate for the needs of new and continuing graduate students and degree program(s), both within and outside the department.
  • Works with Graduate School personnel on cases involving student complaints and grievances, student conduct, students in psychological difficulty, and other issues.

Communication

  • Forwards relevant announcements that are sent by The Graduate School or the university to department/program faculty and graduate students.

Degree Completion

  • The DGS serves as the final authority in Certifying the Plan of Study prior to submission to The Graduate School for final audit and degree clearance.

Departmental Requirements:

  • Ensures that departmental academic requirements are explicitly communicated to students, especially on the department’s website, including:
    • the total minimum number of credits and the total number of courses (both specifically-required and elective) required for the degree
    • course numbers and titles of all specifically-required courses
    • whether S/U courses count toward the degree, and if so, the limit (if any)
    • whether remedial (prerequisite) courses count toward the degree, and if so, the limit (if any)
    • the specific rules for good academic standing.
  • The Graduate School also recommends that departments post their student handbooks in PDF format online, and keep them updated as new editions appear.

Evaluation

  • Evaluates each student’s academic progress and standing each semester and ensures that students remain informed of degree requirements and expected milestones.
  • Satisfactory performance in The Graduate School also involves maintaining the standards of academic progress and professional integrity expected in a particular discipline or program. Failure to maintain the standards set out in a student’s departmental or program handbook may result in dismissal of the student from the program.

Fellowships and Funding

  • Alerts students of departmental, disciplinary, and professional fellowships and research opportunities, and encourages them to apply.
  • Nominates entering and continuing students for fellowships.
  • Reports all received student funding to The Graduate School, including all internal and external awards.

Policy and Compliance

  • The DGS is the official departmental or program interpreter of Graduate School rules and regulations. Please contact The Graduate School if you are uncertain about how to interpret a specific Graduate School policy.
  • Ensures that departmental practices and guidelines conform to GSAS and university policy.

Recruitment

  • Serves as chair of departmental graduate recruiting, admissions, and fellowship committees—or delegates such responsibilities where appropriate.

Admission Procedures: Application Processing


All regular applications must be submitted online. A $25 VISIONS or a $65 regular application fee is required at the time of submission. In addition to the standard application and supporting documents (i.e., transcripts, letters of reference, and standardized test scores), supplemental materials particular to a department or program and application deadlines are also listed on The Graduate School’s website on the Guide to Graduate Admissions page.

Meeting a deadline means that the application and all supporting materials (letters of reference, transcripts, any required entrance exam scores, and specific departmental materials) must be received by The Graduate School by the program’s published deadline. Applications and materials received after the deadline may not be processed and reviewed in time for decisions to be made prior to the application term.

Applicants should see the message reminding them to access departmental information to determine if other materials (e.g., personal statement, résumé, essay or writing sample, portfolio) are required by the department. However, departments should be alert to the need to reinforce these departmental requirements when they communicate with prospective students.

Academic programs that require standardized entrance exam scores (such as the GRE, GMAT, or MAT) have the authority to waive the required examination for any applicant. Reasons for waiving the requirement may include a prior graduate degree from a regionally accredited university, significant work experience in the proposed field of study, or other factors that suggest an applicant will be successful in graduate level course work.
Applications for admission submitted online are received by The Graduate School through the ApplyYourself (AY) application system. The AY system streamlines the collection of supporting credentials by providing the opportunity for applicants to upload electronically the transcripts, letters of reference, résumé, and personal statement to their application file; recommenders may submit letters of reference electronically. If the application and supporting credentials are submitted electronically, processing time is reduced significantly, and files may be completed and ready for departmental review quickly. [Note: Some additional information required by the department (portfolios, writing samples, audition tapes, etc.) is NOT TRACKED by The Graduate School. If such information is received by The Graduate School, it will be forwarded to the department.]

The ApplyYourself system allows The Graduate School and departments to review and monitor applications from the AY Webcenter as applications progress toward completion. Applications are frequently described as to their location in the progression toward completion. An unsubmitted application has been initiated but lacks the $65 application fee. Only contact information is visible for unsubmitted applications. A submitted application contains all personal information (name, address, email, etc.) and academic information (undergraduate degree earned, graduate program of study and degree sought, referees who will submit letters, etc.) along with the $65 application fee. An in-process or incomplete application has been submitted but is missing supporting credentials. A completed application has been submitted and all supporting credentials have been received; the application has been processed and is ready for departmental review.

While it is the hope over time that all supporting credentials will be submitted electronically, applicants who use AY may submit supporting credentials in paper form, by postal mail or in person. These documents must be matched to the online application, recorded, and scanned into the system. Therefore, The Graduate School typically requires two weeks to process and verify applications for departmental review. Unofficial (unsealed/personal) copies of transcripts or test scores may be used to make an admissions decision; however, final official transcripts (i.e., received securely from a University Registrar, showing no courses in progress and the degree awarded and date conferred, if applicable) must be submitted no later than the end of the first semester in which the student is enrolled in course work. Students who fail to submit official credentials are blocked from registration beyond the initial semester.

All applications accessed through the AY Webcenter are linked to a Departmental Evaluation form located on the Applicant Summary Screen under “View Full Application,” by then clicking on “Application for Admission.” Departmental evaluations of an applicant with a complete application allow the Director of Graduate Study to record and submit recommendations to admit or deny applications. Part A of this form allows Admit Type (Unconditional or Provisional Admission) with space to record the rationale for admission for those applicants with an undergraduate GPA below 3.0. Specific provisions are also entered into this section. Part B of this form allows evaluators to record the rationale for denying an application, along with whether or not the applicant should be referred to a different program. Once the evaluation is complete and ready to be submitted to The Graduate School, the Director of Graduate Study must fill out the last two lines of the form, “completed by” and “completed date,” and click on the “save” button at the bottom of the form. If the form does not include the “completed by” signature and date, the application will not appear in The Graduate School’s queue for final review. Information on the form may be saved and not submitted by leaving the last two lines blank and clicking on “save.” Some may wish to complete the form and submit it to The Graduate School at a later date by leaving the “completed by” and “completed date” areas empty.

It is important to note that if the department submits its evaluation on an incomplete application (some materials have not yet been received and verified by The Graduate School), the application will not move forward in the system for final review by The Graduate School until it is complete. In addition, application information may change between initial submission and completion (i.e., term, degree, recommendations, additional prior college information, etc.). Therefore, the department should not conduct its final review and make a recommendation on admission until the application is complete.

Admitted students may be assigned a faculty advisor on the Departmental Evaluation form. This information will appear in the admission letter only if the advisor’s name is placed in the AY system and if the advisor has been assigned by the University Registrar in the Banner student information system. Any change in advisors by the academic department after the initial decision recorded on the form is the responsibility of the department. Please inform the University Registrar’s Office if “advisor” status must first be indicated in the Banner student information system for the advisor.

All written comments on the Departmental Evaluation form need to be clear and to the point. Wording from comments in the Departmental Evaluation may be used in the admission letter that applicants receive once the recommendation is reviewed and approved by the Vice Provost and Dean of The Graduate School or designee.

Once a Departmental Evaluation is completed, “signed and dated,” and saved in the AY system, the file is presented electronically to The Graduate School’s Director of Admissions for final review and signature, provided that all required credentials have also been received and uploaded. If the Director of Admissions has questions about the department’s recommendation, they will consult the Director of Graduate Study in the department. For example, a student may have a GPA lower than 3.0 and low test scores, but the department may have recommended admission without provision. If a compelling rationale is not provided on the Departmental Evaluation, the Director of Admissions may ask for information to justify a recommendation that is incongruent with the admission policies outlined in The Graduate School Bulletin.

When The Graduate School makes the final decision, it sends an email to the applicant informing him/her that a final decision has been made and is ready to view by logging into ApplyYourself. The letter denying admission is stated in general terms; applicant inquiries about the review of specific components are forwarded to departments for response. Each application to The Graduate School will result in one admission decision. Departments may choose to encourage students to reapply and suggest a course of action (e.g. VISIONS or retake the GRE).

Any ApplyYourself Webcenter user can check the status of an application by viewing the Applicant Summary Screen. The screen contains information on whether or not supplemental materials like transcripts, test scores, and letters of reference have been received. If the application is complete, all three boxes under the “Complete Status” area are checked and a complete date is listed in the Status Information box.
Anyone familiar with the Banner student information system, Graduate School codes, and the graduate application process may determine the status of an applicant. Requests for Banner access and navigation training are handled online on the Banner webiste. Assistance in understanding the codes may be obtained by contacting the University Registrar. Status of the application can be viewed in Banner by going to the Application Admissions Form (SAAADMS).

Admit Codes indicate the decision made regarding the application.
GA = Admit with no provision
GC = Admit with provision
G = Graduate Non-Admit (used for the student whose application has been rejected)
X = Special (used primarily for VISIONS, Joint Programs, and INTERLINK students)

Student Type Codes
M = Readmitted
N = New
R = Reactivated
S = VISIONS
X = Continuing in a new program (used when adding a new program, such as licensure or certification, or changing to a new degree and the student was enrolled the previous semester)
Y = Returning in a new program (used when adding a new program, such as licensure or certification, or changing to a new degree and the student stopped out for at least one semester)
Z = ISEP incoming Exchange student

Status Codes are used to indicate the status of the application:
I = Incomplete (Applications are considered incomplete if credentials required for admission are missing from the AY file [e.g. transcripts, test scores, and letters of reference].)
D = Decision made (Once the final decision has been made in AY, the Banner file is coded “D”.)

Decision Codes
AD = Admitted
AE = Admit with Processing Exception
AI = Admit with Intent to Enroll
CA = Canceled After Admitted
CB = Canceled Before Decision
CD = Canceled/Deferred
RJ = Rejected (used only with the “G” Admit Code)

Students who have been admitted to graduate study at UNCG may defer their admission up to one year from the initial term of admission with the approval of the department (e.g., Fall 2017 admitted applicants may defer until Fall 2018). Admitted applicants seeking a deferral are required to complete a Request for Deferral of Admission/Change of Term. The admitted applicant submits the completed form to the department for approval and signature. The department then forwards the form to The Graduate School. When the form is received, The Graduate School updates the Banner file and notifies the student that the deferral has been approved. If students notify their department of their desire to defer admission or to attend earlier than originally stated, the department should refer students to Request for Deferral of Admission/Change of Term. Instructions are included on the form.

In the case of an international student who wishes to defer admission, the student will still use the Request for Deferral of Admission/Change of Term form; however The Graduate School will revise the admission letter and send it to the International Programs Center for processing of I-20’s.

The Accelerated Bachelor’s to Graduate Degree Program (ADP) is intended for current UNCG undergraduates with a GPA of 3.5 or higher who want to finish the hours required for their undergraduate degree by taking graduate-level hours that may then also count toward their graduate degree. Undergraduates participating in this program are given an early decision on their graduate application pending successful completion of the baccalaureate and are allowed to take specified graduate-level courses during the spring semester of the junior year and/or during the senior year. See The Graduate School Bulletin for the complete ADP policy and a listing of participating departments. In departments where a formal ADP arrangement does not exist, a student may petition the department to offer an individualized ADP.

Undergraduates who receive federal student aid, particularly those who have Pell grants, must use their graduate-level ADP course work toward their undergraduate degree, either as substitutions for required undergraduate courses in the major or as necessary elective hours. The Financial Aid Office will not be able to award federal student aid to support “extra” hours that simply extend the total hours counted toward the undergraduate degree. If an undergraduate student is within 12 hours of degree completion and does not need ADP course work to meet requirements for the baccalaureate degree, please advise the student to consider Dual Registration instead of an Accelerated Bachelor’s to Graduate Degree Program.

Interested students must complete a graduate degree application through ApplyYourself. In the application they will be asked to download an Accelerated Degree Program Petition, which requires them to list their intended ADP courses and obtain the signatures of their undergraduate major advisor and Director of Graduate Study before uploading the completed form.

Students applying to take their first Accelerated Degree Program course in a Fall semester should complete their graduate application and ADP petition no later than July 1. For Spring semester enrollment, materials should be complete by November 15, and for the Summer session, by April 1.

Visiting and non-degree-seeking students who already hold a bachelor’s degree, are not currently enrolled in a degree program at UNCG, nor have an application for admission under review for the same semester, may be permitted to enroll at the University through the VISIONS program. Prospective VISIONS students may want to take one or more courses for a variety of reasons including personal enrichment, professional knowledge, or renewal of teacher licensure. VISIONS permits students to register for classes without being admitted to a particular program of study. Some programs (e.g., Art and departments in the Bryan School) have special requirements, and prospective students should contact the department for specific information.

Enrollment as a VISIONS student DOES NOT constitute admission to the University, The Graduate School, or to a specific degree or certificate program. However, credits earned at UNCG through VISIONS are recorded in the University Registrar’s Office on an official transcript. Students enrolled through VISIONS need to complete an enrollment form and submit the enrollment fee every semester in which they wish to take classes. VISIONS is ultimately viewed in The Graduate School as a marketing strategy, for many of these students are successful in their coursework and overcome their hesitations about graduate study. Our goal is to encourage as many VISIONS students as possible to apply for a degree program. A $25.00 enrollment fee is charged to cover processing costs associated with VISIONS. The enrollment fee must be paid by credit card when a student submits the VISIONS application online. Please note that the enrollment fee is not required for full-time UNCG employees.

The VISIONS webpage is updated each semester to provide current information, including advising information. Graduate credits earned as a non-degree student are not always applicable to a graduate degree. Should a VISIONS student wish to apply for admission to The Graduate School, and the department approves the request, up to nine semester hours of graduate-level academic credit may be accepted toward a degree and up to three semester hours may be accepted toward a certificate. Credit earned must fall within the required time frame for program completion.

Policy guidelines for the development of certificate programs at UNCG have been set by the Graduate Studies Committee and are found in the UNCG Curriculum Guide. Admissions criteria, approved by both The Graduate School and the admitting academic unit, may differ from those used for applicants to a degree program. However, the admission process is identical to that for degree-seeking students. Students may apply credit earned in a graduate certificate program to a graduate degree when approved by the department granting the degree.

The Director of Graduate Study is responsible for certifying the successful completion of the program’s academic requirements. Departments that establish a progression policy for certificate students can avoid problems in determining if the minimum expectations have been met. Students are expected to apply for graduation from certificate programs. (They are not invited to attend Commencement and no graduation fee is assessed.) The Graduate School ensures that the completed certificate is recorded on the student’s transcript. The design and development of the certificate is the responsibility of the Registrar’s Office. The Graduate School staff mail the certificate at the end of the semester after final audit of the student’s transcript has been completed.

International applicants should review the information for prospective students and apply using the online application located on The Graduate School’s website.
International applicants meet the same requirements as domestic applicants, but they have two additional major conditions. They must meet the English language requirement and must be cleared for their visa by the International Programs Center. Any of the following options indicate that the requirement for English is met:

  1. Provide an acceptable score on the TOEFL (79 if internet based, 550 if paper based), IELTS (minimum acceptable score is 6.5), or Pearson PTE Academic (minimum acceptable score is 53)
  2. Complete Level 5 of the INTERLINK program at UNCG, or
  3. Have a prior degree from a US institution or an institution in a country where English is the official language.

Visa information is processed by the UNCG International Programs Center (IPC). The Graduate School provides a copy of the admission letter to the IPC. The student must submit financial information certifying how the financial obligation for graduate study at UNCG will be met. Students generally present family bank statements from home and include projected income from their fellowship or assistantship at UNCG. All credentials must be in English. Applicants must arrange for The Graduate School to receive official or certified copies of transcripts of academic records from every college and university previously attended. A final, official transcript or diploma must contain the name of the degree and date on which it was awarded. Earlier departmental deadlines supersede The Graduate School’s deadlines for international applicants (May 15 for Fall admission, September 15 for Spring, and February 15 for Summer).

Applications from international students with either missing or low TOEFL, IELTS, or PTE scores are processed no differently than regular applications, with the exception that remarks are placed in the department evaluation screen in AY to call attention to the lack of the required exam and an email is sent to the Director of Graduate Study. Applicants with low or no English language proficiency test scores must meet the requirements for English language skills before enrolling in any graduate course, either by completing Level 5 of the INTERLINK program at UNCG or by achieving an acceptable score when (re)taking the TOEFL (min. 79 if internet based, min. 550 if paper based), the IELTS (min. score of 6.5) or Pearson PTE (minimum acceptable score is 53). If departments recommend provisional admission, The Graduate School provides a copy of the admission letter to the Interlink Office and International Programs Center. Staff members in the IPC ensure that applicants meet the financial certification requirements. Directors of Graduate Study are reminded that like domestic applications, international applications may be complete or incomplete, and they are processed as described earlier.
[Applicant Name] has submitted an application and credentials but the English proficiency exam score is low or missing. This memo explains that you may still consider this application for admission.

Since the INTERLINK program began on our campus, we have encouraged students missing a passing TOEFL, IELTS, or PTE score to study in INTERLINK’s intensive English training program. However, most students who contact us before they contact INTERLINK really want a degree and consider the study of English as a means to this end, rather than a reason in itself to come to the U.S. Likewise, national funding may be denied if students are not approved for study eventually leading to a degree. We can assist applicants if we can give them a projection of their prospects for admission to the degree program of their choice.

Accordingly, we are making this application available to the department for review. If the transcripts and letters of recommendation indicate that this student has adequate academic preparation, but the English language is the main barrier, you can admit this person with the condition that the student complete Level 5 of the INTERLINK program before beginning your program or earn a minimum score on the TOEFL (79 on internet or 550 on paper), IELTS (6.5), or Pearson PTE (minimum acceptable score is 53). Other conditions including GRE scores or performance in graduate coursework also may be imposed.

You may feel that virtually all applications with either no TOEFL/IELTS/PTE or a low TOEFL/IELTS/PTE should be denied admission to UNCG. Please understand that you are under no pressure to admit applicants if you do not feel they have adequate academic preparation or if you lack the information necessary to make an intelligent decision. But we do need to assure applicants that we have given their request fair consideration. Your careful review of all of the student’s credentials ensures that we do not miss any meritorious applicants.

If you recommend that the student not be admitted, please follow regular decision making procedures and The Graduate School will notify the applicant.

PLEASE ENTER ONE OF THE FOLLOWING OPTIONS ON THE AY DEPARTMENTAL EVALUATION

  1. DENIAL
  2. PROVISIONAL ADMIT on condition that student presents a TOEFL score of at least 79 on the internet based test (550 on the paper-based test). This requirement may also be met by presenting a score of 6.5 on the IELTS or 53 on the PTE. Student may also satisfy this requirement by completing Level 5 of INTERLINK English language training. Please include additional provisions in AY department evaluation, if applicable.
  3. UNCONDITIONAL ADMIT waiving TOEFL/IELTS/PTE score. Please include rationale in remarks section of department evaluation.
Exchange students are accepted at UNCG through several routes including the UNCG Exchange Programs, the Semester Abroad Programs, and non-UNCG Programs. Exchange students do not apply through ApplyYourself at this time. Prospective students submit an application to the UNCG International Programs Center (IPC), and the application is manually entered into ApplyYourself. The same procedures described earlier for complete and incomplete applications are followed. After the department completes its review, it enters the decision into ApplyYourself. The Graduate School sends a letter to the IPC reporting the decision, and the IPC sends a letter to the student. After arriving on our campus, some Exchange students decide that they would like to stay and complete their graduate degree at UNCG. Please note that acceptance at UNCG as a visiting Exchange Student does not guarantee that the student will be admitted as degree-seeking. Students must complete the normal admissions process, and additional credentials may be required. If students are admitted to a program, graduate credit earned as an Exchange Student is applicable to a graduate degree program at UNCG. Students who convert from Exchange status to degree-seeking students incur all costs normally associated with enrollment.
Several embassies fully sponsor the graduate studies of students from their country, and students are able to obtain a graduate degree without incurring any financial obligations. Embassy-sponsored students need no assistantships, awards, or waivers from the department. Their educational expenses are fully borne by the sponsor, and students also are given a stipend for living expenses. If they have adequate language skills, are academically prepared, and seem like a good fit with your department, these students can be a real asset to the University. Staff members from UNCG’s International Programs Center (IPC) routinely visit embassies to update them on programs of study that are available on our campus. Prospective students send a résumé, a statement describing their educational goals, transcripts, and references to their embassy, and an embassy staff member disseminates the applicants’ credentials to universities that offer a degree in the students’ area of interest. Embassy applicants do not always present a TOEFL, IELTS, or PTE score, in which case International Admissions Coordinator will mark them as having no or a low TOEFL, IELTS, or PTE score (see above). After reviewing the applicant’s information, the Director of Graduate Study should indicate the department’s recommendation in ApplyYourself.

Three options are possible:

  • Admit without provisions
  • Admit with provisions
    • Complete INTERLINK program through Level 5 or present a TOEFL score of at least 79 (internet based) or 550 (paper based), an IELTS score of at least 6.5, or Pearson PTE score of at least 53.
    • Other recommendations (e.g., complete undergraduate prerequisites, achieve an acceptable score on the GRE, earn a minimum GPA in the first 9-12 hours of the program of study, take certain basic graduate courses, etc.)
  • Do not admit

At times, a department does not have adequate information to make an immediate decision. In these circumstances, the Director may note under what circumstances this student’s application would be reconsidered (e.g., clarification of educational goals, letters of reference addressing specific topics of concern, etc.). An email to the International Admissions Coordinator explaining what the department is willing to do will help in communicating with the applicant.

If admission is recommended, the applicant is advised that financial information must be submitted. When the department recommends that the applicant complete the INTERLINK language program before beginning a program of study, copies of the applicant’s materials and the letter to the embassy are sent to the local INTERLINK office. INTERLINK staff send information to the prospective student about the INTERLINK language program and its application form.

The INTERLINK Language Center offers intensive English instruction, cultural orientation, and academic preparation for international students, scholars, and professionals on a year-round basis. Its five-level curriculum, with 23 hours per week of instruction, prepares students for success in academic and professional situations. Students can use completion of INTERLINK in place of the TOEFL, IELTS, or Pearson PTE for admission to UNCG. INTERLINK students have access to all University facilities, including computers, recreation center, library, health center, and language/multi-media labs.

With a Director’s approval, students in Levels Four and Five may audit one, or sometimes two, university undergraduate classes at no additional charge. With departmental approval, students in Level Five may take 1-2 (undergraduate) academic classes for credit while they are completing the INTERLINK program by applying as a Visions student. Students are not approved to take graduate courses until the required English proficiency is met. INTERLINK can be reached at interlink@uncg.edu.

The admission letter sent from The Graduate School provides the nine-digit University ID# and instructions for obtaining a randomly generated Personal Identification Number (PIN). The department is responsible for generating reports and sending out advising codes to new and continuing students. See the “WebFocus Account Request for Accessing Advising Codes” section below for instructions. The Registrar’s Office is responsible for sending to students their registration window and a link to the University Registrar’s website for complete instructions and assistance concerning the registration process. This information is generally sent to students via email. If a student has not provided The Graduate School with an email address or the email account is no longer active, the Registrar sends a paper Personal Data Form to the student’s home address. See the following sample of the registration information sent to students who are admitted.
For information on activating accounts, please visit the University Computing Accounts website.

Prior to requesting a WebFocus Account, activate your default accounts. You will be asked to provide your University ID, full name, birth date, and you must agree to the University’s Computing Policy.

Although your Banner Run-Time account is automatically set up for new employees, it’s important that you request the data you need access to by completing a Banner Student Data Access Form.
Note: A WebFocus account does not provide any access to Banner or ODS data. Data access is granted through the rights assigned to your Banner run-time account.

Once you have the appropriate Banner data access, complete the WebFocus Account Request form and submit it to the appropriate area outlined on the form.

Instructions for Acquiring Advising Codes (during the registration period):

  • OPEN INTERNET EXPLORER or Firefox as your Internet Browser. Chrome is not recommended.
  • Go to reporting.uncg.edu
  • Click on Departmental Reporting – Enrollment Services.
  • Enter in your Banner account username and password (account will only work if you have submitted the WebFocus Account Request form and been granted the requested access).
  • Click Logon.
  • Credentials are required again for the PRDODSP server. Please reenter your Banner username and password.
  • Click Submit.

NOTE: You will need to run two reports – one for continuing students and one for new admits. We recommend running the new admits reports several times over the advising period to catch late admissions.

First Report – Continuing Students’ Advising Codes

  • Click on the “Majors & Advisors” tab. (The Adhoc Reporting tab is open by default.)
  • Select “Advising List w Reg Windows” report link. (A new window will open.) ***Please note: If trying to generate advising codes before the registration period begins, select “Advising List (for continuing students)***
  • Select the Current Term from the dropdown list. (The current term is usually the default.)
  • Select your Department from the dropdown list. (Note, if you need more than one department, click the first department, then hold the Ctrl key and select additional departments. The selected depts. will be highlighted in blue. Also note that sometimes a department name will appear more than once. Select all of them.)
  • Select “Grad” as the Level.
  • Select “Excel” as the Report Format.
  • Click the “Run in a new window” check box.
  • Click Run.

Second Report – New Admits’ Advising Codes

  • Click on the “New Admits” tab.
  • Click on “New Admit List by Department” report link. (A new window will open.)
  • Enter in the upcoming Term (e.g. 201801).
  • Select your Department from the dropdown list. (Note, if you need more than one department, click the first department, then hold the Ctrl key and select additional departments. The selected depts. will be highlighted in blue. Also note that sometimes a department name will appear more than once. Select all of them.)
  • Select “Graduate” for Student Level.
  • Select “Excel” as the Report Format.
  • Click the “Run in a new window” check box.
  • Click Run.

Third Report – Provisional Admission Report Creation for End of Semester Reviews

  • Click on the “Enrolled” tab.
  • Select Graduate School Students by Admit Type
  • Log-in again
  • Enter parameters:
    • Current semester
    • Admit Type – Conditional
    • Report Format = Excel
  • Click Run.
  • Sort report by depart.
  • Send to department administrator.

Enrolled Student Information


*Removal of Provisional Admission
Departments are responsible for monitoring if/when their provisionally admitted students have met or have failed to meet the provisions of their admission. This form is submitted to The Graduate School as soon as the department can verify that a provisionally admitted student has met or has failed to meet his/her admission provisions. In an effort to assist, The Graduate School will send each department a list of provisional students at the end of each semester. This is a good opportunity to check end of term grades and submit the removal form as appropriate.
This form may be obtained by contacting Mary Early. It requests the physical movement of a course from the student’s UNCG undergraduate transcript to the UNCG graduate transcript. It is typically used when a current graduate student wishes to count a 500-level course taken while previously classified as an undergraduate student toward his/her graduate program. The course cannot count toward an undergraduate degree, per confirmation by the Registrar’s Office. In addition, the student must have met the graduate level requirements for the course in order for it to be eligible to move to the graduate transcript. The Graduate School will confirm with the course instructor that the student completed the graduate-level requirements for the course.
*Request to Change Master’s Degree (or Track) within Same Area
Master’s candidates may use this form if they are requesting a change from a degree within the same department or major. Example: change from the M.A. to the M.Ed. in English. This form may not be used to change to a M.F.A. degree.
*Request to Declare or Change Concentration
Master’s candidates may use this form if they are requesting a change in concentration within the same degree. Example: change from the elementary education to the middle grades education concentration within the M.Ed. in curriculum and instruction degree; or change from the music theory to the music composition concentration within the M.M. degree.
*Application for Graduation for Graduate Students
Students should apply for graduation online through their UNCGenie account by the end of the first week of classes in the semester in which students expect to complete the degree. This deadline does not change and is strictly enforced for December and May candidates as degree audits must be conducted and doctoral diplomas ordered in time to ensure delivery by Commencement. (The deadline to apply for December 2017 graduation is Tuesday, August 22; the deadline to apply for May 2018 graduation is Tuesday, January 16; and the deadline to apply for August 2018 graduation is Monday, May 14.) Students who have difficulty with the process in UNCGenie should contact The Graduate School for assistance.
The Graduate School sends both of these forms and a copy of the student’s transcript to you each time a student applies for graduation. You will review the student’s transcript and verify on the Certification of Degree Status form that the student has met, will meet, or will not meet degree requirements for the semester indicated. The Degree Audit Check Sheet indicates what information is needed before the student can be cleared for graduation. It is important that you return all original forms to The Graduate School even if the student will not complete degree requirements.
Obtain this form by contacting Mary Early. Each month an Extensions Committee meets to review requests for time extensions from students whose academic work exceeds the allowed number of years (5 years for certificates, 5 years for master’s degrees, and 7 years for doctoral degrees). The form should be completed by the student with two key components: 1) an explanation of the delay, and 2) a detailed timeline. The second component, the timeline, should indicate both what has been completed and what remains to be done. For remaining items, it should include a specific timeframe of when each item should be completed (including any relevant deadlines that appear on the University’s academic calendar). The form also requires comments from the student’s advisor and/or committee chair.
*Guide for the Preparation of Theses and Dissertations
Master’s theses and doctoral dissertations must comply with all formatting requirements contained in the Guide. The Guide is available online at The Graduate School’s website, and printed copies are available in The Graduate School office. The Graduate School offers at least three workshops each year (one in each semester) to assist students in meeting the formatting and submission requirements included in the Guide. Additional information about the electronic thesis or dissertation (ETD) is available on our Current Students webpage.
The Graduate Bulletin Calendar
Students are required to submit an “approval copy” of the thesis or dissertation to The Graduate School via the online submission process by the posted deadline. The deadlines for the approval and final copies appear in each issue of The Graduate School Bulletin, on the University Calendar on the Web, and on the Information for New and Continuing Students flyer distributed prior to registration each semester. Complete information and procedures for uploading may be found in the Guide for the Preparation of Theses and Dissertations.
Master’s and Specialist in Education: $70
The combined M.S./Ed.S. in counseling: $85
Doctoral: $70
Post-Baccalaureate and Post-Master’s Certificates: no charge
There is no charge to students selecting the traditional publishing option for their thesis or dissertation. The open access publishing option is $95. Students requesting to copyright are charged a $55 fee.
Each student admitted into the University is classified initially as either a resident or nonresident for tuition purposes by the appropriate admitting office. The residency classification process is based on North Carolina General Statute 116-143.1 as set forth by the North Carolina State Legislature. The NC Residency Manual is available here.

If a student chooses to petition a reclassification of his or her residence status, application must be made to the Graduate School as indicated below. Students who wish to file a petition for reclassification should first familiarize themselves with the statutory provisions and then submit a completed Residence Reclassification Application (along with the required additional documentation).
Completed application packets are accepted via mail, fax, email, or in person.
Residency Reclassification
The Graduate School
241 Mossman Building
1202 Spring Garden Street
PO Box 26170
Greensboro, NC 27402-6170
Email: grreside@uncg.edu

Guidelines, deadlines, and PDF versions of the forms are available in the Residency section of the Documents and Forms page.

Application Guidelines

  • Allow at least two weeks for processing. You will receive email notification and/or a letter with the outcome.
  • Remember to sign and date the application or it will be returned.
  • Failure to answer all questions completely and legibly may result in the application being returned, thus delaying the classification process.
  • Additional materials may be requested to support the claim to the in-state tuition benefit.
  • Check UNCGenie for updates.
  • Do not submit original documents; the packet is not returnable.
  • Make a photocopy of the entire packet prior to submitting; the office will not make a photocopy after receipt.
  • Social Security numbers and account numbers should be blacked out prior to submission.
  • The burden of proof is on the applicant to provide sufficient evidence to support his or her claim to the in-state tuition benefit.
  • The deadline to submit applications and ALL materials is midnight on the fifth day of classes for the term in question.