View Department/Program Time Limits
At the end of their first year of study, doctoral students will receive a letter from GEPA explaining their time limits. Another notification of time limits will be sent when a student advances to candidacy. Students may access their letters in the GEPA Student Portal.
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EXTENSION REQUESTS (online submission via Kuali Build)
Extension requests are needed when it is determined that a student is unable to meet an established time limit deadline (please note, this is not the same as a recalculation of a time limit. See section below for how to submit recalculation requests). To request an extension to PCTL, SUTL, or TRTL, the graduate program must submit justification with approval from the student's faculty advisor and the department chair/ program director (or alternative faculty leadership designee). The extension request should be submitted to GEPA Academic Affairs via the online Time Limit Extension Request form (in Kuali Build). The form has the option of being routed electronically for faculty approval (using SSO authentication) or uploading a request letter with signatures included on the PDF or Word doc from both the faculty advisor and department chair/ program director. The justification for the extension should be provided by the student’s faculty advisor to explain the reason(s) for the delay and outline the plan forward.
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To check the status of a form once it is submitted, you can view the current status by accessing your submission under "My Documents" in https://ucsd.kualibuild.com/build/my/submissions.
Click on the specific request. You should see a “View” option on the left side of the submission. Use the slider to select “Status” and To view the “Workflow Status” of a submission, open the specific submission record and go to the menu on the top right of the screen; click on the 1st option, “Workflow Status” (shown below):
Once you select “Workflow Status,” you will see who has approved the request and whose if any approval is pending.
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If you need to follow-up with the faculty who need to sign, provide the faculty with the link to the Kuali "Action List," which should list any requests pending their approval.
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Time limit recalculation requests are necessary when the assigned time limits based on the default calculation (from when a student starts any graduate program) do not match the student’s new academic plan. The rationale for the time limit recalculation is due to the transfer or readmission itself. These requests should be submitted at the time the student transfers is entering the doctoral program.
For students transferring from a
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master’s to a doctoral program (with no break in enrollment), or from one doctoral program to another, please input requested limits on the “Change Major or Degree Aim” online form. [If there is a break in enrollment, a General Petition for readmission is needed]
For students being readmitted to a doctoral program
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, please specify the requested limits on the General Petition form.
If additional room is needed to provide support for the requested limits, please submit a letter (via email) from the student's faculty advisor, endorsed by the department chair, to the GEPA PhD Graduate Academic Affairs Advisor. Please provide as much detail as possible to support the need for additional time.
Common reasons for requesting a recalculation are:
student switched to the doctoral program late in the MS career so and more time is needed to develop the research topic or fulfill doctoral requirements
additional courses are needed because the student came from a different program
student changed advisors/research topic as a result of the switch
student previously completed the MS a while ago master’s degree and is being readmitted to the a doctoral program - time limits have expired (time limits are calculated from first enrollment, this includes first enrollment at the master’s level)
When a student is getting ready to transfer (or be readmitted) to a doctoral program, we recommended reviewing review what the time limits would be based on the student's original start quarter at UC San Diego. The student’s faculty advisor should then determine if the assigned time limits are still appropriate or if the student will need more time based on the academic plan. The 3 time limits that may need to be recalculated are: pre-candidacy/PCTL, support time/SUTL, and total registered time/TRTL).
A program may request a recalculation of all 3 time limits at the same time, or only for 1 or 2.
If a recalculation is not needed when the student transfersat the time of transfer, a time limit extension request can be submitted 1 to 2 quarters prior to the time limit expiration.
may be requested later (see section above on Extension Requests).
Questions on recalculation requests should be
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directed to the PhD Graduate Academic Affairs Advisor
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. email.
Joint Doctoral Program recalculation requests should be submitted to the JDP Academic Affairs Advisor via email. Both PhD and JDP requests are reviewed for approval by the Senior Associate Dean.