ePetition Documentation

The GEPA Academic Affairs ePetition is used to submit a variety of graduate student exceptions, requests, and documentation. This includes, but is not limited to, retroactive enrollment, readmission, and academic probation.

Submitting a Form

STEP 1: Submission

The graduate coordinator selects the Submission Type from the drop-down menu and enters the student’s information.  Each Submission Type will guide you through the required information, documentation, and necessary signatures.

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Once you’ve selected the Submission Type, the form will populate with various text boxes to input required information. Supporting information/documentation can be submitted as a PDF or an image. All documentation must be combined into one file when uploading to the ePetition.

STEP 2: Program Approval Routing

Then to go “Step 2: Program Approval Routing” to enter the faculty for the workflow (side bar on the left side of the page). The appropriate workflow will automatically populate depending on the type of request (e.g. if faculty approval is required, a field to enter “Authorized Faculty Approver” will be displayed once you click “Next” or select “Step 2: Program Approval” under “Pages”). [The other Steps are blank and will automatically become visible when at the appropriate workflow step.]

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You may click the “Save” button at the top right to save and return to edit the form later. It will be saved under “My Documents -> Drafts”.

Once you’ve completed filling out Steps 1 and 2, click “Submit” in the top right and it will route to the next reviewer.

To view the form after submitting, go to “My Documents -> Submissions.”

Link to My Documents: https://ucsd.kualibuild.com/build/my/submissions

Approval Workflow

The workflow of the ePetition varies depending on request type. In most cases, the workflow is: graduate coordinator submits request, authorized faculty (department chair/program director) approves, GEPA reviews and approves, or routes to the next step depending on the request type (e.g. Educational Policy Committee (EPC), Registrar). Questions may be directed to your program’s assigned GEPA advisor - the system automatically routes to the appropriate advisor (see current assignments on the Graduate Academic Affairs page here). See below for an overview of the approval authority for exception requests. 

To view the workflow status at any time, access your ePetition submission in Kuali “My Documents.” Click on the form, and click Workflow Status at the top. It will show you past, present, and future routing steps for your submission. You will receive email notifications at various decision points in the routing process, including notification when the final decision has been made/recorded.

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Approval Authority Overview

Below is an overview of the approval authority for common exception types. For a full overview of approval authority, view the Exception Approval Authority chart.

GEPA final decision:

• Academic Probation Plan: Lift Hold Request

• Academic Probation / Dismissal: Upload Student Notification from Program & Registration Hold 

• Request (based on program/department determination)

• Readmission

• Transfer Credit / UG Waiver

EPC final decision (exceptions to Senate requirements), after GEPA review:

• Exception to Degree Requirements (Reg 515 or Reg 700-720)

• Retroactive Enrollment (Add/Drop Course) and Grade Exceptions 

• Retroactive Withdrawal from Quarter (all courses)

• Waive Academic Residency 

Other (final approval varies):

• General Petition for all other exception types not listed

• UC Intercampus Exchange Program (ICEP) or SDSU Graduate Exchange

• UC Education Abroad Program (UCEAP)