Filing Fee Application

Effective Fall 2016, a graduate student seeking to use the Filing Fee during or after Fall 2016 must apply by the established deadline of the prior quarter, which aligns with the campus deadline for paying registration fees. Students who are approved to pay the Filing Fee will complete their limited remaining degree requirements between the start of the usage period through the end of the second week of instruction. A calendar chart illustrates how this process will change and work. For details, see announcement.

Students may use the Filing Fee application only if they were registered for the previous academic term, and satisfy the eligibility criteria below.

Summary of Filing Fee Requirements

Summary of Filing Fee Requirements*

Eligibility

Both doctoral and master’s students must have been registered the previous academic term. For more information see below.

All students must have advanced to candidacy at least one quarter prior to the term of filing fee usage.

Procedure

The student completes the form and then obtains signatures from:

  • Program Chair or designated authorized faculty advisor for students completing a master’s comprehensive examination or capstone project
  • All committee members for students submitting a master’s thesis
  • All certifying doctoral committee members for students submitting a dissertation

The student then submits the completed form to Graduate Division Academic Services. If Academic Services approves the Filing Fee application, the student is assessed a fee of $170 to their BruinBill account. Effective Fall 2016, the fee will be $179.

Application Deadline

A graduate student seeking to use the Filing Fee during or after Fall 2016 must apply by the established deadline of the quarter prior to filing fee usage. For Summer and Fall the deadline is 10 business days prior to the last day of Summer Session C (except if the deadline falls on Labor Day; in these cases the deadline will be 9 business days). For Winter and Spring the deadline is the Monday of 10th week.

See Filing Deadlines Chart 2016-2017.

Filing Fee Usage Period

Students must complete their limited remaining degree requirements during the following period: the day after the previous quarter ends through the end of the second week of instruction. Completion of degree requirements means submission of a thesis or dissertation with all committee member approvals OR submission of the “comp report” with the results of a comprehensive examination or capstone project.

Suspended Services

  • Student bus privileges
  • Parking
  • BruinOnline Services
  • Financial support (fellowships, financial aid, grants)

Continued Services

  • Library and/or Recreation Center access by paying a public user fee.
  • May have access to the UCLA Early Care and Education (ECE) program. Eligibility while on Filing Fee is determined on a case-by-case basis.

Housing

Eligibility for student housing may be affected. Students living in campus housing should check with the Office of Housing and Residential Services.

* Excerpted from Standards and Procedures.

Eligibility Criteria

If a student has completed, while registered, all requirements for a degree except for the doctoral final oral examination (defense), master’s comprehensive examination, or submission of the master’s capstone project, the student may be eligible to pay a Filing Fee during the quarter in which the degree is to be awarded instead of registering. Four conditions must be satisfied to be eligible for this fee:

  1. All formal requirements for the degree, except for filing the thesis/dissertation and/or taking the master’s comprehensive/doctoral final oral examination or submitting the master’s comprehensive capstone project, must be completed before the first day of classes;
  2. Since last being registered and up to the first day of classes, the combined use of University facilities and faculty time must not exceed 12 hours;
  3. During the quarter in question, the thesis/dissertation committee suggested only stylistic and/or typographical changes in the thesis/dissertation OR, in the case of master’s comprehensive examinations OR, in the case of master’s capstone projects, the faculty only graded the final comprehensive project; and
  4. The student must have been registered in the previous academic term.

Important Notes

  • While on Filing Fee students must meet certain criteria to be eligible to purchase voluntary UCSHIP coverage. For complete information on coverage requirements please see non-registered UCSHIP.
  • Students paying the filing fee are not eligible for the privileges normally accorded regularly registered students, such as the use of University facilities, other than the attention of the faculty necessary for the final reading of the dissertation or thesis and/or the taking of a doctoral final oral examination or master’s comprehensive examination or the grading of the master’s capstone project.
  • A student may not use this fee for the purpose of taking course work of any kind.
  • If the student is a fellowship or assistantship holder, an alien with a certain visa or one whose status depends on maintenance
    of a particular course load, the student is not eligible to use the Filing Fee.
  • The Filing Fee is not a substitute for registration for purposes of deferring student loans.
  • If, after paying the Filing Fee in any one quarter, and a student should find it necessary to use the educational facilities of the University in any way other than requiring the attention of the faculty for a final reading of the dissertation or thesis or the taking of a doctoral final oral examination or master’s comprehensive examination or the grading of the master’s capstone project, the student must resume registration. If this should occur during a quarter in which the student has already paid the filing fee, the filing fee payment can be refunded once the student has resumed registration for the current term.
  • The Filing Fee will not be refunded because the dissertation or thesis was not filed or the examination not taken or passed.
  • If a student intends to be on Filing Fee and is registered this term they must submit a Notice of Withdrawal form to the Graduate Division. Please keep in mind that a percentage of the registration fees paid is refunded according to the calendar date the Notice of Withdrawal is submitted to the Graduate Division. For information on refunds please visit the Registrar’s Office website. The student or their program may have to ask the Registrar’s Office for an exception to the refund policy if they realize mid-quarter that registration fees were paid even though they never attended classes.

Frequently Asked Questions

Eligibility

1. Does a graduate student need to be registered in summer to use the fall Filing Fee?

No, but the graduate student must have been either registered for classes or registered in absentia in the Spring. If the student was on a Leave of Absence in the Spring, s/he cannot be on Filing Fee status in the Fall.

2. Can a graduate student use Filing Fee in the fall based on summer registration?

No. A graduate student can use the Filing Fee in the fall based on registration and enrollment in the previous spring, without registering during the summer.

3. Can a graduate student advance to candidacy while on Filing Fee status?

No. All graduate students must have advanced to candidacy at least one quarter prior to the term of filing fee usage.

4. May a graduate student hold employment at UCLA while using a Filing Fee?

A graduate student may not be employed in a) an Academic Apprentice Personnel Title (AAP) such as Graduate Student Researcher (GSR), Teaching Assistant/Associate/Fellow (TA), Reader or Tutor per Academic Apprentice Personnel Manual, page 6, b) an academic title at UCLA per Standards and Procedures for Graduate Study at UCLA, page 25 (for a list of academic titles, see Academic Personnel Office’s Academic Title Code Listings) or c) a Staff Research Assistant/Associate in lieu of the GSR title unless under special circumstances and with the pre-approval by the Graduate Division per GSR Administrative Policies. For questions about academic apprentice appointments while a graduate student please contact Fellowships & Financial Services at (310) 825-1025.

5. If a graduate student was on an official Leave of Absence last quarter can they use a Filing Fee this quarter?

No. To be eligible to use the Filing Fee, a graduate student must have been registered in the previous quarter.

6. If a graduate student is registered in absentia this quarter can they use a Filing Fee next quarter?

Yes. Being registered in absentia qualifies a graduate student to use the Filing Fee.

7. If a master’s student finished their coursework last fall and has not been registered in two quarters can they still pay the Filing Fee?

No. If a graduate student has not been registered or on an official Leave of Absence, they must apply for readmission to your program.

8. If a graduate student applies for readmission can they use a Filing Fee the quarter they are readmitted?

No. If a graduate student is readmitted, they must register the first quarter.

Deadlines

1. What is the deadline to submit a Filing Fee application?

View the Deadlines page.

2. What is the Filing Fee deadline for summer?

For summer, the deadline is 10 business days prior to the last day of Summer Session C (except if the deadline falls on Labor Day; in these cases the deadline will be 9 business days).

3. Will exceptions be granted to the Filing Fee application deadline/ usage period/ filing deadline?

Generally, no exceptions will be granted. Extraordinary circumstances warranting consideration are reviewed on a case-by-case basis.

4. What does it mean that the interim filing deadline is going away?

Graduate students must meet all degree requirements within the established dates of the quarter or Summer Session in order to earn their degrees.

General

1. What does continuous registration mean?

All graduate students must be either registered for classes, on an official leave of absence, registered in absentia, or on filing fee for each quarter at UCLA. If a graduate student does not register, apply for a leave, or pay the filing fee, s/he is considered to have withdrawn from the university and must apply for readmission to return.

2. For what length of time is the Summer Filing Fee valid?

The summer Filing Fee is valid until the last day of Summer Session C.

3. If a graduate student paid the Filing Fee but didn’t finish their thesis or dissertation or take their final exam. What should they do?

If a graduate student did no’t complete their final degree requirements within the Filing Fee usage period in which they paid the Filing Fee, they will need to register and enroll in order to complete their degree.

4. If a graduate student is going to be on Filing Fee this term, but was assessed registration fees, how can they cancel the registration fees for the term?

If a graduate student is eligible to use the Filing Fee for the term in which they expect to complete their final degree requirements, they may use MyUCLA to declare nonattendance. Declaring nonattendance will cancel their registration fees. If their Filing Fee is approved by the Graduate Division then they will be billed the Filing Fee in lieu of full registration fees.

5. Why does a graduate student need to include the date that they have taken or will take their doctoral final examination, take their master’’s comprehensive examination or submit their master’’s capstone project” on the Filing Fee application?

Graduate students are eligible to use the Filing Fee when they have met all requirements for a degree except for the doctoral final oral examination (defense), master’’s comprehensive examination, or submission of the master’’s capstone project. By including these dates (as applicable) on their application it will help our office confirm their eligibility.

6. What are the visa implications for an international graduate student on Filing Fee in Fall 2016 and beyond?

For International Graduate Students on F-1 and J-1 visas, the completion of degree requirements will amend the validity of the immigration status accordingly. Please contact the Dashew Center for International Students and Scholars for further details.

7. Can a graduate student hold employment at UCLA after completing degree requirements on Filing Fee?

Graduate students on Filing Fee cannot hold Academic Student Employees (ASE) employment while completing degree requirements. However, students may hold staff employment in the remainder of the ‘final quarter’ after completing degree requirements.

Filing Fee Usage

1. Will a graduate student who has completed their capstone project, comprehensive examination, thesis or dissertation during the Filing Fee usage period, receive their degree and diploma earlier?

No. Diplomas for registered graduate students and graduate students on Filing Fee are available approximately three months after the degree award date.

2. If a graduate student does not complete their capstone project or comprehensive exam, thesis or dissertation, during the Filing Fee Usage Period and consequently has to pay registration fees and file a late study list, is that Filing Fee still “spent?”

Yes. If a graduate student is unsuccessful in completing all degree requirements during the Filing Fee Usage Period s/he cannot use the Filing Fee again.

3. Can a graduate student subsequently use a Filing Fee at another UC campus?

Yes. They can use one here and then one at another UC as applicable.

4. Why do Filing Fee policies vary across UC campuses?

The fee policy, set by the UC Regents, is the same at all UC campuses. Each campus develops procedures to meet the intent and goals of the policy. These changes to procedures were proposed by the Graduate Division and deemed acceptable and appropriate by the Graduate Council.

Comprehensive Examinations/Capstone Project

1. What is the procedure for a graduate student who fails his or her comprehensive exam/capstone project while on Filing Fee? 

The graduate program must provide information to the Graduate Division demonstrating that the graduate student received a failing grade (that is, the exam or project was reviewed by three faculty graders who assessed it as a “fail”). If the graduate student received a failing grade then s/he has until end of 10th week to pass the exam or project.

2. What if the graduate student fails the exam while on Filing Fee but cannot retake during same quarter?

The graduate student must register and file a late study list for the remainder of the quarter for which she or he paid a Filing Fee–as well as any subsequent quarters.

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