In Absentia Registration Petition for Graduate Students

Use this form to request in absentia registration status for an upcoming academic quarter or quarters, or to extend your current in absentia registration status

In Absentia Registration Policy

 

In Absentia Registration Policy Effective Fall 2009

Definition

When a full-time registered student who has an academic need to conduct research outside of CA. Research must be:

  • Directly related to the student’s degree program
  • Of a nature that makes it necessary to be completed outside of California for at least one full academic term
  • Involve only indirect supervision appropriate to evaluating the student’s academic progress and performance
  • Involve no significant in-person collaboration with UC faculty during the in absentia period.

Eligibility

  • Students must be enrolled full-time and in good academic standing (GPA of 3.0) to be eligible for the reduced in absentia fee.
  • Academic doctoral students must advance to candidacy by the time the in absentia registration begins.
  • Master’s and graduate professional students must complete at least one year of coursework by the time the in absentia registration begins.
  • Students in self-supporting graduate programs are not eligible.

Duration

  • Up to two years (6 quarters) for academic doctoral students, with renewal after first year.
  • Up to one year (3 quarters) for master’s and graduate professional students.
  • In Absentia Registration is for the academic year only (F,W,S).

Exceptions

Exceptions will be considered for additional quarters at the discretion of an Associate Dean or the Dean of the Graduate Division.

Deadlines

  • Fall 2016: September 9, 2016
  • Winter 2017: December 9, 2016
  • Spring 2017: March 17, 2017

Procedure

The student completes the form and then obtains signatures from the department chair and committee chair (doctoral students). The student then submits the completed form to Academic Services, 1255 Murphy Hall.

Visa Req’s

Must get approval from DCISS.

Monetary Costs

Students shall be assessed the following fees while registered in absentia:

  • 15 percent of the combined Tuition and Student Services Fee.
  • Full health insurance fee associated with the UC campus of origin.
  • Nonresident supplemental tuition, if applicable.
  • Any professional fees, if applicable.
  • The student does not pay campus based fees.

Continued Services

Students who register in absentia are:

  • Eligible to receive a fellowship.
  • Able to continue to hold a GSR appointment.
  • Able to have access to all benefits associated with their student health insurance plan.
  • Maintain library borrowing privileges.

Suspended Services

  • Cannot hold TA, Reader, or Tutor position while on in absentia registration.
  • Students paying the reduced in absentia fee who enroll and pay fees at non-UC institutions will not qualify for additional University of California need-based aid.

Housing

Eligibility for student housing may be affected. Students living in campus housing should check with the housing office.

Return/Readmission

A student who applies for in absentia but had no status at the university during the previous academic term, they must apply first for readmission in coordination with his/her department to initiate the application. We will only accept in absentia requests after a student has been readmitted.

Frequently Asked Questions

Fees and Funding

Does in absentia registration for graduate students include a reduction in the non-resident supplemental tuition?

No, in absentia registration for graduate students does not include a reduction on the non-resident supplemental tuition.

I am a graduate student in a professional degree program. Will I get a reduction on the professional degree fee?

No, as a professional degree program graduate student you will not get a reduction on the professional degree fee while on in absentia.

Duration and Location

Can graduate students in self-supporting degree programs apply for in absentia registration?

No, graduate students in a self-supporting program are not eligible because fees are set by the program.

I am a graduate student who will be 500 miles away, but still in California. Can I apply for in absentia registration?

If you are still in California, you will probably not be eligible for in absentia registration. The policy on reduced fees is for graduate students conducting research outside of the state of California. However, exceptions may be considered if the in-state research, such as an internship, is required by the program.

I am a graduate student who will be gone for 2 months, not the entire quarter or semester. Can I apply for in absentia?

No, you will not be able to use in absentia registration if you will not be gone for the entire quarter. The in absentia policy is for graduate students who will be outside the state the entire term.

I am a graduate student who will be enrolled in an independent study course this summer. I will be in Armenia for the entire 6-week session. Can I apply for in absentia registration?

No, you do not need to apply for in absentia registration for the summer term. In absentia registration for graduate students is valid for the academic year only, not Summer Sessions.

As a graduate student, will I still get my fellowship stipend while registered in absentia?

Yes. graduate students who are registered in absentia are eligible to receive a fellowship.

I am not yet advanced to candidacy for my doctoral degree, but I need to go to Borneo to do field research. Can I apply for in absentia registration?

You may possibly be approved to use in absentia registration if you have not yet advanced to doctoral candidacy. This would be an exception to the policy and would need special approval by the Dean.

I am in a master’s program. During my second quarter/semester, I want to do an exchange program in France. Can I apply for in absentia registration?

You may possibly use in absentia registration during your second quarter. This would be an exception to the policy and would need special approval by the Dean.

How many quarters may a graduate student be registered in absentia?

Academic doctoral students may be registered in absentia for up to two years (or 6 quarters/4 semesters) with the second year requiring approval by the Dean. Master’s and graduate professional students (including D.Ph, Ed.D, D.Eng) may be registered in absentia for up to one year (or 3 quarters/2 semesters).

As a graduate student, may I request in absentia the quarter I return from a Leave of Absence?

Yes, you may request in absentia after returning from a Leave of Absence. Graduate students who are returning to the university after an absence of two or more consecutive terms must submit another Statement of Legal Residence (SLR) form to Registrar’s Office and will have their registration fees assessed.

The SLR may be accessed at the Registrar’s Office website. Submit the form to 1113 Murphy Hall, or fax (310) 206-4520, or scan and email to webfback@registrar.ucla.edu.

I am a graduate student who was not registered last quarter and was not on an official Leave of Absence. May I apply for in absentia registration the quarter I plan to return?

Given your lapsed status, you must first apply for readmission. Please coordinate with your department to initiate the application. We will accept in absentia requests during the quarter you are readmitted as a graduate student.

How do I cancel my in absentia status as a graduate student?

Please submit a letter stating you are cancelling in absentia status because you are returning to UCLA as a graduate student. You may email academicservices@grad.ucla.edu or submit it to Academic Services located at 1255 Murphy Hall.

As a graduate student, how do I sign up for in absentia?

Please use the form listed on our Graduate Division website.

What type of graduate courses can I get credit for while on in absentia status?

As you are conducting independent research related to your graduate academic study you would usually enroll in independent study or independent research courses. Check with your department or program for guidance.

As a graduate student, can I enroll in a UC online course while registered in absentia?

No, you cannot enroll in a UC online course while registered in absentia. You may enroll and pay for an online course offered elsewhere, e.g. through a UC extension program, which charges a separate fee. Courses taken elsewhere may not satisfy your degree requirements or be transferrable to UCLA, please consult with your department before you enroll.

Can graduate students hold an academic appointment (TA, GSR, Reader, or Tutor) while registered in absentia?

Graduate students may hold a GSR appointment, but not a teaching apprentice appointment (TA, Reader, Tutor).

I am a graduate student who will be a TA in Washington, D.C. with the UCDC program. Can I be registered in absentia?

No. You are a graduate student participating in a UC program, so you do not qualify for in absentia registration.

I am a graduate student who will be a TA in France with the EAP program. Can I be registered in absentia?

No. You are a graduate student participating in a UC program, so you do not qualify for in absentia registration.

I will be enrolled at an institution in Russia. I still want to be enrolled at UC as a graduate student. Can I apply for in absentia status?

Yes, if you are a second year masters student or professional doctoral student or an advanced to candidacy academic doctoral student. This is allowable as long as you are not transferring units from that institution towards your graduate degree requirements.

Can I take my qualifying exam or comprehensive exam while enrolled in absentia?

No, in absentia means that you are away from campus for the entire term.

I don’t want to apply for in absentia registration. Can I go on a research leave as a graduate student instead?

No. The University of California no longer allows research leaves for degree-seeking graduate students.

My dissertation chair and I will both be in Europe conducting research at CERN. Can I use in absentia registration?

No. The policy states that there must be no significant studying or in-person collaboration with UC faculty during the in absentia period.

I will be doing a research internship outside of California for one quarter. Should I register in absentia?

Possibly. If you are continuing research toward your graduate degree during your internship, receiving indirect supervision from a UCLA mentor, and/or have no direct access to UC resources, enrolling in absentia would be appropriate. If not, and if the internship is not an explicit requirement for your degree program, you may be eligible for a Leave of Absence instead.

I am an international graduate student. Can I apply for in absentia registration?

Yes. While registered in absentia, you are a registered graduate student; however, you would need to get approval from the Dashew Center for International Students and Scholars (DCISS) before submitting the form.

Will I lose my California fee residence status if I am registered in absentia as a graduate student?

Inquiries regarding graduate residence requirements, determination, and/or recognized exceptions should be directed to the Residence Deputy, Office of the Registrar, (310) 825-3447.

Can a graduate student use filing fee the semester/quarter after being on in absentia status?

Yes, because graduate students are registered while on in absentia.

Can I receive my graduate degree while on in absentia status?

Yes, since you are a registered graduate student.

Housing

Will I be able to maintain my graduate housing while on in absentia status?

In order to maintain your current assignment while on in absentia status, you would be required to continue making your housing payments as outlined in your Housing Offer Letter or Rental Agreement. Should you decide to cancel your contract or vacate your unit while you are away, you can submit a lottery application for your return date. You are not guaranteed to receive an offer for your requested move in date, as an offer is subject to unit availability.

Will I be able to obtain graduate housing upon my return?

Upon return from a pre-approved in absentia leave, you can submit a lottery application to be added to the housing waitlist. You are not guaranteed to receive an offer for your requested move in date, as an offer is subject to unit availability.

When do graduate students need to notify housing that they will be on in absentia status?

For graduate students residing in University Apartments South (UAS), they will need to provide at least 30 days notice to the Housing Services Office by submitting an online Notice of Intent to Vacate (NITV) at the My Housing Website. For Weyburn Terrace (WT) residents, you must submit an appeal to terminate your contract. For information on this process, please see Ask Housing ID# 112.

Do graduate students need to notify housing how many quarters they will be on in absentia status and when they plan to return?

In order to ensure that graduate housing is available for you upon return from in absentia registration, you should provide information on when you expect to return to UCLA at the time that you submit your NITV (for UAS residents) or cancel your contract (for WT residents). While you will be re-offered housing upon your return, your offer will be subject to unit availability at that time and will not be for your previous unit.