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UCLA Graduate Division

Filing Fee for Graduate Students

Summary of Filing Fee Requirements

 

Summary of Filing Fee Requirements*
Eligibility Both doctoral and master's students must have been registered the preceding quarter. For more information see below.
Procedure The student completes the form and then obtains signatures from the
  1. Program Chair or designated authorized faculty advisor for students completing a masterís comprehensive examination or "capstone" project
  2. All committee members for students submitting a masterís thesis
  3. 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.
Deadline The Filing Fee petition must be submitted no later than the 2nd week of class for the Fall, Winter and Spring terms.
 
There is no deadline for Summer. We recommend that students submit Filing Fee application to Academic Services at least 10 days prior to the September 9, 2015 Summer filing deadline.
Duration A Filing Fee is approved 1 quarter per degree.
Exceptions By exception, requests for a second Filing Fee and/or late Filing Fee petitions submitted after the second week deadline may be approved; such approval is at the discretion of an Associate Dean or Dean of the Graduate Division.

* 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 comprehensive "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 comprehensive "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

  1. 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.
     
  2. 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 comprehensive "capstone" project.
     
  3. A student may not use this fee for the purpose of taking course work of any kind.
     
  4. 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.
     
  5. The Filing Fee is not a substitute for registration for purposes of deferring student loans.
     
  6. 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 comprehensive "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.
     
  7. The Filing Fee will not be refunded because the dissertation or thesis was not filed or the examination not taken or passed.
     
  8. If a student intends to be on Filing Fee and is registered this term they must submit a Notice of Withdrawal form (iPDF-58KB) 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 Registrarís Office website. The student or their program may have to ask the Registrarís Office for an exception to the refund policy if they realize mid-quarter that registration fees were paid even though they never attended classes.
 

Filing Fee Application Form

  1. Filing Fee Application (iPDF-183KB)
    Students may use the fling fee Application only if they were registered for the previous academic term, and satisfy the above eligibility criteria.
 

Frequently Asked Questions

Eligibility

  1. Does a student need to be registered in Summer to use the Fall Filing Fee?
     
    No, but the 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 student use Filing Fee in the Fall based on Summer registration?
     
    No. A student can use the Filing Fee in the Fall based on registration and enrollment in the previous Spring, without registering during the Summer.
     
  3. May a student hold employment at UCLA while using a Filing Fee?
     
    A 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.
     
  4. If a 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 student must have been registered the previous quarter.
     
  5. If a student is registered in absentia this quarter can they use a Filing Fee next quarter?
     
    Yes. Being registered in absentia qualifies a student to use the Filing Fee.
     
  6. 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 student has not been registered or on an official Leave of Absence, they must apply for readmission to your program.
     
  7. If a student applies for readmission can they use a Filing Fee the quarter they are readmitted?
     
    No. If a student is readmitted, they must register the first quarter.
     

Deadlines

  1. What is the deadline to submit a Filing Fee application?
     
    By Friday of the second week of classes. View the Deadlines page.
     
  2. What is the Filing Fee deadline for Summer?
     
    There is no Filing Fee deadline for Summer. However we recommend that you submit your Filing Fee application to Academic Services at least 10 days prior to the Summer filing deadline.
     

General

  1. What does continuous registration mean?
     
    All 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 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 re-admittance to return.
     
  2. For what length of time is the Summer Filing Fee valid?
     
    The Summer Filing Fee is valid until the end of the interim period following the Summer deadline.
     
  3. If a student paid the Filing Fee but didn't finish their thesis or dissertation or take their final exam. What should they do?
     
    If a student didnít complete their final degree requirements during the quarter in which they paid the Filing Fee, they will need to apply for readmission to their program. Upon readmission, they will need to register and enroll in order to complete their degree. They will no longer be eligible for a Filing Fee.
     
  4. If a 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 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 student need to include the date that they have taken or will take their doctoral final examination, take their masterís comprehensive examination or submit their masterís comprehensive "capstone" projectĒ on the Filing Fee application?
     
    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), masterís comprehensive examination, or submission of the masterís comprehensive "capstone" project. By including these dates (as applicable) on their application it will help our office confirm their eligibility.