PTD Guide

The Progress to Degree (PTD) workflow allows departments to submit milestone documentation and petitions online, which are then routed to the appropriate offices for approval and recording.  Below is a list of each PTD form with an explanation of its purpose, the attachments required by the College and/or Graduate Studies, and the person in COGA responsible for managing each process.

PLEASE NOTE below the distinction between Letter of Support and Endorsement for student petitions.  The Letter of Support includes background information, rationale, and/or a plan of action that supports the student's request.  Endorsements must only indicate that the writer is aware of and endorses the request. 

All supporting documentation and required attachments must be in PDF format and must be uploaded to the system at the time the form is filed.  The PTD will be rejected if required documentation is not attached.

 

FORM EXPLANATION ATTACHMENTS
Leave of Absence To petition for an approved Leave of Absence from the academic program. COGA's Leave of Absence form signed by the student, adviser, and Director of Graduate Studies.  No other attachments required. More Information
Return From Leave of Absence To record the end of an approved Leave of Absence and reactive the student record, allowing them to enroll. Documentation (a PDF of an email is fine) from the student indicating their wish to return to the program, as well as the semester of their return. 

Also, for international students only: International Return from Leave Form».

Time Limit Extension To petition an extension on the time limit for a master's (7 years), doctoral (8 years) or combined master's and doctoral degree (10 years). Completed Graduate Degree Completion Agreement, signed by the student, adviser, and Director of Graduate Studies is required. More Information
FORM EXPLANATION ATTACHMENTS
Completion of Comprehensive Oral Exam for the Doctorate Consists of a two-part process: pre-approval and outcome.  At least two weeks in advance of the exam date, departments must submit pre-approval exam PTD form.  COGA reviews he student's record and exam committee, and if compliant with University policy, returns the form to the department's queue.  After the exam has been completed, the department records the results and resubmits the outcome PTD to COGA for final approval and recording. Pre-Approval stage: None.

Outcome stage:  Departmental exam outcome form with signatures of the committee chair and the Graduate Studies representative member, or PDF of emails from both of those members attesting to the exam results (satisfactory, unsatisfactory, or honors). 

NOTE: Exam PTDs will be rejected if the student has Waiting Grades or Incompletes on their record.  Departments should check the student's enrollment information before filing the Exam PTD.

Completion of Final Oral Exam for the Doctorate Consists of a two-part process: pre-approval and outcome.  At least two weeks in advance of the exam date, departments must submit pre-approval exam PTD form.  COGA reviews he student's record and exam committee, and if compliant with University policy, returns the form to the department's queue.  After the exam has been completed, the department records the results and resubmits the outcome PTD to COGA for final approval and recording. Pre-Approval stage: None.

Outcome stage: Departmental exam outcome form with signatures of the committee chair and the Graduate Studies representative member, or PDF of emails from both of those members attesting to the exam results (satisfactory, unsatisfactory, or honors). 

NOTE: Students who have Waiting Grades or Incompletes on their record may be approved to take the exam; however, a final grade must be entered before the student may be approved to graduate.  Departments should check grades prior to submitting the form and enter a comment on the PTD to indicate that they are aware of the missing grades and how they are working to resolve them (e.g. completing a grade change form).

Completion of Master's Exam Consists of a two-part process: pre-approval and outcome.  At least two weeks in advance of the exam date, departments must submit pre-approval exam PTD form.  COGA reviews he student's record and exam committee, and if compliant with University policy, returns the form to the department's queue.  After the exam has been completed, the department records the results and resubmits the outcome PTD to COGA for final approval and recording. Pre-Approval stage: None.

Outcome stage: Departmental exam outcome form with signatures of the committee chair and the Graduate Studies representative member, or PDF of emails from both of those members attesting to the exam results (satisfactory, unsatisfactory, or honors). 

NOTE: Students who have Waiting Grades or Incompletes on their record may be approved to take the exam; however, a final grade must be entered before the student may be approved to graduate.  Departments should check grades prior to submitting the form and enter a comment on the PTD to indicate that they are aware of the missing grades and how they are working to resolve them (e.g. completing a grade change form).

Request for Appointment to the Graduate Faculty To request the addition of a faculty member to the Graduate Faculty Database.  Tenured/Tenure-track faculty receive regular status automatically upon hiring. Department may request either dissertation status or special status, depending upon qualifications and needs. Faculty member's curriculum vitae.  More Information»
FORM EXPLANATION ATTACHMENTS
Change in Plan To change the degree type or sub-plan within the same department. No attachment is required; however, departments must enter a comment confirming the election or change that is taking place.
Change in Academic Status To recommend a change to the student's academic standing: voluntary discontinue, probation, dismissal, return to good standing. Discontinue - Voluntary Withdrawal: Documentation from the student (an email is fine) confirming they are leaving the program.

Probation or Dismissal: A PDF copy of the letter from the department sent to the student informing them of the recommendation.

Return to Good Standing: None.

Completion of Graduate Certificate To record the completion of a graduate certificate for one or more students. 

NOTE: 1) Students must be admitted to the Graduate Certificate program prior to completion of the final course for the certificate.  2) Students must also submit, separately in Enroll & Pay, an application for graduation for the certificate.  3) The certificate completion PTD must be submitted prior to the graduation deadline for the certificate to be awarded that term.

For each student, a list of courses (course number and title) fulfilling the certificate requirements.
Master's Degree Credit Transfer To transfer up to nine hours of graduate coursework from a regionally accredited institution to appear on the KU transcript and KU MA.

NOTE: Transfer of credit is not permitted for doctoral programs.  

1) Copy of official transcript (front and back), AND
2) Letter of endorsement from the Director of Graduate Studies, and advisor (when applicable) confirming what KU courses the transfer credit should count as.

NOTE: Endorsements is at departmental discretion and should only be provided once the department has thoroughly evaluated the suitability of the courses for KU graduate credit. See More Information for a list of relevant criteria.

Miscellaneous Functions To request special petitions not covered in other forms and to record the outcome in the student's College file. This includes, but is not limited to petitions for: reduced credit hour degrees, continuation of academic probation, GTA appointment(s) in excess of .50 FTE, waiver of missed or incorrect post-comp enrollment, or any other request for an exception to Graduate Studies or College policy. Required documentation varies. Please contact COGA for the appropriate documentation for the specific petition.

 


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