Commonly Used Forms – CECS Office of Graduate Affairs

To help you navigate your academic program, there are several processes that are in place. Some processes are conducted electronically, while others require manual processing with physical signatures. Forms included in this section are either Portable Document Format (PDF) files, dynamic forms, or HTML files that may be downloaded, filled out, and given to the appropriate university officials for approval. Many of these forms have been implemented by the College of Graduate Studies and have been adopted across UCF’s various colleges. Some forms are specific to CECS. Regardless, this list is not comprehensive, and your department may have additional forms to support your academic progress.  For College of Graduate Studies (CGS) forms, please visit: https://graduate.ucf.edu/forms-and-references/

If you have issues with logging into the dynamic forms, please use this guide to set up a new account. If you still have issues after setting up an account, please email us at cecsgradregistration@ucf.edu.

For Student guides on how to fill out the dynamic forms, please see the Guide for Restricted Registration – Student Edition and the Guide for Override Forms – Student Edition.
For Instructor Guides on how to fill out the dynamic forms, please see the Instructor’s Guide on How to Complete Override Forms and Instructor’s Guide on How to Completed Restricted Registration Forms.

Registration

THIS IS NOT THE OVERRIDE FORM! This form is a dynamic form for CECS Special Registration Agreement. This form is needed for graduate students to register for any Variable Credit Hour Course in our college (XXX 6908, XXX 6918, XXX 6946, XXX 6958, XXX 6971, XXX 7919, or XXX 7980). Please note, that these are not formal course work and cannot be used toward meeting your required number of formal course work.

This override form is to enroll in a course where you do not meet the course’s prerequisites, you have a time conflict, and/or need to exceed the unit load (12 for fall/spring and 9 for summer). If you are attempting to add a course with the 0V91 section, please do not submit this paperwork you have approval from the UCF COVE Department to put your test proctor in place. To access IDS 6999: The Graduation Course is only open to students that have completed 100% of their courses and has filed to graduate.

The Center for Online and Virtual Education (COVE) is the delivery system established to provide students with the most convenient and timely engineering education possible. Online courses help students who may have time or distance challenges.

Each class has multiple sections and students register based upon where they would take tests, if proctored ones are given. This form must be submitted prior to registration each term. This should be done two weeks prior to the start of the term to avoid possible late fee charges. The form may be submitted without proctor information, but that information must be provided as soon as possible.

Please use this form when you must change your courses after the late registration deadline has passed. Late registration ends the Friday of the first week of a term. You must have supportive paperwork to attach to this form. Your Administrative Record Change paperwork will be completed by your department’s graduate coordinator. Requests after the second week of classes are only accepted in rare cases.

If you are a SACM or Fullbright student please use this Override Dynamic Form to register for Section 0002 courses ONLY.

If you are an undergraduate student or a Senior Scholar please fill out this override form.

If you are a graduate student looking to take undergraduate courses, please fill out this form.

Program of Study

Each graduate student must have a Program of Study on file by their 12th hour in their program.  These forms can be located on your department’s home pages and are simply the courses you have completed and plan to complete to meet your degree’s requirements.
This form should be completed with your advisor.  If you are pursuing a non-thesis MS program, your program’s Graduate Program Director will act as your advisor.

You can find the Plans of Study for CECE here: https://www.cece.ucf.edu/graduate

You can find the Plans of Study for CS here: https://www.cs.ucf.edu/academics/current-graduate-students

You can find the Plans of Study for ECE here: https://www.ece.ucf.edu/graduate-programs

You can find the Plans of Study for IEMS here: https://iems.ucf.edu/graduate

You can find the Plans of Study for MS here: http://mse.ucf.edu/graduate-program/

You can find the Plans of Study for MAE here: http://mae.ucf.edu/advising/graduate-forms/

You can find the Plans of Study for Modeling & Sim here: https://www.cecs.ucf.edu/smst/

Committee Forms

The College of Graduate Studies has both the Doctoral and Thesis Committee Forms in dynamic forms.
For doctoral students (at a minimum), you must have three members from your department and one member from outside of your department.  For both thesis and dissertation students, most of your committee members must be Graduate Faculty members.
Before submitting either a thesis or dissertation committee for approval, please make sure that your Program of Study is approved and processed by the College of Graduate Studies.  These eForms originate by your program’s Graduate Advising Office.
To find out committee member status, please visit the Graduate Faculty Page.

To initiate a dissertation committee form where you need six members, please fill out the dynamic.

Graduate Procedures

The Intent to Graduate is filed online during the period designated on UCF Academic Calendar

Graduate students who wish to request an exception to university policy must complete this form to begin the process.

To request that courses taken at another institution apply toward completion of your UCF degree. After reading the form, complete the fields, have your advisor sign it, then submit the endorsed form and syllabus (or syllabi) to gradservices@ucf.edu.

Submit your request to hold your thesis/dissertation defense. All defense announcements must be made 2 WEEKS prior to your defense.

This form is used by Thesis and Dissertation students who have successfully defended. It will be started by the student once they have completed their defense and automatically sent from member to member. Students MUST complete their final submission before Graduate Studies will approve this form.

Student Services

The College of Graduate Studies uses the address from the student’s application for all official communications. Students are responsible for submitting address changes as they occur. Return the completed form to the UCF College of Graduate Studies by mail, email or fax if you cannot deliver it in person.

To change the legal name maintained on the student’s official UCF record, graduate students must complete this form and submit it with supporting documentation to the College of Graduate Studies

Graduate Appeals under UCF’s Golden Rule 5.016

The Golden Rule is a compilation of policies and procedures intended to define your rights and responsibilities as a student and provide you with a better understanding of your role as a member of the UCF community.
UCF Golden Rule 5.016 applies to students seeking appeals of grades (typically limited to final grades) resulting from an instructor’s:
1. Alleged deviation from established and announced grading policy
2. Alleged errors in application of grading procedures
3. Alleged deviation from University syllabus policy that could have impacted the resulting grade; and
4. Alleged lowering of grades for non-academic reasons, including discrimination. (A grade appeal alleging unlawful discrimination will be referred to the Office of Nondiscrimination and Accommodations Compliance.)
Prior to submitting this form, please visit the Golden Rule Student Handbook and read Golden Rule 5.016: https://goldenrule.sdes.ucf.edu

The semester you are ready to defend your thesis or dissertation, you will need to enroll in this webcourse and follow the steps and procedures to make sure you finish everything in time for graduation.

The Office of Graduate Student Life offers a variety of info sessions, workshops, and open labs dedicated to providing graduate students with the skills they need to succeed during and after their graduate program.

Questions? Email gradworkshops@ucf.edu.

Students nearing 21 semesters since their admit term will need to complete a 7-year plan.

Students who are placed on probation by the College of Graduate Studies are required to meet with their graduate program director to create a Probation Plan.

How to Apply for an IRB

NOTE: You must complete CITI Training before submitting an IRB application.

Follow these steps to complete an IRB application:

If you are a graduate student, new submissions require principal investigator, faculty advisor, and departmental sign-off prior to submission to IRB. Complete form HRP 251 and upload it with your study submission.
Visit HURON and login with your UCF NID.
Select “Create New Study.” Be sure to complete all fields with a red asterisks*. Please attach the appropriate documents as they are requested. See the IRB Decision Guide to help you determine which documents to attach. You must also complete forms HRP 252 and HRP 253 for any external study team members who are participating in the study.
Once you have completed the process, select “Finish.” You will be routed to the Pre-Submission page, where you can review your information, and view the IRB Work-Flow Chart. This chart allows you to view where your study is in the IRB process. You MUST select submit in the left-hand margin for IRB to review your study.
Once you have submitted the study, you can check your task list (items that require clarification) and track the IRB work-flow by selecting the study in “My Inbox.”

Visit the IRB Website for a complete list of IRB forms and other IRB information.

IRB Support

The Office of Research and the College of Graduate Studies offer office hours to students with an IRB Ambassador for help navigating UCF’s Institutional Review Board (IRB) application process.

The IRB Ambassador can offer assistance to students in the following ways:

Provide guiding information to students who are ready to apply for IRB approval to conduct research
Answer questions relating to the IRB application and approval process
Offer help navigating the Huron IRB platform
Meet one-on-one with UCF student researchers virtually or in-person

Students should have their research proposal and study design complete and reviewed by their faculty advisor and thesis/dissertation committee members prior to meeting with the IRB ambassador for study application assistance.

Students can email IRB application questions to Zachary.Miller@ucf.edu or Schedule a Meeting.