Graduate School forms

• If I submitted a PDF form, do I have to resubmit the form in Etrieve?
  No. Information submitted on PDF forms will not be transferred into Etrieve. However, this information has been updated in KSIS milestones, supervisory committee listings, and DARS. Copies of approved PDF forms were sent to the student, major professor and department head or program director and are archived in the student’s record in Graduate School imaging.
• I recently downloaded a PDF form and started filling it out. Do I need to submit the form in Etrieve instead?
  Some students may have downloaded but not submitted a temporary PDF form prior to July 17. The Graduate School will continue to accept temporary fillable forms through the end of the Summer 2024 semester. Starting with the Fall 2024 semester, (August 19, 2024) the Graduate School will only accept forms via Etrieve (with the exception of other forms on our website that are not based in Etrieve).
• Are all signatures required on Etrieve forms?
  Yes. All supervisory committee members and the graduate program director or department head must sign/approve forms in Etrieve.

What is it?

Your program of study serves as a contract between you and your supervisory committee and provides a road map of the courses and research hours you will complete for your graduate degree. Your supervisory committee must approve your program of study, so you first need to work with your major professor to form your supervisory committee. Your respective Graduate School degree specialist reviews the program of study to ensure that your plan fulfills Graduate School and graduate program requirements and notifies you via your K-State email if revisions are needed.

When does it need to be submitted?

Full-time students must file their programs before the end of their second semester of graduate study, and part-time students must do so upon the completion of 9 credit hours. Completing the program of study early in your graduate career facilitates timely degree progress because it ensures that you have a plan for completing degree requirements by your target graduation date and that you don't complete unnecessary courses.

What is it?

Submit this form if you need to make changes to your program of study or your supervisory committee to keep your Graduate School degree specialist informed of your most current program of study plan and supervisory committee members. The degree specialist needs to ensure that these changes fulfill Graduate School requirements.

When does it need to be submitted?

The Program of Study/Committee Change form should be submitted as soon as changes are made and approved by your supervisory committee.

What is it?

This form notifies your Graduate School degree specialist that your supervisory committee agrees you are ready to complete your final examination (often referred to as a defense of the thesis or dissertation). The form must be signed by your major professor, committee members, outside chair (for doctoral students), and department head or graduate program director. Upon receipt of this form, your records will be checked by your degree specialists to ensure that you are ready to complete your final exam.

When does it need to be submitted?

This form needs to be submitted to the Graduate School at least two weeks before your final examination with a copy of your thesis or dissertation abstract and abstract title page (if applicable).

What is it?

This form begins the process of the doctoral preliminary examination, which must be completed at least seven months before the final defense of the dissertation. The preliminary exam tests the student's breadth and depth of knowledge in the proposed field of specialization, as well as the student's ability to explore problems on the boundaries of knowledge. Each doctoral program determines the content and format of the preliminary examination.

When does it need to be submitted?

This form needs to be completed at least one month in advance of the preliminary examination.

This form should be submitted if a supervisory committee member is unable to attend the final examination in person or by video/teleconference.

What is it?

If a student wishes to retake a course included in the program of study in an attempt to earn a better grade, this form must be submitted to replace the grade. Retaking a course and replacing the grade on the program of study requires approval of the major professor and supervisory committee. The retake grade will be used in computing the grade point average regardless of whether it is higher or lower than the original grade. A student may retake a course and replace the grade only once for each course and for a total of two courses in the program of study. Learn more about course retake and grade replacement policy in the Graduate Handbook, Chapter 2 section E.4 and Chapter 3 section E.4.

When does it need to be submitted?

An approved program of study must be on file in the Graduate School at the time the retake request is submitted. Retake requests must be made prior to enrolling in the course.

What is it?

This form is used to notify the Graduate School that all requirements have been met for a graduate certificate program.

When does it need to be submitted?

Submit this form upon completion of requirements of a graduate certificate program.

What is it?

For coursework completed more than 7 years prior to submission of the program of study, a revalidation plan including this form must be submitted with the program of study.

When does it need to be submitted?

Submit this form along with your Program of Study. The course(s) must be revalidated the semester the student graduates or prior to the last semester.

What is it?

Request for Non‐Resident Tuition Waiver for Graduate Assistantship Terminating Prior to End of Student’s Final Semester

When does it need to be submitted?

Please provide the following information for any graduate student whose graduate assistantship will terminate prior to November 17th during the fall semester or April 17th during the spring semester if you wish the Graduate School to request that the Office of the Registrar waive non‐resident tuition for their final semester.

Undergraduate students requesting to take courses for graduate credit and graduate students requesting to take courses for undergraduate credit should complete this form.

What is it?

Current K-State master's student continuing for a doctoral degree in the same curriculum should submit below form.

When does it need to be submitted?

You must submit the form before completing your master's degree. Please submit the form during the final semester of your master's program.