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SU19 Enrollment Guidelines

Be enrolled for SU19 by
April 19, 2019

We are asking that all students funded by a GRA or Fellowship be properly enrolled for his/her funding type by Friday, April 19. If you cannot meet this deadline, inform Mark Cooper(.73) and Mei Wang(.235) and explain your situation.

All students may make online changes to their schedules through the first Friday of SU19, 5/10. See also the semester add / drop dates below.

Funded student enrollment levels

Funded students (i.e., GRA or Fellow): A student's status relative to passing the Candidacy Exam and type of funding dictate the minimum number of credits required to activate funding. Please refer to this SU19 Enrollment Guide (pdf) to keep you above the minimums and how to determine funding type.

Minimum credits to activate funding in SU19— n e v e r  drop below these credits after the 1st Friday:

  • Post-candidacy = 3 credits (see more detail at the bottom of this page)
  • Pre-candidacy / MS GRA = 4 credits (if GRA is not administered by the Grad School)
  • Pre-candidacy / MS Fellowship & Grad School-administered GRA = 6 credits

If your credits drop below the minimum needed to activate your funding, the fees will revert to you and you will be responsible for the cost of enrollment.

Do not enroll in more than the required number of credits without your advisor's prior approval. The cost of additional credits may be billed to the student.

Self-funded student enrollment levels

Examples include Distance Learning, GEACE, company-funded, etc.

Self-funded Master's degree and pre-Candidacy Ph.D. students

Master's degree students or Ph.D.-seeking students who have not yet passed the Candidacy Exam may enroll as needed; you are not required enroll.*

Self-funded Ph.D. students who have passed the Candidacy Exam

Self-funded Ph.D. students who have passed the Candidacy Exam are not required to enroll during Summer term (ref. Sec 7.7.3 of the Graduate School Handbook).

Ref: Enrollment Guide (pdf)

Fee payment

  • If you are enrolled in SU19 credits on or before Wednesday, May 1, your SU19 fees must be paid by close of business on May 1. Failure to do so will cause a $200 late payment fee to be applied to your account. If you find it impossible to pay by this date, please email Mark Cooper(.73).
  • If you enroll on or after May 2, you will have five business days to pay your fees.

* International self-funded students--different visa types may require minimum or maximum levels of enrollment to maintain the visa status. Please consult OSU's Office of International Affairs (OIA) for guidance.


Need permission to enroll in a course?

If you are unable to enroll in a course due to prerequisite issues, please provide Mark Cooper with the following in a single email:

  1. The instructor’s permission to enroll—this can be a forwarded email
  2. Your OSU Student number
  3. Course number
  4. Class number for the specific section of the course in which you wish to be enrolled (be careful to select the class number with the correct “Instruction Mode”, i.e., In-person (meaning on-campus) or Distance Learning (meaning on-line))

Online format (Distance Learning) vs On-campus

Do not enroll in both on-campus and online (DL) credits.

Probably not much of an issue during Summer Term. MSE & WE does not offer online lecture courses during the Summer.

Courses formatted for the two populations (those on Columbus campus and those accessing classes online) are assessed different fees. The fees are triggered based on the "instruction mode" of the course, "in person" or "distance learning". If a student registers for DL and on-campus credits, the student is charged all of the on-campus fees plus the extra DL fees.

Time conflict? If an on-campus student has a time conflict between two courses and would like to use recorded lectures to address the conflict, the student must register for only the on-campus sections. To address the conflict, use a Course Enrollment Permission form (pdf) to register the class with the conflict. Take the signed form to the Grad School or forward a scan of the form to Mark Cooper who will ask the Graduate School to register the course with a time conflict.


Add / Drop dates and other important SU19 dates

OSU students are responsible to adhere to the university’s schedule for the adding and dropping of courses.

Please see the University Registrar Important Fees and Dates

The key dates to keep in mind are:

April 19—Be properly enrolled for your funding type per the enrollment guide.

[May 1—Fee payment date for self or company-funded students.]

[May 8--Start of SU19.]

May 10 (1st Friday of SU19)—Last day student may make online enrollment changes in BuckeyeLink.
Add and drop credits on-line through the 1st Friday of a term (5/10).

  • After the 1st Friday, DO NOT DROP ANY CREDITS ONLINE, SERIOUSLY! Talk to Mark first.

    Many students, in a well-intentioned desire to adjust their schedules after the first Friday, think that they’ll just re-add the correct credits. However, they find they can’t re-add credits without a paper form. This leaves the student in an under-enrolled status and reverts all the fees back to the student [GASP!]

    The Fixer. So, after the first Friday, email Mark with your planned schedule changes (with all permissions and class numbers) and he will ask the Grad School to make the adjustments to your schedule.

May 11-17 (4:30 p.m., i.e., through the 2nd Friday)—A course may be added through the 2nd Friday by sending in a single email to Mark Cooper(.73) the following items:

  • the instructor’s permission,
  • the course number,
  • unique class number, and
  • student's OSU student ID number

Mark will forward your email to the Grad School to ask that they add you to the course.

May 18—Full-term courses added after the 2nd Friday will be assessed a $100 late add fee per course (beginning 5/18). Check with Mark about how to add credits after the 2nd Friday.

Dropping credits (withdrawing from a course)—be sure when dropping credits to not fall below the minimum needed to activate your funding (see above).

May 31—the 4th Friday of the term (5/31)…

  • drops on or before this date will not be reflected on the transcript.
  • If dropping a course between the 1st and 4th Fridays (5/10 through 5/31), please send in a single email to Mark Cooper(.73) the following items:
    • the instructor’s permission to drop,
    • the course number,
    • its unique class number,
    • student's OSU student ID number

Mark will forward your email to the Grad School to ask that they remove you from the course.

June 1 through July 12—Dropping credits after the 4th Friday and on or before 4:30 p.m. on the 10th Friday (6/1-7/12) will cause a “W” to appear as the grade for the course (does not have a negative effect on your GPA).

To drop a course during this period, please send in a single email to Mark Cooper(.73) the following items:

  • your advisor’s approval
  • the instructor’s permission to drop,
  • the course number,
  • its unique class number,
  • student's OSU student ID number

July 13-July 26—After the 10th Friday (7/12) a student cannot withdraw from a class.

[July 26--Last day of SU19 classes.]

 

View the Registrar's complete list of relevant SU19 dates (pdf)


Misc.

Help! There’s a hold on my account!

Did you click through the Financial Responsibility Statement to release the hold?

The link for this will be on the right side of your Student Center home page, under either the “Holds” or the “To Do” section. View instructions (pdf)


Watch your campuses!

Probably not a big deal for grad students, but BuckeyeLink/Student Center no longer defaults its searches to Columbus campus courses. Instead, it provides search results for all OSU campuses. Since there are no grad-level MSE or WE courses offered at Lima or Marion, etc. this won’t be a big deal. However, if you take a course in, for example, the Arts & Sciences College, be sure to specify the campus in the “Advanced Search” fields.


Post-Candidacy enrollment

Three credit rule

Note: This requirement only applies to GRA or Fellowship-funded Ph.D. students. Self or company-funded post-Candidacy Ph.D. students are not required to be enrolled during SU term (ref Sec 7.7.3)

After passing Candidacy, the Graduate School requires a student to be enrolled in at least three graduate credits every term through the term of graduation. So, for MSE & WE post-Candidacy (a.k.a. “PCD”) students, the goal is to enroll in three credits; this is the minimum needed to be full-time in post-candidacy and the max that project funding (GRA/Fellowship) must pay.

          Typical: 3 cr of 8999

If a post-candidacy student needs to enroll in some other credits—for example a class, IA service, Dissertation Overview, etc.—the student should reduce the 8999 credits in order to get to three total.

Examples:

  • 1 cr MSE 8000 + 2 cr 8999
  • 1 cr 8999 + 2 cr graded grad course
  • 3 cr graded grad course (+ zero cr 8999) *

* Any situation in which a post-candidacy student is enrolling in more than three credits requires prior approval from the student’s advisor (or funding source).

Why—Budgeting for the expenses of post-candidacy students is based on paying for three credits per term. Enrollment at OSU for each credit from 1 to 8 has an increasing, per credit cost (see Fee Tables). If a post-candidacy student enrolls in more than the mandated three credits the funding source is compelled to pay fees for which it may not have budgeted. Unexpected costs may be passed along to the student, so be sure the funding source is willing to pay for additional credits before enrolling.


MATSCEN 8000, MSE Dissertation Overview

Timing--During the MSE Ph.D. student’s fourth year of study--and at least six months before Dissertation Defense--an MSE Ph.D. student is to provide a Dissertation Overview [more].

Post-Candidacy MSE students giving a Dissertation Overview sometime between 5/8/19 and 8/19/19 must register for MSE 8000. This is a one credit S/U “course”, the sole requirement of which is submission of an MSE Dissertation Overview Report form to Dr. Windl during the term of enrollment. Doing so will allow a grade of S to be posted.

Enrollment in the term of a Dissertation Overview:

          1 cr MSE 8000 + 2 cr MSE 8999

Tips:

  • Do not sign up if you do not intend to hold your Overview, you don’t want a “U” on your transcript next to Dissertation Overview.
  • Communicate with Dr. Windl if you’re having a hard time meeting deadlines (don’t surprise him and expect good things to happen).
  • DO NOT put this off to the term before or the term of graduation!