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 COGA       CONTACT
Completion of Comprehensive Oral Exam for the Doctorate

Consists of a two-part process: pre-approval and approval.  Departments must submit form at least two weeks in advance of the proposed date to obtain pre-approval.  Upon review, COGA returns form to the department’s queue.  When exam results are completed, the form is re-submitted to COGA by the department for final approval and recording.

Approval stage only:  Student should have no waiting or incomplete grades when form is filed. Departmental form with signatures, or PDF of emails attesting to the approval of the committee chair and outside member.  The form or chair's email should also verify, when applicable, the granting of honors.  Failed exams require no attachments.  More Information

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.

Morgan Swartzlander

Completion of Final Oral Exam for the Doctorate

Consists of a two-part process: pre-approval and approval.  Departments must submit form at least three weeks in advance of the proposed date to obtain pre-approval.  Upon review, COGA returns form to the department’s queue.  When exam results are completed, the form is re-submitted to COGA by the department for final approval and recording.

Approval stage only: Signed title page with signatures from majority of committee members.  Must include signatures of the committee chair and outside member.  The granting of honors must be verified by PDF of email from committee chair or departmental form with signature. Failed exams require no attachments.  More Information

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.

Morgan Swartzlander
Completion of Master's Exam

Consists of a two-part process: pre-approval and approval.  Departments must submit form at least two weeks in advance of the proposed date to obtain pre-approval.  Upon review, COGA returns form to the department’s queue.  When exam results are completed, the form is re-submitted to COGA by the department for final approval and recording.

Approval stage only:

Thesis Students - Signed title page with signatures from majority of committee members.  Must include signature of the committee chair.  The granting of honors must be verified by PDF of email from committee chair or departmental form with signature.  Failed exams require no attachments.

Non-Thesis Students - Departmental form with signatures or PDF of email attesting to the approval of the committee chair.  These should also verify, when applicable, the granting of honors. Failed exams require no attachments.  More Information

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

Morgan Swartzlander
Request for Appointment to the Graduate Faculty To request the addition of a faculty member to the Graduate Faculty Database.  Most frequently used to gain approval for outside exam committee members.  Department may request either regular dissertation status or special/ad hoc status, depending upon qualifications and needs.

Faculty member's curriculum vitae.  More Information

Morgan Swartzlander
FORM EXPLANATION ATTACHMENTS COGA  CONTACT
Leave of Absence To petition for an excused Leave of Absence from a graduate program.

Leave Attachment Form.  Endorsement of student, adviser and Director of Graduate Studies required. More Information

Morgan Swartzlander
Return From Leave of Absence To record the end of an excused Leave of Absence, reactivating the student record and allowing him or her to enroll. International students only:  International Return from Leave Form. Morgan Swartzlander
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).

Graduate Degree Completion Agreement.  Endorsement of student, adviser, and Director of Graduate Studies is required. More Information

Morgan Swartzlander
FORM EXPLANATION ATTACHMENTS

COGA CONTACT

Change in Plan To change degree type or change course of study within the same department.  If student is staying in the same plan but changing sub-plans, this must be noted in the comments field.  None Morgan Swartzlander
Change in Academic Status To record a change to the student's academic standing:  voluntary discontinue, probation, dismissal, return to good standing.

For voluntary discontinue, a letter from the student requesting the change.  For probation and dismissal, a copy of the letter from the department to the student informing them of the change.  (COGA has standard templates that departments may use).  For return to good standing no attachment is required.  More Information

Morgan Swartzlander
Completion of Graduate Certificate To record the completion of a graduate certificate program by one or more students.  Submitted once a semester as needed.  Student must be enrolled in the Graduate Certificate program prior to earning credits toward the certificate.

List of courses (course number and title) fulfilling the requirement for each student. More Information

Morgan Swartzlander
Master's Degree Credit Transfer To transfer up to six hours of coursework (eight hours for those with an undergraduate degree from KU) from a regionally accredited graduate school toward a KU master's degree.  Transfer of credit is not permitted for doctoral programs (but see Miscellaneous Functions on reduced hour degrees).  

Copy of official transcript (front and back) and endorsements of advisor and Director of Graduate Studies.  Endorsements 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.

IMPORTANT:  In the course boxes provided on the PTD form, list the specific courses being transferred.  Use the Comments field to indicate what KU courses these transferred courses will replace.

Morgan Swartzlander
Miscellaneous Functions To record miscellaneous items in the student's College file.  This includes, but is not limited to, reduced hour degrees, the completion of department-specific requirements, and special petitions.

Documentation varies.  For reduced hour degrees, a list of course requirements to be waived, letter of support from advisor, and the endorsement of the Director of Graduate Studies.  Copy of official transcript (front and back), certifications, etc., when applicable.  More Information

Morgan Swartzlander

 

 

Contact
College Office of Graduate Affairs

Morgan Swartzlander
Graduate Student Services Manager
mswartz@ku.edu
785-864-4147
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