Forms & Processes
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This page is designed to help you navigate the university’s forms, petitions, and request processes.
Important: The processing times listed below apply to final approval & processing by the Registrar's Office only. If your form requires approval from another office (e.g., your academic department), the total time required to process it after submission may be increased.
Waiting on the approval of a submitted form?
After you submit an eForm, it will go through an approval workflow that may include multiple waypoints. You may check the status of your pending form at any time in the eForms portal.
Note: the listed deadlines relate to form submission. All forms submitted by the deadline are considered "on time," regardless of approval status.
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Degree Progress & Program Changes
- Application for Graduate Non-Matriculated Status
- Deadlines: Autumn Quarter: June 1, Winter Quarter: September 1, Spring Quarter: January 7
- More info: See detailed information on the form.
- Where: Downloadable PDF: Application for Grad Non-Matric Status (submit this form to Graduate Admissions)
- Processing: Variable
- Application to Graduate & Withdraw Application to Graduate
- Deadline: Application to Graduate Deadline of the degree conferral quarter / Late Application to Graduate Deadline of the degree conferral quarter.
- Open: After the Application to Graduate Deadline of the quarter prior to the degree conferral quarter.
- More info: how-to instructions. See also Stanford Bulletin Policy.
- Where: Submit via Axess
- Processing: Degree conferral status posts on the conferral date.
- Related help tickets:
- For technical difficulties: Troubleshoot Issues with Applying to Graduate.
- If you were unable to withdraw your application to graduate by the Late Application to Graduate Deadline, submit the Emergency Request to Withdraw an Application to Graduate
- If you have missed the Late Application to Graduate Deadline, please contact your department’s student services officer or the Student Services Center for assistance.
- Commencement Walkthrough Petition for Department Ceremonies
- Deadline: Deadlines may vary by department
- More info: Used to request permission to participate in your department's Commencement ceremony without graduating in Spring Quarter.
- For information regarding participation in the university's Commencement ceremony, please see our Commencement eligibility page and the university's Commencement website for more details.
- Where: Downloadable PDF: Commencement Walkthough Petition for Dept Ceremonies (submit this form to your department).
- Note: This form is not used by all departments. Please check with your department first regarding their walkthrough process.
- Coterminal Course Transfer Form
- Deadline: Late Application to Graduate Deadline in the final undergraduate quarter.
- More info: Coterm Course Transfer Form
- Where: Axess eForms portal
- Processing: 2-4 weeks
- Declaration or Change to a Field of Study for Graduate Students (Subplan change)
- Deadline: Final Study List Deadline of degree conferral quarter.
- Where: Axess eForms portal
- Processing: 1-2 weeks
- Graduate Program Authorization Petition ("Grad Auth")
- Deadline: The submission portal closes after the last day of classes each quarter. The petition must be submitted prior to degree conferral.
- Open: After the student enrolls in classes--but prior to the last day of classes each quarter, the Grad Auth may be submitted for the current term or for an upcoming future term (activation for a future quarter typically occurs 10 days before Axess opens for enrollment for that quarter)
- More info: See Graduate Changes of Degree Programs
- Where: Submit via Axess
- Joint Degree Student Checklist
- More info: Students use the Joint Degree Program Student Checklist as a guide to plan a joint degree program. The form is for student use, and does not need to be submitted to the University.
- Where: Downloadable PDF: Joint Degree Student Checklist
- Major, Minor, Honors, or Degree Program Change or Declaration - UG
- Deadline: Due prior to applying to graduate
- More info
- Where: Submit directly via Axess.
- Note: If you have already applied to graduate, you will need to submit your request via the help ticket Request Emergency Change to Plan.
Major-Minor and Multiple Major Course Approval Form - UG- Please note: as of Summer 2023-2024, since MAP will launch July 30, the MMF form is being retired!
- Staff colleagues, please see our intranet pages for details:
- Ph.D. Minor Application
- Deadline: Final Study List Deadline of degree conferral quarter
- More info: Bulletin policy
- Where: Axess eForms portal
- Processing: 3 weeks
- Program Proposal for a Master's Degree
- More info: Proposal form for M.A., M.F.A., M.A.T., or M.S. students
- Where: Downloadable PDF: Program Proposal for a Master's Degree (submit this form to your department)
- Tuition Agreement for Students with Multiple Programs (TAGM)
- Deadlines: After the Grad Auth is processed to add the second degree within the quarter
- Open: Do not submit this eForm until both programs are fully matriculated
- More Info: If graduate students matriculate in two programs in different schools (e.g., School of Education M.A. adding a Graduate School of Business M.B.A.), then the Tuition Agreement for Students with Multiple Programs form is required to determine the tuition amount assessed each quarter and to prevent duplicate tuition charges.
- Where: Axess eForms portal
- Processing: 3-5 days
Enrollment
- Annulment of Summer Registration
- Deadlines: Term Withdrawal Deadline of the effective quarter
- More info: This eForm will become available on the Preliminary Study List deadline. Please use to annul or cancel your summer registration.
- Please note: visiting Summer Session students do not use this eForm annulment process, and should contact summersession@stanford.edu for assistance.
- Where: Axess eForms portal
- Processing: 1-2 weeks after the form is received by the Registrar's Office
- Application for Auditor Status
- Auditing is only allowed for matriculated undergraduates, matriculated graduate/professional students, postdoctoral scholars, visiting scholars, Stanford faculty, and Stanford staff, with the consent of the instructor, department and Office of the University Registrar.
- Deadline: Final Study List Deadline of the effective quarter. Not valid after this date. Not available for Summer quarters.
- Open: Only available during the open enrollment period for the effective quarter.
- More info:
- Use the form below to apply for an auditor status (for those affiliated with Stanford only; no fee) in order to audit courses. Consult the Student Policies for applicable policies. See also Cardinal at Work.
- Obtain the approval of the instructor and department administrator via email, and upload a PDF of each email approval when you submit your request.
- Where: Submit application for Auditor Status online (SUNet ID login required)
- Processing: 3-5 business days
- Course Enrollment Request - Nonmatriculated GR
- Deadline: Final Study List Deadline of the effective quarter. Not valid after this date.
- More info: If you are an admitted, non-matriculated student, obtain the approval(s) of the instructor(s) of the courses and submit the completed and signed form to the email address at the top of the PDF.
- Where: Downloadable PDF: Course Enrollment Request - Nonmatric GR, not available in eForms Portal
- Processing: 3-5 business days
- Enrollment Change Petition - GR
- Deadline: Late drop and change of grading basis requests should be submitted by the grading deadline of the effective quarter. All other requests are accepted for up to three years.
- More info:
- Current-quarter enrollment changes considered are: late adds, changes to variable units, drops, withdrawals, and grading basis changes
- Prior-quarter requests are limited to: late adds, changes to variable units, withdrawals, and extensions of "Incomplete" ("I") grades
- Where: Axess eForms portal
- Processing: One week
- Enrollment Petitions - Coterm
- Note: For enrollment petitions, coterm students should use the petition protocol applicable to the course: Use the undergraduate process (via Academic Advising) if the course is on the undergraduate transcript; use the graduate process if the course is on the graduate transcript.
- Late Study List Add Petition - GR
- Deadline: Last day of class for the effective quarter
- More info: Use to petition for reinstatement and enrollment if you were discontinued this quarter due to no enrollment. Students who were discontinued in a previous term must instead submit the Reinstatement in Graduate Study Application.
- Where: eForm via https://eforms.stanford.edu/ (Note: not the standard path to the Axess eForms portal)
- Processing:3-5 business days
- Multiple Career (Dual and Joint Degree) Enrollment Change Form
- Deadline: Final Study List Deadline of effective quarter
- Open: Only available during the open enrollment period for the effective quarter
- More info: Use when Axess will not permit dropping below 3 units in one career even if the student remains at full-time status across both degrees. Starting in Autumn 2020, SimpleEnroll allows coterminal students to drop to 0 units in one of their careers if they meet the minimum enrollment in their other career
- Where: Axess eForms portal
- Processing: 3-5 business days
- Request for Exception to Change Course Enrollment - UG
- Deadline: Deadline depends on type of exception requested
- More info: Use to request second repeat, late add, late section change, late change of unit total, late study list, or late withdraw
- Where: PDF available from the Academic Advising Requests for Exceptions to Academic Policy page
- Request for Exception to Exceed Maximum Units - Coterm
- Deadline: Final Study List Deadline of effective quarter
- Open: First day of the effective quarter
- More info: Academic Advising Requests for Exceptions to Academic Policy and Can I Take More Than 20 Units in a Quarter?
- Where: PDF available from the Academic Advising Requests for Exceptions to Academic Policy page
- Request for Exception to Exceed Maximum Units - UG
- Deadline: Final Study List Deadline of effective quarter
- Open: First day of the effective quarter
- More info: Academic Advising Requests for Exceptions to Academic Policy and Can I Take More Than 20 Units in a Quarter?
- Where: Axess eForms portal
- Second Repeat Petition - GR
- Deadline: Second repeat petitions need to be submitted by the Final Study List Deadline of effective quarter
- Open: eForm is open but submissions should adhere to above deadlines
- More info: Second repeats (third enrollments in non-repeatable courses) will still adhere to the Repeat Policy.
- Where: Axess eForms portal
- Processing: 2 weeks
- Section Change Petition for Graduate Students
- Deadline: Submissions for quarters over three years past will not be reviewed
- More info: This is a petition form that should be used after the Final Study List deadline and include a personal statement and instructor sign off. You can only change sections within the same course; this form may not be used for late unit or grading basis changes or late adds or drops of courses. Typical section changes include:
- Change from the undergraduate section to the graduate section of a course (e.g., from a 100-catalog number to 200-catalog number of the same course)
- Change sections of a course in which you are currently enrolled (e.g. moving from one instructor to another in an Independent Study or TGR course)
- Where: PDF in Axess eForms portal
- Processing: 3-5 business days
- Student-Athlete Course Enrollment Request
- Deadline: Drops and unit adjustments by the Final Study List Deadline; withdrawals by the Withdrawal and Grading Basis Deadline
- Open: When enrollment opens for the effective quarter
- More info: This form should be used by student-athletes requesting a course drop, withdrawal, or unit adjustment to be enrolled below the unit minimum when system restrictions or policy prevent you from completing the action for the course(s) online via Axess. Students must discuss this change in enrollment with an AARC advisor to determine the impact on athletic eligibility prior to submitting this form. This form will only be processed following approval from the Compliance Services Office in the Department of Athletics, Physical Education and Recreation.
- Where: PDF in Axess eForms portal
- Processing: 3-5 business days
- Summer Course Enrollment Form
- Deadline: Due prior to the Final Study List Deadline or Grading Basis Deadline for your particular alternate-schedule Summer class. May not be used after the applicable deadline
- More info: Prior to the Preliminary Study List Deadline, any student wishing to remove their final class from their study list may submit this form. After the Preliminary Study List Deadline, this form should only be used by students enrolled in non-standard scheduled Summer Classes who are unable to update their study lists in Axess after the Final Study List
- Where: Axess eForms portal
- Processing: 3-5 business days
Graduate Candidacy, Orals, and Dissertations/Theses
- Application for Candidacy for Degree of Engineer
- Deadline: Must be submitted by candidates for Engineer degree by the end of the second quarter in the program (fourth quarter for Honors Cooperative students).
- Where: Downloadable PDF: Application for Candidacy for Degree of Engineer (submit this form to your department).
- Application for Candidacy for Doctoral Degree
- Deadline: You are expected to be admitted for candidacy by the end of the second year of doctoral study.
- Where: Downloadable PDF: Application for Candidacy for Doctoral Degree (submit this form to your department).
- Application for Extension of Candidacy or Master's Program
- More info: If your candidacy or master's program has expired, this form should be completed and submitted to your department for approval.
- Where: Downloadable PDF: Application for Extension of Candidacy or Master's Program (submit this form to your department).
- Change of Advisor or Reading Committee Member
- More info: This form is to be submitted by the student to the department graduate studies administrator to request approval for a change of dissertation advisor, the addition or deletion of a doctoral dissertation reading committee member, or the addition or deletion of a co-advisor.
- Where: Downloadable PDF: Change of Advisor or Reading Committee Memeber (submit this form to your department).
- Doctoral Dissertation Agreement Form
- More info: Please see Registrar's Dissertation and Thesis Submission website. This form is only for doctoral students who choose to submit their dissertation via the paper process. This form authorizes online publication of your doctoral dissertation and the separate abstract through ProQuest.
- Where: Downloadable PDF: Doctoral Dissertation Agreement Form
- Doctoral Dissertation Reading Committee Form
- More info: Submit to initiate the department appointment of a Doctoral Dissertation Reading Committee.
- Where: Downloadable PDF: Doctoral Dissertation Reading Committee Form (submit this form to your department)
- Petition for Non-Academic Council Doctoral Committee Members
- More info: This petition is to be submitted to the department to request approval for doctoral dissertation reading committee and/or university oral examination committee members who are not members of the Stanford Academic Council
- Where: Downloadable PDF: Petition for Non-Academic Council Doctoral Committee Members (submit this form to your department)
- Reading Committee Page Sign Off
- Deadline: To accommodate processing times, we recommend that students submit this form at least 48 hours prior to the Dissertation Deadline of the effective quarter
- Open: Closes after the Dissertation Deadline. Reopens the first day of classes of the subsequent quarter
- More info: This form is a prerequisite for dissertation or thesis submission and requires processing time. Instructions for Submission of the Reading Committee Page eForm
- Where: Axess eForms portal
- Processing: 2 business days
- University Oral Examination Form
- Deadline: Once the examiners, date, and time for your oral examination have been established, this form must be submitted to your department for approval two weeks prior to the proposed date of your examination.
- Where: Downloadable PDF: University Oral Exam Form (submit this form to your department)
Leave, Withdraw, and Return/Reinstate
- Early Return from Leave of Absence
- Deadline: Final Study List Deadline of the effective quarter
- Open: Two weeks before Axess opens for enrollment for the effective quarter.
- More info: Students currently on an approved Leave of Absence (LOA) should use the eForms listed below to request to return for classes earlier than stated in their original LOA submission.
- Processing: 1-2 weeks
- Where: eForm in Axess eForms portal
- Undergraduate Early Return from Leave of Absence
- Graduate Early Return from Leave of Absence
- Coterminal Early Return from Leave of Absence (only when both UG and GR careers are still active)
- Leave of Absence
- Deadline: Term Withdrawal Deadline of effective quarter
- Open: When enrollment opens for the effective quarter
- More info: Registrar's Leave of Absence website
- Where: Axess eForms portal
- Processing: 1-2 weeks
- Leave of Absence For Discontinued Students
- Deadline: Last day of class for the effective quarter
- More info: Use to petition for reinstatement and Leave of Absence if you were discontinued this quarter due to no enrollment. Students who were discontinued in a previous term must instead follow the applicable reinstatement process (Reinstatement in Graduate Study Application and/or Request to Return and Register for Undergraduate Students)
- Where: eForm via https://eforms.stanford.edu/ (note: not the standard path to the Axess eForms portal)
- Processing: 3-5 business days
- Permanently Withdraw from a Degree Program
- Deadline: Submit after last day of attendance
- More info:
- Graduate students: GAP Program Discontinuation and Reinstatement
- Where: Axess eForms portal
- Processing: 2-3 weeks for an immediate request or 2-3 weeks after the grades due deadline for a end of term request.
- Reinstatement in Graduate Study Application
- Deadline: Preliminary Study List Deadline of the quarter of requested re-enrollment
- More info: If you are an admitted graduate student who has not maintained continuous registration (and has not been on an approved leave of absence), you must apply for reinstatement. After completing this form, submit it to your department for approval and they will submit it to Enrollment & Records. If approved for reinstatement, you will be billed for the reinstatement fee. Information for Coterms
- Where: Downloadable PDF: Reinstatement in Graduate Study Application
- Submit via email to: enrollment@stanford.edu
- Processing: 1-2 weeks
- Coterm Request for Reinstatement Application
- Deadline: Preliminary Study List Deadline of the quarter of requested re-enrollment
- More info: If you are an admitted coterminal student who has not conferred your undergraduate degree and have not maintained continuous registration (and has not been on an approved leave of absence), you must apply for reinstatement. After completing this form, submit it to your graduate department for their determination. Once your graduate department has signed the form, students are required to meet with their Undergraduate Academic Advisor to review and submit the PDF form. If approved for reinstatement into graduate study (as determined by the graduate department), you will be billed for the reinstatement fee. Information for Coterms
- Where: Downloadable PDF: Coterm Request for Reinstatement Application
- Forms signed by the graduate department should be submitted to your Undergraduate Academic Advisor
- Processing: 1-2 weeks
- For more information, please see the Academic Advising Requests for Exceptions to Academic Policy page, as well as the Returning to Stanford page.
- Request to Return and Register in Undergraduate Study
- Undergraduate petitions related to academic standing and policies are administered by the Office of the Vice Provost for Undergraduate Education (VPUE). Please see the Academic Advising Requests for Exceptions to Academic Policy page, as well as the Returning to Stanford page.
Special Registration Statuses
- Graduation Quarter Petition
- Deadline: Preliminary Study List Deadline of effective quarter.
- Open: When enrollment opens for the effective quarter
- More info: Special Registration Statuses
- Where: Axess eForms portal
- Processing: 1-2 weeks
Last Units Out of Residence - UG- As of August 2024, undergraduate students who wish to take their last units out of residence should indicate this decision directly on their Graduation Quarter or Permit To Attend for Services Only (PSO) request form.
- Part-time Enrollment Petition for Graduate and Coterminal Students
- Deadline: Preliminary Study List Deadline of effective quarter
- Open: When enrollment opens for the effective quarter
- More info
- Where: Axess eForms portal
- Processing: 1-2 weeks
- Part-time Enrollment Petition for Graduate Students - OAE Accommodation
- Deadline: Course Withdrawal deadline of effective quarter
- Open: When enrollment opens for the effective quarter
- More info
- Where: Axess eForms portal
- Processing: 1-2 weeks
- Part-Time Enrollment Petition for Undergraduate Students (Terminal Quarter Only) (prev. 13th Quarter)
- Deadline: Preliminary Study List Deadline of the effective quarter
- Open: When enrollment opens for the effective quarter
- More info: You must check your eligibility before submitting. To request 13th-quarter financial aid, you'll also need to complete the process outlined by the Financial Aid Office.
- Where: Axess eForms portal
- Processing: 1-2 weeks
- Permit to Attend for Services Only (PSO) - UG
- Deadline: Preliminary Study List Deadline of effective quarter
- Open: When enrollment opens for the effective quarter
- More info
- Where: Axess eForms portal
- Processing: 1-2 weeks
- Reduced Course Load (OAE Accommodation) - UG
- Deadline: Course withdrawal deadline of effective quarter
- Where: Please see the Academic Advising Requests for Exceptions to Academic Policy page for details
- TGR (Terminal Graduate Registration) Request
- Deadline: Preliminary Study List Deadline of effective quarter
- Open: When enrollment opens for the effective quarter
- More info: TGR status and TGR request form This eForm is also used to request "TGR Final Registration"
- Where: Axess eForms portal
- Processing: 1-2 weeks
Transcripts & Certifications
- Enrollment & Degree Certifications/Verifications
- Please see Registrar's Certifications & Verifications website (additional certification/verification-related subpages are indexed in the sidebar menu)
- H-1B Certification Letter Request
- More info: Available only to students conferring a degree in Winter Quarter. Please see Registrar's H-1B Degree Certification Letter page
- Where: Submit via specialized help ticket; available only during submission window for Winter Quarter
- Processing: Letters will be issued once all requirements are met upon the Grades Due deadline for the quarter
Transfer Credit & Exchange Programs
- Exchange Program at Stanford for UC Berkeley or UC San Francisco Students - GR
- Deadline: At least four weeks before requested exchange quarter
- More info: For UC Berkeley or UC San Francisco graduate students who wish to enroll in Stanford courses.
- Where: Downloadable PDF: Exchange Program at Stanford For UC Berkeley or US San Francisco Students - GR
- Processing: 1 week
- Exchange Program at UC Berkeley Application for Stanford Students - GR
- Deadline: At least four weeks before requested exchange quarter
- More info: For Stanford graduate students. See UC Exchange Program website
- Where: PDF in Axess eForms portal
- Processing: 2-4 weeks
- Exchange Program at UCSF Application for Stanford Students - GR
- Deadline: At least four weeks before requested exchange quarter
- More info: For Stanford graduate students. See UC Exchange Programs website
- Where: PDF in Axess eForms portal
- Processing: 2-4 weeks
- Graduate Residency Transfer Credit Application
- Deadline: Final Study List Deadline of degree conferral quarter
- More info: Graduate Residency Transfer Credit or the Stanford Bulletin Transfer Work page
- Where: Axess eForms portal
- Processing: 2-4 weeks, from the receipt of the student's transcript
- IvyPlus Exchange Scholars Program Application - GR
- Deadline: At least two months before the enrollment date at the host institution
- More info: Stanford doctoral students who wish to participate in the the IvyPlus Exchange Scholars Program with other IvyPlus schools should submit this completed application to your department who should then submit the approved form to Degree Progress in the Office of the University Registrar
- Where: Downloadable PDF: IvyPlus Exchange Scholars Program Application - GR
- Processing: 2-4 weeks
- Course-to-Course Evaluation Request
- Deadline: Quarter prior to your degree conferral quarter
- More info: Transfer Credit or Stanford Bulletin Policy
- Where: Link can be found on the Transfer Credit page
- Processing: 6-8 weeks
- If your transcript is not already on file with the Registrar’s Office at the time of your submission request, students can expect an additional 8–12 week processing time from the point that we receive the official transcript.
- If you are requesting an evaluation for the University Writing Requirements, please anticipate a 4-5 month processing time.