Forms & Processes
This page is designed to help you navigate the university’s forms, petitions, and request processes.
Degree Progress & Program Changes
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
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.
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.
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
Deadline: Final Study List Deadline of degree conferral quarter.
Where: Axess eForms portal
Processing: 1-2 weeks
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
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.
Deadline: Due prior to applying to graduate
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.
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:
Deadline: Final Study List Deadline of degree conferral quarter
More info: Bulletin policy
Where: Axess eForms portal
Processing: 3 weeks
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)
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
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
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 Bulletin 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
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
Deadlines:
- Late drop and change of grading basis requests are only considered for the current quarter, and must be submitted by the grading deadline of the effective quarter.
- Late adds, section changes, changes to variable units, withdrawals, and extensions of "Incomplete" ("I") grades are only considered within one year of when you took the course. (For instance, if during Spring 24-25 a student wants to make a retroactive change to their enrollment, they will only be able to request changes as far back as Spring 23-24.)
Where: Axess eForms portal
Processing: One week
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.
Deadline: Term withdrawal deadline of 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
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
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
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
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
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
As of Spring 2024-2025, graduate requests for section change will be submitted via the Enrollment Change Petition. (There is no longer a separate section change form.)
Deadline: Submissions are only considered within one year of when the student took the course. (For instance, if during Spring 24-25 a student wants to make a retroactive change to their enrollment, they will only be able to request changes as far back as Spring 23-24.)
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
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
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).
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).
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).
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).
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
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)
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)
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
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)
Special Registration Statuses
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
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.
Deadline: Preliminary Study List Deadline of effective quarter
Open: When enrollment opens for the effective quarter
Where: Axess eForms portal
Processing: 1-2 weeks
Deadline: Course Withdrawal deadline of effective quarter
Open: When enrollment opens for the effective quarter
Where: Axess eForms portal
Processing: 1-2 weeks
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
Deadline: Preliminary Study List Deadline of effective quarter
Open: When enrollment opens for the effective quarter
Where: Axess eForms portal
Processing: 1-2 weeks
Deadline: Course withdrawal deadline of effective quarter
Where: Please see the Academic Advising Requests for Exceptions to Academic Policy page for details
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
Please see Registrar's Certifications & Verifications website (additional certification/verification-related subpages are indexed in the sidebar menu)
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
Leave, Withdraw, and Return/Reinstate
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)
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
Deadline: Term withdrawal deadline of 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
Deadline: Term withdrawal deadline, as stated in the Academic Calendar.
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.
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
Deadline: Preliminary Study List Deadline of the quarter of requested re-enrollment
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
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.
For more information, please see the Academic Advising Requests for Exceptions to Academic Policy page, as well as the Returning to Stanford page.
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.
Transfer Credit & Exchange Programs
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
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
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
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
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
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.