Student Request Descriptions in Workday
This article describes the different types of requests a student can submit in Workday. For more information on how to create new requests and view existing requests, visit: How to Create and Review Requests
Application for Transfer Credit - Undergraduate
Students interested in transferring a course to Stevens should complete this request with the applicable college/university information for each course they are interested in transferring. Once the request has been approved, current students will send their official transcript to the Registrar’s office and incoming students will send their official transcript to the Admissions Office.
Application for Transfer Credit - Graduate
Up to 9 transfer credits may be accepted towards a Master's degree at Stevens (includes 30 credit Master's, 36 credit Master's, and 48 credit Master's), if these credits have not already been used to obtain an academic degree. Students must submit a syllabus from the course(s) they wish to transfer in, and all requests must be approved by the Department Director and Graduate Academics & Student Success.
Add or Change Minor
First year students can declare a minor after grades are posted for the first semester and have a GPA of 2.0 or higher. Several departments offer options to pursue a minor, which is a more coherent program of study in one area without the depth required for a major program of study. Students are assigned a minor Faculty Advisor once approved for the addition of the minor. Note: The minor program must be in a discipline other than that of a student’s major program of study, and at least two courses in the minor must be overload courses, beyond the credit requirements for all other programs being pursued by the student. Students should update their study plan with the advisor in the minor program to go over prerequisites and to determine if they will be able to complete it before graduation.
Advancement to Candidacy for Doctoral Students
This form is for doctoral students to request approval for advancement to candidacy from their affiliated program coordinator and the office of graduate education. Requests for advancement to candidacy must be submitted by the doctoral student by week three (3) of classes for the advancement to take effect that same semester. Requests received after the stated deadline will not take effect until the next semester.
Application for Degree with Thesis
Pursuing a Master’s Thesis is optional and requires approval from a student’s thesis advisor. Students are required to enroll in the appropriate 900-level course for an agreed-upon number of credits, which can range from 5-10. Master’s theses require two readers, and the thesis must be written and submitted in accordance with the Library’s guidelines.
Bookstore Voucher
If approved the Bookstore Voucher enables students who have a credit balance from financial aid to use up to $600 towards textbooks at the Stevens Bookstore.
Credit by Examination
Credit by examination is open to students with a GPA of 3.0 or better either in the previous semester or overall. Requests are limited to one exam per semester regardless of academic level. Permission must be obtained from the instructor, student advisor, and the Office of Undergraduate Academics/Graduate Academics and Student Success by submitting the Credit by Examination request in Workday.
Upon completion of the examination, the instructor who administered the examination marks the Credit by Examination request as Pass or Fail to allow the test credit to be posted to the student’s record. If the exam is not passed the student must enroll in that course the following semester.
A course that has previously been attempted by the student cannot subsequently be taken as a Credit by Examination. Students are limited to eight courses, one per semester for undergraduate courses and three courses, one per semester for graduate courses.
Credit Overload Enrollment – Graduate
Students who are interested in taking more than 12 credits in a given semester must submit a request to overload. This must be approved by a student’s faculty advisor and Graduate Academics & Student Success. Students who overload are charged the per credit rate for each credit that they enroll in that is above 12.
Credit Overload Enrollment - Undergraduate
Freshmen are not eligible for credit overload enrollment. After the first year, students meeting the academic overload requirements are approved by OUA to enroll in more than 20 credits up to 23 credits in first overload and up to 26 credits in the subsequent semesters. The student should refer to “Extra Courses” under Academic Policies and Procedures for GPA requirements.
Course Waiver Request
Student may be given permission to NOT take a course. Student must demonstrate competency in the course material to a faculty in the department offering the course in ways determined by the faculty. They are given credit to count towards their Total Academic Requirement, unless explicitly stated otherwise by their program department. Additionally, the course waiver allows a student to not take a course that is pre-requisite for another course.
Course by Application
If a particular course is not offered through the regular schedule during a given semester, the course may be taken by application. A request can be submitted via Workday and approvals of the instructor, the Department Director, and the Office of Undergraduate Academics are required. Once request is approved in Workday, the student is enrolled in the course with a section CA by the Registrar’s Office. Arrangements are made between the instructor and the student to study the material and be tested during the semester and a letter grade is issued by the instructor at the end of the semester.
Change Academic Requirements Effective Date
This request is used by students who wish to request a change to their Primary Program of Study's Academic Requirements Effective Date. For questions about Academic Requirements and their respective Effective Dates, please contact your Academic Advisor(s) and/or Undergraduate Academics or Graduate Academics & Student Success.
Change Grading Basis/Credit Hours
Under certain conditions students may change their grading basis and/or course credit hours. Students should meet with their advisor prior to completion of this form to discuss options. Course credit hours may only be changed for variable credit courses.
Decline AP or IB Exam
Students who have AP or IB credit that qualify for transfer credit, may choose to decline their AP/IB transfer credit in order to retake the course at Stevens. If AP/IB scores have been assigned to your Academic Record in Workday and you wish for the course to be removed, please complete the Decline AP or IB request. Once AP/IB credit is removed from your record, it is permanently removed.
Degree of Engineer Project Activity Report
Students enrolled in research or special project credits must submit an activity report that details the status of their work and any relevant findings and/or conference presentations or submissions. This activity report must be reviewed by the advisor and Graduate Academics & Student Success.
Degree of Engineer Project Advisory Committee Nomination
Students must work with their faculty advisor and Department Director to develop a project advisory committee, which should consist of 3 members from the student’s department and 1 member for each minor area. At least 1 member should be from a different department at Stevens. This committee nomination form must be reviewed by Graduate Academics & Student Success.
Doctoral Dissertation Advisory Committee Nomination
Doctoral students must submit a Doctoral Dissertation Advisory Committee Nomination Form to Graduate Academics & Student Success to outline which faculty members will be on their committee.
Doctoral Research Activity Report
Doctoral students enrolled in research credits or D999 must submit a research activity report to Graduate Academics & Student Success in each term that they are conducting research. This report should outline the progress that they have made towards their dissertation research, any publications or achievements, and goals for the upcoming semester.
FERPA
“Pursuant to the Family Educational Rights and Privacy Act of 1974 (“FERPA”), students should use this request in Workday to authorize the release of Education Records. Under FERPA, Education Records are defined as records or information that are (1) directly related to the student and (2) maintained by Stevens or by a party acting for Stevens. Education Records include, but are not limited to, academic, financial and disciplinary records.” If you have any questions regarding the FERPA request, please contact the office of the registrar at registrar@stevens.edu.
Fourth Enrollment Attempt
Students must pass a course which is a part a bachelor’s degree program in no more than three attempts. Grades of W or F constitute not passing. Undergraduate students granted approval from the Academic Appeals Committee to enroll in a course for a fourth attempt can submit this request to add the course. Please contact the Office of Undergraduate Academics if you have any questions.
Graduate Time Limit Expected Completion Date Change
All graduate students have 6 years to complete their degree, with the exception of time spent in the Armed Forces. Requests for an extension of this time limit must be approved by Graduate Academics & Student Success. Additionally, any changes to a student’s expected program completion date must be reviewed and approved.
Incomplete or Absence Petition – Graduate
Students can request an Incomplete (INC) when they are in good academic standing in the course, have attended at least 10 class sessions, and have worked with their instructor to determine a date by which the course material must be completed and submitted. All Incompletes must be approved by the instructor and Graduate Academics & Student Success. Students have a maximum of one year to complete their work.
Incomplete or Absence Petition – Undergraduate
Students can submit an Incomplete Petition request before the end of a semester which would require the approval by the course instructor and specific date by which all course work will be completed. Students who miss a final exam can submit an Absence petition which requires an approval by the course instructor and a date on which a make-up final will be administered. In cases where the students are unable to file the petitions, the academic advisors or OUA staff can file them for the student.
Letter of Completion
After a student's degree is conferred, they may request a letter of completion. In most cases an Official Transcript or MyHub certification will provide this information. Please allow 7 business days for this letter to be processed.
Letter of Enrollment
Students should use MyHub for enrollment certification. In some cases, after conferral with the Registrar's Office a more detailed certification is needed. Students should fill out this request after discussion with Registrar staff. Form processing will take 7 business days.
Master's Thesis Activity Report
Students enrolled in a 900-level Master’s Thesis course must submit an activity report that details the status of their work and any relevant findings and/or conference presentations or submissions. This activity report must be reviewed by the advisor and Graduate Academics & Student Success.
Military Benefits
Students using their Veteran Education Benefits must submit a Military Benefit Application each semester you are enrolled and wish to use your benefits. If you change your course enrollment after submitting your Application you must notify the Registrar's Office as soon as possible. Failure to report changes may affect your benefit payment and future eligibility.
Reduced Load for Domestic Students
The Reduced Load Option reduces the student’s workload in each semester by lengthening the time from entrance to graduation from eight to ten semesters. Students who are accepted into the Reduced Load Option receive full tuition waiver in the 9th and 10th semesters. The deadline to sign up is the end of the third semester for engineering students and the end of the second semester for all other students.
The Freshman Option permits students to take one fewer technical course for each of the first two semesters. The courses are made up tuition free during the summer immediately following the freshman year if the student does not transition into the Reduced Load program. The deadline to sign up is the start of the second semester.
Reduced Course Load for International Students
The Reduced Course Load Request for International Students should be submitted by any F-1 or J-1 Visa Student who will be enrolling in less-than full time requirements as outlined by their visa regulations. Students should enroll in the courses they intend to take for the semester and submit their request; their request will first be approved by the academic advisor, and then by ISSS. Student may not take less than full-time enrollment for a given semester unless approved by their academic advisor and by ISSS.
Reduced Load Program Disenrollment
Students may elect to disenroll in the Reduced Load Plan. No students who disenroll will be permitted to reenroll at any time in the future. Students are entitled to one free summer course for each term during which he/she was enrolled in the Reduced Load Plan provided the student was not on a reduced load due to academic probation. The free course(s) must be taken in the summer immediately following disenrollment.
Report on Dissertation and Final Examination (Defense) For the Degree of Doctor of Philosophy
The results of a doctoral student’s dissertation defense must be submitted to Graduate Academics & Student Success. In the request, advisors should attach a copy of the paper form that has all of the necessary signatures and information completed.
Report on Proposal Defense
The results of a doctoral student’s proposal defense must be submitted to Graduate Academics & Student Success. In the request, advisors should attach a copy of the paper form that has all of the necessary signatures and information completed.
Report on Qualifying/Comprehensive/Preliminary Examination
The results of a doctoral student’s qualifying and/or preliminary exams must be submitted to Graduate Academics & Student Success. In the request, advisors should attach a copy of the paper form that has all of the necessary signatures and information completed. The oral and written portion of the qualifying exam can be put onto one form/request. The preliminary exam (if applicable) must be submitted on a separate form/request.
Report on Thesis Defense for the Degree of Master Art/Science/Engineering
The results of a student who has completed a Master’s thesis defense must be submitted to Graduate Academics & Student Success. In the request, advisors should attach a copy of the paper form that has all of the necessary signatures and information completed.
Student Leave of Absence Extension – Graduate
Students wishing to extend a leave of absence should complete a Request to Extend Leave of Absence request before the current leave of absence expires. Students should already be on an approved leave in order to extend the leave of absence. Students who are not returning after an extension are withdrawn from the university.
Student Leave of Absence Extension – Undergraduate
Students who wish to extend their leave of absence must detail how much longer they expect to be on leave. All graduate students have 6 years to complete their degree. Upon going on Leave of Absence, or an extension being granted, a registration hold will be placed on their record and will be lifted when they return.
Student Return from Leave of Absence – Graduate
Students who are on a Leave of Absence must request to return. Upon this request being approved by Graduate Academics & Student Success, the students’ registration hold will be lifted. It is recommended that students connect with their faculty advisor to touch base on their academic progress and next steps towards successfully completing their degree.
Student Return from Leave of Absence – Undergraduate
Students wishing to return from a leave of absence must submit the Request to Return from a Leave of Absence request. The request must be submitted before the start of the semester in which the student would like to return.
Student Return from Suspension/Withdrawal
Students wishing to return from a suspension or withdrawal must submit the Student Return from Suspension/Withdrawal request. The request must be submitted before the start of the semester in which the student would like to return.
Study Abroad Confirmation of Arrival Form
Please complete this paper form and submit it within the first two weeks of your arrival at your host university/program. Your financial aid will not be processed until this is complete. This is required even if you do not have financial aid. In the request, you will be asked to include all of the courses you are enrolled in including course codes, course names, and number of credits. Note: all courses should be approved via an Application for Transfer Credit in Workday. A coordinator, professor, or staff member from the host institution must sign and print their name. Once completed, upload this form via the Workday request titled Study Abroad Confirmation of Arrival Form. Please contact studyabroad@stevens.edu if you have any questions or difficulties with completing your request.
Tuition Remission
All full-time employees with at least one year of service are currently eligible to enroll at Stevens for two courses up to six (6) credits (graduate or undergraduate) per semester at no tuition cost if they satisfy all admissions requirements and are accepted for admittance. For each tuition remission program, the employee must submit a tuition remission request via Workday to the Division of Human Resources. Contact Human Resources for more information.
Undergraduate Expected Completion Date Change
Students that plan to graduate either earlier or later than the expected date listed on Workday will need to submit an Undergraduate Expected Completion Date Change request.
Undergraduate Permission to take Graduate Courses
Undergraduate students who wish to take a 600- or higher-level SES, SSE, or SSB course must complete this request. Students must be in at least their 5th semester and have a 3.25 GPA in order to take a graduate-level course. All students are subject to academic review, and these requests must be approved by Graduate Academics & Student Success and the student’s advisor.
Undergraduate Study Abroad Enrollment Form
Please complete this request if you intend to study abroad. You will be asked to include the term during which you plan to study abroad (Winter, Spring, Summer, Fall), the external institution name, and the estimated number of credits you will take. If you are not 100% sure what your course schedule will be, make your best estimate. Please contact studyabroad@stevens.edu if you have any questions or difficulties with completing your request.
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