- In cases where the term of degree conferral is after the term of the final oral examination, the registration requirement is met during the term of the final oral exam.
Once registered, the graduate student is responsible for all tuition and fees. Tuition and fee schedules for the current year are published on the Registrar’s website. For more information on fee payment options and other concerns, browse the Account Receivables website.
2.2.1 Required Registration for Preliminary and Final Oral Exams
Doctoral students must register during the term of the preliminary oral examination, and all graduate students must register during the term of the final oral examination for a minimum of one credit or for Examination Only (GR ST 6810B) if no course work is needed. Examination Only (GR ST 6810B) requires payment for one credit hour tuition and fees and is not allowed on the Academic Plan (AP). If students take the final oral examination between terms (including the first day of classes), registration can be either for the term before or the term after the examination. A student who fails to register as specified above must complete the appropriate registrations before the Graduate Student Approval Request is signed by the Graduate College.
Graduate students who are not required to take a final oral examination should complete all required coursework on the AP before or during the term of graduation. Any transfer credits must be completed the term before the graduation term and follow transfer course rules outlined in Ch.6.3.8. of the Graduate College Handbook.
2.2.2 Doctoral Post-Prelim Continuous Enrollment
Doctoral students who have completed coursework and passed (full or conditional) the preliminary oral examination are required to register for a minimum of one credit each fall and spring term, regardless of whether university facilities, equipment, or staff time are used in person or in absentia.
Continuous registration may be maintained by taking 1) a minimum of one credit of required and/or elective courses or research hours to complete the Academic Plan or 2) Doctoral Continuous Registration (GR ST 6810A). Doctoral Continuous Registration (GR ST 6810A) requires a one credit hour tuition and fees payment and is not allowed on the Academic Plan (AP). Registration for GR ST 6810A is required only in the fall and spring terms.
2.2.3 Required Registration During Graduate Assistantships
The Graduate College requires that graduate assistants register for a minimum of one credit each term that they hold an appointment.
If an appointment encompasses fewer than five class days, no registration is required. Assistants who do not register by midterm of the current term will be registered by the Graduate College; applicable tuition and late fees will be added to their university bill. The minimum registration requirement for a graduate assistant is one credit (GR ST 6810B or 6810C meets this one credit requirement).
2.2.4 Registration After Graduation
Upon conferral of a graduate degree, there will be a hold on future registration. A graduate student must be actively pursuing a Program of Study, or be classified as a nondegree graduate student or undeclared graduate student, to enroll in graduate classification. The student must apply to pursue an additional Program of Study if they wish to continue graduate enrollment. Several options are available to students who wish to continue taking classes.
2.2.5 Registration/Schedule Changes
After a student has enrolled for classes, registration is completed for the semester unless the student wishes to change the class schedule. Changes must be processed before the deadlines printed in the University Academic Calendar. Students who fail to attend class are not dropped automatically; they must withdraw from their courses. Consult the Office of the Registrar for instructions on withdrawing from and adding classes during the three periods of the term.
2.2.6 Audit Registration
Audit registration means taking courses without receiving formal credit. The audit policy provisions are as follows:
- Instructors must approve ALL audits..
- Students must register for audits by day 10 of the semester.
- Changes to or from an audit must be made in the first 10 days of the semester.
- Students are assessed tuition and fees as though they were taking the course for credit.
- The course DOES NOT count in determining full-time student status.
Audited courses do not appear on the student’s permanent record unless the Audit(s) to Appear on Transcript form is completed and signed by the student, course instructor, and major professor. After the fifth class day, if a student changes a regular course to an audit, that course will appear on their permanent record as a withdrawal. Audits are not acceptable as registration for loan deferments.
Audits may be listed on the Academic Plan (AP), but do not carry credit.
2.2.7 Off-campus Registration
Students who take off-campus or online courses taught by members of the graduate faculty must register for credit. Only students who are enrolled in graduate online degree programs and who register for research credit (5990 or 6990) as part of the program will be allowed to register in an online section of the research course.
However, if an off-campus student is enrolled only in research credits, they must be registered for the Graduate College minimum of one credit. Registration in these sections will be restricted to students who are in the online programs. Thus, graduate students in on-campus programs will not be allowed to register for an online section as a mechanism to avoid or lower tuition and/or fees. Instructions for registering for online courses are available from the Iowa State Online website.
2.2.8 Reentry Registration
Reentering graduate students with active status do not need to complete a reentry application, but they should contact their major professor(s) to select courses. Students with inactive status must undergo a reinstatement process. Students enter inactive status when they have not been registered for 24 months or more.
2.3 - Special Populations
2.3.1 ISU Staff Members and Credit Load Limit
Any full-time member of the research, instructional, or extension staff at the rank of instructor, research associate, or assistant scientist may carry up to six course credits per semester and three credits per summer session, subject to the approval of the head of the department or section and provided it does not interfere with other duties. This privilege may be extended to members of the research, instructional, or extension staffs at the rank of assistant professor with approval of the college dean and the Dean of the Graduate College. Staff members at the rank of associate professor or professor cannot become candidates for graduate degrees from ISU.
2.3.2 International Students Taking CPT or OPT
International students may be required or may choose to supplement their regular coursework with Curricular Practical Training (CPT), or they may wish to engage in Optional Practical Training (OPT) after completing their programs at ISU.
CPT is an academic learning experience (sometimes an internship) related to the major field of study that allows students to apply the knowledge that they gained through their coursework in a business environment. Students can engage in CPT while they are still completing their programs at ISU. Participation in CPT is authorized by the International Students and Scholars Office (ISSO) after a student submits an electronic application. A student needs to be enrolled in a CPT-related course each semester they engage in CPT. Some students may use internship coursework credits. If no formal instruction is included as a part of CPT activities, an international graduate student may opt to take an internship/practicum course for R credit. If an internship course is not available in the student’s discipline, they may take GR ST 6970 for R credits. However, GR ST 697 is acceptable only for students engaging in full-time CPT. Similarly, departmental courses like this cannot be used for part-time CPT. The internship R credits may not be used to meet the registration requirement for the term of the preliminary or final oral examination. If the CPT is related to a student’s research, they may use research credit registration for CPT.
OPT, authorized by the U.S. Federal Government, allows a student to work in the U.S. in a job related to the student’s major for up to 12 months after completing their program at ISU. Note that a student is considered to have completed their program at the end of the semester in which they have defended the dissertation/thesis/creative component. Students should apply for OPT well in advance of completing their programs, as the OPT authorization process can take more than three months. Furthermore, students who pursued a STEM major are eligible to apply for a 24-month extension of their OPT. There are additional requirements which should be reviewed when considering the STEM OPT extension.
The complete information about CPT and OPT is available on the ISSO website. The International Student Advisers at the ISSO will also be able to answer any questions about the specifics of CPT and OPT
2.4 - Leave of Absence and Cancelations
2.4.1 Leave of Absence
A Leave of Absence from the university means that you are dropping ALL your classes on or after the first day of the term. A Leave of Absence is not permanent for graduate students; it always applies to a specific term. Reentry is activated when registration for a future term occurs. Follow this how-to article to Temporarily Separate from ISU.. For questions, reach out to the Office of the Registrar.
Students who wish to permanently separate from ISU should initiate the Request for Student Separation process and select that they would like to perform an Institutional Withdrawal. Instructions can be found in this how-to article: Permanently Withdraw from ISU.
For questions on either of these Leave of Absence (LOA) processes, reach out to the Office of the Registrar.
2.4.2 Cancelation of Registration
Cancellation of registration occurs before classes start when a student indicates they will not be attending the upcoming semester and wants to drop all their course registrations. Follow the Cancel Upcoming Semester Attendance and Registration process to cancel your registration. Beginning the first day of classes, students must complete a Leave of Absence to terminate their registration. For questions, reach out to the Office of the Registrar.
2.4.3 Doctoral Post Prelim Continuous Registration During Leave of Absence
If a temporary lapse in a student’s academic program is required due to military service, medical leave, maternity leave, or personal/family leave, a doctoral student may petition the Graduate College to be allowed to register for Doctoral Post Prelim Registration (GR ST 6800) through the Petition for Doctoral Post Prelim Registration GR ST 6800. This process allows for the assessment of a special minimum fee only. Note that registration in GR ST 6800 1) is not allowed after the completion of the final oral examination, 2) not sufficient registration for the term the preliminary or final oral examination is taken, 3) does not defer student loans, 4) needs to be requested each term, and 5) is required only in the fall and spring terms.
