Filing Fee

This page about Filing Fee registration is one of several that the GSA has put together which concern ongoing enrollment and registration. We've tried to gather info from the registrar's web page and the office of graduate studies pages in order to create a starting place for students trying to figure out Filing Fee registration. The info on this page is current as of November, 2009. If you discover that any of this info has changed, please let the GSA know or just correct it yourself. This is a wiki after all.

This page describes the very detailed process for actually filing one's dissertation. At the very bottom it contains the basic info below about filing fee registration.

The Filing Fee was established expressly to assist those students who have completed all requirements for degrees except filing theses or dissertations and/or taking final examinations (master's comprehensive exams or doctoral final examinations) and are no longer using University facilities. The Filing Fee is a reduced fee paid in lieu of registration fees. It is assessed only once and must be paid to the Cashier's Office prior to submission of the form to Graduate Studies. Filing Fee status restrictions (more restrictions are noted on the application instruction sheet):

• You may not be using University facilities;

• You cannot be using faculty time other than the time involved in the final reading of the thesis or dissertation or in holding final examinations;

• You are not eligible to hold any academic appointment title for more than 1 quarter;

• You cannot hold a fellowship or receive financial aid.

If you are eligible to use the Filing Fee procedure, you should complete a Filing Fee application, obtain the signature of the Graduate Adviser and your Committee chair, and return the application to Graduate Studies before you stop registering. The Filing Fee must be paid prior to submitting the application to Graduate Studies. Filing fee approvals end the date noted on the petition. Make sure your filing fee is current before you submit your dissertation or thesis.
The Filing Fee application contains the following regulations.

REGULATIONS FOR FILING FEE

The Filing Fee was established expressly to assist those students WHO HAVE BEEN ADVANCED TO CANDIDACY and who have completed all requirements for degrees, including all research associated with the thesis or dissertation, except filing theses or dissertations and/or taking final examinations (master’s comprehensive or doctoral final examinations). Completion of formal course work or residence requirements does not automatically entitle you to apply for Filing Fee status.

Filing Fee is a reduced fee paid in lieu of registration fees. The Filing Fee for the 2011-2012 academic year is currently $162. Fees are subject to change without prior notification. The fee must be paid at the Cashier's Office (application must be presented for validation) before the application is filed with the Graduate Studies Office.

If you are eligible to use the Filing Fee option, you must obtain the signature of your Committee Chairperson and Graduate Adviser and return the application to the Graduate Studies Office. Engineering Majors, with the exception of those in Biomedical Engineering and Electrical and Computer Engineering, must also obtain the signature of the Engineering Associate Dean, Research and Graduate Studies.

Submission Deadline: The completed form, with appropriate signatures and fee paid validation, must be submitted to the Graduate Studies office no later than the first day of the quarter that Filing Fee status is to become effective. If you have not enrolled in any coursework or 299 units, or in any way generated registration fees, you may have until the last day of late registration to submit this form. Please consult the Class Schedule and Registration Guide for actual dates.

If you have any questions regarding the Filing Fee option, please call Graduate Studies at (530) 752-0650.

When on Filing Fee status you may not:

• Use any University facilities (e.g. Student Health Services, Housing, library, Campus Recreation, laboratories, desk space). However, you may purchase a library card and/or health insurance, if you wish. (‘’’Note:’’’ According the Library’s website, students on Filing Fee may purchase a quarter’s worth of access for $12.50. The access you get while on filing fee is the same as any other full-time graduate student.)

• Make demands upon faculty time other than the time involved in the final reading of the thesis/dissertation or in holding final examinations.

• Receive a fellowship or financial aid.

• Take course work of any kind.

• Conduct your dissertation research.

ADDITIONAL INFORMATION

• If you have not already had one quarter of non-registered student appointment (e.g., while on PELP status), you may hold an academic appointment title (e.g., Research Assistant, Teaching Assistant, Postgraduate Researcher, Associate In, and similar titles) for one quarter only. Please note: During a non-registered quarter you are responsible for purchasing your own health insurance. Contact Student Health Services at (530) 752-6055

• If you have not filed your thesis/dissertation by the quarter indicated on your application, and/or taken the final examination: you may be required to readmit, register and pay full fees in order to fulfill all degree requirements; you may be required to take additional coursework and/or examinations; you may be required to re-advance to candidacy; or you may be terminated from the graduate program. Please contact your program to request a Time Extension Request form.

• The Filing Fee option preserves your candidacy status with the University; however, you are no longer considered a full-time registered student by the University. You should BE AWARE that many loan agencies do not recognize this status and may require early repayment of student loans. In addition, if you are an international student, be sure you check with Services for International Students and Scholars for advice on how Filing Fee status affects your visa.

• If you have already enrolled in courses, including 299 research units, for the quarter Filing Fee will begin, it is YOUR RESPONSBILITY to drop those courses and withdraw from the quarter by submitting a Petition to Withdraw to the Office of the Registrar PRIOR to the first day of the quarter for which you wish to go on Filing Fee. Failure to do so will result in financial obligation.

• If you have a UC Davis e-mail account and you wish to retain your e-mail account, you will need a career staff or faculty member to sponsor you with a Temporary Affiliate Form at http://taf.ucdavis.edu. For further information regarding the TAF and e-mail account, please contact IT-Express at (530) 754-HELP. If your e-mail account is a departmental account, you will need to contact your department regarding retaining it. (‘’’Note:’’’ Since the transition to GMAIL for the campus students should be able to keep their email addresses and accounts after graduating or going on filing fee.). A TAF does not guarantee access to the Library's Electronic Databases.

If you are near the end of your time here in grad school this page will also be of interest.