FAQ for Current Poli Sci Grads

I'm not a Political Science grad but I am interested in being a TA for the Poli Sci Department. How can i apply?

At this time, the department is prioritizing the employment of its own PhD graduate students.

Students interested in applying for available TAships should visit the following: https://grad.ucsd.edu/financial/employment/opportunities/index.html

More employment opportunities can be found here: https://grad.ucsd.edu/financial/employment/index.html

I'm going to be employed as a TA/GSR for the first time. What do I need to do?
Notify your department of your employment plans.  Grad students should submit a response to the quarterly funding plan survey.  You should also inform Student Affairs Manager, Ethel Lu, and Graduate Coordinator, Katie Smith of any changes.  GSRs (formerly known as RAs) should contact Ethel and Katie as well.

If you have not worked at UCSD before, you will need to fill out New Hire paperwork with the department. This paperwork requires that you bring in proof of your eligibility to work. See page 5 of the I-9 form (PDF) for a list of acceptable documents to establish this. New hires should also bring in a voided check to apply for Direct Deposit. International students will need to bring in additional documents when filing out New Hire Paperwork.

First time TAs are required to attend the New Academic Student Employee orientation with Graduate Division. Information will be sent out each quarter regarding the dates.

How are TA assignments determined?

While the department always tries to accommodate top preferences of both graduate students and faculty, there is no guarantee. TA assignments are based on many factors, including faculty preferences, student preferences, enrollments, student funding packages, Graduate Division employment exceptions, department needs, and student expertise.

TAs may be placed in courses that are not in their field of study.

TAs may be placed in lower-division courses even if they only apply for upper-division courses.  For lower-division courses, 50% TAs will lead two sections, while 25% TAs will lead one section.  If a first year graduate student requests a 50% appointment, this request will be accommodated if there is a departmental need which may mean the student will be assigned to lead two lower-division sections.  

The following are the decision-making steps for assigning TAs to lower-division sections:

1) students who apply to teach sections are matched with lower-division sections first;

2) next: third years and above who have never taught sections in the department (having previously taught sections during Summer Session or for another department during the academic year does not count);

3)  next: more advanced students, third year and above, who have taught sections previously only once or twice; and

4) lastly: if there is still a need to fill lower-division sections, second year students are assigned.

How much can I work (US student)?
During the academic year students may be employed at up to 50% time; total GSR appointments may not exceed 49.99% time. This includes the total of all combined employment at UCSD.

When no other student is available, you may be able get an exception to that rule for up to 75%. If approved, this 75% employment may include: a 75% TA appointment; a 49.99% GSR and 25% TA appointment; or any combination thereof, as long as the GSR employment is not more than 49.99%.  In other words, employment on a GSR title code may never be more than 49.99% during the academic year.

Approval to work over 50% requires a satisfactory Spring Evaluation on file and an exception letter written by your Graduate Coordinator, signed by the Chair, and approved by the Dean of Graduate Studies at the Graduate Division. No student will be approved to exceed the 50% rule retroactively (after starting work).

International students may never work more than 50%. 

DO NOT begin work exceeding 50% time until you have received formal approval. Failure to do so may result in the inability to be paid.

During the summer, students may be employed up to 100% time total. There are no exceptions that need to be filed.

How much can I work (international student)?
During the academic year, international students may be employed at up to 50% time. No exceptions can be made to exceed this amount.

During the summer, international students may be employed up to 100% time total. There are no exceptions that need to be filed.

How many hours does a 50% employee work?
40 hours a week is considered 100% employment. Therefore, a 50% TA/GSR should work an average of 20 hours a week over the course of their appointment, a 25% TA/GSR should work an average of 10 hours a week, etc.

How much will I be paid?
The amount you make corresponds to your employment percentage. Most graduate students have a 50% TAship (50% TAship during the academic year. First year students have a 25% TAship in addition to a department stipend during the academic year. Some students hold GSR appointments, Political Science students are at GSR step 6. For details on TA and GSR salary pay rates, please visit GEPA. The academic year is October - June.

In addition, students employed on academic titles for 25% or more during the quarter will have their TA Health Insurance, Registration Fees, and Educational Fees paid for them.

How do I sign up for direct deposit?
Students can sign up for direct deposit through Student Financial Solutions for stipend payments. TAs, Graders, and GSRs may sign up for direct deposit through Payroll. 

I'm a TA. When will I receive my paycheck?
Regular TAs are hired for 3 full months for each quarter they work. They are paid equally for each month. TAs for Fall Quarter should be aware that they do not receive their first paycheck until after their first full month of work (end of October).

Below is the general schedule of paycheck disbursement. See here for current payroll calendars (PDF).

Fall TA – October 31st, November 30th, December 31st; 3 equal payments.
Winter TA – January 31st, February 28th, March 31st; 3 equal payments.
Spring TA – April 30th, May 31st, June 30th; 3 equal payments.

I'm a TA. Can you take the balance of my fees out of my paycheck?
If you are hired as a Teaching Assistant at a minimum of 25% time, the University pays health insurance and partial fee remission for you. The department will pay the balance of fees. 

I'm a TA, and I can't wait until the end of October to receive my first paycheck.
The TA loan fund provides Teaching Assistants with a loan for living expenses until receipt of the first paycheck on 11/1. If you are employed as a TA for a minimum of 25% for the entire quarter, you are eligible for this loan. Find information about the loan program on the Graduate Division's website.

Are there any teaching opportunities in the department?
Each year, the department has a limited number of opportunities for graduate students to serve as instructors. A call for Department Teaching Fellows will go out in Spring quarter. Course assignments are based on preparedness to teach, the student's progress in the program, and the fit and quality of the course proposal; only advanced students may apply.

I'm an Associate-In, TA or grader and my undergraduates have questions. Where do I go?
Check out our Instructional Support page. It contains information on how to reserve audio visual equipment, alternative examination information, how to make copies or handouts, and so on.

I have tax questions. Where can I go for answers?
For tax questions, please see our Tax FAQ.

I want to defer my student loans. How can I do this?
You may request verification of enrollment with the Registrar.

I have other financial support questions.
Please see our financial page.

I need to add/drop a class. It's past 2nd week. What should I do?
Please review the procedures on how to add a class and how to drop a class. You will need to submit an EASy request for a late add or drop request. Please note that dropping a course after Friday of Week 4 will result in a W on your transcript. 

After the 10th week of the quarter, any changes to a student's class schedule are considered a retroactive action. As such, a general petition is required to be submitted for the Graduate Division's review. Please contact the Graduate Program Coordinator as soon as possible so that the general petition may be initiated.

I have experienced an unexpected circumstance of difficulty and need to file for an incomplete, what do I do?

• An incomplete may be assigned if a student's work is of passing quality. An incomplete may be issued for extenuating circumstances only (e.g., death in the family or health issues) and the student must obtain the instructor's approval prior to the final examination.
• The student has until the end of finals week of the following quarter to complete the remaining coursework. If the student fails to submit the remaining coursework by the deadline, the incomplete will lapse to a permanent U or F.
• It is the student's responsibility, and not that of the instructor or department, to adhere to the deadline for proper removal of the incomplete.

Can I repeat a class I did poorly in?

• A graduate student assigned a grade of D, F, or U only may petition to repeat the course on the same grading basis for which it was first taken. Consult your Graduate Program Coordinator to petition.
• Degree credit for the course will be given only once, but the grade assigned for each enrollment shall be permanently recorded.
• Only the grade received in the repetition will be used in calculating the overall GPA for the first 16 units repeated.
• Petition must be submitted to the Graduate Division for approval prior to enrollment in course to be repeated.

Can I sit in on an undergraduate language classes?
Graduate students may take undergraduate classes. However, to be a full-time student, grad students need to be enrolled in 12 units of graduate level or upper division coursework.  Since most language classes are lower division only, graduate students must be sure to enroll in at least 12 units of full-time course work in addition.

Languages can be taken for a letter grade or S/U basis. Some instructors may allow you to audit, but language courses are often very full and auditing may not be allowed, especially if there is a waitlist. Enroll early to avoid being on the waitlist.

Can I transfer classes I took at another university?
With permission of the Department's Director of Graduate Studies, a student that has received a graduate degree in political science at another institution may count up to two quarter-course equivalents (taken at other institutions) toward the eighteen-course requirement, including the core curriculum. Typically, we only allow credit for "skills" courses, such as statistics or game theory. The rest of our curriculum is highly specialized and not substitutable. To ask about transferring credit, please contact the Graduate Program Coordinator. 

Note: non-UCSD coursework cannot count towards the “good progress” requirements at UCSD. See the Rules and Requirements for details. 

Do I need to complete a Spring/Annual Evaluation?

Yes! This is not only required by the department, but by the Graduate Council. They require that all doctoral students be evaluated every Spring. A satisfactory evaluation on file with the Graduate Division is necessary for future support to be approved. The following are exempt from Spring evaluations:

• A student advancing to candidacy during Winter or Spring of the current academic year. These students may still elect to be evaluated.
• A student on an approved leave of absence during Spring of the current academic year. In this instance, an evaluation must be submitted by the end of the first quarter of return to continue support.

Students are advised to work with their advisor and graduate coordinator for the timely submission of their evaluation so that student support for the future is not jeopardized.

The student signature is required on every evaluation. Student signature does not indicate agreement with the evaluation. It is expected that an evaluation will include a face-to-face meeting between the faculty member(s) and the student, and also that the student will feel free to make comments on the evaluation.

I need information on comprehensive exams.
See the Rules and Requirements section of the website.

When/how do I apply for my mid-PhD Master's?
Doctoral students in the Department of Political Science who do not already hold an MA may apply for an MA after successfully completing fifteen quarter courses (some of these courses may be In-Progress), nine of which must be numbered between Political Science 200 and 279, and one seminar paper approved by a member of the Department. Candidates must be in good standing.

Students should notify the Graduate Program Coordinator of their intent to file for a MA by the first week of the Spring quarter of their second year. 

(Note: If you are considering a terminal Master's degree, please see the Political Science Department Graduate Program Coordinator.)

Procedures:

• Notify Graduate Program Coordinator of intent to file for MA by the first week of the Spring quarter of your second year.
• Graduate Program Coordinator submits Application to Candidacy to the Graduate Division.
• Upon Graduate Division approval of your application for candidacy, the Graduate Coordinator will submit the Final Report for the MA (completed by Graduate Coordinator) to the Graduate Division.

Note: Normally, duplication of advanced academic degrees, M.A., M.S., Ph.D., is not permitted. A duplicate academic degree is one at the same level, e.g., a second master's degree or second Ph.D., regardless of the discipline or the specialization awarding the degree. A professional degree at the master's or doctoral level, e.g., Au.D., Ed.D., M.B.A., M.Ed., M.F.A., M.P.I.A., M.D. Pharm.D., is not regarded as a duplicate of an academic degree.

I already have a comp exam committee. Is this the same as a doctoral committee?
No. Comprehensive Exam Committees are assigned by Field Coordinators and are only for the second year comprehensive exam. Doctoral committees are selected by the student based on the criteria in the question below.

Who can be on my doctoral committee? How do I appoint my committee?
A doctoral committee conducts the prospectus defense, supervises the preparation and passes the dissertation, and administers the final dissertation defense.

• The standard committee consists of five members: three members from the student's home department within UCSD and two members from outside the department, including one tenured, within UCSD. Thoroughly review the Political Science Doctoral Committee Membership Chart and the University Policy Governing Doctoral Committee Membership prior to proposing a committee.
• Due to the complicated breakdown of committees, we suggest you consult your Graduate Coordinator at least 6 weeks prior to the examination. To appoint your committee, email the names, titles, and department affiliations of your selected committee members to the Department of Political Science Graduate Program Coordinator no less than 3 weeks prior to the scheduled qualification exam for Advancement to Candidacy.
• An advancement exam must not be scheduled unless the Graduate Division has approved the student's committee. DO NOT defend to an unapproved committee. Doing so may result in having to re-defend.

How do I make a change to my doctoral committee?
For a variety of reasons, a doctoral committee may need to be reconstituted. The request to reconstitute the membership of a committee, including departmental affiliation, with the reasons for requesting the change must be submitted to the Graduate Division. To initiate this process, send the names of your new committee members to your Graduate Coordinator no less than 3 weeks prior to the scheduled defense, indicating who the new members are and why the change is occurring. Requests must be approved by the department chair and committee chair. Review the Reconstituted Doctoral Committee page for further information.

What do I need to do to defend my prospectus/advance to candidacy?
In order to advance to candidacy, a student must prepare a dissertation prospectus and pass an oral examination. Good progress toward the Ph.D. requires that students advance to candidacy by end of the spring quarter of the fourth year. A student who fails to advance to candidacy by the end of the fall quarter of the fourth year may receive no more than a 33% teaching or research assistantship from the Department for the following quarters until advancing to candidacy. If a student has not defended their prospectus and advanced to candidacy by the end of the spring quarter of their fourth year, they are subject to dismissal from the program.

International students must defend by the end of the spring quarter of their third year to avoid paying Non Resident Supplemental Tuition (NRST) beginning in the fourth year. The department will cover NRST for international students until the end of their third year. 

For graduate class entering in Fall 2013 and later: 
Good progress toward the Ph.D. requires that students advance to candidacy by the end of the fall quarter of the fourth year. A student who fails to advance to candidacy by the end of the fall quarter of the fourth year may receive no more than a 33% teaching or research assistantship from the Department for the following quarters until advancing to candidacy. Students on a UCSD fellowship may receive no more than two-thirds of their stipend for the following quarters until advancing to candidacy.

• Select your committee. See, Who can be on my doctoral committee?  How do I appoint my committee? for full details. The qualifying examination/defense may not occur prior to Graduate Division approval of the committee.
• Coordinate a date with your committee. Find a date and time during which all of your committee members are able to meet (usually for 2-3 hours) for your oral examination. Coordinating schedules can be difficult so consider an online scheduling tool such as Doodle. All committee members must be present for the advancement to candidacy exam and must sign the form. Arrangements can be made for a committee member to be present via teleconference only under special circumstances.
• Request a room. Email the Department of Political Science Graduate Program Coordinator to request a room for your defense. You must let her know if you require a room with teleconference capabilities.
• If applicable, request teleconferencing support*. If you require teleconference capabilities, contact the Department of Political Science Student Services Coordinator to request support. You will be responsible for picking up the teleconference phone (SSB 301).
• Coordinate paperwork. The Advancement to Candidacy form is now processed online through docusing, please contact the Department of Political Science Graduate Program Coordinator for instructions and information for form processing.  Contact to schedule a pick-up time for your prepared Advancement to Candidacy form, typically the day before or the morning of your defense. You will need this form at the defense to collect committee signatures.
• Defend your prospectus. It is the student's responsibility to inform and remind all committee members of their scheduled defense. If your committee elects yout o pass then you will contact the the Department of Political Science Graduate Program Coordinator to initiate the Advacmenet to Candidacy forms on your behalf. The online docusing form is automatically routed to all members in your committee for their signature and then on to the appropriate folks at GEPA. If your committee elects you to pass, have all committee members sign the Advancement to Candidacy form. The form must contain all original signatures; proxy signatures are not accepted. If you have a committee member teleconferencing in, the student must mail the form for original signature.
• Obtain the Chair's signature. The online docusing form is automatically routed to all members in your committee for their signature and then on to the appropriate folks at GEPA. After you have successfully defended your prospectus, return the form to your Graduate Coordinator, who will acquire the Department Chair’s signature and return the form to you.
• Submit your forms. Bring the form with all signatures to the Cashier's Office and pay the fee. Bring the fee and all completed paperwork to Graduate Division.

*The student is responsible for returning department property in good working condition and will be held accountable for any damages.

What do I need to do to defend my dissertation?

Defending the dissertation requires a series of steps you will want to become familiarized with well enough in advance to ask any pertinent questions or make alternate arrangements.  It is the student's responsibility to oversee all aspects of the process, to obtain necessary signatures, and attend all meetings.  In the event that a student in unable to attend a meeting due to extenuating circumstance, the student will be responsible for assigning a proxy and making arrangements as needed.

• Check your status.; Consult with your Graduate Coordinator if you are a student who has withdrawn or is not registered but is returning only to defend. You will follow these same procedures with an additional form and fee.
• Review the Dissertation Manual. Read carefully over The Dissertation Manual from Graduate Division outlining what must be done in your dissertation, including a strict formatting guideline.
• If applicable, reconstitute your committee. If you have made any changes to your committee since its last approval or if there have been any title changes or departures, you will need to reconstitute your committee.
• Distribute your dissertation. Academic Senate policy states that a draft of the dissertation shall be given to each committee member at least four weeks before the examination date. The policy also states that the committee conducts the examination which is to be public and announced as such.
• Coordinate a date with your committee. Find a date and time during which all of your committee members are able to meet (usually for 2-3 hours) for your oral examination. Coordinating schedules can be difficult so consider an online scheduling tool such as Doodle. All committee members must sign the form. Arrangements can be made for a committee member to be present via teleconference only under special circumstances.
• Schedule and attend a Preliminary Appointment with Graduate Division. Schedule your mandatory Preliminary Appointment with the Graduate Division Academic Affairs Advisers at least 1 month prior to your defense (approximately 30 minutes). Schedule your mandatory Final Appointment for after your defense. Appointments can be made through the Graduate Division Online Calendar. Be sure to include enough time to obtain all signatures on your forms. See page 53 of the The Dissertation Manual (PDF) for exact details
• Request a room. Email the Department of Political Science Graduate Program Coordinator to request a room for your defense.
• If applicable, request teleconferencing support*. If you require teleconference capabilities, contact the Department of Political Science Student Services Coordinator to request support. You will be responsible for picking up the teleconference phone.
• If applicable, request a smart TV screen**. Our conference rooms are equipped with smart TV screens. If you would like to use it, please contact the Department of Political Science Graduate Program Coordinator with the date and time of your defense. Reserve a conference room as soon as possible to ensure availability. Please be sure to indicate any special connection adapters (Mac computer).
• Coordinate paperwork. The Final Report form is now processed online through docusing. The form is automatically routed to all members of your committee, the department chair, then on through the apporpriate folks at GEPA. Contact the Department of Political Science Graduate Program Coordinator to schedule a pick-up time for your prepared Ph.D. Final Report form and your Diploma Application form, typically the day before or the morning of your defense. You will need the Ph.D. Final Report form at the defense to collect committee signatures.
• Defend your dissertation. It is the student's responsibility to inform and remind all committee members of their scheduled defense. If your committee elects you to pass, have all members sign your Ph.D. Final Report Form and your signature page. These must have the original signatures of all committee members; proxy signatures are not acceptable. If a committee member teleconferenced in, the form must be mailed to that member for signature either beforehand or after. Graduate Council has permitted a member who plans to teleconference to examine the candidate in advance of the exam date and to then sign off on the Final Report and the Signature Page. If the absent member has questions for the committee to consider at the exam, the committee chair should then withhold signature until those questions are resolved. This procedure should not be undertaken without the department and committee chair's advance approval. The committee chair and the tenured outside member must always be present at a defense exam. Whether you plan to mail the form to the telecommuting committee member before or after the defense, please allow adequate time for the form to be sent, signed, and returned.
• Obtain the Chair's signature. The Final Report form is now processed online through docusing. The form is automatically routed to all members of your committee, the department chair, then on through the apporpriate folks at GEPA. After you have successfully defended your dissertation, return your Ph.D. Final Report form to your Graduate Coordinator, who will acquire the Department Chair's signature and return the form to you.
• Schedule and attend a Final Appointment with Graduate Division. Schedule your mandatory Final Appointment with Graduate Division after your defense. Appointments can be made through the Graduate Division Online Calendar. Be sure to include enough time to obtain all signatures on your forms. See page 53 of the The Dissertation Manual (PDF) for exact details. Bring your PhD Final Report with signatures, your Degree and Diploma Application, and 2 copies of your dissertation on 100% cotton paper (include signature page) unless you are filing electronically. You are not "finished" until the dissertation has been filed with the Library and The Graduate Division has signed off on all paperwork.

*signature page – this is page iii of your dissertation. See page 18/19 of the The Dissertation Manual (PDF) for an example.

**The student is responsible for department property and maintaining its working condition and will be held accountable for any damages.

My Pre-Candidacy Time Limit is up at the end of Spring Quarter. When is the last day I can defend my prospectus?
The official Pre-Candidacy Time Limit is the end of Spring Quarter of the 4th year. Fourth year students who have not defended by the end of spring cannot register again. Because of the difficulties that sometimes arise when selecting a committee and scheduling a defense, we urge you to prepare for and schedule your defense before the very end of the quarter.

Can I take a Leave of Absence?
Review your situation with your Graduate Coordinator to determine eligibility and alternative options. Students are allowed a maximum of three (3) quarters Leave of Absence during their tenure in the program. Reasons for a Leave of Absence can include employment, family, financial, health, transfer, or other. It is the student's responsibility to ensure their paperwork has been properly coordinated adhering to academic deadlines. This can be done by monitoring your Academic History through TritonLink. For information regarding Health Insurance while on an approved leave, visit Student Health Services.

International students may go on Leave of Absence, but they must not be in the United States during the time of their Leave of Absence. For more information, please visit the International Students and Programs Office.

Can I register in-absentia?
Advanced doctoral students performing research away from campus and outside the state of California may be eligible to register in-absentia for up to two (2) years. During this time a student must be enrolled in at least 12 units of POLI 298/299 and pays reduced fees. Time registered in-absentia does count towards all established time limits. Review the In-Absentia Policy and FAQs guide (PDF) for further information. Consult with your Graduate Coordinator to determine eligibility and make arrangements. 

International students may be registered in-absentia and still retain their visa status.

All students may work as a GSR while registered in-absentia. In-absentia students may not work as a TA or Reader, only as a GSR. 

You must request in-absentia status prior to every quarter that you plan to be registered in-absentia.

What are the time limits I need to know about?

• 1st year progress – completion of 9 or more courses, including 4 core courses
• 2nd year progress –At the end of the second year, good progress requires completion of eighteen courses, of which at least fifteen must be numbered between Political Science 200 and 279. A student must also complete the General Examination by the end of the second year. A student who has not attempted all parts of the General Examination by the end of the second year may not continue in the program.
• Pre-candidacy limit – 12 quarters – Maximum registered time in which a student must advance to doctoral candidacy.  Students will not be permitted to continue in doctoral status if they have not advanced to candidacy before the expiration of the pre-candidacy time limit or if they have not completed their program before the expiration of the total time limit.
• Normative time limit – 18 quarters – The period within which students, under normal circumstances, are expected to complete requirements for the doctorate. 
• Support limit – 21 quarters – Maximum time during which a doctoral student is eligible for support. Students will not be permitted to receive UCSD-administered financial support after the expiration of their support time limits.
• Total time registered limit – 24 quarters – Maximum registered time in which a student must complete all doctoral requirements.
• 18 TA Quarter Limit -- Effective Fall 2013, no one student may be employed as a teaching assistant and/or associate (teaching a course) for more than 18 quarters.

Time limits are affected by the following:

• Up to three quarters time spent on approved Leave of Absence from the graduate program will not count in the above limits.
• Time spent registered in-absentia will count towards the above time limits
• Time spent withdrawn from the graduate program will count toward all time limits (pre-candidacy, support, total, and normative) for a student who is readmitted to the graduate program.
• Time spent at UCSD as a master's, non-degree graduate, or intercampus exchange student will count towards the above time limits.
• Adjustment to the time limits for students who change departments or enroll for one year or more of half-time study may be made upon departmental recommendation and approval by the Dean of Graduate Studies (normative time is not adjusted for quarters registered at half-time status).

When will I receive my diploma?
Degrees are only conferred 4 times a year at the end of each quarter even if your defense date was before the end of the quarter. Diplomas take 2-4 months after the end of the quarter to issue. The date on the diploma will always be the last day of that particular quarter. The registrar does not start processing diplomas until the quarter is over. Students who finish in spring should expect to receive their diplomas sometime over the summer.

Diplomas are mailed to the permanent address on your TritonLink account (not your mailing address), so be sure to keep it up to date by updating it on TritonLink. 

I have a question that I couldn't find the answer to. What do I do?
Contact the Department of Political Science Graduate Program Coordinator.