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Home – Graduation Application Process and Forms

Graduation Application Process and Forms

All students must complete and submit two required SJSU forms by the posted deadlines for the semester you plan to graduate. The first form is the Candidacy Approval form; the second is the Application for Award of Master's Degree form.

The Candidacy Approval form can be submitted at any time after you have completed nine units. The deadline to submit is approximately 4–5 months before the beginning of the semester you plan to graduate. The Application for Award of Master's Degree form is usually due at the start of the semester you plan to graduate. It is your responsibility to keep track of these deadline dates and submit all forms before the deadline for that form. These deadlines are set by the University and are not flexible. There is no recourse for a missed deadline. Missing a deadline means that SJSU will delay your effective graduation date to a future semester.

***Please read carefully the information below. The two required forms are submitted differently to different offices.***

Also make sure to go to the Graduate Admissions and Program Evaluations office (GAPE) site at sjsu.edu/gape/ and read the Current Students/Steps for Completing Your Master's Degree and the Frequently Asked Questions sections for more information about acceptable grades, required academic standing, transcripts, diplomas, etc.

Candidacy Approval Form

This form is formally called the Petition for Advancement to Graduate Candidacy. It tells SJSU that your department is advancing you for review for candidacy for a graduate degree.

Note: Students are to upload this form to the D2L SLIS Candidacy site — do not send this form directly to the Graduate Admissions and Program Evaluations office (GAPE). Do Not FAX to SLIS — FAXes will not be accepted.

Students do not need to have their own advisors sign this form. SLIS will download your Candidacy Form from D2L, obtain necessary signatures, and then forward it to GAPE.

SLIS sets the due date a week prior to the GAPE due date. This is because we need time to review your submitted form, have it signed by the SLIS Coordinator of Admissions and Academic Advising, and send it in hardcopy to the Graduate Admissions and Program Evaluations office (GAPE) by their posted deadline.

How to Fill Out:

Follow the appropriate link details on how to fill out this form online and save it to your computer for uploading to D2L:

• MLIS Candidacy Approval form instructions
• MARA Candidacy Approval form instructions

How to Submit:

1. Self-register for the SLIS Candidacy Site-LIBR0002 course in D2L.
   1. Log in to your D2L account.
   2. In the My Courses widget, click on the SLIS ePortfolio and Community Groups Portal link
   3. Click on the SLIS Community Sites link
   4. In the Course Offering Name column, click on the SLIS Candidacy Site link
   5. In the View Course Offering Information page, verify that you want to enroll into the SLIS Candidacy Site by clicking Register.
   6. You will then see the Registration Information page. The fields on this page will be populated with your D2L account information. Click Submit.
   7. You will then see the Confirmation page. Click Finish to complete the self registration process.
2. Upload your form onto D2L’s SLIS Candidacy Site.
   1. Click on the D2L link to the SLIS Candidacy Site to access. Read the instructions there.
   2. Click on the Forms Dropboxes tab.
   3. Click on the Submit your completed Candidacy Approval form here folder.
   4. In Submit Files, click on the Add a File button. Browse for your file on your computer, highlight it, and click the Upload button.
   5. Enter in comments if you would like and then click the Submit button.

You only submit this form once.

Change in Planned Courses?

If you later (after you have submitted your Candidacy Approval form) take classes other than the ones listed on your Candidacy form, then you must file a Course Substitution Form (also known as the Request for Course Substitution in Master’s Degree Program [PDF]).

Note: Students are to upload this form to the D2L SLIS Candidacy site — do not send this form directly to GAPE.

SLIS will download your Course Substitution Form from D2L, obtain necessary signatures, and forward it to Graduate Admissions and Program Evaluations (GAPE). You will not receive official approval notification from GAPE. The substitution form will be placed in your file awaiting graduation.

How to Fill Out:

1. Open the Request for Course Substitution in Master’s Degree Program [PDF] form.
2. Do a FILE/SAVE AS to your computer desktop, and rename as follows: [YOURLASTNAME_YOURFIRSTNAME_STUDENTIDNUMBER].pdf.
3. Open this file from your desktop and, using Adobe Reader, TYPE directly into the form you see displayed on your computer screen.
4. SAVE to your desktop/your computer.

How to Submit:

1. Click on the D2L link to the SLIS Candidacy Site to access. Read the instructions there.
2. Select the Forms Dropboxes tab.
3. Click on the Submit your completed Course Substitution form here folder.
4. In Submit Files, click on the Add a File button. Browse for your file on your computer, highlight it, and click the Upload button.
5. Enter in comments if you would like to and then click the Submit button.

Application for Award of Master's Degree Form

The Application for Award of Master's Degree Form [PDF: 2 pages] is how you apply to SJSU for graduation.

For the Planned Graduation Date, use the official end–of–semester (GRADES DUE FROM FACULTY) date from the SLIS Master Events Calendar. For example, for a May 2011 planned graduation, the Planned Graduation Date entered should be May 31, 2011.

How to Submit:

Regular and Special Session students: Email in PDF, mail or FAX the completed form to Graduate Admissions, Attn: Christie Wright, as follows:

Email: Christie Wright

FAX: Graduate Admissions & Program Evaluation, 1-408-924-2477. Attn: Christie Wright.

Mail:
Attn: Christie Wright
Graduate Admissions & Program Evaluation
San José State University
One Washington Square
San José, CA 95192-0016

Keep a copy of the form and a record of when you emailed, mailed or faxed it to Graduate Admissions & Program Evaluation

Changing graduation date

If you change the date you plan to graduate after you have submitted an Application for Award of Master's Degree form, you must submit a Change of Graduation Date Form [PDF] and pay $10.00.

Mail the original completed form with a check for $10 to the Bursar's Office:

Bursar's Office
San José State University
One Washington Square
San José, CA 95192-0138

Keep one copy of the form and a record of when you mailed it to Bursar's Office.

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