Chapter:
1 - Academic Information

Academic Information

This chapter contains academic policies and procedures for all UCEAP participants. Additional policies and procedures for specific programs are in your Program Guide and your UCEAP Portal, when applicable.

PARTICIPATION

UCEAP participants remain UC students and both UCEAP and your UC campus require that you study full time to make normal progress toward UC graduation while on UCEAP. As a UCEAP participant, you must follow UCEAP requirements, independent of UC campus policies which vary with respect to full-time status and normal progress (e.g., US student visa requirements, senior standing). The program requirements are intended to reflect a normal course load at your host institution.

You are expected to maintain good academic standing as determined by UC (minimum GPA of 2.0 or as required by the host institution and minimum progress toward degree) for each term of your participation. Failure to maintain good academic standing may result in disciplinary action according to the student conduct policy.

You are expected to remain at the host institution's location for the full duration of the program and attend classes regularly during all academic sessions. Regardless of the practices of local students or the flexibility of the host country or region’s educational system, unauthorized absences during the academic term constitute grounds for disciplinary action. Excessive absences may damage the relationship between UC and the host institution and may lead to disciplinary action according to the student conduct policy.

Academic Accommodations for Reduced Course Load

If you are a student with documented disabilities and specific academic accommodations for a reduced course or unit load, you may be exempted from UCEAP academic unit requirements. In these cases, you must be registered at the UC campus Office for Students with Disabilities and have forwarded a letter documenting the accommodations to UCEAP prior to departure.If you do not submit a letter before departure, you may be required to meet the minimum UCEAP unit requirements.

If accommodations become necessary after arrival, contact your academic specialist at the UCEAP Systemwide Office. Academic accommodations cannot be applied retroactively after the program has ended.

You are responsible for complying with your UC campus’ enrollment requirements for Satisfactory Academic Progress and financial aid. Consult with your academic and financial aid advisors about the potential impacts of a reduced course load.

Credit and Grades

You will earn direct (not transfer) UC credit and grades for all UCEAP coursework. All UCEAP course information—subject areas, course numbers, course transcript titles, and units—will be reported to your UC Office of the Registrar to be posted to your UC record with final grades calculated into your cumulative GPA. The UCEAP Systemwide Office works with the UC campus Offices of the Registrar to complete this process. The UC Registrars must receive grades directly from UCEAP for degree verification. The processing time varies by host institution campus—it will take longer than at UC.

Your UC campus department, college, or school determines if UCEAP units fulfill specific degree requirements. In most cases, final decisions about whether UCEAP courses fulfill major, minor, or general education/breadth requirements are made after you return to your UC campus and your campus Office of the Registrar receives your grades. Keep all available course materials (e.g., syllabi, bibliographies, papers, returned exams) for all courses you complete on UCEAP to assist campus academic advisors in evaluating courses for fulfillment of specific degree requirements. If you have questions about how your UCEAP coursework will apply to UC campus requirements, contact your departmental and college advisors.

Campus Unit Ceilings

Most UC campuses impose limits on the number of units you may accumulate before graduation. If you are approaching your unit ceiling, discuss your options with your campus advisor. Minimum UCEAP program requirements cannot be changed to avoid unit ceilings.

Graduating Seniors

UC students are required to be in residence at their UC campus during all or part of their senior year—however, there are some exceptions for UCEAP students. Seniors on UCEAP must consult with the appropriate office on campus about senior residency rules prior to participation.

If you are nearing graduation, ask your UC campus study abroad advisor about graduation or other procedures for UCEAP students as graduation procedures are campus specific. Terms at host institutions frequently end after UC campus terms, and grades will not arrive on time for most degree verification deadlines. Consult with your UC advisor to determine the appropriate term to file for graduation.

Graduate Students

There are separate academic regulations concerning graduate students. Graduate students follow their departmental or campus instructions and requirements officially stipulated on the Graduate and Professional Student Agreement and Academic Planning (GSAG) form as submitted and approved during the application process.

COURSE REGISTRATION

Course registration processes vary among programs and may differ from UC. You are responsible for following all instructions and adhering to deadlines and procedures set by the study center, the UCEAP Systemwide Office, and your host institution.

Just like at UC, any additional costs, including fees assessed for the cost of labs, field trips, etc., are your responsibility. You will not receive UC credit for courses that are not taken at your host institution and that require you to pay tuition or enrollment fees in addition to the fees paid to the University of California.

Registration information may be in your Program Guide, provided during on-site orientation, or sent by email.

Prerequisites

The practice of checking or strictly enforcing prerequisites or language ability varies at the host institutions. Some universities require proof (e.g., current transcript) that you have the requisite knowledge before they will allow you to enroll in a course. Other universities will allow you to enroll without proof of requisite knowledge. In all cases, it is your responsibility to ensure you are fully prepared for all courses you take while abroad. Failure to meet course prerequisites is not considered a justifiable reason for you to request to withdraw from a course and carry a deficit load.

Duplicate Coursework

Courses taken on UCEAP that duplicate previous coursework taken at UC or in an earlier UCEAP term may be removed from your UC record by your campus Registrar. Because a course taken abroad may have the same or a similar title but different content than a course at UC, there is potential for the Registrar to flag it as a false duplicate. Always keep complete records of your coursework so the content can be verified if credit for the course is questioned at your UC campus. It is your responsibility to ensure that you do not enroll in duplicate coursework. Having a course removed from your record could impact your financial aid or satisfactory academic progress.

Repeating a Course

While on UCEAP, if you receive a non-passing grade as determined by your UC campus, you may be able to repeat the course the following term at the host institution, if offered. If your host institution allows you to repeat the course, you must complete a General Petition to inform UCEAP of the intent to repeat the course. Courses taken for a letter grade must be repeated for a letter grade. You may repeat courses taken for pass/no pass for either grading option.

The petition to repeat the course relates only to UCEAP enrollment. Regulations and procedures regarding repeats vary by UC campus and depend on your academic record. Therefore, UCEAP cannot determine how the courses and grades will be recorded on your UC record. Check your UC campus website to learn the regulations and procedures for repeated courses at your campus.

The UCEAP Systemwide Office will inform your UC campus Office of the Registrar of the repeated course when grades are transmitted.

Units

UCEAP converts host institution course units to UC units regardless of the term length at the host institution or your UC campus. The language of instruction or the class level (lower, upper, graduate) do not affect the assignment of units.

You are required to take a full-time load while abroad for the purposes of financial aid and Satisfactory Academic Progress. The minimum requirement for quarter-length programs is 12 quarter/8 semester UC units. The minimum requirement for semester-length programs is 18 quarter/12 semester UC units. Intensive language program (ILP) units do not count toward the required minimum unit load for subsequent terms abroad.

As a UCEAP participant, you must meet the requirements for your program even if they differ from the minimums listed above. Specific unit requirements are indicated in your Program Guide. Consequences for failing to meet program requirements include:

  • Lapse of student status and loss of student visa
  • Disciplinary action according to the student conduct policy
  • Loss of scholarships and/or other financial aid

Auditing

Auditing courses may not always be possible at a host institution and may require advance approval. Consult with UCEAP and the course instructor prior to auditing a course. You must follow the expectations outlined by the course instructor for you to audit the course. Audited courses do not earn UC credit and do not appear on UCEAP Study Lists or UC transcripts. These donot count toward the minimum load and are not considered a justifiable reason to take a deficit load. Retroactive requests to add audited courses to your Study List are not permitted.

UCEAP Study List Registration

In addition to registering at your host institution, you will submit your courses in your UCEAP Portal. Your UCEAP Study List, in conjunction with your host institution transcript, is the official record of enrolled coursework on UCEAP for academic credit. Courses taken abroad within UCEAP policy will be reported to your UC Office of the Registrar to be posted to your UC record. You may not choose what coursework will be reported.

Any change made to your host course registration, such as adding or dropping a course, must also be made on your UCEAP Study List. To make changes directly in your UCEAP Study List or by petition, consult with UCEAP staff for instructions.

Failure to Complete Course Registration

Failure to register within the host institution’s registration period and/or failure to submit a UCEAP Study List by the given deadline carries serious financial and academic consequences. Consequences may include:

  • Lapse of student status and loss of student visa
  • Disciplinary action according to the student conduct policy
  • Delay in the reporting of your credit and grades to your UC campus Office of the Registrar
  • Loss of scholarships and/or other financial aid
  • Forfeiture of the right to select subject areas or grading options on your UCEAP Study List

Grading Options

You are responsible for ensuring that your UCEAP Study List complies with UCEAP, UC campus, and UC department requirements regarding pass/no pass (P/NP) grading options. UCEAP limits on P/NP vary by program and are stated in your Program Guide. Some courses do not count towards the limit. This may include host institution courses graded P/NP only (no letter grade is available), physical activity courses, and some special study projects.

Requests for excess P/NP options or late changes to the grading option are only approved via a UCEAP petition for extenuating circumstances.

Most UC campus departments prohibit the P/NP grading option for any course in the major. It is your responsibility to be aware of your UC campus and department policies regarding P/NP and to plan coursework accordingly.

Grades are assigned in accordance with the rules of your home campus. Some UC campuses consider a grade of C or above passing, while others consider a grade of C- or above passing. For graduate students, the corresponding satisfactory/unsatisfactory (S/U) will be reported.

You select the P/NP grading option on your UCEAP Study List or petition to change the grading option by General Petition. The P/NP grading option only applies to your UC record—not the host institution. If the equivalent to a P/NP option is available at the host institution, always select the full letter or numerical grade when registering for courses at the host institution.

Graduate Students

Unless prohibited by individual program policy, graduate students may take courses on a S/U basis as recorded on the GSAG.

General Petitions

Use the UCEAP General Petition to make changes to your UCEAP Study List during participation after it is locked or to request approval for exceptions to academic policy. General Petitions have a set deadline. The exact schedule and sequence of deadlines varies depending on the program. It is your responsibility to learn the deadlines for your program and to submit petitions accordingly.

Approval relates only to the UCEAP Study List—it does not mean your UC department will approve an exception to its policies or requirements (e.g., a letter grade required for major credit).

A petition is required to update your UCEAP Study List if you change your registration at the host institution (e.g., add or drop a course). It is important that you do not stop attending classes or attempt to make changes to your host registration until there is official notification from the UCEAP Systemwide Office. Any course that is not officially dropped by General Petition will be assigned an F grade, NP, or U, as applicable.

Instructions are on the General Petition form available in your UCEAP Portal.

COURSES

UCEAP Course Catalog

The UCEAP Course Catalog is a record of courses previously taken by UC students for UC credit at host institutions within the last five years. Additional courses may be available and not all courses listed in the UCEAP Course Catalog may be offered at the host institution.

Each course listing in the catalog includes the UCEAP subject area, UCEAP course number, UCEAP transcript title, UC quarter and semester units, and a brief description.

UCEAP assigns a course number to each course in the UCEAP Course Catalog—these numbers do not correlate to any specific course on a UC campus. UCEAP uses the UC numbering scheme:

  • 1-99 are lower division
  • 100-199 are upper division
  • 200s are graduate level

The designation of a course as lower, upper, or graduate level does not guarantee credit at your UC campus for that level. Any cataloged course may be subject to review and change of division, subject areas, and units.

UCEAP is not able to use all UC subject areas. For example, UCEAP does not use the subject areas of nutrition or public health. UCEAP assigns courses in these areas as either health sciences or biological sciences, depending on their content. It is the content of the course, not the department or degree plan at the host institution, which determines the subject area designation in the UCEAP Course Catalog.

The designation of your course under a specific subject area should not prevent you from petitioning for the course to count for a major or GE/breadth requirement under a different subject area on your home campus. The designation of a course under a specific subject area also does not guarantee your UC department will accept that course to fulfill a certain requirement. Contact your departmental and college advisor on course petition procedures and deadlines.

Intensive Language Programs

Some programs include a required Intensive Language Program (ILP) prior to the start of the regular term. Unless you have fluency in university-level academic reading, writing, and comprehension, and have been granted an exemption before departure, you are required to complete the ILP.

You receive units for courses taken during the ILP, but ILP units do not count toward the required minimum unit load for subsequent terms abroad.

You may be able to reduce the units of ILP courses per your Program Guide. Although you may reduce the units for a course, there is no reduction in the work expected or in the number of courses required.

Online UC Courses (Concurrent Enrollment)

It is your responsibility to receive approval from your UC campus to concurrently enroll in an online UC course while on UCEAP. UCEAP cannot provide advice about online UC courses.

If concurrent enrollment is approved by your UC campus, you must still meet all UCEAP requirements, which include enrolling in the program’s minimum unit requirement. Online UC courses (campus-based or systemwide) do not count toward your UCEAP program’s minimum unit requirements.

Before concurrently enrolling, you need to consider the time difference between the host country and California as online UC courses may require synchronous attendance. You need to consider whether you can complete the final assessment or exam remotely online or if you need to appear in person for the exam. Coursework cannot be rearranged to accommodate concurrent enrollment. You may not inform an instructor at the host institution that you cannot attend a lecture because you need to attend an online UC course instead or request to leave a program early to attend an in-person UC exam. Additionally, enrollment in an online UC course is not grounds for an exception to UCEAP program requirements, such as dropping a course or taking additional courses for P/NP. Because of these challenges, UCEAP does not recommend concurrent enrollment while abroad.

If you withdraw from UCEAP, you may also be withdrawn from your online course by the UC Office of the Registrar.

Physical Activity Classes

Physical activity (PA) classes (e.g., basketball, swimming, judo, certain dance classes) are lower division, worth 0.5 quarter/0.3 semester UC units, and graded P/NP only. These classes do not count toward the minimum required load for any program—the units must be in addition to the minimum load. Physical education (PE) courses (e.g., kinetics, physiology, teaching methods, sports management) are regular courses taught in lectures, discussions, labs, etc., and are assigned division and units like other courses.

Remedial Coursework

UCEAP students will not earn academic credit for remedial coursework abroad per UC Academic Senate Regulation 761. Remedial courses are those that cover fundamental competencies in literacy or numeracy.

Courses offered at host institutions to teach English to non-English speakers (i.e., English as a Second Language, English as a Foreign Language, or English for Professional Development type-courses) fall under this category.

Contact your academic specialist at the UCEAP Systemwide Office via email if you have any reservations regarding the remedial nature of a course.

UCEAP students may enroll in such courses for personal enrichment if the host institution allows—however, UCEAP will not award academic credit and these courses will not be on the UCEAP Study List.

EXAMS

Outside of a program withdrawal, program suspension/disruption, or serious health situation, you are expected to remain on-site until your program ends and to complete all coursework and exams/assessments before the official end date of the program.

This also applies to programs where all coursework is online because it is possible that a course being delivered remotely could go back to in-person instruction or require in-person exams.

Exam and assessment dates cannot be changed to accommodate travel plans. Be advised that under certain circumstances host institutions may change exam dates.

You may not request alternative exam dates or alternative modes of examination (e.g., online or remote). Although the practice in some countries or regions permits a secondary exam period or the opportunity to retake final exams after the original exam period, you are not permitted to retake exams per UC Academic Senate Regulation 780.

Some programs are designed to end before the end of the host institution term, in which case the study center will instruct you on how to arrange the completion of your courses.

If there are extenuating circumstances and you are approved to leave the program early and still complete your courses, you are responsible for making arrangements for any necessary make-up exams, including following host policies regarding make-up exams, setting up proctoring, and paying any associated costs. UCEAP and your UC campus study abroad office are unable to provide arrangements for proctoring services. You are also responsible for completing a UCEAP Contract for Incomplete (I) Grade form.

INDEPENDENT STUDIES, RESEARCH, AND INTERNSHIPS

Host Institution Independent Study

Host institutions may offer independent study, internship, community service, or service learning courses as part of their curriculum with grades assigned by the host institution. These courses are cataloged as any regular host institution course and may be graded P/NP or letter grade depending on the host institution.

Community Service and Service Learning

Community service and service learning opportunities for academic credit may be available in some programs. These opportunities are usually awarded lower-division UC credit and typically carry fewer units and have fewer academic requirements than internships for credit.

UCEAP Special Study Projects, Research, and Internships

Independent study, research projects, or internships not offered by the host institution as a regular course may be possible in some programs as UCEAP special studies for academic credit. These require the approval of the study center and/or the UCEAP Systemwide Office.

Program Guides provide more information for programs or locations where special studies are possible.

Except in extenuating circumstances such as severe health issues or university closure, a special study represents only a part of the student’s academic load. For undergraduates, replacement of more than one course (or units equivalent to one regular course) per term with a special study is rare and requires approval from the UCEAP Systemwide Office.

Special study projects, research, and internship hours must be completed during the official UCEAP program dates.

Special Study Forms

A special study project or internship form is required for all UCEAP special studies. It is considered a contract between you and the professor or other qualified supervisor responsible for evaluating your performance.

There are specific forms for projects and for internships—instructions are provided on the forms.

Completed forms must be submitted to the study center as soon as possible after the project or internship has been arranged and no later than your deadline to submit your UCEAP Study List.

Types of Special Studies

UCEAP has three types of special studies for undergraduates.

192: Special Study Project (typically 4-6 quarter/2.7-4 semester UC units per term with 12 quarter/8 semester UC units maximum per year, graded P/NP or letter grade)

Independent study with projects arranged between you and a faculty member. In some cases, this is a combination of a project and an internship or community service activity where you work with a faculty member on the academic components and intern or do community service in a location that provides relevant experience. For example, you may work with a faculty member to do a project on primary healthcare systems in the host country while interning at a healthcare facility.

196: Research (typically 4-6 quarter/2.7-4 semester UC units per term with 12 quarter/8 semester UC units maximum per year, graded P/NP or letter grade)

Independent research arranged between you and the faculty member that requires a substantial research project. The following units are guidelines, not absolutes.

  • 4 quarter/2.7 semester UC units of research: 10- to 15-page paper in English or 8-12 pages in another language
  • 6 quarter/4 semester UC units of research: 20- to 25-page paper in English or 15-20 pages in another language
  • 6 quarter/4 semester UC units of a lab project: extensive lab notebook plus detailed report of the nature and results of the project

197: Internship (typically 4-6 quarter/2.7-4 semester UC units with 12 quarter/8 semester UC units maximum per year, graded P/NP only)

Internships combine practical experience with intellectual study. An academic internship involves work in a corporate, governmental, public, or private organization or institution. Requirements:

  • 4-6 quarter/2.7-4 semester UC units requires approximately 120-180 work hours per term—hours will vary.
  • A paper, series of reports, or other documentation that describes the work done, provides an analysis of what you learned, and demonstrates that you have investigated and analyzed the experience beyond the performance of duties.
  • Regularly scheduled consultation for at least one hour per week with the direct supervisor to discuss what you are learning from an academic point of view (e.g., knowledge about the general field, broader context of the specific work, comparison of the host country or region activity with that of the US).

You and the internship supervisor are responsible for keeping a record of attendance along with other information pertinent to the evaluation of your work and will provide the study center with an evaluation of your performance. If you do not meet the scheduled working hours or consultation time, or if you fail to submit a final paper or project, you will receive NP as your final grade for your internship.

In most programs, if you plan to participate in an internship for academic credit, you must first enroll in the program’s minimum unit or course requirement at the host institution. Once the internship is secured, you must submit a Special Study Internship form to the study center for initial approval. The study center forwards the form to the UCEAP Systemwide Office for final approval. Once the internship is approved and the units are determined, you may be allowed to drop a course at the host institution if the program’s minimum unit requirement is still met. In some cases, internship units do not count toward a program’s minimum unit requirement.

The UCEAP Systemwide Office must approve internships for academic credit before you may replace a course at a host institution. Participation in a non-academic internship is not a valid reason for carrying a deficit load.

Graduate Special Studies

Graduate students may do special study on UCEAP as outlined on their GSAG. UCEAP offers five types of special study designations for graduate students:

292: Special Study: Independent Study Projects

295: Special Study: Directed Reading

296: Master’s Level Thesis Research

297: Special Study: Internship

596: PhD Dissertation Research

GRADES

UCEAP Grades Are Final

All grades the UCEAP Systemwide Office reports to UC campus registrars are considered permanent and final per UC Academic Senate Regulation 780:

“All grades except Incomplete are final when filed by the instructor of record in an end-of-term course report. However, the correction of a clerical or procedural error may be authorized as the Division directs. No change of grade may be made based on reassessment of the quality of a student’s work. No term grade except Incomplete may be revised by re-examination.”

Once grades have been recorded at your UC campus, it is your responsibility to check the UCEAP portion of your academic record carefully. If you suspect a clerical or procedural error, you may request a review of your record using the Request to Review form. Errors could occur if the study center, UCEAP Systemwide Office, or your UC campus Office of the Registrar fails to enter data or enters data erroneously.

Reporting Grades

Grades earned abroad will not be available as quickly as UC campus grades because grade-reporting practices at universities abroad differ from those at UC. Grades are generally reported within 90 days of the end of a program. Your Program Guide may indicate when grades for your program are usually available. If you need documentation regarding the delay of grades, email the academic specialist at the UCEAP Systemwide Office.

UCEAP processes grades once the program's entire cohort of grades has been received. They are then sent to the UCEAP Systemwide Office where they are processed and then electronically transmitted to your UC campus Office of the Registrar. You will receive an automatic email once your grades have been sent from UCEAP to your UC campus Registrar. Requests for early grades cannot be accommodated.

Grades are not official until they are posted to your UC record. UC campus processes and schedules for posting grades vary. Your UC campus may notify you if additional steps are required.

The UC Registrars must receive grades directly from UCEAP for degree verification. Consult with your UC advisor to determine the appropriate term to file for graduation.

Grade Scheme

UCEAP assigns grades using the UC grading scheme of A, B, C, D, and F, including plus and minus grades, as appropriate. UCEAP also reports Incomplete (I), In Progress (IP), No Report (NR), and Withdrawn (W) notations.

Failed (F) grades will be reported when the F is assigned by the host institution, if you drop a course at the host institution without approval from UCEAP, if you do not take the exam, or if you receive not passing, not completed, not attended, or similar notations on the host record.

Incomplete (I) grades require approval from UCEAP. If you obtain approval, complete the Contract for Incomplete Grade form. Do not make special arrangements directly with the host instructor to turn in late work without completing a contract. If you do not submit the work required for completion of the course by the date specified on the contract, the incomplete will convert to an F (or NP or U, as appropriate). Although your UC campus may have its own rules about incomplete grades, you are governed by UCEAP policy on incomplete grades.

In Progress (IP) is for a yearlong course or first-term courses with exams at the end of the year for which the grade will be reported at the end of the year. IP is reported until the final grade is available.

No Report (NR) at the time of final grades will be changed to an F (or NP or U, as appropriate) six months after the end of the academic term in which the course was taken. Although UCEAP urges instructors to submit grades on time, grades are sometimes submitted late. It is imperative that you and the study center follow up on any grades that have not been received and recorded.

Withdrawn (W) will be assigned when a course is approved to be officially withdrawn via a General Petition, Retroactive Petition or a Post-Departure Withdrawal form).

Host Institution Transcripts and Grades

Host institutions maintain their own academic records and follow their own grading practices, which differ from UC. UCEAP maintains its own grade conversion processes and UC faculty have final authority over the conversion of grades earned abroad. UCEAP maintains its own UC student records of courses, units, and grades. The grades you receive from your host institution may or may not be your final UC grades. UCEAP converts coursework taken abroad into UC courses, units, and grades, so your UC transcript is the only official record for UCEAP.

UCEAP does not provide host institution transcripts to students as the conversion to UC credit may represent the course titles, units, and grades differently from those of the host institution. The presence of a host institution transcript would represent a duplication of the UCEAP coursework on your official UC transcript.

Suggested grade conversion scales posted by host institutions are not necessarily applicable to UCEAP grades. At some host institutions where the curricula and grading practices are similar to UC’s, the grades reported may not require any conversion or amendment.

Verification Letters

If you get a request for a host institution transcript (e.g., graduate school, scholarship, job application), contact the academic specialist at the UCEAP Systemwide Office via email for a letter that details your academic record and the UCEAP practice regarding host institution transcripts. Provide the following information:

  • Your name during UCEAP participation and preferred pronouns
  • Your UC Student ID Number
  • Country(ies) or region(s) and program(s) of participation—list all of them
  • Year(s) and term(s) of participation
  • Any special instructions from the requesting agency

Letters can take up to 10 business days to process.

Request to Review Student UCEAP Record

The Request to Review Student UCEAP Record form is used to request an investigation of your record for possible clerical or procedural errors, including incorrect grades, course drops or adds, grading options, and units.

Errors include those on either the study lists or final grade reports. Errors can include failure to enter an action from an approved UCEAP General Petition or a data entry error by the study center, UCEAP Systemwide Office, or your UC campus Office of the Registrar.

There must be evidence of a clerical or procedural error in order to make any correction to the academic record. The UCEAP Systemwide Office must report all corrections to your UC campus Office of the Registrar to be entered on your UC academic record. If the investigation determines there was no clerical error, your academic record will not be changed.

Requests will not be processed if they are received more than 12 months after the end of the program. The end of the program is determined according to the UCEAP calendar for the program in question.

Retroactive Petitions

Any requests for study list changes made after classes have ended, final exams have begun, or final grades are known (whichever is earlier) must be submitted via a Retroactive Petition. This type of petition is approved only in unusual circumstances related to health problems or special academic situations. Because UCEAP only facilitates this petition process, Retroactive Petitions require final approval by your UC campus (dean, provost, or in some cases a campus committee). Your UC campus determines what actions they will consider.

Petitions will not be accepted after 12 months following the end of the UCEAP program.

Once a petition has been approved or denied, the decision is final. Re-petitioning the same action is not permitted. Instructions and additional information are on the form available in your UCEAP Portal.