Forms & Processes

Original Plan of Study Creation and Submission

"I am ready to graduate and I do NOT have a Plan of Study on file in HokieSPA and I have never created one"

Step One: Download a blank Plan of Study: Here

Step Two: Open and review the MEng Plan of Study Creation Instructions to guide you: Here

You can review example Plans of Study here:

Step Three: Review your POS for errors before final submission

Step Four: Submit your POS to the Graduate Academic Advising Team for review: Here

Updating an Old Plan of Study

" I have submitted a Plan of Study in the past and it has been approved in HokieSPA, but I need to add a class I did take/or remove a class I did not take."

POS Change Forms do NOT need to be signed by your Graduate Academic Advisor before submission to the CS Forms Portal. DO NOT submit this form directly to the Graduate School.

This form MUST be submitted to the Department of Computer Science FIRST.

Step One: Download a blank Plan of Study Change Form: Here

Step Two: Submit your Plan of Study Change Form to the Department of Computer Science: Here

Reduced Courseload for International Students in their Final Semester

Read First: https://international.vt.edu/academics.html#reduce_courses

Step One: Complete the Reduced Course Load form in International Hokies. For the question "What will your enrollment be for your final semester?", please select "Courses".

Step Two: Your Graduate Academic Advisor approves the request via International Hokies (This is the only step the CS Department is involved in)

Step Three: Cranwell processes the final approval and sends the student's name to the Graduate School.

Step Four: A member of the Graduate School Administration will adjust the minimum credit count, allowing students to drop their excess courses

Note: If the 48-hour waiting period (business hours) has passed and you still are unable to drop your excess courses, please reach out to Cranwell and the Graduate School directly at grads@vt.edu for further assistance.

Optional Practical Training for International Students in their Final Semester

Read First: https://international.vt.edu/employment/opt.html

Step One: Your Graduate Academic Advisor approves the request via International Hokies using the students with an assistantship date or students without an assistantship date. Once this step has been completed, the CS Department has no further responsibilities regarding this request. Students from this point on should reach out to Cranwell for further assistance in completing their OPT packet for processing.

Step Two: Cranwell processes the final approval.

Note: The MEng Graduate Academic Advising Team does not have suggestions on when international students should file for OPT. This process is very complex and varies from student to student. International students should consult with Cranwell and other professionally sanctioned immigration officials.

Course Overload Request

"I want to take more than four courses for the upcoming semester and I am requesting advisor approval."

Step One: Complete the Overload Request Form: Here

Step Two: Send an email to your Graduate Academic Advisor notifying them of your request

Transfer Credit Process

"I have taken graduate level CS coursework at an outside institution and want to transfer it to the MEng CSA program."

Step One: Review instructions for the transfer credit process and download the form: Here

Step Two: Submit the signed transfer credit forms to the CS Department: Here

Step Three: Verify that VT has the transcripts from the outside institution in which you are trying to transfer credits from by reaching out to the Graduate School

All Students: Grads@vt.edu
Northern Virginia Students: DCgradschool@vt.edu

Once this process has been completed, you must enter the courses on your Plan of Study in the transfer area of the form

Accelerated UGG Course Designation Form Process

"I am a current undergraduate who has been admitted to the 4+1 accelerated student program and I need to list the courses I want to double count"
"I am a current undergraduate who needs to update my old course designation form"

*The form must be signed by your UG Academic Advisor FIRST

"I am a current graduate student in the MEng CSA program and I need to update my old course designation form"

*The form must be signed by your current Graduate Academic Advisor

Step One: Download a blank Course Designation Form: Here*

*If the form link above is broken, please proceed to the full Graduate School Website to find the form: Here

Research Hours Request

"I have received a GTA/GRA position and I would like to request research hours to be added to my schedule"

Students without a GTA/GRA position CANNOT request research hours

Step One: Complete the Research Hours Request Form: Here

Step Two: Send an email to your Graduate Academic Advisor notifying them of your request

Leave of Absence Form

"I want to pause my graduate enrollment and suspend activities associated with coursework or thesis/dissertation research."

Step One: Download a blank Leave of Absence Form: Here*

*If the form link above is broken, please proceed to the full Graduate School Website to find the form: Here

Step Two: Submit the form to the Computer Science Graduate Form Submission Portal: Here

Academic Improvement Plans

Step One: Obtain the Academic Improvement Plan form from your Graduate Academic Advisor

Step Two: Submit your Academic Improvement Plan: Here

Page updated

Report abuse