CEHD Academic Forms

Undergraduate Forms

This section provides current and prospective students with both on-line and print forms.

Please note some files require the Adobe Acrobat Reader software. You may download the file or click to read.

Forms on this section are intended for current students enrolled in a undergraduate program within the College of Education & Human Development (CEHD).

 All forms are fillable PDFs and they should be submitted via the portal once you have secured all the appropriate e-signatures (e.g. student, professor, department chair, etc.). Please do not use outdated forms. 

NOTE: The EASS Office can sign for the Dean so that signature space can be left vacant if your form requires the signature of the Dean. 

Undergraduate Academic Form Submission Portal

• Add/Drop Form
  The late drop/add form is a manual way for students to drop/add an education course past the posted deadline.
• Course by Conference (pdf)
  The CBC form is to be used by undergraduate and graduate students who need to add an existing course that is offered at a time (or in a format) in which the student cannot enroll. For example, there is a time conflict with another required course, or the student needs the course in an "in person" format when the course is only being offered via distance education in a particular semester.
• Independent Study Form
  The Independent Study form is to be used for undergraduate and graduate students who need to enroll in 1-3 credit hours for a course that is designed for a particular purpose. The student works with a particular faculty member who will be designing this specialized learning opportunity. The faculty member needs to give the course a title (no more than 24 total characters including spaces), and needs to provide a brief summary of the work to be accomplished.
• Request to Re-enroll Form
  The request to re-enroll form allows undergraduate and graduate students who have not attended the university in consecutive semesters (excluding the summer semester) to re-activate their enrollment account with the University of Louisville. Students who have not registered for more than two years will be required to re-apply to the university.
• Metroversity Form
  Full-time students at any Metroversity college or university can take up to two classes (up to 8 credit hours) as an undergraduate or one course (up to 4 credit hours) as a graduate student at another Metroversity school during the fall and spring semester. Students must meet the requirements and follow the processes to get enrolled, as outlined on the Metroversity website.
• Petition to Repeat Form – Undergraduate Students Only
  This form is for students who are requesting to attempt a course for a third or more time. The petition will be reviewed by the Education Advising and Student Services office, and the student will be notified when a decision is made.
• Undergraduate SAC petition form [PDF]
  If you are appealing admission, requesting academic forgiveness, or requesting to stay on probation for the following semester, please use this form.
  • Undergraduate SAC Petition Forms FAQ:
• Complete Late Withdrawal Student Form [PDF]
• Complete Late Withdrawal Faculty Form [PDF]
  If you are requesting a complete late withdrawal for a semester, please use the forms above. The first form is the student form that must be filled out. The second form is the instructor form. This must be completed by each instructor.

Graduate Forms

Forms on this section are intended for current students enrolled in a graduate program (Master’s or PhD/EdD) within the College of Education & Human Development (CEHD). Additional forms applicable solely to doctoral students are located in the next section: "Doctoral Forms". 

 All forms are fillable PDFs and they should be submitted via the portal once you have secured all the appropriate e-signatures (e.g. student, professor, department chair, etc.). Please do not use outdated forms. 

NOTE: The GSS Office can sign for the Dean so that signature space can be left vacant if your form requires the signature of the Dean. 

Graduate Academic Form Submission Portal

Overall Graduate Student Forms:

• Add/Drop Form
  The late drop/add form is a manual way for students to drop/add an education course past the posted deadline.
• Course by Conference (pdf)
  The CBC form is to be used by undergraduate and graduate students who need to add an existing course that is offered at a time (or in a format) in which the student cannot enroll. For example, there is a time conflict with another required course, or the student needs the course in an “in person” format when the course is only being offered via distance education in a particular semester.
• Change of Advisor Form

• GA Workload Waiver Form
  Graduate students who are supported by an assistantship, either as a GRA (research), GTA (teaching), or GSA (service) are limited to 20 hours of work per week on service related to the graduate assistantship. However, students may be eligible to work an additional 9 hours per week with the possibility to earn income for the work. Graduate students are first and foremost students and the additional work must provide professional development for the student. The duration of the additional work is typically within one semester.
• Graduate Petition for Complete Late Withdrawal
  This form is only to be used by CEHD graduate students requesting to withdraw from all courses for a particular semester after the published deadline has passed.
• Independent Study Form
  The Independent Study form is to be used for undergraduate and graduate students who need to enroll in 1-3 credit hours for a course that is designed for a particular purpose. The student works with a particular faculty member who will be designing this specialized learning opportunity. The faculty member needs to give the course a title (no more than 24 total characters including spaces), and needs to provide a brief summary of the work to be accomplished.
• Master's Thesis Advisory Committee
• Petition to Repeat Form (Graduate Students Only)
  If you have retaken a graduate course, please fill out this form in order to have the repeated course and grade replace the original attempt.
• Request to Re-enroll Form
  The request to re-enroll form allows undergraduate and graduate students who have not attended the university in consecutive semesters (excluding the summer semester) to re-activate their enrollment account with the University of Louisville. Students who have not registered for more than two years will be required to re-apply to the university.
• Request to Withdraw from Graduate Program Form
  If you no longer wish to continue with your graduate program and want to withdraw entirely, then please complete this form. You will need to log-in with your ULink information.
• Transfer of Graduate Credit Form
  Earned graduate credit may be transferred from accredited institutions that offer advanced degrees. See the Graduate School Transfer Policy for more information.
• Visiting Student Form 

• Variance Request Form
  A variance form may need to be filled for a myriad of reasons and below are some common reasons why you may need to submit a variance. You should always consult with your faculty advisor before you attempt a variance form since approval is not always guaranteed and your case may not have merit to warrant a submission.
• Grades of "C"
  The student's academic program may approve six (6) credit hours of coursework in which a grade of C+, C, or C-minus was received to count toward the completion of degree requirements. You will need to submit a variance form if you want to be considered for more than the 6 permitted hours.

• Leave of Absence
  A student who has been accepted into a graduate program is expected to remain in continuous enrollment, either full-time or part-time, throughout his/her matriculation. Students who fail to enroll for a period of more than 12 months will be considered to have withdrawn from the program. If circumstances arise that may cause an interruption in graduate study a student may apply for a leave of absence by requesting such a leave from the unit dean via the variance form. A requested leave cannot exceed one year.

• Time Limitations
  Doctoral and master’s level students must complete their degree within a certain time period. Doctoral students must complete all other requirements for the doctoral degree within four calendar years after passing the qualifying examination. Master’s level students must complete their degree within six calendar years. You would file a variance form if you need a time extension.

• 9-month rule
  Doctoral students must be admitted to candidacy at least nine (9) months before receiving their degree. If students will not meet the time limits for their degree, the program director must submit a variance to Graduate School with a detailed rationale for extending the time limitation.

• Enrollment in term of graduation
  Students must be enrolled in the semester they wish to graduate. For example, if you’re planning on earning your degree in May 2020, then you need to be enrolled in Spring 2020 classes. You would submit a variance form if you are not enrolled in the semester in which you wish to graduate.

• Overload
  Graduate students are considered full-time when in enrolled in nine (9) credit hours; however you may enroll in up to twelve (12) hours. But, any additional hours will require a variance form.

Doctoral Forms

 All forms are fillable PDFs and they should be submitted via the portal once you have secured all the appropriate e-signatures (e.g. student, professor, department chair, etc.). Please do not use outdated forms. 

NOTE: The GSS Office can sign for the Dean so that signature space can be left vacant if your form requires the signature of the Dean. 

Graduate Academic Form Submission Portal

The forms below represent a doctoral student's typical progression through major requirements and milestones in chronological order.

• Comprehensive Exam Declaration Form (Completed one month prior to comprehensive examination date)
• Doctoral students must inform the Doctoral Advisory Committee of their intent to sit for their Comprehensive Exams with ample time for the exam process – typically 4-6 months prior to the examination date.  
• Results of Comprehensive Exam Form (One month following the Comprehensive Examination date)
• The Doctoral Advisory Committee Chair submits the Results of Comprehensive Examination Form to the Office of Graduate Student Success who will notify the Graduate School. A passing grade initiates a nomination to Doctoral Candidacy. The doctoral candidacy milestone is added to the student’s official transcript. (Only to be completed by doctoral advisory chair.)
• Dissertation Advisory Committee Form
• Doctoral Candidacy Phase – After the student is admitted to Doctoral Candidacy, the student should identify the Dissertation Chair and four members of the Dissertation Committee. All committee members must be members of the graduate faculty and at least one member of the Dissertation Committee must be from outside the Program Department. 
• Note: Adding an Ad Hoc Committee Member - If a committee member is outside of the University of Louisville, please submit an e-mail to Dr. Justin Cooper explaining why this individual would be a wise addition to the student’s committee and include the individual’s CV.
• Proposal Approval Form
• Dissertation Proposal Approved – It is the responsibility of the Dissertation Advisor to submit the Proposal Approval Form to inform the Office of Graduate Student Success of the results of the Dissertation Proposal Defense.
• Notification of Dissertation Final Defense (To be completed once the final defense is scheduled) 
• Form should be uploaded by the student to the submission portal at least two weeks BEFORE the intended date.
• Dissertation Approval Form (To be completed immediately following successful final defense)
• Student will submit this form with original signatures to Courtney Kerr, Coordinator of Academic Services, in Houchens Building, Rm. 105. You may submit electronically to Courtney Kerr. This form is required for the awarding of the doctoral degree.

Miscellaneous Doctoral Form:

• Graduate School Dissertation/Thesis Embargo Request Form