Graduate Student Procedures

 

Instructions for Scheduling the Ph.D. Oral Qualifying Examination (Quals)

    1. Complete the Doctoral Committee Nomination Survey and submit a one-page abstract of your prospectus at least three weeks before the date of your examination. Any days that the University is closed will not count toward the time that the form is submitted in advance.
    2. Ensure that you have taken all courses on your Ph.D. Program of Study If there have been any changes since you submitted your last Ph.D. Program of Study, please be sure to submit an updated version. If you have not taken either ECE 297 or ECE 295 by the time that you take your qualifying examination, a hold will be placed on your account until you complete the course(s).
    3. Contact the Chair’s Assistant (58-121 Engr. IV) about the procedure for reserving a room for your examination. The Chair’s Assistant can be contacted by email at ecechair@seas.ucla.edu by telephone at 310-825-2647.
    4. At least two weeks before your exam, send your doctoral committee a copy of your prospectus. Students are advised to speak with their advisors for their expectations on the length and content of the prospectus.
    5. Send an email to ee_exam@seas.ucla.edu with the following information:
      • Name
      • UID
      • Faculty Advisor
      • Date of qual exam
      • Time of the exam
      • Location of the exam
      • Title of your prospectus

 

Instructions for Scheduling the Ph.D. Final Oral Exam (Defense)

    1. Contact the Chair’s Assistant (58-121 Engr. IV) regarding the procedure for reserving a room and the steps necessary for preparing a department flyer for your defense. The Chair’s Assistant can be contacted by email at ecechair@seas.ucla.edu by telephone at 310-825-2647.
    2. Send an email to ee_exam@seas.ucla.edu with the following information:
      • Name
      • UID
      • Committee Members
      • Date of exam
      • Time of the exam
      • Location of the exam
      • Title of your dissertation
    3. If any of your committee members have changed since you took your Qualifying Examination, you will need to begin the process of reconstituting your committee at least three weeks before your defense.
    4. At least two weeks before the date of your exam, send your doctoral committee a draft of your dissertation.
    5. Please refer to the Graduate Division’s website for more information on formatting requirements and for steps on initiating the filing process.

 

Reconstitution of the Doctoral Committee

To reconstitute their doctoral committee students must complete the Doctoral Committee Reconstitution form. The form requires the approval of all current members (and proposed members if committee members are to be added). Students may either receive approval from their committee members in the form of a physical signature or an email from their ucla.edu email address. In the event that the request is to be approved by email, students must include the eerequest@seas.ucla.edu email address and attach an electronic version of their reconstitution form.

The reconstitution form and all faculty approvals must be submitted to the ECE Office of Graduate Student Affairs at least three weeks before the date of the student’s examination.

 

Verification Letters

Students requesting verification letters from the ECE Graduate Office must submit their requests, by sending an email to eerequest@seas.ucla.edu, at least five (5) business days before they require the letter. In the body of the email, students are encouraged to include as much information as possible regarding the requirements for the letter, preferably in the form of a list.

 

M.S.-to-Ph.D. Application Instructions

M.S. students with at least a GPA of 3.5 may apply to begin the Ph.D. program during the quarter immediately after completing their M.S. degree. If admitted, a student’s ability to begin the Ph.D. program is contingent upon the completion of all M.S. program requirements within the time limit specified by the Department.

To apply to the Ph.D. program through this process, M.S. students must submit the following materials:

  1. A completed application form signed by the student’s proposed faculty advisor.
  2. A statement of purpose of no more than 2 pages in length.
  3. A current CV or resume that includes a list of any and all publications.
  4. Three (3) Recommendations. Each recommendation consists of a written letter of recommendation and a recommendation form. The recommendations should either be emailed to eerequest@seas.ucla.edu or submitted to the Electrical and Computer Engineering Office of Graduate Student Affairs located in 57-127 Engr. IV.

One of the student’s recommendations should be from the faculty member who has agreed serve as the applicant’s Ph.D. advisor. The letter of recommendation from the faculty member agreeing to be the student’s Ph.D. advisor should also include a statement on any financial support that he/she intends to provide to the applicant if admitted to the Ph.D. program.

All materials must be submitted by the second week of the quarter prior to an M.S. student’s intended quarter of graduation.

 

Curricular Practical Training (CPT) Requests

To be eligible for CPT, students holding an F-1 visa must have continuously maintained their visa status for at least one academic year (Fall, Winter, and Spring quarters). Students must notify the ECE Office of Graduate Student Affairs of their intent to participate in CPT and complete the department’s electronic CPT request form at least five (5) business days before their schedule appointment with DCISS.

    Academic Year CPT (Fall, Winter, or Spring)

    Students who have met the minimum requirements for participating in CPT, but who are not yet eligible to participate in full-time CPT must request permission to enroll in their advisor’s section of EC ENGR 596. They must then forward this confirmation to the ECE Graduate Office at eerequest@seas.ucla.edu, along with completing the electronic CPT request form.

    M.S. students may not participate in full-time CPT during the academic year until they have completed all course requirements for their degree and have submitted the necessary paperwork to declare their intent to graduate.

    Ph.D. students may only participate in full-time CPT during the academic year after advancing to candidacy (passing their Oral Qualifying Examination). After passing this examination, they may request a waiver letter from the ECE Graduate Office to avoid needing to enroll in a CPT course.

    Summer CPT

    During the summer quarter, all students may participate in full-time CPT, assuming that they meet the minimum CPT requirements. Ph.D. students who have not advanced to candidacy and M.S. students must enroll in the Summer CPT course (EC ENGR 297). Although this summer course has the same number as the seminar course offered during fall, winter, and spring quarters, it does not count toward course requirements. Only the EC ENGR 297 seminar, taken during the academic year, may count toward graduation requirements.

 

Optional Practical Training (OPT) Verification Requests

M.S. students who hold an F-1 visa and who intend to apply for OPT status must complete all steps for graduation before our office can approve of their request. This includes the submission of their M.S. Advancement to Candidacy form, revised M.S. Program of Study, and completion of the M.S. graduation survey. The ECE Office of Graduate Student Affairs sends a quarterly email which includes the necessary information for declaring intent to graduate during a given quarter.

Ph.D. students who intend to apply for OPT status must send an email to their faculty advisor asking them to confirm the following information:

    • The date by which a student is expected to file their dissertation.
    • That the faculty advisor approves of the student beginning their OPT Status after the specified date.

The email to the student’s faculty advisor must include the eerequest@seas.ucla.edu email address.

For all departmental OPT verification requests, our office requests a processing time of at least five (5) business days.