Graduate Studies Program of Study Form

Purpose

The Graduate Program of Study (POS) Form is used by students to request updates, changes, or approvals related to their graduate program. Once submitted, the form follows a structured review workflow:

How the Review Process Works

Once the form is submitted, it moves through the following workflow:

1. Graduate Advisor Review

The advisor selected on the form reviews the request first.

2. Program Director Review

After advisor approval, the request is forwarded to the academic program director.

3. School of Graduate Studies Review

A Records Specialist performs the final review. Processing may take up to 10 business days.

4. Final Decision Notification

The student receives an approval or denial email at their official SCSU email address. The completed form is archived in the student’s account for reference.

Returned Requests

If any reviewer determines that additional discussion or clarification is needed, the form is returned to the student for revision.

  • The student is notified by email with specific instructions.
  • After resubmission, the review process restarts in the same order.

Canceling a Request

If a request should be withdrawn:

  1. Open the original form link.
  2. Scroll to the bottom of the page.
  3. Select Cancel Request and confirm.

Student Information

This section is automatically populated from the student record system and includes:

  • Name
  • StarID and Tech ID
  • SCSU and personal email addresses
  • Phone number
  • Completed graduate credits
  • Cumulative GPA
  • Active registration holds

Note: Address and phone number updates must be made through e‑Services. They cannot be edited on the form.

Program and Advisor Selection

Students must select:

  • Graduate Program
  • Graduate Advisor

The advisor selected here becomes the first reviewer once the form is submitted.

Completing the Request (“I want to”)

  • Student must consult their advisor before completing these sections.
  •  At least one section needs to be completed before submitting the request.
  • Open each section of the form as necessary for the request that you would like to include within the form. Close the section if you do not want it to be included at this time.
  •  All fields within each open section are required, with only a couple of exceptions. All required fields are denoted with a red left border on the field.

 

Select or change my program concentration

  • Fill in your current concentration.
  • Fill in the concentration that you want to change to.
  • Check the box to confirm that the Select or Change My Program Concentration section is complete.

 

Select or change my culminating project

  •  Select the appropriate culminating project (required; only one needs to be selected)
  • Thesis
  • Creative Work
  • Field Study
  • Starred Paper
  • Comprehensive Exam
  • Capstone
  • Portfolio with a Project
  • Portfolio with an Internship
  • Portfolio with Practicum
  • Doctoral Dissertation
  • Fill in the number of credits for the culminating project ONLY in the text area (required). Consult an advisor if uncertain.
  • Check the box to confirm that the select or change my culminating project section is complete.

 

Have electives approved

  •  List the advisor-approved electives for inclusion on the degree audit (required, can add up to 10 courses)
  • Department and Course Number
  • Course Title
  • Check the box to confirm that the “have electives” approved section is complete.

 

Request substitutions, exceptions, or changes to the approved curriculum

  • If you checked Substitution, please list the courses to be substituted in place of required courses (at least one; you can add more using the ‘add course’ button to the lower right)
  • Required course
  • Substituted course
  • Rationale
  • If you checked Exception for waiving a regular core course, please fill in the following (required)
  • List the requested exception text area
  • Explain reasoning in the text area
  • Check the box to confirm that the approval of the curriculum changes section is complete.

 

Transfer (in) coursework

  • List all the transfer in coursework credits (at least one; you can add more using the ‘add course’ button to the lower right)
  • Dept and Course No.
  • Name of Course
  • College or University
  • Semester/Credit Hours
  • Grade Earned
  • Date Completed
  • SCSU Course Equivalent
  • Upload official transcript
  • Check the box to confirm that the transfer in the coursework section is complete.

 

Validate coursework completed at St. Cloud State that is over 7 years old

  • Do not complete this section until after consulting with the School of Graduate Studies, Graduate Records Specialist, to obtain appropriate instructions (required)
  • Check the box to certify that you have consulted with SGS
  • Enter the Full name of the SGS staff member
  • Enter Date of consult
  • Upload completed validation documents for courses desired for validation
  • Check the box to confirm that the validate coursework section is complete.

 

Change my POS to the newer course catalog year

  • To change to a newer version of a program catalog, fill in the following (required)
  • Choose the catalog version to which you wish to change your POS
  • List your reason for this request in the text area
  • Check the box to confirm that the Change My Catalog Year section is complete.

 

Pursue a double/second major or additional concentration

 

Double Major

  • Check the Double Major check box if you are a currently admitted student and want to pursue two programs within the same degree. You must be accepted/admitted to both majors. One degree is awarded with both majors listed on the transcript.
  • Enter the double or second major along with the primary major to complete the section (required)
  • What is your primary major (First Program)?
  • What is your double or second major (Second Program)?

 

  • What is the anticipated year/term the double major will be awarded.
  • Fill out the additional credits detail.
  • Check the box to confirm that the Pursue a double major section is complete.

 

Second Major

  • Check the Second Major check box if you have already earned a degree and wish to add a major to that degree. You must be accepted/admitted to both majors. One degree is awarded with both majors listed on the transcript.
  • Enter the double or second major along with the primary major to complete the section (required)
  • What is your primary major?
  • What is your double or second major?

 

  • Fill out the additional credits detail.
  • Check the box to confirm that the Pursue a double major section is complete.

 

Second Major Equivalent

  • Check the Second Major Equivalent box.
  • Enter the previously awarded degree and the institution that awarded the degree.
  • Enter the second major equivalent that you will be earning and the year term it will be awarded.
  • Fill out the additional credits detail.
  • Check the box to confirm that the Second Major Equivalent section is complete.

 

Additional Concentration

  • Check the Additional Major check box if you are/have already declared/completed one or more concentrations and want to pursue another concentration. You must be accepted/admitted to both majors. One degree is awarded with both majors listed on the transcript.
  • Enter the double or second major along with the primary major to complete the section (required)
  • What is your primary concentration?
  • What is your second concentration?
  • Check the box to confirm that the Pursue a double major section is complete.

 

Pursue a dual degree

  • Data populated for the student from ISRS:
  • Programs admitted to
  • Fill in the following fields for pursuing a dual degree.
  • What is your program of study-culminating project? (Or first, if doing two) (required)
  • If you are completing two culminating projects, what is your second project? (Required if doing two)

 

  • Enter the courses which are agreed upon between both academic programs (required at least one, can add up to 6)
  • Course Dept and No.
  • Credits

 

  • Check the box to confirm that the Pursue a dual degree section is complete.

 

Use earned credit as a non-degree-seeking student for a degree program

  • Enter the credits which are earned as a non-degree seeking student for a degree program (require at least one, can add up to 4)
  • Course Dept and No.
  • Credits

 

  • Check the box to confirm that the Using Non-Degree Credits section is complete.

Comments or Additional Information

This optional section allows students to:

  • Add comments or explanations
  • Upload supporting documentation

Uploaded files can be viewed or removed before submission.

Student Acknowledgment and Submission

Before submitting, students must acknowledge that all information provided is complete and accurate. Submitting the form initiates the review process.

Email Notifications

Students will receive automated emails throughout the process, including:

  • Submission confirmation
  • Requests for resubmission
  • Resubmission reminders (every two days until completed)
  • Final approval or denial notification

All messages are sent to the student’s official SCSU email address.

Additional Notes

Students are strongly encouraged to consult their advisor before submitting a request and to monitor their email regularly for updates or required actions.

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