	Department of Ethnomusicology Student Services
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GRADUATE POLICIES AND PROCEDURES Residency \| Privacy \| Advising \| Language Exams \| Deficiencies \| Enrollment \| Fee Payment \| Financial Support \| Graduation List Please note: Many policies and procedures for graduate students are different from those for undergraduate students. You are responsible for being aware of official policies, procedures, and deadlines as contained in: Standards and Procedures for Graduate Study Program Requirements for Graduate Study Counseling Document (issued by the Department of Ethnomusicology) Policies and Procedures for Thesis and Dissertation The information presented here is supplemental to the publications listed above and contains some details applicable to the Ethnomusicology major that are not in those publications. (see the Graduate Division web site: www.gdnet.ucla.edu.) CALIFORNIA RESIDENCY* When non-resident tuition is awarded, the Department will offer it only for your first year, unless you are an international student and unable to apply for residency. It takes at least one year to establish California Residency for tuition purposes. You should contact the Residence Deputy in the Registrar’s Office upon your arrival in Southern California to find out the necessary steps to take. You should begin the process of applying for a CA driver's license, changing bank accounts, etc. right away. Detailed information on residency is available at www.registrar.ucla.edu/faq/res.htm. PRIVACY AND ACCESS TO FILES By federal law (FERPA: the Family Educational Rights and Privacy Act) you have a right to see everything in your file except those items to which you have specifically waived your right of access (such as letters of recommendation). "Your file" is anything intended for communication from one person to another that has your name on it. (A person's notes to him or herself are excluded.) No one can keep confidential evaluations in your file without your having a right to review them. No one has a right to see your file without your permission, except on an "in-house, need-to-know" basis. If a faculty or staff member needs access to this information in the normal course of his/her job, that access is available. Top GRADUATE ADVISING In your first year, the department appoints a faculty advisor to help you understand the policies and requirements of the degree program. In the second and subsequent years, you will choose your advisor based on your current interests. This person will usually be someone who is advising your examinations or dissertation. The staff graduate advisor assists students in negotiating UCLA's academic and administrative labyrinth from the time students apply until they leave. Some necessary forms are available in the student services office; though most are online. LANGUAGE EXAMS Departmental language examinations in several European languages are offered at least twice a year. You must sign up with the graduate advisor to take it. Information will go out 3-4 weeks before the exam. Other exams may be offered by individual language departments. English as a Second Language Since English is required for the degree, International students are expected to take English as a Second Language class, as determined by the UCLA English as a Second Language Placement Exam, every quarter until they have completed the university requirement. Additional work in English may be recommended. If English is not your native tongue and you would like to be a TA, it will be necessary for you to take the TOP examination in spoken English. Information on this test is available on the Office of Instructional Development website at: www.oid.ucla.edu/TOP/index.html. DEFICIENCIES AND PROVISIONAL STATUS Students who were assessed deficiencies upon entrance are required to remove those by the end of the first year of study. Students who are admitted on a provisional basis are usually given 3 quarters (sometimes less) to clear their status. Your departmental letter of admission will make the conditions of your continuation clear to you. If you need to do specific remedial work, you should take the classes or contact the necessary faculty and get this cleared up as soon as possible. If your continuation is subject to "a review of your work in the field," the department faculty will review your work during Spring quarter; the Chair will notify you of your status. Since time in provisional status cannot be extended, you will not be allowed to enroll past the original provisional period if the entrance conditions are not met. Top GRADUATE ENROLLMENT Graduate Students are expected to take responsibility for making sure they are enrolled in 12 units by the end of the second week of the term. All enrollment and drop deadlines are available on the Schedule of Classes web site. TAs and RAs who are not enrolled in 12 units, and the necessary 375 course by the 15th day of instruction will be billed by the University for their insurance and any fee remission received as a job benefit. FEE PAYMENT All students will receive a monthly financial statement from the University which will include most debts to the University, such as registration fees and library fines, and all credits received, including fellowship and TA benefits. Amounts owed are due on the 20th of each month. Overdue balances will incur a late fee which will be charged each month the balance is due. After 3 months, the bill goes to a collection agency and a note of your credit risk appears on our computer screen. Students anticipating departmental financial support should contact the graduate advisor with any concerns regarding late fees or disbursement to the BAR account. GRADUATE FINANCIAL SUPPORT Graduate Student Support information will be emailed to you sometime in October or November. It is your responsibility to read this information and act on it within the given deadlines. Departmental fellowship applications are usually available at the same time. It is your responsibility to see that your application is complete and in on time. If you received any financial award and wish for it to be renewed, you must reapply for the following year. Top GRADUATION LIST You should check with the graduate advisor by the second week of the Spring Quarter if you plan to graduate in Spring or Summer to make sure your name is included in the Commencement Program. Students on the list, as well as those who graduated the previous Fall and Winter, will be listed in the commencement program by the School of the Arts and Architecture. TOP
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Department of Ethnomusicology

Student Services

Undergraduate
Policies & Procedures
Degree Requirements
Deadlines
Recitals

Graduate
Policies & Procedures Program Requirements Counseling Document
Degree Progress
TA Guidelines
GSRs & Readers
Forms | Petitions
Deadlines
Resources
Suggested Readings

GRADUATE POLICIES AND PROCEDURES

Residency | Privacy | Advising | Language Exams | Deficiencies | Enrollment | Fee Payment | Financial Support | Graduation List

Please note: Many policies and procedures for graduate students are different from those for undergraduate students. You are responsible for being aware of official policies, procedures, and deadlines as contained in:

Standards and Procedures for Graduate Study

Program Requirements for Graduate Study

Counseling Document (issued by the Department of Ethnomusicology)

Policies and Procedures for Thesis and Dissertation

The information presented here is supplemental to the publications listed above and contains some details applicable to the Ethnomusicology major that are not in those publications. (*see the Graduate Division web site: www.gdnet.ucla.edu.)

CALIFORNIA RESIDENCY
When non-resident tuition is awarded, the Department will offer it only for your first year, unless you are an international student and unable to apply for residency. It takes at least one year to establish California Residency for tuition purposes. You should contact the Residence Deputy in the Registrar’s Office upon your arrival in Southern California to find out the necessary steps to take. You should begin the process of applying for a CA driver's license, changing bank accounts, etc. right away. Detailed information on residency is available at www.registrar.ucla.edu/faq/res.htm.

PRIVACY AND ACCESS TO FILES
By federal law (FERPA: the Family Educational Rights and Privacy Act) you have a right to see everything in your file except those items to which you have specifically waived your right of access (such as letters of recommendation). "Your file" is anything intended for communication from one person to another that has your name on it. (A person's notes to him or herself are excluded.) No one can keep confidential evaluations in your file without your having a right to review them.

No one has a right to see your file without your permission, except on an "in-house, need-to-know" basis. If a faculty or staff member needs access to this information in the normal course of his/her job, that access is available.

Top

GRADUATE ADVISING
In your first year, the department appoints a faculty advisor to help you understand the policies and requirements of the degree program. In the second and subsequent years, you will choose your advisor based on your current interests. This person will usually be someone who is advising your examinations or dissertation.

The staff graduate advisor assists students in negotiating UCLA's academic and administrative labyrinth from the time students apply until they leave. Some necessary forms are available in the student services office; though most are online.

LANGUAGE EXAMS
Departmental language examinations in several European languages are offered at least twice a year. You must sign up with the graduate advisor to take it. Information will go out 3-4 weeks before the exam. Other exams may be offered by individual language departments.

English as a Second Language
Since English is required for the degree, International students are expected to take English as a Second Language class, as determined by the UCLA English as a Second Language Placement Exam, every quarter until they have completed the university requirement. Additional work in English may be recommended.

If English is not your native tongue and you would like to be a TA, it will be necessary for you to take the TOP examination in spoken English. Information on this test is available on the Office of Instructional Development website at: www.oid.ucla.edu/TOP/index.html.

DEFICIENCIES AND PROVISIONAL STATUS
Students who were assessed deficiencies upon entrance are required to remove those by the end of the first year of study.

Students who are admitted on a provisional basis are usually given 3 quarters (sometimes less) to clear their status. Your departmental letter of admission will make the conditions of your continuation clear to you. If you need to do specific remedial work, you should take the classes or contact the necessary faculty and get this cleared up as soon as possible. If your continuation is subject to "a review of your work in the field," the department faculty will review your work during Spring quarter; the Chair will notify you of your status. Since time in provisional status cannot be extended, you will not be allowed to enroll past the original provisional period if the entrance conditions are not met.

Top

GRADUATE ENROLLMENT
Graduate Students are expected to take responsibility for making sure they are enrolled in 12 units by the end of the second week of the term. All enrollment and drop deadlines are available on the Schedule of Classes web site.

TAs and RAs who are not enrolled in 12 units, and the necessary 375 course by the 15th day of instruction will be billed by the University for their insurance and any fee remission received as a job benefit.

FEE PAYMENT
All students will receive a monthly financial statement from the University which will include most debts to the University, such as registration fees and library fines, and all credits received, including fellowship and TA benefits. Amounts owed are due on the 20th of each month. Overdue balances will incur a late fee which will be charged each month the balance is due. After 3 months, the bill goes to a collection agency and a note of your credit risk appears on our computer screen. Students anticipating departmental financial support should contact the graduate advisor with any concerns regarding late fees or disbursement to the BAR account.

GRADUATE FINANCIAL SUPPORT
Graduate Student Support information will be emailed to you sometime in October or November. It is your responsibility to read this information and act on it within the given deadlines. Departmental fellowship applications are usually available at the same time. It is your responsibility to see that your application is complete and in on time.

If you received any financial award and wish for it to be renewed, you must reapply for the following year.

Top

GRADUATION LIST
You should check with the graduate advisor by the second week of the Spring Quarter if you plan to graduate in Spring or Summer to make sure your name is included in the Commencement Program. Students on the list, as well as those who graduated the previous Fall and Winter, will be listed in the commencement program by the School of the Arts and Architecture.

TOP

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