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Graduate Coordinator's Toolbox

Graduate Coordinator's Toolbox
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Application Review Process in WebAdMIT

A step-by-step training manual on how to review graduate program applications in the WebAdMIT (Cal State Apply).

Application Review Process in WebAdMIT (Oct-2019)

Assignments/Faculty Review Process in WebAdMIT

A step-by-step training manual on how to complete the assignments/Faculty Review in the WebAdMIT (Cal State Apply).

Assignments/Faculty Review Process in WebAdMIT (Feb-2020)

Best Practices for GPA Requirement CSUSB Best Practices for GPA Requirement

California Code of Regulations

Title V

The Master's Degree

The Doctor of Education Degree

Admission to Graduate Standing

Academic Probation and Disqualification

Cal State Apply Application Guide

A guide for students on how to complete the CSU Apply application.

Cal State Apply Application Guide (Sep-2017)

Change of Program Application (COPA)

Steps for graduate students who plan to switch from the quarter bulletin to the semester bulletin: Submit a revised program plan and a Change of Program Application ($6.00 fee waived) to Carolyn Smith in the Office of the Registrar.

Change of Program Application (COPA)

Faculty Senate & Graduate Council

The Faculty Senate is responsible for representing the university faculty, and addresses campus policies, including graduate education. The Graduate Council is responsible for development and review of all policies and procedures pertaining to graduate programs. Council recommendations are forwarded to the Faculty Senate Executive Committee for consideration.

Graduate Council Members

Grad Council


Guide to Graduate Exceptions from the Audit (EFA)


Guide to Graduate Exceptions from the Audit (EFA) - PeopleSoft

Guide to Graduate myCAP

PAWS - Graduate Exceptions from the Audit (EFA)

PAWS - Graduate Exceptions from the Audit (EFA) - PeopleSoft

MyCAP Tutorial (Video)

MyCAP Overview (PDF)

Graduate Coordinator's Access to OnBase

Log-in through the Horizon HTML system to access the Electronic Decision Form.

Coordinator's Access to OnBase (Apr-2020)

Graduate Coordinator's Handbook

A quick reference guide to university policies and procedures, and the role of the graduate coordinator.

Graduate Coordinator's Guidebook 2023 - 2024

Graduate Program Information List

List of all graduate programs and Cal State Apply application deadlines.

Degrees and Department Contacts

Graduation Writing Assessment Requirement (GWAR)

The Graduation Writing Assessment Requirement (GWAR) (FAM 841.97, revised February 2019) must be satisfied before a graduate student is awarded a master's or doctoral degree. Demonstrated competency in writing skills is a California State University requirement. The graduate program shall determine the manner by which a student satisfies the GWAR by requiring one of the following options:

a. The student shall take an existing 306 course or other upper division writing course and attain a grade of B or better; or

b. The student shall achieve an acceptable standardized test score, such as the Analytical Writing subtest of the Graduate Management Admissions Test (GMAT) or the Graduate Record Examination (GRE), as determined by the program; or

c. The student shall complete a program-specific writing intensive course with a grade no lower than a B-; or

d. The student shall submit a paper(s) that receive(s) a passing score as evaluated in the following four areas: A) Integration/Critical Analysis, B) Content/Organization, C) Syle/Format, and D) Grammar/Usage; or

e. The student shall complete a writing intensive thesis or project, or a comprehensive exam.


Holistic Admissions 

Graduate Studies has developed a workshop and handout on holistic admissions, a process that considers the applicants unique experiences as well as academic achievements. Program coordinators are encouraged to review their admissions criteria and work toward a holistic approach.

Holistic Review in Graduate Admissions Presentation

Holistic Admissions Handout

Online Change of Grade Quick Reference Guide Change of Grade Cheat Sheet for Faculty

Petition for Suspension of Degree/Program Form

Any program that is under consideration for suspension will need to file a Petition for Suspension of Degree/Program Form. A degree/program can be suspended for a maximum of 3 years. Before the month of January of the year in which the suspension expires, the department or program faculty will notify Academic Programs of their intention either to reactivate the program or to start the discontinuance process in accordance with FAM 856.3 outlines the policy and procedures for reviewing a program for discontinuance or merger.

Petition for Suspension of Degree/Program Form

Probation Advising Form for Graduate Coordinators

This form is for students who have been placed on probation to work with you to develop a plan to raise their GPA to the minimally required 3.0. The completed form should then be emailed to

Probation Advising Form

Waiver of Program Residency Requirement

In accordance with university regulations, no more than 9 semester units of credit may be earned outside of residency within the program. In order to request a waiver of this requirement a waiver request must be submitted.

Waiver of Unit Requirement Form

Q2S GPA/Unit Calculator Q2S Calculator

Recertification of Expired Coursework

This request is required to recertify courses older than the maximum number of years specified by your program. The maximum age limit for a course to be recertified is twelve years since the course was first taken, and only two-thirds of a program can be recertified.

Recertification Request Form

Thesis/Project/Dissertation Committee Change Form Committee Change Form

Thesis/Project/Dissertation Committee Policy and Guidelines

This document sets forth policies for functioning of thesis, project, and dissertation committees, including the number of committee members, expectations, and procedures for addressing vacancies and disputes. The guidelines were approved by the Graduate Council on 6/1/2020.

Thesis/Project/Dissertation Committee Policy and Guidelines

Thesis/Project/Dissertation Supervision Workshop

Presented by Caroline Vickers, this workshop describes the policies and guidelines for thesis, project, and dissertation committees at CSUSB.

Thesis/Project/ Dissertation Workshop Video


Instructional tutorials, tips, and cheat sheets for using PeopleSoft and managing data.

This new query will provide the following information for new graduate applicants;

  • Student information (ID Name, Last Name, Gender, and Ethnicity)
  • Application information (Application Number, Admit Term, College, Academic Program, and Academic Plan)
  • Enrollment Status (Admit Type, Program Action, and Enrollment Status)
  • Other related information (Ext GPA and Institution Origin)


Graduate and postbaccalaureate applicants may apply for a degree, a credential or a certificate. Depending on their objective, applicants may be accepted in one of the following categories.

How to Run a Query for a List of All Graduate Students in Your Program

How to Run a Query for a List of New Graduate Applicants

Categories of Graduate Admission