Details of the Declaration of Major Process

The Declaration of Major process can be divided into two basic pathways:
A simple process for single majors when it is clear to the major adviser that the degree can be completed by the posted EGT (Process A, below), and a process for multiple programs such as double majors, major/minor, combined majors, and for plans that cannot be completed by the posted EGT (Process B, below).  Most students will declare under process A.  (Instructions for dropping programs, adding/deleting plans in AIS, disqualification from majors, and notes on program actions and plan sequencing in AIS follow below.)

Process A for single majors that can clearly be completed by EGT:

1. Student either downloads the “Petition for Major/Minor Declaration” or picks it up in the department, fills it out, and gives it to the department/program adviser.
2. Adviser approves the major if
   a) the student meets admissions requirements to declare the major, and
   b) the student can clearly complete degree requirements by the end of the EGT posted in AIS.
3. Adviser signs form and enters the plan in AIS (see “Responsibility for Adding and Deleting Plans” for more information).
4. Form stays at the department as documentation (department/program advising office is the office of record for this form).

The following procedures are at the discretion of the department/program advising office:

Department/program advising offices are welcome to use the “UCSC Academic Planning Form” during the declaration of major process, or may choose to use their own planning forms and/or checklists.  Many programs have already developed these forms for use in planning with their students based on students’ needs and the structure of major requirements.

Department/program advising offices may choose not to do quarter-by-quarter academic plan with a student at the time of declaration, and instead do it at a different time.

Department/program advising offices may continue to offer group orientations or individual advising sessions at the time of declaration, depending on students’ needs and the structure of the specific major/minor program.

Department/program advisers may exercise discretion on whether to require a student to consult with a college adviser regarding general requirements and/or the EGT, and can require the “UCSC Academic Planning Form” for these purposes.

Process B for double majors, major/minor, combined majors (includes adding a second program to declared major), and for plans that may exceed the posted EGT:

• Student either downloads the “Petition for Major/Minor Declaration” or picks it up in the department, fills it out, and gives it to the department/ program adviser (adviser 1).  (If a student is petitioning for a major/minor program, the student should first go to the major adviser, then the minor adviser.)
• Adviser 1 approves the major if the student meets the admissions requirements to declare the major, signs form and enters the plan in AIS (see “Responsibility for Adding and Deleting Plans” for more information).
• Adviser 1 works with the student to develop an academic plan using the “UCSC Academic Planning Form,” signs plan, and sends the student to the second department/program advising office (or college, if no second program and EGT is exceeded).
• Student takes the signed “Petition for Major/Minor Declaration” and “UCSC Academic Planning Form” to the second department/program advising office (adviser 2).
• Adviser 2 approves the major if the student meets the admissions requirements to declare the major, signs the “Petition for Major/Minor Declaration” and enters the plan in AIS (see “Responsibility for Adding and Deleting Plans” for more information). Form stays at the second department as documentation (second department/program advising office is the office of record for this form).
• Adviser 2 works with the student to include the requirements for the second major or minor on the “UCSC Academic Planning Form.”  If the student can clearly complete degree requirements by the end of the EGT posted in AIS, adviser signs the planning form, and the form stays at the department for documentation (last advising office is the office of record for this form).  A copy should be given to the student.
• If the student’s plan exceeds the EGT posted in AIS, the student takes the “UCSC Academic Planning Form” to their college to discuss time to degree requirements and get EGT adjusted or extended.  College keeps the planning form as documentation (college office is the office of record for the form used to adjust the EGT).  No copies are needed, except for student.  If extension cannot be granted, college will communicate with the student and department(s).

The following procedures are at the discretion of the department/program advising office or college office:

Department/program advising offices are welcome to use their own planning documents in addition to the “UCSC Academic Planning Form.”

The department/program adviser may waive the requirement for a quarter-by-quarter academic plan in cases in which it is clear the student can complete all requirements by the end of the expected graduation term (EGT) posted in AIS (typically when a student is adding a major or minor late in their academic career, and has already completed most or all requirements).  When this requirement is waived, it should be done in consultation with the second department.

The college has discretion to require a signed “UCSC Academic Planning Form” when a student will not meet the applicable declaration of major deadline, for purposes of planning for readmission, or in cases where a student’s progress or academic standing is of special concern.  Colleges will check “other” and note reason for form’s use.  In these special situations (unrelated to declaration of major), the “UCSC Academic Planning Form” can be a tool of collaboration between programs and colleges for monitoring and advising at-risk students, and both offices may wish to keep copies of the form.