FREQUENTLY ASKED QUESTIONS FOR GRADUATE STUDENTS

Graduate students often become overwhelmed during the course of graduate study. Required paper work must be submitted at various points throughout the course of study often within a short period of time. The graduate experience must be carefully planned. This information is intended to assist graduate students during their time at WKU.

What is a Form B/C?
A Form B/C is the graduate degree program. It must be filled out by the student and advisor. The advisor must approve of the courses listed on the degree program. If a student is pursuing a master’s degree that is in the teacher education area, the Form B/C must be approved in the Office of Teacher Certification prior to being submitted to the Office of Graduate Studies and Research.

How do I get a Form B/C?
Your academic department and your graduate advisor will have Form B/C available.

When do I need to submit my Form B/C?
The Form B/C MUST be submitted prior to the completion of twelve (12) hours of graduate course work. Failure to file the Form B/C will result in not being able to register for any additional courses until the Form B/C is submitted with appropriate signatures.

How do I know if my Form B/C is approved?
Once the degree program (Form B/C) has been officially approved by personnel in all required areas, you will receive a signed copy in the mail. Along with your copy of the Form B/C, you will receive a Form D.

What is a Form D?
Form D is the admission to candidacy that must be submitted by all degree seeking students. The purpose of the Form D is to provide a planned, formal review of student progress toward the specified program of study (Form B/C).

What does admission to candidacy require?
Admission to candidacy requires an approved program of study; removal of any deficiencies or conditions for full admission; a GPA of at least 3.0 on all graduate course work at the time of admission to candidacy; completion of the foreign language examination or the Research Tool as specified in various program requirements; approval of the major advisor or departmental representative; and approval of the Dean of Graduate Studies and Research. The Form D MUST be approved and signed by the advisor or departmental representative before submitting the form to Graduate Studies.

When should I submit the Form D?
The Form D should be submitted before you have completed 21 credit hours and after, if applicable, completed your research tool and removed any deficiencies with a grade of A or B, and completed at least 15 hours of course work.

How do I know if my Form D is approved?
The Form D will be approved by the advisor and/or department before being submitted to Graduate Studies for approval. After a thorough review of student progress, the Form D will be approved in the Graduate Studies office. A copy will be mailed to the student along with an application for graduation and other relevant information pertaining to graduation at WKU.

Do I have to take a comprehensive examination before I receive my degree?
Yes. All graduate degree programs require that students successfully complete a written or an oral examination. The following requirements must be met before students are permitted to take comps: (a) gain admission to candidacy; (b) have no more than nine hours remaining on the degree program; (c) complete any additional requirements as specified by the faculty in the department which houses the program; and (d) complete at least one half of the course work in an approved program minor (if applicable). Students take comps in the last semester of enrollment. Comps are scheduled in the College of Education Dean’s office for all education students and in the academic departments for all other degree seeking students.

Do I have to write a thesis?
Most degree areas and departments offer both Plan A (thesis) and Plan B (non-thesis). If you opt for Plan A (thesis), thesis credit (6 semester hours) is included in the hours required for the degree. A student must maintain matriculation until the thesis is approved. A copy of the thesis guidelines may be obtained in the Office of Graduate Studies and Research.

When do I need to submit my thesis?
Students should submit the thesis at least three (3) weeks prior to the end of the semester.

How many hours may I take as a graduate assistant?
Graduate assistants may enroll in nine to twelve (9-12) hours during each semester that coincides with the graduate assistant appointment.

How do I receive payment of my graduate assistantship?
Graduate assistants receive a stipend that is distributed in the form of a pay check issued once a month on the last working day. The date of the first pay period is contingent upon when the student signs the necessary tax forms and the paper work gets processed through all the campus offices.

Where do I go to sign my tax forms in order to get on the payroll?
You will need to report to your college dean’s office to submit the necessary paper work prior to your first day of work.

Where will I pick-up my pay check?
Graduate assistant pay checks are to be picked up in the departmental office. 

What if I miss an initial pay period due to some reason?
Regardless of when the first check is issued, you will receive the amount awarded to you in the appointment letter for your assistantship. In the event of a delay in the processing of the payroll information, the total amount will be divided among the remaining dates for checks to be issued during the term of appointment.

Is my graduate assistantship automatically renewed?
No. ALL graduate assistants must reapply for a graduate assistantship to be considered for renewal. Graduate assistants are only appointed for an academic year or for one semester. There is no guarantee of a continuation of the assistantship. All assistantships are contingent upon funds available to support the position as well as the performance of the student.

How do I apply for an extension of my graduate assistantship?
You need to submit an application for a continuation of the assistantship. You should indicate the desired semester for the continuation. All continuations are contingent upon funding available in each college dean’s office and successful completion of assistantship duties as assigned in the initial appointment period. 

Do I need additional letters of professional recommendation when I reapply for my assistantship?
No. If you are reapplying for a continuation of your assistantship in the same area, you will not need to submit additional letters of recommendation. The original letters remain on file.

When do I need to apply for a continuation of my assistantship?
Because assistantships are offered on a competitive basis, the earlier the better. The following policy has been approved by the Office of Graduate Studies and Research:

To receive maximum consideration for a graduate assistantship, all application materials (application and three professional letters of recommendation for first time students; application for continuation for students wishing to extend the current assistantship) need to be received in the Office of Graduate Studies and Research by the following dates:

Fall Semester and/or Academic Year appointment – June 30
Spring Semester – October 15
Summer Session – April 1

What do I do if I need to resign my assistantship?
If you find you must resign your assistantship appointment, a letter of resignation must be submitted to the graduate advisor or supervisor of the assistantship, the department head, college dean, and dean of graduate studies.

Who do I contact if my mailing address changes during the term of my graduate assistantship?
You need to notify your college dean’s office and the office of Human Resources. You should also notify the Registrar’s Office and/or the Office of Graduate Studies and Research if your permanent mailing address changes.  Address changes may be made on TopNet.

Where do I submit my application for graduation?
The application for graduation along with a graduation fee must be submitted to the Office of the Registrar located on the second floor of Potter Hall. Please do NOT submit the graduation application and fee to Graduate Studies.

Do I have to pay the graduation fee even if I do not participate in the commencement ceremony?
Yes. All students who receive a degree must pay the graduation fee.