Degree Audit Requirements and Guidelines
The Degree Audit Form* is a summary of all courses in a student’s graduate degree. The content, purpose, and timing of the form vary between Certificate, MS, and PHD degrees (see below). The form is required for all graduate students and should be submitted to the Office of Graduate Studies at least one semester prior to graduating. Students earning more than one graduate degree must submit the appropriate Degree Audit form for each degree.
When processing the Degree Audit forms for Certificate, MS students, the Office of Graduate Studies will add the graduation application based on the expected graduation date entered on the Degree Audit form. If a student would like to change to a different graduation term, they may email raungst@mines.edu with their CWID, degree program and the term they wish graduate in. For PHD students, the Office of Graduate Studies will be able to add the graduation application after the Admission to Candidacy form has been processed.
*ALL thesis-based students must submit the Advisor/Committee form to the Office of Graduate Studies (OGS) and have it approved prior to submitting the Degree Audit Form and/or the Admission to Candidacy Form (PHDs only). Thesis-based students who submit a Degree Audit form prior to submission of the Advisor/Committee form will have the Degree Audit form returned and if not re-submitted by the deadline, OGS will considered the form late, which could impact graduation. Non-thesis students will only need to submit an advisor form, if changing advisors or adding a minor.
Certificate students need to submit the Certificate Audit form
* Master’s non-thesis students do not need to submit a Degree Audit form, but will need to apply to graduate in Trailhead by the application deadline, which is the first day of classes for the semester they are graduating in. A Course Substitution/Double Counting/Transfer form will be created soon. Students that have taken courses other than what is required based on their admit term catalog will need to submit this form so that an exception can be entered in Degree Works for that course(s), since courses will appear as a requirement not met in the degree evaluation in Degree Works.
Master’s thesis students need to submit the Degree Audit – MS Thesis form
PhD students need to submit the Degree Audit – PhD form
- In addition, PhD candidates must submit the Admission to Candidacy form after completing the PhD qualifying process. Please turn this form in to the Office of Graduate Studies.
Submission Deadlines
Semester prior to intended graduation or earlier
- December graduation – submit form no later than May 1
- May graduation – submit form no later than last day of spring term priority registration in November – see Academic Calendar
- August graduation – submit form no later than March 1
For Certificate and Master’s students, submission of the Degree Audit form will allow OGS to add the graduation application.
For PhD students, submission of the Admission to Candidacy form will allow OGS to add the graduation application.
If you miss the deadlines listed above, you will not be able to apply to graduate. *Please allow 2 weeks processing time.
Form Submission Requirements
- Download, complete and sign the degree-specific Degree Audit Form
- Obtain signatures from:
- Advisor
- Committee members (MS thesis and PHD students)
- Program director/department head.
- Make a copy for your personal records
- Submit form to the Office of Graduate Studies
Courses/Credits that Cannot be Used
- Prerequisites or deficiencies
- OGS does not monitor prerequisites or deficiencies
- 100, 200 or 300 level courses
- More than 9 credits of 400 level coursework
- Coursework that was taken as an undergraduate and used towards the undergraduate degree
- Exception made for combined students enrolled in degree programs that allow double counting. Combined students may list a maximum of 6 double count credits
- Courses with 0 credit
- Courses with NC grades
- Transfer courses that exceed the maximum allowed
Form Purpose - Master's Degree
- Declares the coursework that will constitute a student’s graduate degree plan.
- Only list courses required for degree including future credits so that the total number of credits listed equals the number of credits required to earn the degree. Do not list all courses taken.
- Only courses taken for credit may count towards a degree (ie. no Audit or NC courses).
- Maximum of 9 credits of 400 level coursework.
- Only courses with a grade of C- or better, or PRG grades may count towards a degree (ie. no D, F or PRU grades allowed).
- Certifies that the advisor/committee* approves of the courses on the graduate degree plan.
- This form can be submitted as early as the second semester of the degree program.
- Course changes MUST be approved by the advisor/committee & department head on the Addendum to Degree Audit form and submitted to the Office of Graduate Studies.
- Transfer credits and Double counting credits (limits apply – see transfer limits)
- Transfer credits from other universities:
- Registrar must have official transcripts
- List in the transfer section on Degree Audit
- Transfer credits from Mines (taken while an undergraduate
- Do no list these credits in transfer section. Instead, list in Section A.
- Credits cannot have been used towards the undergraduate degree.
- Transfer credits from other universities:
Form Purpose - Doctoral Degree
- Certifies that the student has completed all the coursework for the graduate degree plan.
- Only list courses required for degree including future credits so that the total number of credits listed equals the number of credits required to earn the degree. Do not list all courses taken.
- Only courses taken for credit may count towards a degree (ie. no Audit or NC courses).
- Maximum of 9 credits of 400 level coursework.
- Only courses with a grade of C- or better, or PRG grades may count towards a degree (ie. no D, F or PRU grades allowed).
- Certifies that the advisor/committee* approves of the courses on the graduate degree plan.
- Course changes MUST be approved by the advisor/committee & department head on the Addendum to Degree Audit form and submitted to the Registrar’s Office
- Transfer credits and Double counting credits (limits apply – see transfer limits)
- Transfer credits from other universities:
- OGS must have official transcripts
- List in the transfer section on Degree Audit
- Transfer credits from Mines (taken while an undergraduate)
- Do no list these credits in transfer section. Instead, list in Section A.
- Credits cannot have been used towards the undergraduate degree.
- PHD students using Mines graduate level work taken while earning a Mines Master’s degree ARE NOT transfer credits. List all these credits in Section A.
- Transfer credits from other universities:
Responsible Conduct of Research
- All thesis-based students must check the appropriate box.
- Any student receiving NSF funding must take one of the Responsible Conduct of Research courses. NSF funded students who do not complete the coursework will not be awarded a degree.
Students enrolled in two master’s degree programs
- Count up to 1/2 of the required credits of the degree with the fewest required credits towards both degrees (written approval from both degree programs required).
- For example, a student enrolled in a 36 credit MS degree and a 30 credit ME degree may count up to 15 credits towards both degrees.
- Degree Audit forms for each degree must be submitted along with the written approval from both departments.
- Approval must include a list all the courses that can be counted towards both degrees and a statement that the department agrees that the courses can be used towards two degrees.
Students enrolled in a master’s degree and a PhD degree
- Use all of the credits used toward the master’s degree toward the PhD (advisor/committee and department head approval required).
- Degree Audit forms must be submitted for both degrees.
- The advisor’s/committees’ & department head’s signatures on the degree audit forms, indicates that degree should be awarded based on the coursework/credits listed and any other departmental requirements have been waived.