Academic Certificate Enrollment Request Form (Power Automate Workflow):

A student currently enrolled in a program may request enrollment in an Academic Certificate by completing this form. The request must be approved by the student’s primary Academic Associate and Program Officer then the Academic Associate and Program Officer for the Academic Certificate program. For International Students, approval from the International Programs Office, via Mr. Craig Coder, is also required in the workflow. The deadline to submit workflow form is 2 weeks prior to the Academic Certificate's graduation ceremony date. 

Note: The Expected Grad Date (ExpGrad Date) is based on when the last required certificate course will be taken. If all courses are already completed, the expected grad date will be the upcoming graduation month. Once the request is approved, the Registrar’s Office will automatically be notified, and will update Python within one week. 

 Directed Study Form (Power Automate Workflow):

Proposals for directed study are to be jointly developed by the student and sponsoring faculty member, then routed for approval through the Instructor, Academic Associate, Program Officer and Department Chair, if required (and Vice Provost/Provost if an Overload).  The deadline to submit a request is the quarter’s Add/Drop deadline.  Once the request is approved, the Registrar's Office will automatically be notified and will update PYTHON by the end of the Add/Drop deadline.

 Pass/Fail Grading Request Form (Download form to enable digital signatures):

A student in a degree program who wishes to take courses not in his or her normal program may also elect to take them in the Pass/Fail mode. Approval must be granted by the student's cognizant Program Officer and academic unit Chair. It is the responsibility of the student to exercise the P/F option by informing the instructor in writing at the time of enrollment that a P/F grade is desired. A copy of the approval request shall be forwarded to the Registrar. Students electing to receive the P/F grade in letter graded courses may not apply the hours toward the degree and curriculum requirements of any program.

Staff/Faculty Course Enrollment Form (Download form to enable digital signatures):

This form is for Staff/Faculty who are requesting course enrollment. Based on the completion of this form and required signatures, the Registrar’s Office will enroll you into the course(s) via Python, no later than the Add/Drop Deadline (10 business days from the day instruction begins). For current and future quarter dates, refer to the Academic Calendars website. If you do not have NPS network access, email ITHelp@nps.edu.

For NPS Civilian Employees only, refer to the NPS Civilian Academic Program instruction for additional requirements. The NPS Training Officer will email the completed form with all required signatures to Registrar@nps.edu for processing.

For Active Duty, the Training Officer’s signature is not required and completed form can be emailed to Registrar@nps.edu.  

For inquiries regarding the application process for a degree/certificate program, visit the Admissions website or email Admissions@nps.edu.

 Staff/Faculty Course Drop/Withdrawal Request Form (Download form to enable digital signatures):

This form is for NPS Staff/Faculty to request to formally Drop or Withdraw from a current quarter course registration. Based on the completion of this form and required signatures, the Registrar’s Office will Drop or Withdraw you from the course(s) via Python. For current and future quarter dates, refer to the Academic Calendars website.

*Add/Drop deadline - 10 business days from the day instruction begins. 

*Withdrawal deadline - 30 business days from the day instruction begins. 

Thesis Extension Form (VPN/Python Access Required):

A student’s first thesis extension is due prior to their Est. Departure Date or Grad Ceremony Date, whichever comes first.  Subsequent extensions are due prior to the current extension expiration date.  Extensions not received by then will result in disenrollment from the program.  The Thesis Extension Form (TEF) should be submitted in Python (VPN Access Required) via the Thesis Dashboard. 

Note:  As long as a student logs in to their account every 30 days, they will have access to email, the network and Python until the TEF expires.  For login issues, please email ithelp@nps.edu.

Certificate Exception and/or Extension Request Form (VPN Access Required):

A department who requires a certificate exception and/or extension request must complete this form. Prior to submission of this form, the student must be enrolled in Python for the specific certificate curriculum. If the student is not enrolled, complete the Academic Certificate Enrollment Request Form (Power Automate Workflow). Also note, all exception/extension requests must be approved by the Academic Council prior to certificate nomination.

Ref. Academic Policy Manual Chapter 9: Academic Certificates.

For faculty members who wish to submit Department Forms, use the webforms on the AC SharePoint site (VPN Access Required).

For submitting AC proposals related to courses, curricula, or degree programs, use the web forms at this link: Curriculum Management System.

Dual Degree Request (Power Automate Workflow):

A student desiring admission in an internal dual NPS degree program must apply at least one year prior to their projected graduation date, but not before having completed a minimum of 12 hours of graduate course work in their assigned program. Students within one year of graduation are not eligible to apply for enrollment in internal dual degree programs. 

Ref. Academic Policy Manual, Section 7.6.2 Application for an Internal Dual Degree Program.

Incomplete Course Extension Form (Power Automate Workflow):

If the incomplete is not resolved within one quarter, it transforms into a failing grade of "X." Requests to extend the time limit for resolving grades of incomplete must be submitted to the Curricula, Certificate and Degree Requirements Committee of the Academic Council via the Incomplete Course Extension Form. Course extensions are granted one quarter at a time. Once the request is approved by the Academic Council, the Registrar’s Office will update Python within one week.

Ref. Academic Policy Manual, Section 6.6.6 Incomplete Courses. 

The departmental Ph.D. committee must notify and/or request approval from the Academic Council via written memo for several academic milestones before and after a student is advanced to candidacy:

• Passage of oral qualifying exam
• Advancement to candidacy workflow in Python
• Passage of dissertation defense
• Nomination for degree workflow in Python
• Ph.D. Candidacy extension request

Please find a list of memo templates and instructions for the workflows on the Academic Council SharePoint site at Ph.D. Milestone Memorandum Templates (VPN Access Required).

Transferring Credit from Another Institution (VPN Access Required):

Graduate credit for courses completed more than three years prior to admission to a graduate degree program will not be awarded on the basis of transcripts alone. Credit for such courses can be granted upon successful passage of a departmental examination. This procedure is distinct from course validation, where no course credit is granted.

Courses taken at another accredited institution before receipt of an undergraduate degree may be considered for a transfer of credit toward a graduate degree provided:

• The courses are the equivalent of courses numbered 3000 and above at the Naval Postgraduate School.

• The courses proposed for transfer are not necessary to meet the bachelor's degree requirements.

• The student has earned a "B" grade or better in such courses.

No more than 25% of the minimum course credits required for the graduate degree may be received as transfer credit. The Registrar shall transfer credit from another institution only upon approval from the Academic Council. Transfer credits based on courses completed at another institution shall not be used in computation of quality point rating.

Ref. Academic Policy Manual, Section 6.6.3. Item C - Course Transfer from Another Institution applied to NPS Master's.

AUTHORITY: 5 U.S.C. 552a; 10 U.S.C. Ch. 855, Naval Postgraduate School; 10 U.S.C. 8544: Civilian teachers: number; compensation; 8545: Officers of the armed forces; enlisted members: admission; 8546: Officers of foreign countries: admission; 8549: Defense industry civilians: admission to defense product development program.

PRINCIPAL PURPOSE: To record names, addresses, ranks, and other personal information for the purposes of managing NPS IT user and student information for scheduling classes and recording of grades, etc. NOTE: Portions of records may be maintained in paper form.

ROUTINE USES: None.

DISCLOSURE: Disclosure of this information is voluntary; however, failure to provide the requested information may prevent class enrollment or provision of a user account on the Educational Research Network.

For questions, please contact the Registrar’s Office, registrar@nps.edu or call (831) 656-2591.