San Jose State University : Office of the Registrar

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Academic Forms

Below is a list of academic forms available in the Office of the Registrar. All forms are in PDF format and require Adobe Acrobat to view and print. Forms will open in a new browser window.

**Attention: All the forms will not be provided at our front counter or the lobby, please complete the form(interactive!) on your desktop, print it out, obtain all the signatures required including yours and submit to window "R" (Registrar) in the Student Services Center(SSC).

AB 540 (PDF), revised 8/3/10 Interactive!(you can type on this form)**
To be used if you do not meet the residency requirements, but have attended a California high school for a minimum of three years. Please see California High School Non-Resident Waiver Guidelinesfor more information.
Audit Option (PDF)Interactive!(you can type on this form)**
Request to change normal letter grading to Audit (AU). Print and read the form carefully for instructions and qualifications. Once this form is signed and submitted, student will have no option to revert the audit back to a graded option. No grade points will be posted on the student's permanent record. For additional information regarding the Audit Option, please see the University Catalog. Submit this form to the "R" (Registrar) counter in the Student Services Center before the add deadline.
Change of Address/ Contact(PDF) Interactive!(you can type on this form)**
Students can update current contact information by logging into mySJSU or by submitting this form to the Registrar's Office.
Change of Major/ Minor (PDF), revised 12/12/11 Interactive!(you can type on this form)**
Use to declare new, change or add (double) Major or Minor. Requires the signature of your Advisor or Chairperson of the new Major/Minor Department. Changing to undeclared requires the signatures of your GE Advisor and the Director of Academic Advising and Retention Services(AARS). Additional signatures are required if you have earned 120 units or greater and/or have already applied for graduation. Graduate Students, please go to Application for a Change of Graduate Major(PDF).
Course Description Request form : This page is provided by Dr. Martin Luther King, Jr. Library - SJSU Special Collections and Archives. Please read detail information and instructions. This form can be submitted electronically.
Credit by Exam Petition (PDF)Interactive! (you can type on this form)**
Students may challenge courses by taking examinations developed at SJSU. Credit shall be awarded to those who pass them successfully. Student must be enrolled in the class in order to receive credit. Students may not earn credit by exam if they have previously taken or subsequently taken equivalent coursework. Please follow the instructions and deadline carefully. Please note: the instructor must submit this form to the "R" (Registrar) counter in the Student Services Center after all three parts of the petition have been completed.
Credit/No Credit Option (PDF)Interactive! (you can type on this form)**
Request to change normal letter grading to credit/no credit (CR/NC). This option is only available to upper-division (Junior or Senior) and Post Baccalaureate students. Print and read the form carefully for instructions and qualifications. For additional information regarding the Credit/No Credit Option, please see the University Catalog. Submit this form to the "R" (Registrar) counter in the Student Services Center before the Add deadline.
Cross Enrollment (PDF)
To be used by a current, matriculated SJSU student who wishes to enroll in one course at either a California Community College or a University of California campus. This form is also for a matriculated California Community College or University of California student who wishes to enroll in one course at San Jose State University. Please read the form carefully for policies and procedures. Approval does not guarantee additional financial aid funding. Please check with the Financial Aid Office.
Duplicate Diploma (PDF), revised 1/13/10 Interactive! (you can type on this form)**
Use to order a new diploma. Mail the completed form to San Jose State University, Office of the Registrar, One Washington Square, San Jose, CA 95192-0009. There is a $10 fee. Graduate students, please go to Duplicate Diploma Request for Graduate student (PDF).

Excess Units Petition Summer 2012 (PDF)Interactive! (you can type on this form)**

To be used by students who wish to enroll in more than 12 units. Print and read the form carefully for instructions and qualifications. Submit this form to the Academic Advising and Retention Services(AARS) from the first day of instruction to the last day to add(add deadline).

FERPA Authorization Release form (PDF)Interactive! (you can type on this form)**
To be used by students wishing to give a designated person (usually a parent) access to their Family Education Rights and Privacy Act (FERPA) protected academic records. Please note that this authorization will be in effect until the student submits, in writing, a letter requesting that it be reversed.
Graduation Application (PDF), revised 3/6/12 Interactive! (you can type on this form)**
Please read the instructions on the application carefully. Submit the completed application with your major and minor forms from your Department(s) to window "R" (Registrar) in the Student Services Center(SSC). Graduate students, please go to Application for Award of Master's Degree(PDF) .
Graduation Date Change (PDF), revised 1/31/11 Interactive! (you can type on this form)**
If you have submitted a graduation application but will not complete your requirements by the graduation date you applied for. You must meet with your major advisor for the review and approval. There is a $10 fee that must be paid to the Bursar's Office before submitting the completed form to window "R" (Registrar) in the Student Services Center(SSC). Graduate students, please go to Graduation Date Change Request for Award of Master's Degree(PDF) .

Graduation Worksheet Guide - Undergraduates (PDF)

This guide will help answer most questions related to the information and notations on your graduations worksheet.  It is important for students who have received their graduation worksheet to review this carefully for information on substitution of courses, grades, graduation date changes, and other requirements that students are held to at the time their graduation status is reviewed prior to degree posting.

Incomplete Extension (PDF) Interactive! (you can type on this form)**
Incomplete grades can be extended for a maximum of one additional year. Extensions must be submitted to the Registrar's Office prior to the end of the semester the incomplete was due to be cleared.
Intrasystem Concurrent Enrollment (PDF)Interactive! (you can type on this form)**
To be used by a current California State University student who wishes to enroll concurrently at another California State University campus. Please read the form carefully for policies and procedures.
Intrasystem Visitor Enrollment (PDF)Interactive! (you can type on this form)**
To be used by a current California State University student who wishes to transfer temporarily (one semester) to another California State University campus. Please read the form carefully for policies and procedures.
Late Drop/ Course Drop Petition(PDF) Interactive! (you can type on this form)**
Use this petition to drop one course during the current semester or retroactively. Please use a separate petition for each course you wish to drop. Although this petition notes the current semester's date, it can still be used for retroactive drops from a previous semester. Please read instructions carefully and submit completed request to Academic Advising and Retention Services(AARS). If you wish to drop all your classes, please use Withdrawal from the Semester Request(PDF).

Late Enrollment Petition for All Pre-Census Requests(PDF) is not available! Census date for Spring 2012 has passed(February 21)!

Use this form only for all Pre-Census Requests. It is your responsibility to read the instructions and conditions carefully. Please review Senate Policy F09-2, Policy Recommendation, Policy on Late and RetroactiveEnrollment

Late Enrollment Petition for all Post-Census and Retroactive Requests(PDF) Interactive! (you can type on this form)**

Use this form only for all Post-Census and Retroactive(for past semester) enrollment requests. Although this petition notes the current semester's date, it can still be used for a previous semester. It is your responsibility to read the instructions and conditions carefully. Please review Senate Policy F09-2, Policy Recommendation, Policy on Late and RetroactiveEnrollment

Leave Request Form (PDF), revised 6/2/11 Interactive! (you can type on this form)**
Please read instructions carefully. File a Leave Request if you are planning to be out for two or more consecutive semesters, with a maximum allowed of four semesters. A Leave Request must be submitted before the start of your first semester out. Please review University Policy regarding Leave of Absence before submitting this form.

Name Change (PDF) Interactive! (you can type on this form)**

Name changes must be accompanied by photocopies of legal documentation pertaining to your name change such as court documents or marriage certificate and a photocopy of an original identification card with a recent photo to verify new name such as a driver's license, passport or immigration card.

Notification of Use of Preferred Name(PDF)Interactive! (you can type on this form)**

This form is to be used for students who opt to use their preferred name(s) over their primary or legal name in the classroom only. Your legal name is what is on your academic record. To change your legal name, you need to file Name Change form (PDF). Please read the instructions carefully.

Open University Forms
Please visit the Open University website to download the Open University Registration or Drop forms. Read forms carefully for instructions and deadlines.
Reinstatement Petition for Undergraduate students (PDF), revised 1/17/12 Interactive! (you can type on this form)**
Use to clear academic disqualification status. Read reinstatement guidelines carefully and meet with an advisor prior to submitting. Graduate students, please go to Graduate Petition for Reinstatement(PDF).
Repeating a Course for More Than Two Times Petition(PDF), revised 8/23/10 Interactive! (you can type on this form)**
To be used to enroll in the class for the third attempt or more that may result in grade averaging or in grade forgiveness. This will be determined at the time of processing. See University Policy F08-2 for complete descriptions.This petition is also to be applied to courses that are not repeatable for credit.
Residence Reclassification Request (PDF)Interactive! (you can type on this form)**
Complete this form only if you have paid non-resident fees as a matriculated student for the previous semester. Please consult
SJSU catalog, Residency Evaluation, and Frequently Asked Questions for more information.
Residency Questionnaire (PDF)Interactive! (you can type on this form)**
Complete this form only if it is your first semester and you want your residency classification reconsidered. Please consult SJSU catalog, Residency Evaluation, and Frequently Asked Questions for more information.
Retroactive Graduate Petitions
Retroactive and late course and semester withdrawals, which supercede the former Retroactive Course Drop and Retroactive Semester Withdrawal forms, are now combined into a single form, the Graduate Petition for Course/Semester Withdrawal, available at http://www.sjsu.edu/gape/docs/withdrawal.pdf.
Retroactive Undergraduate Petitions
Undergraduate retroactive petitions include Retroactive Academic Renewal, Retroactive Add or Drop, Retroactive Withdrawal.
Social Security Number Change (PDF)Interactive! (you can type on this form)**
Use this form to change your social security number on your student records. This form can also be used to submit your social security number for tax purposes. This form must be submitted in person to the Registrar counter at the Student Services Center. Please read the instructions carefully before submitting and include all required attachments.
Substitution form (PDF), revised 10/19/11 Interactive! (you can type on this form)**
Use this form to authorize any changes of courses made to the original Major Form submitted with the Graduation Application. This form must be submitted in a sealed department envelope to the "R"(Registrar) counter at the Student Services Center (SSC). Graduate students, please go to Request for Course Substitution in Master's Degree Program(PDF) .
Undergraduate Petitions
Additional undergraduate petitions that may be used by students to obtain permission to modify, substitute or waive general education or graduation requirements. Contains descriptions on each petition and qualifications.
Withdrawal from the Semester Request(PDF)
To be used after the drop deadline and submitted before the last day of classes. Use only for documented extenuating circumstances. Read instructions carefully and submit completed request to the Academic Services Office. This request is to drop all your classes for the current semester.