Forms, Dates and Deadlines

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Course Substitution | Incomplete Grade Contract | Internship Credit | Research/Lab Credit | Miscellaneous Forms

Dates and Deadlines

Quarter Dates & Deadlines (Last day to add, last day to drop, etc.)

Registration Dates (Pass One and Pass Two)

Academic Calendar (Start of term, Holidays & Breaks, etc.)

Forms

Course Substitution Petition (BAE Majors & Minors)

Students may request approval to substitute a course for a specific BAE major or minor requirement when their academic plan, prior coursework, or approved alternatives align with program learning objectives.

Do not use this form when requesting a substitution for a college or university requirement (Composition requirement, GE requirement, AHI requirement, etc.)

When to Use This Form
Use the BAE Course Substitution Form if you are requesting to:
- Substitute a different course for a required course in a BAE major or minor
- Apply transfer, study abroad, or UC Davis coursework toward a specific BAE requirement
When Not to Use This Form
Do not use this form to request substitutions for:
- General Education (GE) requirements
- Composition requirements
- American History & Institutions (AHI)
- College or university-wide requirements
Requests related to these requirements must be directed to the appropriate college or campus office.
Required Documentation
To ensure a thorough and timely review, students must submit:
- A completed Course Substitution Petition
- An expanded course description or syllabus for each proposed substitution
Note: Catalog descriptions alone are not sufficient for evaluation
It is the student’s responsibility to provide adequate documentation for faculty review. Incomplete submissions may delay a decision.
Submission & Review Process
Once the form and supporting materials are prepared, the process is as follows:
- Complete the Course Substitution Form in full.
- Attach an expanded course description or syllabus for each proposed substitute course.
- Submit the form and all supporting documentation to [email protected].
- The request is reviewed by the appropriate faculty advisor and department.
- A departmental decision is made.
- The approved or denied form is uploaded to your OASIS account, and
- You will be notified of the decision via your UC Davis email.
Course substitutions are reviewed on a case-by-case basis and require faculty advisor approval. Approval is not guaranteed, and students must continue to follow all published degree requirements unless and until a substitution is formally approved.
Important Notes
Course substitutions must be approved before they can be applied to degree requirements.
Submission of a form does not guarantee approval.
Students are encouraged to submit requests well in advance of registration or graduation planning deadlines.
Questions or Advising Support
If you are unsure whether a course is appropriate for substitution or need help determining documentation requirements, contact the BAE Advising Office at [email protected] before submitting the form.

Incomplete (I) Grade Contract

Under specific and limited circumstances, a student may work with their instructor to receive an Incomplete (“I”) grade for a course. An Incomplete is intended to support students whose coursework is of passing quality but cannot be completed due to good cause beyond the student’s control (such as verified illness or an emergency).

The assignment of an Incomplete is at the discretion of the instructor and must comply with University and College policy. For specific information on this process, check here.

When an Incomplete Grade Is Appropriate
An Incomplete grade may be assigned when:
- The student is passing the course at the time the Incomplete is requested
- A substantial portion of the coursework has been completed
- The remaining work cannot be finished due to verified illness or an emergency situation
- The instructor agrees that an Incomplete is appropriate
An Incomplete should not be assigned without informing the student or without a clear plan for completion.
Required Form
All Incomplete grades require a completed:
Instructor’s Report of Assignment of Grade “Incomplete” (I Grade Contract)
This contract:
- Documents the reason for assigning the Incomplete
- Specifies the work to be completed
- Establishes a deadline for completion
- Defines how the final grade will be determined
The form serves as the official and permanent record of the agreement.
Submission & Processing Requirements
To ensure the Incomplete is properly recorded:
- The instructor completes and signs the Incomplete Grade Contract.
- A copy is provided to the student.
- A copy is submitted to the EBSE Advisor via email at [email protected].
The completed form must be submitted prior to the grade being posted for the quarter.
Failure to submit the form on time may prevent the Incomplete grade from being processed.
Completion Timeline & Grade Conversion
Students have up to three quarters of enrollment (excluding summer sessions) to complete the remaining work, unless the instructor sets an earlier deadline.
The Incomplete must be replaced with a letter grade (or P/S) by the end of the third succeeding quarter.
If the Incomplete is not resolved by the deadline:
- The grade will automatically convert to F (or NP/U).
If a student’s degree is awarded before the Incomplete is resolved, the I grade will remain on the transcript if not replaced within the allowed time frame.
⚠️ Academic Senate policy does not permit re-enrollment in the course to remove an Incomplete.
Student & Instructor Responsibilities
Students are responsible for:
- Communicating with the instructor about remaining work and deadlines
- Completing all agreed-upon coursework by the specified deadline
- Monitoring their academic record for timely grade updates
Instructors are responsible for:
- Determining eligibility for an Incomplete
- Clearly documenting remaining requirements and grading criteria
- Submitting the completed contract to the department advisor
Questions or Advising Support
If you are unsure whether an Incomplete is appropriate or have questions about deadlines or policy, please contact the BAE Advising Office at [email protected] before grades are submitted.

Internship Credit (EBS/ABT/TAE 092 & 192)

Students who plan to complete an internship related to their academic and professional goals may be eligible to earn academic credit through enrollment in EBS, ABT, or TAE 092 or 192 units.

Internship credit is designed to support structured, supervised, experiential learning that complements a student’s academic program and supports career exploration. Prior approval is required, and credit must be earned in the same quarter/session in which the internship takes place.

Eligibility & Important Notes
Approved upper-division (192) Internship credit may be applied toward the EBSE degree as Engineering elective units, up to a maximum of 4 units.
Credit is available only for internships that:
- Have clear educational objectives
- Include meaningful, supervised work
- Require academic reflection and written work
Internship hours must be completed during the same quarter/session in which the student is enrolled for credit.
- Example: Internship hours completed in Summer Session I may not be used for credit in Summer Session II.
Course number is determined by unit standing:
- 092: Students with fewer than 84 completed units
- 192: Students with 84 or more completed units
Required Form
To request internship credit, students must complete:
EBS/ABT/TAE 092/192 - Internship Credit Form
The form requires input and approval from all three parties:
- The student
- The internship supervisor
- A BAE faculty sponsor
The form documents:
- Internship site and supervisor information
- Description of duties and learning objectives
- Relationship to the student’s academic program
- Required written work and evaluation criteria
⚠️ The form must be completed and signed before the internship begins.
Submission & Approval Process
Once the form is completed, the approval process follows these steps:
- Complete the form in full, working with your internship supervisor and faculty sponsor.
- Submit the completed form to the BAE Advising Office via email at [email protected].
- The request is reviewed by the Undergraduate Chair for academic approval.
If approved, BAE Advising will provide the Course Registration Number (CRN) and, if applicable, a Permission to Add (PTA).
Students are responsible for adding and enrolling in the course using the CRN/PTA by the 25th day of instruction.
Deadlines & Timing
To avoid a PTA processing fee, students are strongly encouraged to submit the form before the 10th day of instruction.
Forms must be submitted no later than the 20th day of instruction.
Late or retroactive requests may not be approved.
Student & Faculty Responsibilities
Students are responsible for:
- Completing the form accurately and on time
- Ensuring all required signatures are obtained
- Completing required written work and meeting academic expectations
- Enrolling in the course once approval is granted
Faculty sponsors are responsible for:
- Reviewing the student’s preparation and proposed internship
- Ensuring the internship provides academic value
- Evaluating the student primarily through written work and reflection
Questions or Advising Support
If you are unsure whether your internship is eligible for credit, need help identifying a faculty sponsor, or have questions about units or deadlines, please contact the BAE Advising Office at [email protected] before submitting the form.

Research/Lab Credit (EBS/ABT/TAE 099 & 199)

Working with Faculty on research or in their lab? Students working with BAE faculty on research, special projects, or in laboratory settings may be eligible to earn academic credit through enrollment in EBS, ABT, or TAE 99 or 199 units.

These courses are intended to support structured, faculty-supervised experiential learning and require prior approval before enrollment.

Eligibility & Expectations
Approved upper-division (199) Research/Lab credit may be applied toward the EBSE degree as Engineering elective units, up to a maximum of 4 units.
Students must be working directly with a BAE faculty member who agrees to supervise the work.
The research or lab work must have clear learning objectives, appropriate academic rigor, and defined responsibilities.
Credit units should reasonably reflect the time commitment and scope of the work.
All units must be taken for a letter grade, unless otherwise specified by the department.
Required Form
To request enrollment, students must complete:
EBS/ABT/TAE 99 or 199 – Research/Lab Credit
The form collects information about:
- The supervising faculty member
- A description of the research or lab activities
- Expected learning outcomes
- Number of units requested
- Required approvals
- Incomplete forms may delay review and enrollment.
Submission & Approval Process
Once the form is completed, the process is as follows:
- Complete the form in full, including all required signatures.
- Submit the completed form to the BAE Advising Office via email at [email protected].
- The request is reviewed by the Undergraduate Chair for academic approval.
- If approved, BAE Advising will provide the Course Registration Number (CRN) and, if applicable, a Permission to - Add (PTA).
- Students are responsible for adding and enrolling in the course using the CRN/PTA by the 25th day of instruction.
Deadlines & Important Timing Notes
To avoid a PTA processing fee, students are strongly encouraged to submit the form before the 10th day of instruction.
Forms must be submitted no later than the 20th day of instruction.
Late submissions may not be approved and could prevent enrollment for the current quarter.
Student Responsibility
Approval of the form does not automatically enroll you in the course. Students must:
- Monitor their UC Davis email for advising follow-up
- Add the course using the provided CRN/PTA
- Ensure enrollment is completed by the stated deadline
Questions or Advising Support
If you have questions about eligibility, unit workload, or the approval process, please contact the BAE Advising Office at [email protected] before submitting the form.

Miscellaneous Forms

Request for Transfer Credit Evaluation
Request that a course taken at a different institution (such as a different university or community college) transfers for credit towards your degree. After completion, return this form to 1050 Kemper.
First-Year Student Hold Worksheet
First-Year Student Hold Worksheet
Required for release of annual academic advising hold. Due November 30th for first-year students. Further instructions available on the worksheet.
Continuing Student Hold Worksheet
Required for release of annual academic advising hold. Due February 28th for third-, fourth-, and fifth-year students, and May 31st for second-year students. Further instructions available on the worksheet.