Reduced Course Load Request

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Full Time: fall, spring or summer term/semester, 9 or more hours.
Three-Quarter Time: fall, spring or summer term/semester, 6 to 8 hours.
Half Time: fall, spring or summer term/semester, 5 hours.

For more information on enrollment, student loads, schedule changes and more, click here. 

Who needs to request for a reduced course load?

1) .50 FTE (20 hours a week) TA/TF/RA/GSA graduate employees and 2) the following Toulouse Graduate School (TGS) Scholarship recipients:

  • Tuition Benefit Program (TBP), 9 GCH requirementAcademic Achievement (AAS), 6 GCH requirementMcNair Scholar’s Scholarship (MSS), 9 GCH requirementRobert B. Toulouse Scholarship (RBTS), 9 GCH requirementExternally Funded Students Scholarship (EFSS), 9 GCH requirement

If your scholarship is not listed on this list, please contact the award administrator for the award you received for additional instructions. For graduate employees: failure to adhere to the policy may result in a demotion in pay to an hourly rate. For information on Graduate Assistantships, click here.

There are three ways to obtain a reduced course load. Please read the following information carefully and submit the appropriate form as indicated.

1) Qualifying Examination Results (QER) form 

Students who have a graduate school-approved Qualifying Examination Results (QER) are approved to enroll in as little as 3 Graduate Credit Hours (GCH). This is applicable to all students, including International Students. If you have an approved QER form on file with the Toulouse Graduate School, you do not need to submit a CLE form. However, International students (with certain visas) are required to submit the Equivalency Form for immigration purposes.

2) Course Load Exception (CLE) form

The CLE form is designed to serve as a placeholder for Qualifying Examination Results (QER) forms, granting students a semester-long course load exception while preparing for either comprehensive or qualifying exams. CLEs do not need to be submitted after a student has completed and satisfied departmental exam requirements and have a QER on file, marking the milestone of ABD status. CLE's are not applicable for International students. See below under "For International Students Only" for more information. 

  • CLEs are forms used to request a semester-long course load reduction while preparing for comprehensive exams (Master’s students) or qualifying exams (Doctoral students).

  • Course Load Exception Requests are only applicable for the semester in which they are approved.

  • Students who have a graduate school-approved Qualifying Examination Results (QER) form do not need to complete this form. This is applicable to all students, including International Students. 

  • For TGS Scholarship recipients: If students do not have approved CLEs on file and enroll in under the 9 required hours, funds will not disburse until this request has been submitted and approved by the graduate school. Enrollment hours are extremely important to take note of, as credit hour approvals are sent off to financial aid and will be corroborated with any scholarship the student has.

  • Summer enrollment is not required, therefore, CLE's are not required. 

  • For information on Graduate Assistantships, click here.

  • CLE's are only applicable for Domestic Students. International students, see "For International Students Only" section below.

  • Submission of a CLE form does not guarantee students’ approval for a reduced course load. The graduate school reviews student accounts for Comprehensive or Qualifying Examination Results and for course completion. Because of the review process, students must have a graduate school-approved degree plan on file and paperwork reflecting any coursework changes. Failure to have this on file will delay the review process.

CLE Request Deadline

Course Load Exception Requests should be submitted to your employing department 2-3 weeks before the start of each semester to ensure your request is processed on time. 

CLE Applicant Eligibility Criteria

  • Students either on a Graduate School fellowship or scholarship or receiving employment by a department as a TA, TF, RA or GSA may submit a CLE

  • Students must either be preparing for comprehensive exams, qualifying exams or have satisfied their department’s equivalent exam requirements.  

  • Students must also have all coursework complete and be in All-But-Dissertation (ABD) status.

  • CLE's are only applicable for Domestic Students. International students, see "For International Students Only" section below.

How to submit a Course Load Exception (CLE) Request

*NEW! Effective Spring 2021, the Toulouse Graduate School has launched an online dynamic form for students to submit their CLE request.

Students meeting the above-mentioned CLE eligibility criteria are encouraged to complete a CLE eForm by clicking here.

Student/employee and employing department will receive an email notification once the submission has been received by TGS. Allow 3-5 days for processing.

3) Graduate Student Full-Time Equivalency Report 

International students do not need to submit a CLE form. Instead, submit the Graduate Student Full Time Equivalency Report from UNT-I for Visa purposes. CLE forms are not applicable to International Students. Students who have a graduate school-approved Qualifying Examination Results (QER) form do not need to complete this form.

  • Submit the Graduate Student Full-Time Equivalency Report (first page) to GradDegreePlans@unt.edu and the Graduate Student Full-Time Enrollment Exemption Request (second page) to the UNT-International Office.

  • Because of the review process, students must have a graduate school-approved degree plan on file and paperwork reflecting any coursework changes. Failure to have this on file will delay the review process. 

UNT-International Office contact information:

Taxes

If students enroll in less than 9 graduate hours, FICA taxes – which are usually waived by Human Resources for students enrolled full time – will be shown on student paychecks, reducing their overall net pay. Contact the HR Payroll department at 1-855-878-7650 for more details.

Federal Financial Aid Requirements

Student Financial Aid and Scholarships (SFAS) classifies students taking 5 graduate credit hours (GCH) as meeting UNT’s institutional half-time enrollment designation for graduate students. Students may take as few as 3 credit hours to maintain Graduate School fellowships or scholarships, but those who enroll in under 5 graduate credit hours may be ineligible to receive financial aid. For more information, visit the SFAS website or contact the Financial Aid Office at 940-565-2302 for full details.

 

If you have a question that is not addressed in the information provided above, please email your name and UNT student ID number to gradaward@unt.edu