The Coterminal Resources for Staff pages were created with department staff in mind as the main focus. In this section you will find multiple resources from how to process coterm applications within your department to when and what to send to the Registrar's Office.
Coterm Information for Students: This is the student-facing webpage that includes all information related to applying to coterm. This includes eligibility requirements, a list of coterm programs (with links to coterm department websites and Bulletin pages), and information about how to apply online. If your program is not listed, or you need to make a change to your program information/link, please contact Degree Progress.
Processing Coterm Applications (Web Auth required): These are the department-facing instructions that include information about the different systems used, an overview of coterm responsibilities, coterm application deadlines, and detailed instructions (with screen shots) for how to review and approve coterm applications.
Coterm Application and Admittance Report (must be granted access): This report displays coterm application record fields as they are set up in PeopleSoft. The report shows students by Academic Program, and indicates whether the application record was successfully created (i.e. is there an Application Row, Admit Row, and Student Response). The Academic Program, Term, and Emplid search fields are all dynamic. Please note that there is a one day delay in the report results. To request access to this report, please contact your School's Dean.
Coterm Matriculation Summary Report (must be granted access): This report displays a list of all coterm applications, by Academic Program, that have been successfully matriculated. The Academic Program, Term, and Emplid search fields are all dynamic. Please note that there is a one day delay in the report results. To request access to this report, please contact your School's Dean.
Admit & Admin System Resources: Information regarding the Admit and Admin systems can be found here. If you have questions about the Admit and Admin system, please submit a support request to graduate admissions.
Coterm Course Transfer: This is the student-facing webpage that includes an overview of coterm course transfers, information about deadlines, the coterm quarters back policy information, and the coterm course transfer form. Departments can easily view which career each course is assigned to by searching a student in Lookup.Stanford.edu and viewing the chronological course list in the 'Grades' tab.
Sample Template – Acceptance Letter for Department Staff (Web Auth required): This is a suggested template departments may use to extend an offer of admission to a student.
Coterm Matriculation Email: A coterm welcome email is automatically sent to students after their coterm programs have been successfully matriculated, which includes key policy information. While departments are not copied on these individual messages to the students, departments may track their student's applications via the Coterm Application and Admittance Report and the Coterm Matriculation Summary Report. The Registrar's Office will notify departments of matriculation via the Registrar Weekly Email.
Request to Reopen Coterm Application form: link to the form used to reopen a coterm application after the specified department deadline has passed.
This resource can be updated if you do not see information which you would find helpful. If you would like to suggest a change, please contact Degree Progress.