Graduate Student International Services
The Viterbi Admission and Student Engagement (VASE) Office works closely with the Office of International Services (OIS) to assist our international students during their time at USC.
As an international student you will need signatures for various OIS processes include Reduced Course Load (RCL), Curricular Practical Training (CPT), Optional Practical Training (OPT), Program Extensions (PE) and Leave of Absence (LOA). VASE advisors are available to assist you with these processes and serve as the academic verifiers. The department/academic advisors are not authorized to sign these forms for international Viterbi graduate students.
Reduced Course Load (RCL)
International students must be registered for a full course of study during fall and spring semesters. Registration is not required in Summer semesters, unless it is the student’s first or last semester. International students who plan to be enrolled for less than full-time must submit the Reduced Course Load form.
Review the "Request RCL Approval" tab to submit your request.
Resources to understand RCL Policy:
There are three exceptions to the full-time enrollment requirement (8 units or more). Each exception or reduced course load has its criteria. Before requesting an RCL, review the exceptions and the criteria.
OIS may authorize a final semester RCL for students who are in their final semester of study and only have a few units remaining to meet academic program requirements. FS RCL needs to be requested it is not automatic. Students may request an RCL due to final semester only once per degree level.
OIS may authorize a medical RCL due to a temporary health (physical or mental) condition(s) with an appropriate doctor’s letter recommending the RCL for medical reasons.
- Student's who request an academic difficulty reduced course load (AD RCL) will enroll part-time (4 units or more). AD RCL can only be used only once per degree level in the first semester. An approved AD RCL request will make you ineligible for CPT in that semester.
- RCL Reasons:
- Initial difficulty with reading requirements
- Initial Difficulty with the English Language
- Unfamiliarity with U.S. teaching methods
- Improper course level placement
- If you have an RCL approved, do not drop any classes unless you have spoken with an academic advisor.
- F-1/J-1 students should not drop below full-time enrollment after the third week until they have received authorization from OIS. Students who drop below full-time enrollment without the proper authorization will be considered out of status.
- The deadline to submit an RCL to VASE is the last day to add/drop a course.
- Verify that you have registered for the number of units you are requesting.
- Submit your RCL form .
- FS RCL requests are delayed if your STARS report is not updated.
- ALL FS and AD RCL requests are delayed if you are not enrolled in RCL requested units.
- RCL are processed within 3 business days. Please allow 3 business days to receive notification before following up with the VASE office.
- During RCL peak times our processing time may be delayed. Peak times are considered the first three weeks of the semester.
Curricular Practical Training (CPT)
CPT is a type of work authorization for eligible F-1 international students to participate in paid off-campus internships before graduation. However, it should not prevent the student from making reasonable progress towards the degree. The Office of International Services (OIS) provides additional on their website that all graduate students should also be aware of.
Optional Practical Training (OPT)
Optional Practical Training (OPT) is designed for students with F-1 visa status. It is designed to provide students with an opportunity to gain actual employment experiences in their field of study for 12 months. OPT is approved by the United States Citizenship and Immigration Services (USCIS). Viterbi Admissions and Student Engagement (VASE) is responsible for completing the Graduation Verification section on the OPT I-20 Request form. Review the "Request RCL Approval" tab to submit your request.
Click "Request Graduation Verification Signature" to submit your request.
Before you begin the OPT process, it is important that you understand the request process and OPT policies. You can join a live OPT information session hosted by the Office of International Students (OIS) or review a pre-recorded presentation.
Before requesting the OPT Graduation Verification (GVF) Signature ensure that you have applied for graduation and reviewed your STARS report on OASIS. This will ensure that there is not a delay with your request.
Complete an “Application for Graduation” with your academic department. Students in the AME, CS, and EE department should submit their application to graduate online at
MyViterbi.
Once your application has been processed, check your STARS report on
OASIS to make sure all requirements for your degree have been met and contact your graduate advisor if there are any discrepancies.
The first step in the OPT process is requesting a signature from VASE for you Graduation Verification Form (GVF). VASE will verify your academic eligibility for OPT.
VASE is processing Spring 2023 OPT GVF requests.
- Submit your VASE OPT Graduation Verification signature request online. A VASE advisor will review your request and the form will be emailed to you once signed.
- Before submitting the form to OIS, sign the form and place a check in the box next to the statements.
- Upload the signed OPT Graduation Verification Form to the OIS OPT I-20 Request System.
Students will be notified by email to download and print their signed OPT I-20 from the OPT I-20 Request System once processed by OIS.
- Review the OIS OPT Instructions (do not download the OPT Verification of Completion form from this site. Please use the one linked in Step 2 below).
- Fill out the OPT Graduation Verification form. This is a DocuSign Powerform that will generate both the PhD Verification of Completion form, the OPT Graduation Verification form, and route them to your Department Academic and VASE Advisors for processing. Once the forms have been signed by your Department Academic and VASE Advisors, you will receive the signed form back via email.
- Please allow 2-3 business days for processing. Please check your spam folder if you do not see the DocuSign emails in your inbox.
- Upload the signed OPT Graduation Verification, and the PhD Verification of Completion forms from Step 2 to the OIS OPT I-20 Request System. Students will be notified by email to download and print their signed OPT I-20 from the OPT I-20 Request System once processed by OIS.
VASE Signature Request Reminders
- OPT Graduation Verification Signature Requests are processed within 3 business days. Please allow 4 business days to receive notification before following up with the VASE office.
- During OPT peak times our processing time may be delayed. Peak times are considered the first three weeks of the semester.
International students are given a specific period of time to complete the academic program requirements. Students who are unable to meet the academic program requirements by that date, a program extension form must be submitted to OIS before the expiration date. Before you apply, review OIS policies and eligibility for program extension.
Important Dates and Reminders
- A program extension must be filed at least 3 weeks BEFORE the I-20 expiration date.
- OIS processing time for program extension is 2 weeks.
Before requesting a PE meet with the graduate advisor in your major department to determine what remaining requirements need to be met and for in-depth academic advisement.
Eligibility Criteria:
- The expiration date of the I-20/DS-2019 has not yet passed
- Continuously maintained the F-1/J-1 student status
- Must have sufficient funds to cover the additional time needed to complete program requirements, which includes tuition and living expenses of $1000 per month
- The delay in completion of the program must be due to one of the following reasons:
- Medical reasons (must have required medical documentation signed by MD, DO, or licensed clinical psychologist)
- Change of major
- Change in a research topic
- Unexpected research problems
- Other compelling academic reasons- academic advisor must specify in detail.
If none of these reasons apply, please contact the Office of International Services to consult with an advisor.
NOTE:
- Program extensions may affect future CPT eligibility. Please consult with an advisor at OIS.
- PhD students applying for a third program extension must submit a letter from their advisors confirming academic progress and time to graduation along with proof of funding.
Once you have reviewed PE information and eligibility and you are ready to apply follow the steps below:
- Complete a Program Extension form and attach your proof of funding letter. If you are using a bank statement, please redact sensitive information. Once a VASE Advisor has signed your form, you will receive an email back from DocuSign with your signed form attached. Please allow 2-3 business days for processing.
- NOTE: PhD students applying for a third program extension must submit a letter from their advisors confirming academic progress and time to graduation along with proof of funding.
- Receive the signed Program Extension form from VASE.
- Submit Signed Program Extension form along with the proof of funding to OIS at least 3 weeks before the expiration date of the I-20.
A leave of absence (LOA) is a temporary break from your academic degree program with no enrollment in courses. International students who are considering taking a LOA or a Medical LOA should met with a VASE advisor to discuss implications to their academic program. Before meeting with a VASE advisor, review OIS policies and eligibility requirements.
Before requesting a LOA signature from VASE meet with your academic advisor to discuss the impact to your academic plan.
- Review OIS LOA information
- Complete OIS LOA Form (enter advisors information: VASE Advisors, masters@vase.usc.edu)
- Schedule an appointment with a VASE advisor to discuss the LOA process if this is your first time taking LOA.
- Once VASE has signed the form, OIS will automatically receive your form and process it within 7 business days (M-F).
- You will receive an email from OIS confirming your LOA has been processed.
If you are returning from a LOA, review the appropriate LOA Section and submit your request.
Published on February 26th, 2021
Last updated on March 20th, 2023
