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Policies & Procedures Table of Contents

Graduate School

Policy on Graduate Student Matriculation, Advisement, Instruction, Evaluation and Assistantships - 1L6

Introduction

The relationship between graduate students and the academic professorate is distinctly different from that of the undergraduate student and the professorate in that graduate education has different academic goals and occurs at a time when students are much closer to realizing their own professional goals. Since graduate student/faculty relationships are often close and sometimes approach peer status, the specification of the rights and responsibilities of each is necessary. A statement of graduate student rights and responsibilities in regard to matriculation, academic advisement, instruction, evaluation and assistantships is needed, and this policy lists existing practices and procedures that affect graduate students.

By providing a set of University-wide procedures and guidelines, this policy (1) defines the multiple roles, relationships, and expectations which exist between graduate students and the various units of the University, and (2) identifies the fundamental principles of equity that should govern these relationships.

Scope

Graduate student rights and responsibilities are governed by the Graduate Assistant Handbook, the Graduate Catalog, and the following policies:

It is the responsibility of each student to be aware of all contents of these documents.

Matriculation

  1. In admission to graduate education there shall be no discrimination on the basis of age, sex, gender, race, color, creed, religion, or ethnic origin. In addition, there shall be no discrimination on the basis of physical disability provided that the disability does not prevent the student from completing their program.
  2. Any criteria beyond the general Graduate School requirements for admission, termination, or withdrawal of students from a graduate program shall be approved by the Graduate School and published in the Graduate Catalog.
Academic Advisement
  1. Each graduate program shall make known in writing to each student at the time of admission to graduate study its degree requirements including research/project, residence, time limitations, and any applicable code of professional conduct or academic standards which extend beyond Graduate School requirements.
  2. Requirements for the satisfactory completion of a degree program shall be those in effect at the time the student is admitted to the program if the degree is completed within the required term limitations. In the event that program requirements are altered during the student's course of study, the student shall have the choice, insofar as possible, of adhering to the original requirements or meeting the new requirements. An academic unit is not responsible for offering all courses described in the Graduate Catalog except in cases for teaching out and for which another plan is not approved.
  3. Within the student's first term of study, a graduate faculty advisor shall be assigned to oversee and direct the student's program. A plan of study listing all degree requirements, shall be filed with the unit's Graduate Program Director and a copy shall be provided to the student. The program will not be considered binding unless signed by the student's advisor and the student. This plan of study, as amended in writing and in full consultation between the student and the advisor, shall be regarded as the statement of program requirements. Changes in this program may be initiated by either the student or the advisor.
  4. Once designated, the graduate faculty advisor shall oversee the student's progress. Changes in the advisor may be initiated by the student or advisor and are to be reported to all parties concerned. An advisor on leave is responsible, in consultation with the student, for securing a substitute.
Instruction and Evaluation
  1. Graduate students and faculty have a shared responsibility to maintain a classroom atmosphere that is beneficial to learning. Instructors shall discharge their responsibilities in accordance with the guidelines established in the Faculty Code of Ethics - Policy 1Q1 and Ethics of Instruction - Policy 1Q2 as well as all instructional standards articulated in applicable collective bargaining agreements.
  2. Any evaluation placed in a student's official record or file shall be made available to the student in accordance with University guidelines and the Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99).
  3. At the end of each term, the Registrar's Office notifies the Graduate Program Directors and Graduate School of any student whose performance or progress does not meet Graduate School standards. As soon as it is determined that a student's performance or progress does not meet criteria for the graduate program in which the student is enrolled (see section 3 under "Matriculation," above), action shall be taken according to the Graduate Degree Retention Policy (1L2).
  4. The faculty of each graduate program shall establish a policy governing the passing of the Final Examination, oral and/or written, and a procedure whereby students may appeal an unfavorable decision.
  5. The nature and scope of the thesis, its equivalent, or dissertation shall be defined by the graduate faculty of the program and the advisory committee according to the professional and scholarly standards of the discipline. The graduate faculty of the program shall specify the acceptable style and form of the written document in accordance with the University's Guidelines for the Preparation of a Thesis/Dissertation/Doctoral Research Project, which the Graduate School publishes.
  6. All information regarding students' academic progress and performance shall be held confidential between the student and any faculty and academic units involved. It shall be released only with the consent of the student. If this information becomes relevant in a grievance proceeding, such information shall be released to the appropriate grievance committee(s) or agencies in accordance with FERPA and the applicable University grievance policies and procedures. The same privacy considerations shall be accorded the reasons for a student's temporary or permanent withdrawal from the University.
Assistantships
  1. Departments shall establish training programs for all new teaching assistants. For teaching assistants who are engaged in classroom or laboratory instruction, such programs shall include (a) an introduction to instructional rights responsibilities, (b) student rights and responsibilities, (c) course goals, (d) grading criteria and practices and (e) classroom procedures. The program shall also include prearranged classroom visits by supervising faculty. The teaching assistant shall be responsible for full and active participation in the training program.
  2. Other policies and regulations pertaining to graduate assistants and assistantships are described in the Graduate Assistant Handbook available from the Graduate School.
Limitations
  1. No regulations from graduate student advisors, graduate student advisory committees, department or comparable units, or schools or comparable units shall supersede or be in conflict with the regulations stated herein, except as specifically authorized by the Dean of the Graduate School.
  2. No regulations herein contained or added to this document shall supersede or be in conflict with the Statutes, Bylaws, and Policies of the Board of Trustees or any other pertinent University policies.

 

Approved by Chancellor effective 12/18/24
This policy was issued on December 18, 2024, replacing the April 27, 20226 version.
Document Reference: 1L6
Origin: OP 8/16/90; GR 13/14-05; GR 15/16-13; GR 20/21-07; GR 24/25-02

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