Extension and Appeals of “Satisfactory Progress” Infractions

The progress of each graduate student is evaluated annually by the student’s adviser and/or director of graduate studies. The definition of "satisfactory progress" and procedures for its verification may vary among departments/programs. If a department/program has instituted guidelines that differ from those applying generally to graduate students (see below), these guidelines should be made available to students from their entrance into the graduate degree program. If a student is authorized to diverge from progress guidelines established by either the department/program or the Graduate School, this fact should be documented in written form and endorsed by the student’s adviser and DGS.

Progress toward Degree

Full-time students (those taking 9 hours or more per semester) should follow the time frames associated with degree programs discussed in the Graduate Catalog under "Master's Degrees" and Doctoral Degrees". They must submit required forms on time and maintain a grade point average of 3.0 or better. Furthermore, they must successfully undergo their departments’ annual review processes.

Part-time students should file a timeline for successful degree completion with their departments and the Graduate School. This timeline should be endorsed by the director of graduate studies and a prospective adviser by the end of the first calendar year of admission into the department/program. When these timelines conflict with time to degree guidelines laid out in the Graduate Catalog's sections on master's and doctoral degrees, they must receive the endorsement of the Dean of the Graduate School.

Requests for Extension and Appeals

A "Request for an Extension" and an "Appeal" are distinct processes for dealing with problems related to "satisfactory progress." A "Request for Extension" is the appropriate course of action when a student has failed to meet satisfactory progress provisions of the Graduate School. The "Appeal Process" should be followed when a department/program has dismissed a student after the required probationary period.

Request for extension

When there has been unsatisfactory progress with respect to meeting Graduate School time to degree limits, the student may file a written request for an extension with the vice provost for advanced studies and dean of the Graduate School. The extension must be endorsed by the department/program's director of graduate studies and the student's major adviser and include a timeline for completion of the degree. If an extension is granted by the dean, the student will be given a specified period of time to meet the requirements for progress to degree. Please contact the Graduate School for more information.

Termination

In addition to dismissal for failure to meet the usual examination and grade requirements, departments/programs have the right to place on probation, and after a period of probation, to dismiss any graduate student who is deemed to be making insufficient academic progress or whose work is not of adequate quality as determined by the department/program. The faculty adviser or academic program chair must inform the Graduate School as soon as the student is notified and the probationary period begins. Probation and dismissal may occur at any time during a student's work toward a graduate degree.

When a department/program determines that a student is not making satisfactory progress, the Director of Graduate Studies in the program and/or faculty adviser will recommend a face-to-face meeting between the student and the faculty adviser. If, after this meeting, the department/program and the student can agree on a plan to remedy the situation, the faculty adviser (or DGS) and the student will jointly sign a document enumerating steps to take. If, on the other hand, the department/program and the student disagree on issues of progress, the DGS or chair may send the student a letter placing the student on probation. Probation must last a minimum of 30 days.

The letter placing a student on probation must include an explicit statement of what must be accomplished and by what date in order for the student to be removed from probation and returned to good standing in the department/program. If the student does not comply with the conditions of probation, a letter (signed by the DGS) will be sent to the student with notification of dismissal from the degree program. Termination letters must inform the student of the right to appeal, first, to the department/program, and second, to the Graduate Faculty Senate. A copy of a termination letter must be sent to the graduate dean at the same time it is sent to the student.

Students have the right to appeal dismissal from their degree programs. As long as a student is in an appeal process, the student should maintain enrollment and continue working on degree program requirements. A student's first appeal of dismissal must be made to the department/program. If the student does not appeal, the Graduate School will send the student an official notice of dismissal from the program.

Students should notify their DGS in writing that they are appealing dismissal. A copy of the appeal letter addressed to the DGS should be sent to the graduate dean. Departments and programs organize their own appeals processes. If the department/program does not reverse its decision, the DGS will notify the Graduate School that the student has gone through the probationary period and the appeal process and has been dismissed.

Process of Appeals to the Graduate Faculty Senate

Students may appeal dismissal from a graduate degree program to the Graduate Faculty Senate. An appeal to the Graduate Faculty Senate can be made only after all internal appeals to a student's program/department have failed. The appeal must be based upon the program/department's failure to adhere to its or the Graduate School's published rules and regulations. A student wishing to appeal dismissal must send a letter addressed to the dean of the Graduate School within two weeks of dismissal.

Once the intent to appeal is received by the dean of the Graduate School, the following procedures will be followed:

1. The dean of the Graduate School or a representative will meet with the student to discuss the situation. If, after this meeting, the student wishes to make an appeal to the Graduate Faculty Senate, he or she will submit a statement to the Graduate School describing the basis of the appeal and containing any correspondence or other documentation relevant to the appeal. The graduate dean will notify the Graduate Faculty Senate, which will appoint an ad-hoc Appeal Committee consisting of five senators who are not members of the academic program involved in the appeal.
2. The Graduate School will provide information to the student, the department/program and members of the ad-hoc GFS Appeal Committee regarding the content, process and regulations/policies pertaining to the appeal. Upon compilation of the appeal file, the Office of the Graduate Dean will send a copy of file materials to the members of the Appeal Committee and to the department/program. If the program/department wishes to respond in writing, its statement will be distributed to the Appeal Committee, the student and representatives from the Graduate School.
3. A hearing will be scheduled as soon as all parties can meet: the student (and an adviser from the university community, if desired), representatives from the department/program, the Appeal Committee and the Graduate School. At this hearing, the department or program will first invite the student making the appeal to present the case discussed in the written statement. The Appeal Committee may ask questions at this point, and once its questions have been answered, will give the program/department the opportunity to defend its dismissal of the student. Following further questions from the Appeal Committee, the hearing will be adjourned.
4. The Appeal Committee will meet to make a decision. This decision will be conveyed in writing to the student, the director of graduate studies and chairperson of the department or program, the Graduate dean, the Graduate Faculty Senate president, and any other appropriate party named in the appeal.

Policy updated on 10/8/2007