GRADUATE PROGRAM HANDBOOK

Transcription

1 GRADUATE PROGRAM HANDBOOK 601 South Morgan Street (MC 315) 1722 University Hall Chicago, IL Tel: (312) Fax: (312) Head and Director of Graduate Studies Elizabeth Loentz, Graduate Program Administrator Rocío García, Last updated: October 14, 2015

2 TABLE OF CONTENTS I. INTRODUCTION... 5 II. DIRECTOR OF GRADUATE STUDIES... 5 III. ADMISSION for MA and PhD Admission Requirements Deadlines Nondegree Admission Status Deferral of Admission... 9 IV. ADVISING New Student Advising Subsequent Advising... 9 V. REGISTRATION AND ENROLLMENT General Registration Restrictions Zero hours registration Leave of Absence Adding and Dropping Courses University Withdrawal VI. COURSE CREDIT, GRADES, and ACADEMIC STANDING Repetition of courses Grades and Academic standing Probation and Academic Dismissal VII. MASTER S DEGREE PROGRAM Degree Program Deadlines Program Objectives Departmental Concentrations Interdepartmental Concentrations Required departmental courses Credit Hours Time Limits Qualifying German Language Examination VIII. MASTER S DEGREE STUDY OPTIONS Option A: Thesis with defense and examination a) Nature of the thesis b) Format c) Deadlines d) Defense and examination e) Thesis committee f) Evaluation Option B: Comprehensive Examination a) Format b) Preparation for the Examination

3 c) Evaluation Individualized Germanic Studies Reading List (for Option A AND Option B) Registration requirement for Option A and B IX. DOCTORAL DEGREE PROGRAM Degree Program Deadlines Program Objective Minimum Semester Hours Required Required Departmental Courses Teaching Experience Foreign Languages Language Proficiency in German X. PRELIMINARY EXAMINATION Timing Committee Composition Registration Grading Procedures XI. DISSERTATION Dissertation Advisor Dissertation Committee XII. DEFENSE Grading Submission of the Dissertation Intent to Graduate Registration Requirements XIII. ANNUAL ASSESSMENT OF DOCTORAL STUDENTS XIV. CANDIDATES FOR THE PHD WITH SECOND LANGUAGE ACQUISITION (SLA) XV. TEACHING, GRADUATE, AND RESEARCH ASSISTANTS Eligibility 2. Academic Probation 3. Criteria and Procedures for Selection of New Graduate Assistants 4. Notice of Appointment 5. Acceptance 6. Support 7. Hours of Work 8. Tuition and Fee Waivers 9. Registration Requirements 10. Assistantships and Student Loans 11. Support Services 12. Evaluating and Reporting the Performance of Graduate Assistants 13. Reappointment 14 Outside Employment 14. Termination of Graduate Assistant Appointments XVI. AWARDS AND SCHOLARSHIPS

4 XVII. GRADUATE STUDENT INTERNSHIP XVIII. ACADEMIC INTEGRITY Student Code of Conduct / Academic Dishonesty XIX. ACADEMIC GRIEVANCE PROCEDURE APPENDIX A: SPECIFIC TEACHING ASSISTANT RESPONSIBILITIES APPENDIX A: OFFICE ETIQUETTE APPENDIX C: ANNUAL DOCTORAL STUDENT ASSESSMENT

5 I. INTRODUCTION The Graduate Program Handbook of the Department of Germanic Studies supplements the UIC Graduate College Catalogue and the Graduate College website. Students are encouraged to become familiar with both documents and with the For Graduate Students section of the website of the School of Literatures, Cultural Studies and Linguistics, to which the Department belongs. The Department of Germanic Studies offers the Master of Arts degree in Germanic Studies and the Doctor of Philosophy degree in Germanic Studies. In both degree programs students are encouraged to engage in interdisciplinary and some interdepartmental work. The graduate program of the Department includes course work, teaching opportunities, and professional activities such as symposia, conferences, lecture series, workshops, film series, graduate student symposia, outreach activities and formal social events. Since participation in all of these activities is crucial for the academic and professional success of our graduate students, attendance at these events is expected. II. DIRECTOR OF GRADUATE STUDIES The Director of Graduate Studies (DGS), working with the Graduate Advisor, Department Head, and the Graduate College, oversees and directs the work of the graduate office for the program, with specific responsibilities as follows: To organize and coordinate the recruitment of graduate students, and to ensure that appropriate informational material is available. To ensure prompt review of all applications for admission and financial award (fellowships, assistantships, tuition and fee waivers) by appropriate faculty groups. To keep applicants informed of the status of his/her application. To ensure that special efforts are made to attract the most promising applicants. To advise the department head/chair on the appointment of an advisor for each graduate student, preferably prior to the student's first enrollment but certainly within the student's first term of residence. To assist new graduate students in arranging a program of study and ensure that the student receives continuing advice and counsel from the appropriate faculty group. To monitor, with the major advisors, the academic progress of all students in the program. To review the academic progress of all students at least annually. To inform the student in writing as to progress and performance, and to communicate with the Graduate College on dismissals for violation of program rules. To communicate with the Graduate College concerning students on academic probation or limited standing, and concerning recommendations to change a student's status (e.g., limited to full standing). To maintain student records within the program. To publicize and implement program requirements with regard to the timing and conduct of both program examinations and examinations required by the Graduate College. The DGS should be consulted on appointments to preliminary examination committees and thesis defense committees. Effort should be made to see that the preliminary examination is taken within a reasonable time after the beginning of study. 5

6 To maintain a list of faculty advisors and of preliminary examination and thesis committees for each student. To inform all students and their advisors of the policies, rules, and procedures of the Graduate College, particularly as they may be expanded from those published in the Graduate Catalog. To ensure that all student petitions to the Graduate College include adequate academic or reasonable personal explanations for each request, that the views of the student's advisor are included, and that they are accompanied by necessary supporting documents. Whenever possible, to conduct exit interviews with all students who withdraw from the University to determine the reasons for withdrawal. To maintain up-to-date records of employment of degree recipients. To maintain program records which contain all the information required for IBHE and Graduate College program reviews. III. ADMISSION for MA and PhD 1) Admission Requirements Applicants are considered on an individual basis. The program will accept and review applications for fall and spring semesters. Transcripts for all undergraduate and any graduate work must be uploaded along with all other requirements. In addition to the Graduate College minimum requirements, applicants must meet the following program requirements: Baccalaureate Field No restrictions. A substantial background in German literature or culture is expected, as is proficiency in written and spoken German. Grade Point Average At least 3.00/4.00 in all German courses and in the final 60 semester hours (90 quarter hours) of undergraduate study. Tests Required GRE General scores are mandatory for university fellowship candidates. Minimum English Competency Test Score TOEFL 550 (paper-based); 80, with subscores of Reading 19, Listening 17, Speaking 20, and Writing 21 (ibt Internet-based), OR, IELTS 6.5, with subscores of 6.0 for all four subscores, OR, PTE-Academic 54, with subscores of Reading 51, Listening 47, Speaking 53, and Writing 56. Letters of Recommendation (in English) Three required from persons familiar with the applicant s academic work. Personal Statement Required; 250 words. The statement should address the applicant s purpose and goals. Other Requirements Applicants must submit a sample of their academic writing. Nondegree Applicants Nondegree applicants must submit a transcript from their baccalaureate institution. 6

7 Apply Online at: Additional information for international applicants: - The website of the Graduate College gives detailed information and explanations on specific requirements for all countries of origin: 2) Deadlines: Applicants are encouraged to submit their application material as early as possible to ensure fullest consideration for scholarships and teaching assistantships. Final deadlines are listed at: 3) Nondegree Admission: Nondegree status is designed for two types of applicants who hold the baccalaureate: Individuals who do not wish to pursue a degree but want to take courses for professional or scholarly reasons or personal enrichment. Individuals who have been out of school for several years or in a different field of study and wish to take a few courses before deciding whether to apply for a degree program. For more information about the application process, please see Graduate Applicants FAQs. The Graduate College minimum requirements for non-degree admission are as follows: Prior Degrees: A baccalaureate or its equivalent from an accredited college or university. Nondegree applicants must submit proof of the degree with their application. Transcripts: Not required by the Graduate College except to provide proof of a baccalaureate degree. Tests Required: Applicants whose native language is not English must take the Test of English as a Foreign Language (TOEFL). The test score cannot be more than two years old. A minimum score of 550 (paper-based test) or 213 (computer-based test) is required by the Graduate College; many departments have a higher minimum. UIC's Institutional Code is No other tests are required by the Graduate College. Other Requirements: International students who require certification of admission (I-20 or IAP-66) sent to the Immigration and Naturalization Service will not be admitted as nondegree students. Apply for non-degree admission online. 4) Status a) Changing from Non-degree to Degree Nondegree graduate students interested in changing to degree status must submit a Graduate College Application. All application credentials must be on file before the change to degree status will be 7

8 considered. The form and all credentials must be submitted by the degree application deadline. No more than 12 semester hours of credit earned as a nondegree student can be transferred into the degree program. Students must file a petition for the transfer of nondegree credit; only graduate-level courses in which a grade of A or B was earned will be considered. Admission to nondegree status does not obligate the Graduate College or any graduate program to later admit a student to a degree program. b) Admission of UIC Undergraduates Within 8 Credit Hours of Earning the Baccalaureate In exceptional cases, UIC undergraduates who are within 8 semester hours of completing the baccalaureate at the time of matriculation to the graduate program may be admitted to a graduate program. Such applicants should notify the program of the intention to begin the graduate program without first obtaining the baccalaureate, and their application credentials should be reviewed with this in mind. Applicants admitted under the "within 8 hours" policy are always admitted on limitedpending status (code 46) and must complete their baccalaureate degree within two (2) terms in residency. Failure to meet this requirement will result in dismissal from the Graduate College. Undergraduate courses used to fulfill undergraduate degree requirements are transferred towards the baccalaureate by the undergraduate college. Graduate courses not transferred toward the undergraduate degree are automatically counted towards the graduate degree. Applicants admitted under this classification are considered graduate students and are eligible for consideration for graduate assistantships, fellowships, and tuition and service-fee waivers. c) Credit for Prior Master s Degree Doctoral candidates who have previously earned a master s degree or its equivalent from UIC or another accredited institution may be granted 32 semester hours of credit toward the doctoral degree if approved by the program and the Graduate College at the time of admission. Degree equivalency from foreign institutions is determined by the Office of Admissions. The 32 hours are subtracted from the total hours required from the baccalaureate. The 32 hours are not included in the maximum allowed transfer credit limit. A student petition is not required. Approval is handled internally between the degree program and the Graduate College. d) Change from Master's to Doctoral Program: After a successful Master s exam the departmental graduate committee, based upon the MA committee s recommendation on the academic and teaching record evaluates whether to recommend continuation in the PhD program. The student may then apply for a program change. Students enrolled as master's candidates who intend to continue as doctoral students should apply for the master's-degree evaluation as soon as they have met all requirements for the degree, and must do so within the deadline for master's degree completion. If they have accumulated course credits beyond the required minimum for the master's, they may request that the Graduate College apply the excess credit to the doctorate. The student should fill out the Request for Change of Graduate Program form and submit it to the department. If the program accepts the student as a doctoral candidate, the form should be forwarded to the Graduate College during the term in which the master's degree will be awarded for the change to be processed for the next term. The Request for Change of Graduate Program form must be received by the Graduate College no later than two weeks before the start of the term in which the student intends to begin doctoral studies. 8

9 At the time of the graduation evaluation for the master's degree, the program should submit a petition for transfer credit for any courses not needed for the master's and which are to be used for the doctoral degree, if this was not previously done. These courses must meet program and Graduate College requirements for use toward the doctorate degree. All other courses taken while registered in the program will remain counted towards the master's program. 5) Deferral of Admission Admitted graduate students must register for courses for the term to which they are accepted or their admission will be invalidated. At the discretion of the graduate program, matriculation for degree students (level 2G) may be deferred up to, but not beyond, the same term in the succeeding year. Applications may be deferred only once. Nondegree admits (level 2Y) are not eligible to have their admisssion deferred, but must submit new application materials if they do not attend the term of their admission and wish to matriculate a later term. Admitted degree applicants (level 2G) interested in deferring their matriculation should notify the program of their desire to defer the term of entry. If the program is supportive of the deferral, the program should send a completed Request to Defer Graduate College Degree Admission form to the Graduate Admissions Office (OAR) along with a written request to defer from the applicant (copy of an is sufficient). Deadlines for the Admissions Office in OAR to receive the deferral: Domestic Applicants - November 1 (Spring); March 15 (Summer); May 15 (Fall). International Applicants - August 1 (Spring); December 15 (Summer); January 15 (Fall). If the admission was for limited status, an updated limited status letter must be sent to the applicant with a copy attached to the deferral form. If the deferral involves a readmission to the same program and degree they were in previoulsy at UIC, and the student's time-to-degree has passed (or will pass before the degree is earned), a Graduate College petition for a time extension, with timeline, must be attached. If the Office of Admission approves the deferral, a new application is created in Banner, new admit/registration material is sent to the student, and a reference copy of the deferral form is sent to the program. IV. ADVISING 1. New Student Advising Incoming graduate students for the fall semester should consult with the Director of Graduate Studies before the end of the spring semester in order to set up to set up a study program for the fall semester. Incoming graduate students starting in spring should consult with the Director of Graduate Studies before the end of the fall semester in order to set up a study program for the spring semester. New students should consult the Director of Graduate Studies to discuss any orientation programs that may be offered. 2. Subsequent Advising In subsequent semesters all students are required to consult the Director of Graduate Studies before signing up for classes and before making any changes to their schedule after the beginning of the semester. It is also recommended that students meet with the DGS on a regular basis to discuss their 9

10 progress in their program. All PhD candidates must have a dissertation advisor who is a member of the Graduate College faculty. Both master's and doctoral students must have a major advisor (academic or research) who is a member of the Graduate College faculty. For detailed information and procedures on MA examination advisor, thesis advisor, and MA committees, please see section VIII. For information on doctoral preliminary advisors, dissertation advisor, and PhD committees please see sections X and XI. V. REGISTRATION AND ENROLLMENT 1. General Registration procedures and class offerings are published in the UIC Schedule of Classes each semester and graduate students are responsible for the complete and accurate processing of their registration according to the guidelines published therein. Graduate students who fail to register for two terms in a row (excluding summer) without taking an approved leave of absence forfeit their admission and must re-apply to Graduate College and be re-admitted to the program. Re-admission is not guaranteed, and re-admitted students may have to fulfill degree requirements currently in place, if they have changed. New students may register during the designated period before the beginning of their first term or during the late registration period (days one to ten for fall and spring, days one to five for summer). Currently enrolled students should register during the early registration period in the previous term. Registration information will be mailed to all currently enrolled and new students prior to registration. Continuing students who are not currently enrolled will not be sent registration information and must wait for the open registration period. Students who wait to register at late registration will be assessed a late registration fee and may experience limited course availability. 2. Registration Restrictions Students will be restricted from registration if they have a financial or other registration hold, e.g., if they owe the university money from the current or a previous term. Students will not be allowed to register until their account is paid, and requests to register after the registration deadline will not be approved if the student failed to clear a hold during the regular registration periods. Other holds that may stop registration include Admission Office transcript hold and Medical Immunization Hold. Additionally, holds from any other University of Illinois campus effect UIC activity (e.g. student with a hold from UIUC will not be able to register or obtain transcripts from UIC). 3. Zero hours registration Zero Hours registration is for students who have completed all degree requirements except for the master's project, master's thesis, professional doctorate project, or doctoral dissertation, and need to satisfy a registration requirement until the term of defense or graduation. Students register for their master's project (usually 597), master's thesis (598), professional doctoral project, or doctoral 10

11 dissertation (599) for 0 hours via Student-Self Service. (Other courses that many departments offer for zero hours, such as research seminars, are not part of the descripion on this page.) There are two options of zero hour registration, Option A and Option B. Option A is for master's and doctoral students; Option B is only for doctoral students. Students are not eligible for zero hours if you have a fellowship that requires a certain minimum hours registration (eg. University Fellowship) or a Tuition and Service-Fee Waiver from the Graduate College. Normally, students holding an assistantship also are not eligible for zero hours although if the student who holds an assistantship does register for zero hours they will lose the tuition waiver resulting from the assistantship. Note for Student Visa Holders: Current SEVIS (federal immigration) regulations do not allow an international student on a student visa to register for more than zero (0) hours in a subsequent term if the student was registered for zero (0) hours previously, unless the student is admitted into a different program. This precludes accepting an assistantship or tuition waiver for future terms after a zero-hour registration occurs. The rationale for the regulation is that zero-hour registration is allowed for students on a visa only if all requirements other than the thesis or master's project are completed, and registration for more than zero hours indicates that they did not originally qualify, and, are thus be out of status. Unfortunately, flexibility to take a course for intellectual development or to register for hours to qualify for an assistantship or tuition waiver after zero hour registration does not exist currently. Consult with the Office of International Services (OIS) if there is a question on this issue. Permission to use either Option A or B will be considered by the Graduate College upon receipt of a Graduate College Student Petition supported by the graduate program. Approval by the Director of Graduate Studies and the Graduate College signifies that all requirements except the final project, thesis, or dissertation have been completed. On rare occaisions, a course with a grade of I, DFR, or NR may still be pending, but the DGS should note the exception on the petition. Additionally, if the student goes over the degree or preliminary exam time limit after approval of zero hours, a reevaluation of the student's status may occur. (Students must complete project or defend the thesis/dissertation by the degree deadline, regardless of which option is chosen.) Students requesting Option A only have to petition one time for zero hour approval. Doctoral students who request Option B must specify Option B on the petition and the terms requested (maximum two terms per petition). If more than two terms of Option B are required a new petition must be filed before the start the that term. Students must re-file a petition for Option B by the 10th day of the term (5th for summer) so that the student bill is correctly calculated. Students should register via Student Self-Service for project (usually 597), master's thesis (598), professional doctorate project, or doctoral dissertation (599) by the registration deadline each term, even if the petition is still pending approval. The following are some scenerios where a student may need to register for zero hours: master's student completing a project or thesis and registration is required by the student's program 11

12 master's student holding a student visa completing a project or thesis and registration is required by immigration regulations (as stipulated by the Office of Inernational Services, OIS) doctoral student who has passed the preliminary examination and must be continuously registered through the term of the successful defense of the dissertation (or professional doctorate project) as stipulated by Graduate College regulations doctoral student holding a student visa completing a professional doctorate project or dissertation and registration is required by immigration regulations (as stipulated by the Office of Inernational Services, OIS) after the term of the successful defense student who has completed all requirments except the project or thesis/dissertation and needs to maintain registration through graduation to continue student loan deferment - a student approved for zero hour registration (via Graduate College petition) is eligible to have student loan payment deferred Master's Students: The Graduate College does not have a registration requirement for master's students who have finished all coursework but are still completing a project or thesis. If the student is required to be registered for another reason (see above) the student may petition to register for zero hours in the project (usually 597) or thesis (598) course. Master's students who are in a courseworkonly option are not eligible for zero hours. Master's student's are only eligible for Zero Hours Option A. Charges for Option A include Range IV (0 hours) tuition, tuition differential (if applicable to your program), and all related fees, including CampusCare (unless under the the opt-out option - see for information and deadlines). See for current tuition. Doctoral Students: Doctoral candidates must be registered for credit the term when they take the preliminary exam, however, doctoral students are not eligible for Zero Hours registration in the term taking the preliminary exam. Students must also register each semester (excluding summer) after passing the preliminary examination and until successfully defending the dissertation. Students must register for the summer term if taking the preliminary exam or defending the dissertation during that term. Students who hold a fellowship, assistantship, or tuition and fee waiver must register each semester for the number of hours required by their award, even if they have completed all degree requirements except the dissertation. (See Course Loads, Financial Awards section). Doctoral students who have completed all degree requirements except the dissertation, and who do not wish to register for additional coursework, must choose either: Option A: Register for zero hours of credit in thesis research (599) each semester until the degree is awarded (excluding summer unless defending dissertation during the summer). Range IV (0 hours) tuition, tuition differential (if applicable to your program), and all related fees, including CampusCare (unless under the the opt-out option - see for information and deadlines) are assessed. See for current tuition; or, 12

13 Option B: Must petition for each renewal and specify Option B. No fees are assessed; only Range IV (0 hour) tuition (and differential, if applicable) is assessed (see for current tuition). Students who elect Option B are ineligible for access to certain on-campus facilities, such as the gym, and student health insurance (CampusCare). Students may purchase CampusCare in the Summer provided they had CampusCare coverage in the previous Spring. Students must go online and complete the Summer Continuation form at in order to purchase coverage over the Summer while under Option B. Deadlines are listed on that site. CampusCare for Option B students is not available in Fall and Spring Semesters. Students may elect from one to two terms of Option B with each petition, and must file a new petition if future terms of Option B are required. Note: A student is not eligible for Option B (i.e. not paying the attached fees) if registered in one or more hours. 4. Leave of Absence Time taken off from your degree program with an official leave of absence approved by the Graduate College (using this form) does not count towards your time-to-degree. Consult the Graduate College Catalog for time limitations for your degree. For the purpose of the leave of absence guidelines listed below, if you are registered at the end of the official tenth day (fifth day in summer) of a term, you are considered registered for that term, even if you subsequently withdrew. MASTER S STUDENTS, AND DOCTORAL STUDENTS WHO HAVE NOT PASSED THE PRELIMINARY EXAM If your last registered term was fall, you may, with the approval of your program, take the subsequent spring and summer terms off and return the next fall, without filing a Petition for Leave of Absence. If you also want to take the next fall term off, then you must file a Petition for Leave of Absence before that fall term. List all the consecutive terms you ultimately will be off (maximum of three consecutive terms - spring, summer, fall). If your last registered term was spring, you may, with the approval of your program, take the subsequent summer and fall terms off and return the next spring, without filing a Petition for Leave of Absence. If you also want to take the next spring term, or the next spring and summer terms off, then you must file a Petition for Leave of Absence before that spring term. List all the consecutive terms you ultimately will be off (maximum of four consecutive terms - summer, fall, spring, summer). If your last registered term was summer, you may, with the approval of your program, take the subsequent fall term off and return the next spring, without filing a Petition for Leave of Absence. If you also want to take the next spring term, or the next spring and summer terms off, then you must file a Petition for Leave of Absence before that spring term. List all the consecutive terms you ultimately will be off (maximum of three consecutive terms - fall, spring, summer). DOCTORAL STUDENTS WHO HAVE PASSED THE PRELIMINARY EXAM 13

14 You must register in each fall and spring term and will be granted a leave of absence only for documented illness, maternity, or serious family emergencies, including the reasons for maternity/family, medical, or family health crisis leave listed below. If you cannot enroll in fall or spring due to one of these circumstances you must obtain approval by filing a Petition for Leave of Absence before the term off begins, or as soon as possible, in unexpected situations. Requests will be reviewed on an individual basis, for up to one calendar year (three consecutive terms including summer). If the situation continues and more time off is needed, a new petition should be filed at that time. INTERNATIONAL STUDENTS ON AN F-1 OR J-1 VISA You must register in each fall and spring term due to the conditions of your visa. Students on an F-1 or J-1 visa are rarely granted a leave of absence, and usually only if you exit the country during the time you are not registered. However, if an illness, birth, or family emergency occurs and you need to take a term or more off, first consult with the Office of International Services (located in SSB). A maximum of three consecutive terms (any sequence of fall, spring, summer) may be approved by the Graduate College, with the approval of OIS. MATERNITY/FAMILY, MEDICAL, OR FAMILY HEALTH CRISIS LEAVE Degree-seeking students will automatically be approved leave, with proper documentation, for: the birth or adoption of a child, or where child care is required (one year maximum); care of a spouse, child or parent with a serious health condition; a serious health condition that makes it unable for the student to pursue graduate work. International students must obtain approval from OIS. The Graduate College encourages students to obtain written acknowledgement (signature) from the Director of Graduate Studies even though such cases will be approved if the proper documentation is attached to the petition. MILITARY LEAVE A degree-seeking student who must leave the University in order to enter into active service with the armed forces in a national or state emergency will be given an indefinite leave. A copy of the orders to report/proof of active service must be attached. See the Graduate College Catalog for policy and instructions on withdrawing from courses (if applicable) in these circumstances, as special procedures exist. NONDEGREE STUDENTS Nondegree students are not eligible for a leave of absence; however, if you are registered for a term, you are allowed to take a semester and consecutive summer session off without having to reapply. Consult the Continuing Students/Eligibility to Register section in the current UIC Schedule of Classes to determine whether an application for readmission will be required to return in a future term, if you do not register. 14

15 Students intending to take a leave of absence must consult with the Director of Graduate Studies and the Graduate Advisor and get departmental permission. 5. Adding and Dropping Courses Adjustments to student schedule of registered classes must be made by the approved deadlines for these transactions. The best source for this information is the Office of Admissions and Records. Students need to register no later than the official tenth day of a semester (the official fifth day of Summer Session II (eight week session). Graduate students who find that an adjustment is required (late registration, add, drop, change of section, or change the registered hours for a variablecredit course) after these dates must carefully follow the procedures listed here. No course transaction after the deadlines is guaranteed approval, so every effort must be made to register properly and verify your registration in Student Self-Service. If illness, family emergency or work related issues develop, consult with your the Director of Graduate Studies in your program. Holders of fellowships, assistantships, and tuition-and-fee waivers must maintain the required number of credit hours or risk loss of their tuition and service fee waiver for the term. Students who lose their waivers will be billed the full cost of tuition and fees. Students on visas must maintain the registration requirements of their visa. (For clarification, contact the Office of International Services). 6. University Withdrawal Withdrawal from the University is governed by specific regulations that students should observe to protect their academic standing. Failure to withdraw officially from the University before the last day of instruction may result in a grade of F (failure) appearing on the record for each course in which the student is registered. Students dropping all courses or the only course for which they are enrolled by the official 10th day of Fall and Spring Semesters or the 5th day of Summer Session should follow university online withdrawal procedures. After that time a University Withdrawal Form must be completed, available from your program, the Graduate College or the Registration Office in SSB. Click here for complete registration information. Students who withdraw from all courses through the official tenth day of the Fall or Spring semester (official fifth day in summer 8-week session; see calendar for 4-week deadlines) are not considered to have been registered for that term The withdrawn courses will not appear on the student s transcript and will not be charged any tuition or related fees. See Cancelation of Registration. Students who withdraw from all courses after the official tenth day of the Fall or Spring semester (fifth in summer 8-week session; see calendar for 4-week deadlines) are considered in residence for that term, are eligible to register for the next term, and the withdrawn courses will appear on their transcript with a "W" grade. Click here to view the refund schedule. Graduate students who wish to withdraw after the online access ends for the term may secure copies of the withdrawal form from their director of graduate studies or the Graduate College. Graduate students in a degree program should initiate official withdrawal by consulting their director of 15

16 graduate studies for approval. non-degree students who were not admitted to a specific department should initiate withdrawal from the Graduate College. Graduate students who fail to register for two terms in a row (excluding summer) without taking an approved leave of absence forfeit their admission to the Graduate College. Like students who have officially withdrawn from the university before the tenth day of the semester (fifth day in summer), they must reapply for admission to the Graduate College. Readmission is not guaranteed. Withdrawal to Enter Military Service: A graduate student who must leave the university in order to enter into active service with the armed forces in a national or state emergency (including being called up for the Active Reserve Forces and the National Guard) during the first twelve weeks of the semester (first six weeks in summer session) will be withdrawn from courses with a full refund of tuition and fees. If called to active duty after that time, and before the end of the term, the student may withdraw from all courses with a full refund of tuition and fees, or, the student may ask the instructor(s) for permission to receive an Incomplete (IN) or Deferred (DFR) grade(s). An instructor may assign an IN or DFR if deemed academically appropriate and feasible. Alternatively, an instructor may assign a letter grade, if requested by the student, if the instructor deems it to be academically justified. Deadlines for incomplete grades under these circumstances may be waived upon the discretion of the instructor and the Graduate College. A student who chooses to withdraw from all courses will not receive a "W." It is the student's responsibility to present proof of active service status for these actions to occur. (See Financial Obligations and Refunds for additional information.) VI. COURSE CREDIT, GRADES, and ACADEMIC STANDING 1. Repetition of courses Students who receive a grade of C or lower in a course required for the M.A. or the Ph.D. degree must repeat the course in order to fulfill the requirement. Students can repeat any course for credit if: The course is designated in the Schedule of Classes with the phrase "May be repeated for credit." The course is one in which a grade of D, E, F, or U was received. In such cases the course can be repeated only once and counted only once toward the degree requirements; the original grade continues to be included in the computation of the Graduate Degree GPA. The approval of both the instructor who will give the course and the director of graduate studies is required. The course is one in which a student has received a permanent Incomplete (I) (see Grades). 2. Grades and Academic standing a) Academic Standing Graduate students are considered to be in good standing in the Graduate College if they: 16

17 Have removed all limited status admission conditions; Have a minimum Graduate Degree GPA of 3.00/4.00; and Are making satisfactory progress toward degree requirements, including a project or thesis if required. Graduate programs may require a higher level of performance and may apply criteria in addition to those stated above. If a student fails to meet the performance or other criteria stated by the program as determined by the Graduate College the program may notify the Graduate College to initiate dismissal. Limited Status Limited admission status students must meet the conditions imposed by this status and progress to full degree status within two semesters or any shorter amount of time set forth in the letter of acceptance. Failure to do so will result in automatic dismissal from the University. Graduate Degree GPA The Graduate Degree GPA is the average of grades earned by graduate students in their current degree program, whether or not the courses are part of degree requirements. Only graduate-level courses in which an A, B, C, D, or F is earned are included in the Graduate Degree GPA computation. A graduate-level course is any 400- or 500-level course, plus any 300-level course taken under the quarter system. General transfer credit taken at other institutions is not computed in the Graduate Degree GPA. However, grades earned through the CIC Traveling Scholars Program are included. Grades earned as a non-degree student, or while a student in other UIC colleges or a different graduate program, will be computed if the courses are applied to the current graduate program through an approved transfer of credit petition. b) Grades The following grades are used at UIC: A 4 grade points per credit hour. B 3 grade points per credit hour. C 2 grade points per credit hour. D 1 grade points per credit hour (not accepted as degree credit). E Previous to Fall 2004, the current grade of F was designated by a grade of E. F 0 grade point per credit hour (failure; not accepted as degree credit). DFR grade temporarily deferred. Deferred grades may be used for thesis courses, continuing seminar, sequential courses, and certain courses that require extensive independent work beyond the term. At the end of the continuing course sequence the deferred grade for all terms must be converted either to a specific letter grade (A-F), to an I (Incomplete), or to an S or U. No credit is earned until the DFR grade is converted to a permanent grade. (Note: Previous to Fall 2004 the grade of DFR was designated as DF.) I Incomplete. An incomplete grade may be given only if, for reasons beyond the student s control, required work has not been completed by the end of the term. An I must be removed by the end of one calendar year after the term in which the I was received. When the student submits the course 17

18 work, the instructor will grade it and change the I to the appropriate grade. Note: Course instructors may require an earlier deadline. An I that is not replaced by a letter grade by the deadline will remain on the student s record as an I, with no credit earned. A course in which an I was received and not removed by the deadline may be repeated for credit only once. (Note: Previous to Fall 2004 the grade of I was designated as IN.) NR Not Reported. A grade of NR is assigned if an instructor does not submit an actual grade at the end of the term. The grade may be changed to the actual grade at a later date when the instructor completes a Supplemental Grade Report form. (Note: Previous to Fall 2004 the grade of NR was designated as M-Missing.) CR Credit; NC No Credit. Used only in courses taken under the credit/no credit grading option. No grade points are earned and the grade is not computed in the grade point average. If the required work for the course has not been completed by the end of the term, at the instructor s discretion an IN may be given. Graduate students may take courses on a credit/no credit basis provided that: (1) The courses are not within their immediate area of specialization, (2) such courses account for no more than one sixth of the total number of course hours taken at the University of Illinois at Chicago and counted toward a degree, and (3) they declare their intention to take a course on this basis at the time of registration and have the approval of their advisor and director of graduate studies. Some programs do not allow any Credit/No Credit courses to be used toward degree requirements. Credit/No Credit grades cannot be changed to grades A-F at a later date. (Note: Previous to Fall 2004 the grade of CR was designated as P-Pass, the grade of NC was designated as F-Fail, and the current grade of F was designated as E.) S Satisfactory; U Unsatisfactory. Used as grades in thesis research courses, in zero-credit courses, and in specifically approved courses. No grade points are earned and the grade is not computed in the cumulative grade point average or the graduate degree grade point average. In the case of thesis research courses, instructors should assign an S or U grade to the course each term. They may assign a DFR grade each term until after the thesis defense is successfully completed, the thesis committee accepts the format and content of the thesis, and the Graduate College approves the format of the thesis, but this is not recommended. In the latter case, the Graduate College will notify the registrar to change the DFR grades to S. An Unsatisfactory grade can be assigned at any time when the student is not making satisfactory progress in thesis research. If this should occur, the status of the student will be reviewed by the advisor, the director of graduate studies, and the Graduate College, and the student may be dismissed from the Graduate College. W Withdrawn. Officially withdrawn from the course without academic penalty; no credit is earned for the course. Assigned if course is dropped after the tenth day of the semester (fifth day in summer) and before the last day of instruction for the term. This grade will remain on the transcript but does not affect the grade point average or Graduate Degree Grade Point Average. AU Audit. A student may audit a course with visitor status by completing a Visitor's Permit within the official first ten (five, in Summer) days of the term. The student does not otherwise register for a course in which they are a visitor. Instructor and college approval are needed and the form must be 18

19 returned to the Registration Office in the Office of Admissions and Records by the deadline. There are certain restrictions on the type of course that is allowed to have visitors. If a currently registered student completes the Visitor's Permit and wishes for the course with the AU designation to appear on the transcript, the student must inform the Registration Office when submitted the completed form. 3. Probation and Academic Dismissal After students are accepted into and enroll in the Graduate College they may continue to register as long as they remain in good academic standing, make satisfactory academic progress, and are within the time limitations contained in the Graduate Catalog. Students are considered to be in good standing if they: have removed any limited admission conditions; are making satisfactory progress toward completing degree requirements, including a project or thesis if required ; and have a minimum Graduate Degree Grade Point Average of 3.00 (A = 4.00) Graduate programs may require a higher level of performance and may apply criteria in addition to those stated in Graduate College Probation and Dismissal below. It is the responsibility of the program to monitor any departmentally imposed admission conditions as well as progress toward degree requirements. Students who do not meet program standards must be notified by the program, with a copy to the Graduate College, of their deficiencies, their deadline for removing deficiencies, and the consequences of not removing the deficiencies. The DGS should notify the Graduate College when to initiate drop action for students who have not met the departmental requirements or made satisfactory progress within the prescribed amount of time. See more detail below. Limited Standing Students who are admitted on limited standing are notified of the conditions of admission in writing (a copy of the letter is simultaneously sent to the Graduate College) at the time of admission. Students are placed on limited standing for up to two semesters. A student who violates the conditions stated in the limited standing letter should be dismissed at the end of the term of the violation. The program informs the Graduate College, including the reason and justification, and the Graduate College initiates the dismissal procedure after an investigation is finalized. The program may not initiate dismissal for limited status conditions after a later term, if the student was not dismissed immediately after the term in which the violation occurred. Rarely, the Graduate College sets the exact limited status conditions. In these situations, the Graduate College may initiate dismissal if a violation of the conditions occurs. Satisfactory Progress and Other Program Requirements A program may initiate academic dismissal for a student for a variety of reasons, including failure to make satisfactory progress, violation of time-to-degree requirements, program probation policy, etc. To initiate academic dismissal, the DGS must provide the Graduate College written rationale for the dismissal, as well as a copy of the program's handbook or other written guidelines where this information was provided to the student. The rules or guidelines cited must apply to all students in the program, and must be enforced equally for all students. The program does not dismiss the student but 19

20 makes the recommendation to the Graduate College. The Graduate College initiates the dismissal procedure after an investigation is finalized. Graduate College Probation and Dismissal When the Degree GPA falls below 3.00 (A=4.00), students are sent a warning letter (with copies to the program) that notifies them that they have two additional terms of registration (including summer, if registered) after the warning term to raise the average to The progress of students on probation status is reviewed each term. Students who do not remove themselves from probation status in subsequent semesters are notified of their continued grade point deficiencies until they reach the two-term deadline. Students who raise their GPA to 3.00 or above within the deadline will be removed from probation. Students who fail to raise their average to 3.00 or above within the deadline will be dismissed from the University. The Graduate College makes every effort to notify students of their dismissal in a timely fashion. Failure to receive notification, however, does not alter the student's dismissal status. Students are expected to monitor their progress in light of departmental and Graduate College policies. If a student registers for only courses that are not graded A-F (i.e. courses not included in the GPA) such as research (S/U), etc., the term still counts against the time allowed to get off probation, including summer term. The situation of taking only research in summer for a student on probation would be taken in consideration for any petition for extension of probation. If the DGS determines that an extension of probation is warranted for a student who received a drop letter, the student must complete a Graduate Student Petition and obtain signatures from the advisor and DGS. The DGS must provide justification for the extension on the petition, as well as any conditions (eg. must take only courses from that department, etc.). The petition must arrive in the Graduate College no later than the start of the next term, including summer (whether or not the student will register in that term). The student must register for enough graded 400- and 500-level credit to make up the deficiency in one term. In very rare instances, a DGS may request that the student take less hours than what is required to make up the deficiency. If this request is granted by the Graduate College the student must show significant progress in making up the deficiency before a second extension would be granted. All extensions are for one term only. Future extensions are not guaranteed and would only be considered with the DGS approval and if the student shows significant progress in making up the deficiency. It is the student's responsibility to monitor his/her own progress in light of Graduate College policies. While the Graduate College does issue probation and dismissal notices and guidelines to both students and their DGS, failure to receive such notice does not change the student's probation or dismissal status. 20