Enrollment Policy


 

Graduate students must register for a minimum of 3 hours of credit during any semester in which they use University facilities and/or staff time. A student who holds an assistantship must register for a minimum of 12 hours of graduate credit fall and spring semesters and nine hours of graduate credit during the summer semester. See the Minimum Enrollment Policy below for additional graduate enrollment requirements.

Prior to Fall 2007, a student who has been out of school for three semesters, including the summer semester, and who wishes to return for the same admission classification and major must submit an application for readmission to the Office of Graduate Admissions.

The Schedule of Classes for each semester is available online at the Registrar's website. Visit the Bursar’s web site for tuition and fee information, http://www.bursar.uga.edu/.

The following policies affect:

  • all new graduate students matriculating Fall 2006 and thereafter
  • any student who changes degree programs Fall 2006 or later
  • any student who is readmitted to a degree program Fall 2006 or later
  • any student who is granted an extension to complete a degree Fall 2006 or later

These policies will be in effect Fall 2007 for all graduate students regardless of enrollment status or matriculation date.

  1. Minimum Enrollment

    All enrolled students pursuing graduate degrees at the University of Georgia must maintain continuous enrollment from matriculation until completion of all degree requirements. Continuous enrollment is defined as registering for a minimum of three (3) credits in at least two semesters per academic year (Fall, Spring, Summer), including the 3 hours of Graduate credit that is required for registration during the semester in which degree requirements are complete, until the degree is attained or status as a degree-seeking graduate student is terminated. Doctoral students who have advanced to candidacy and thesis-writing master’s students who have satisfactorily completed all required courses (exclusive of 7000 and 7300) will be allowed to register at a rate equivalent to the prevailing in-state tuition rate. This policy specifies a minimum for maintaining status as a degree-seeking graduate student only. It does not supercede the minimum enrollment requirements of other programs, offices, or agencies. Doctoral students must maintain enrollment during fall and spring semesters (breaking only for summer semesters) until the residency requirement (30 hours for PHD, 20 hours for EDD or DMA) has been met. See instructions for Out-of-State Tuition Waivers here.

    UGA employees pursuing graduate degrees under the Tuition Assistance Program and students in non-degree status are exempt from this Continuous Enrollment Policy. However, these students remain under the pre-existing policy and will lose registration eligibility if non-enrolled for three consecutive terms. If registration eligibility is lost, these students must reapply to their programs and pay the applicable application fee to continue graduate study.
  1. Leave of Absence

    A leave of absence provides a mechanism for students experiencing unusual circumstance to be exempt temporarily from the continuous enrollment policy. A leave of absence requires approval of the Graduate program Coordinator and the Dean of Graduate School. A leave of absence will be granted only for good cause such as serious medical and health-related issues, major financial and employment issues; pregnancy, childbirth, child care, elder care, and other significant family issues; and other major personal circumstances that interfere with the ability to undertake graduate study.

    An approved leave of absence stands in lieu of registering for the minimum of 3 credits for each semester for which the leave of absence is granted. During a leave of absence, students may not use UGA facilities, resources, or services designed or intended only for enrolled students; receive a graduate assistantship, fellowship, or financial aid from the University; or take any UGA courses related to their program of study. An approved leave of absence does not stop the clock unless the leave is granted for pregnancy, childbirth or adoption (see below): time on leave counts toward any University, Graduate School, or program time limits pertaining to the degree being sought.

    *Pregnancy, Childbirth, and Adoption: Time spent on an approved leave of absence due to pregnancy, childbirth, and/or adoption of a child under six years of age will not count toward time limits governing their graduate degree.

    1. Application. Students may apply for a leave of absence for good cause such as serious medical and health-related issues, major financial and employment issues; pregnancy, childbirth, child care, elder care, and other significant family issues; and other major personal circumstances that interfere with the ability to undertake graduate study.  An approved leave of absence stands in lieu of registering for the minimum of 3 credits for each semester for which the leave of absence is granted.
    2. Student Responsibility. It is the student’s responsibility to apply for a leave of absence in timely fashion. An approved leave of absence does not exempt students from the enrollment requirements of other programs, offices, and agencies such as the Veterans Administration, Immigration and Naturalization Service, and federal financial aid programs. Eligibility for certain types of financial aid, including graduate assistantships, requires enrollment for more credits than the Continuous Enrollment Policy.
    3. Deadlines. A student may apply for a leave of absence before or during any semester in which they are not registered for courses.  Application for a Leave of absence must be received by the Graduate School Office of Enrollment Services on or before the last day of classes for the semester for which it is requested. A leave of absence will not be granted retroactively after the end of a semester.
    4. Limits. A student may request a leave of absence for one semester, two consecutive semesters, or three consecutive semesters (Summer semester included). There is a 12-month limit for any one request of leave of absence. A student may submit multiple requests for a leave of absence subject to a 3 semester limit. [Get the Form]

  2. Monitoring and Compliance
    After the last day of each semester, any degree-seeking graduate student who has not maintained continuous enrollment by registering for the required credits or obtaining an approved leave of absence will lose their status as an enrolled graduate student.

    Students who wish to resume graduate study must: (a) re-apply to the Graduate School for admission and pay required application fees. Re-admission is not guaranteed and requires approval of the studentís former program, (b) pay a re-enrollment fee equivalent to registering for 3 graduate credits at the current in-state tuition rate for each non-enrolled semester, including summer, up to a maximum of 9 hours.

    Students may appeal actions resulting from violation of the Continuous Graduate Enrollment Policy or denial of a requested leave of absence by submitting a request in writing to the Dean of the Graduate School. The appeal should include documentation of unusual and extenuating circumstances that could justify an individual exception to the policy. A negative decision by the Dean of the Graduate School may be appealed to the Administrative Committee of the Graduate Council.

  3. Program Exemption

    A graduate program may apply for an exemption from the Continuous Graduate Enrollment Policy if the program operates on an intermittent basis and does not provide graduate courses or opportunities for research and scholarship on a term-by-term basis. For example, a program that offers graduate courses and other educational opportunities only one semester a year may apply for an exemption. Cooperative programs between the University and partners such as federal and state agencies, corporations, nonprofit organizations, and international exchange programs, may qualify for exemption if the program requires extended work or service off campus by the graduate student for multiple semesters.

    If granted, the exemption will apply automatically to all students enrolled in the program (i.e., students need not apply individually for an exemption). Program exemptions will be reviewed periodically and may be rescinded if the program begins to offer graduate education opportunities on a more continuous basis.

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Graduate School Pregnancy/Childbirth/Adoption Leave Policy

  1. Objectives
    The objectives of the Graduate Student Pregnancy/Childbirth/Adoption Policy are to:
    1. Affirm UGAís commitment to supporting women and families, particularly those who experience pregnancy and childbirth or adopt a young child while pursuing a graduate degree.
    2. Provide a policy and procedure for extending time limits regarding graduate coursework, advancement to candidacy, and graduate degree completion for graduate students who temporarily interrupt their graduate study due to pregnancy and childbirth, or who adopt a child under the age of six.
    3. Amend the existing Leave of Absence policy and procedure to provide this academic accommodation for pregnancy, childbirth, and adoption.
  2. Policy
    This policy provides an academic accommodation for students who request and receive a leave of absence from graduate study due to pregnancy and childbirth and/or adoption of a child under the age of six. Time spent on an approved leave of absence due to pregnancy, childbirth, and/or adoption will not count toward time limits governing their graduate degree. Both the duration of leave and extension(s) of time are subject to the overall limits of the prevailing Leave of Absence policy.

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Course Load

A full-time course load is nine hours per semester during the academic year and six hours during the summer semester. The maximum semester course load for any student is 18 hours per semester. For those students whose degree program officially requires more than 18 hours of credit per semester, the students will be limited to the program maximum. The minimum/maximum course load for which a graduate student may enroll is governed by the following:

 

Minimum Semester Hours

Maximum Semester Hours

Students who do not have an assistantship

3

18

Graduate Assistants: One-third (.33) time

12

18

Graduate Assistants: Four-ninths (.44) time

12

18

Graduate Assistants: One-half (.50) time

12

18

To exceed the maximum course load, a student must obtain approval from his/her major professor and the dean of the Graduate School. The department head or the departmental graduate coordinator may sign the overload request in the absence of the student's major professor.

Generally, a request to exceed the maximum course load will not be approved unless the student satisfies the following guidelines: (1) is a prospective candidate (or candidate) for a graduate degree, (2) has a cumulative graduate average of 3.5 or higher, (3) has no incompletes on his/her graduate record, and (4) is not a first-semester student.

The maximum course load for an eight-week summer thru session is 18 hours. The minimum course load for any summer session is 3 hours. The maximum course load during pre-summer session (Maymester) is 6 hours. For students on an assistantship, the minimum course load during summer sessions is 9 hours. Permission to exceed the maximum load is not granted during summer semester.

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Course Numbers

Courses numbered 8000-9999, taught by members of the graduate faculty, are advanced graduate courses and seminars which provide educational experiences at the highest level in a graduate student's program of study. Courses numbered 6000-6999 are fundamental knowledge courses; those numbered 7000-7999, except master's research (7000) and thesis (7300), are technique and professional courses. Courses numbered 6000-7999 are normally taken early in the graduate student's program of study. Joint undergraduate/graduate courses, numbered 4000-4999/6000-6999 and 5000-5999/ 7000-7999, in which undergraduate and graduate students are simultaneously enrolled are not normally used to provide the core requirements of a graduate degree program. Such courses may be used as electives and as service courses taken in other departments.

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Class Attendance

Students are expected to attend classes regularly. A student who incurs an excessive number of absences may be withdrawn from a class at the discretion of the professor.

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Withdrawal from Courses

Students who wish to withdraw from a course after the designated drop/add period for a term should initiate the withdrawal procedure with the instructional department and their advisor. Instructors who wish to withdraw a student from a course because of excessive absences should initiate the withdrawal procedure within the instructional department. (The term "excessive absences" is defined in the syllabus for the course.) A student who fails to drop a course during the drop/add period for the term may withdraw from the course through the OASIS system. The system will notify the instructor of the course, who will assign a grade of W or WF. No refund for a reduction in hours due to individual course withdrawals is authorized. Only credit hour reductions effected by the drop/add process will generate a refund.

Students who withdraw from a course should be aware of the fact that a reduction in their course load because of withdrawal may affect their assistantship, financial aid, athletic eligibility, and/or full-time student status. Students should contact the appropriate office if they have questions about the impact of their withdrawal from a course.

A graduate student who withdraws from a course or is withdrawn by the instructor for excessive absences prior to the midpoint of a semester is assigned a grade of W or WF by the instructor. A student who withdraws or is withdrawn for excessive absences after the midpoint of the semester (date to be specified in the Schedule of Classes) is assigned a grade of WF, except in those cases in which the student is doing satisfactory work and the withdrawal is recommended by the Office of Student Affairs because of emergency or health reasons.

A grade of W signifies that the student was passing the course at the time of withdrawal. Such a grade, even if the course was withdrawn from for medical reasons, does not relieve the student from the regular probation.

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Course Deletions

A course deletion refers to an administrative process whereby the course is removed from the student's record after the designated drop/add period and, if appropriate, a refund is generated. In order to have a course deleted from the student's record, it must be determined that the University is responsible for the student being in the course in error.

Course deletion requires a written student petition followed by the review and approval of the instructor of the course, the department head/program director, and the dean. Questions concerning course deletion should be directed to the dean's office of the student's school or college.

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Change in Grades

A grade in a course recorded by the Registrar cannot be changed except in the following circumstances:

  • A symbol of I not removed after three semesters becomes an F. Once a grade of Incomplete (I) converts to an F, it remains an F.
  • A symbol of ER not removed after one semester becomes a grade of WF.
  • Any grade will be changed upon a written statement by the instructor that the grade was a factual error. All grade changes are subject to approval by the instructor's department head and the dean of the Graduate School.
  • No grade change can take place in any course after three semesters from the original issuance of the grade.

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Name and Address Changes

The name carried on the permanent academic record is the name given on the application for admission and should be the complete legal name. The name will be changed by the Registrar upon request to reflect legal name changes. Changes in a current or permanent address can be made in the OASIS system until the student's graduation semester. If the OASIS system will not accept an address change, the student must notify the Office of the Registrar to make the change.

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Grade Reporting System

The grade scale for graduate students is as follows:

Grade

Comments

A

Excellent

A-

 

B+

Good

B

 

B-

Will not satisfy requirements that require a 3.0 or better)

C+

Satisfactory

C

 

C-

Will not be accepted on a program of study)

D

Passing

F

Failure

WF

This designation indicates that the student was permitted to withdraw from a course while doing unsatisfactory work or withdrew after the midpoint of the grading period. The withdrawing of a course under these circumstances is equivalent to a failure. The symbol W will be assigned for withdrawals after the midpoint of a grading period in cases of a hardship. A determination that a hardship exists must be made by the Office of the Vice President for Student Affairs and communicated to the Graduate School.

S

This symbol indicates that credit has been given for completion of degree requirements other than academic course work. The grade of S must be assigned in thesis and dissertation courses (7300, 9300), where student performance or progress is satisfactory. The use of this symbol is approved for seminars, applied projects, problems, internships, practicums, and research courses. Credit earned with an S grade will become part of cumulative hours earned, but the grade will not be included in the calculation of academic averages.

U

This symbol indicates unsatisfactory performance or progress in an attempt to complete degree requirements other than academic course work. The grade of U must be assigned in thesis and dissertation courses (7300, 9300), where student performance or progress is unsatisfactory. The use of this symbol has been approved for seminars, applied projects, problems, internships, practicums, and research courses. No credit is earned by a U grade. The grade is not included in the calculation of academic averages.

Once earned and recorded, a U grade cannot be changed to another grade. The grade of U is not acceptable as a terminal grade for thesis, problem, and dissertation courses.

A/S

This symbol indicates that both A-F and S/U grading systems are permitted in a course. Such courses are identified in their course description and are limited in number. The instructor should explain the conditions for the use of both grading systems at the beginning of the course.

If a student does not receive a grade in a course for which he/she enrolled, one of the following designations must be placed on the student's record:

I

This letter indicates that a student was doing satisfactory work, but for nonacademic reasons beyond his/her control, was unable to meet full requirements of the course. When an incomplete grade in a graduate course (courses numbered 6000 and above) is not removed within three semesters (including summer), the I automatically becomes an F. Once a grade of Incomplete (I) converts to an F, it remains an F.

WP

Withdrew, passing. This grade indicates that a student was permitted to withdraw from a course and was passing the course at the time of the withdrawal. Withdrawals with a passing grade will not be permitted after the withdrawal deadline of the semester (date to be specified in the Schedule of Classes) except in cases of hardship as determined by the appropriate official.

V

This designation indicates an audit. No credit is given for an audit. Students may not transfer from audit to credit status or vice versa after the closing of the drop/add period of each semester.

ER

This symbol indicates an error in reporting. If not removed after one semester, the ER becomes a grade of WF. Upon receiving a grade of ER, the student should consult with the course instructor.

All grade appeals must be initiated within one calendar year from the end of the term in which the grade was recorded.

For purposes of computing semester, yearly, and cumulative grade point averages, letter grades must be converted into numerical equivalents. The equivalents are:

Grade

Equivalent

A

4.0

A-

3.7

B+

3.3

B

3.0

B-

2.7

C+

2.3

C

2.0

C-

1.7

D

1.0

F

0.0

WF

0.0

S

Not computed

U

Not computed

I

Not computed

V

Not computed

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Enrollment in Graduate Courses — Law / Honors / Undergraduates

Students enrolled in the School of Law, who hold a bachelor's degree from an accredited university/college and who are in good standing, may enroll in graduate courses with approval of their advisor, the instructor of the course, the graduate coordinator, and the dean of the Graduate School. An approval form may be obtained in the School of Law.

Undergraduate students in good standing who are participating in the Honors Program may register for graduate courses with approval of the instructor and department of the course and the dean of the Graduate School. An approval form may be obtained in the Honors Program Office.

Undergraduate students, having received prior approval, may enroll for up to six semester hours of credit to be included in a graduate program of study if they are within three hours of completing requirements for the undergraduate degree. They may enroll for three hours of such credit if they are within six hours of completing degree requirements. This credit is limited to courses numbered 6000-7999. A form to request prior approval may be obtained in the Graduate School.

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Irregular Students

A student registered in the University as an irregular student cannot register for graduate courses. Course work taken in this classification cannot be counted for credit toward any graduate degree.

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