Academic Regulations & Procedures


 

Statements set forth in this bulletin are for informational purposes only and should not be construed as the basis of a contract between a student and the institution. While every effort is made to provide accurate and current information, the University reserves the right to change, without notice, statements in the bulletin concerning rules, policies, fees, curricula, courses, calendar, or other matters. Students enrolled at the University agree to comply with the University's rules and regulations and to accommodate to any changes necessary.

Students have the responsibility for keeping themselves apprised of current graduation requirements for their particular degree program.

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Use of Credit

Course and resident credit used to satisfy the requirements of one degree cannot be used to satisfy the requirements of another degree.

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Cumulative Graduate Average

To be eligible for admission to candidacy and graduation, a student must maintain an average of 3.0 (B) both on the graduate transcript and on all courses on the program of study. No grade below C (2.0) will be accepted as part of a program of study for a graduate degree.

When a graduate course is repeated, the last grade received will be used in calculating the cumulative graduate average that is used for probation, dismissal, admission to candidacy, and graduation. Grades received in all graduate courses will be included in the graduate cumulative average.

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Acceptance of Credit by Transfer

Master's degrees. If graduate credit earned at an accredited institution constitutes a logical part of the student's program, transfer of credit may be allowed when recommended by the student's major professor and graduate coordinator, and when approved by the dean of the Graduate School. Such transfer of credit cannot exceed six semester hours and must fall within the time limit of the degree. Transfer credit cannot be used to fulfill the requirement that 12 semester hours on the program of study be open only to graduate students. No grade below B may be transferred. The courses to be transferred may not have been used in a degree program at another institution. Transfer grades are not used in calculating cumulative averages. All requests for transfer credit, with accompanying official transcripts, must be in the Graduate School by the midpoint of the semester in which the student plans to graduate.

Specialist in Education degrees. Specialist in Education degree candidates may transfer up to 6 hours from an accredited institution where the student had been fully admitted into an Ed.S. degree program. This credit must meet the same criteria as credit transferred for master's degrees.

Doctoral degrees. No courses taken at another institution prior to admission to the doctoral degree program at The University of Georgia are eligible for transfer. A maximum of nine hours of credit earned after admission to UGA may be transferred pursuant to the following guidelines. If graduate credit earned at an accredited institution constitutes a logical part of the student's program, transfer of credit may be allowed when recommended by the student's major professor, advisory committee, graduate coordinator, and when approved by the dean of the Graduate School. Such transfer of credit must fall within the time limit of the degree. No grade below B may be transferred. The courses to be transferred may not have been used in a degree program at another institution. Transfer credit may not be used to satisfy the residency requirement. If the residency requirement has not been satisfied and the transfer course is taken during the Fall or Spring semester, a "break" in residency will occur unless the student is also registered at UGA. Transferred courses may not be included in the 16 hours of 8000- and 9000- level credit on the program of study. Transfer grades are not used in calculating cumulative averages. All requests for transfer credit, with accompanying official transcripts, must be in the Graduate School at least 30 days prior to the time the student plans to graduate.

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Extension and Correspondence

Graduate credit is not allowed for work done in extension or by correspondence.

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Resident Credit in Graduate Centers

  1. For course work leading to a professional master's degree, credit on a resident basis will be granted for graduate courses taken at a graduate center approved by the Board of Regents, provided:
    1. the student has been admitted to the Graduate School of the University of Georgia prior to taking the course;
    2. the physical facilities such as classrooms, library, and teaching aids are adequate as determined by a site visit of at least three persons, one appointed by the dean of the school or college offering the course, one appointed by the Director of Libraries, and one appointed by the dean of the Graduate School; and
    3. the instructor is the same one who teaches the course on campus, or is approved by the dean of the school or college offering the course and the dean of the Graduate School.
  2. Resident credit will be granted for course work or research leading to degrees other than professional master's degrees offered at off-campus locations provided:
    1. the student has been admitted to the Graduate School prior to taking the course;
    2. the requirement of two consecutive semesters of full-time work on campus in Athens for all doctoral students is satisfied;
    3. the requirement of two semesters of full-time work on campus in Athens (which need not be consecutive) is, in general, satisfied for all candidates for MA and MS degrees.

      An exception to the above may be made for students who prefer to spend one semester of full-time work abroad in a program of study approved by the University of Georgia or the Board of Regents. Such study shall be counted as resident credit; and the instructor is the same one who teaches the course or directs the research on campus, or is approved by the dean of the school or college offering the work and the dean of the Graduate School.
  3. Residence or non-residence credit for Studies Abroad is determined by the department from which a student is seeking a degree.
  4. Resident credit is considered any course for which registration takes place through the OASIS system so that they appear on the student's official transcript without a manual transfer process, which includes UGA online courses, and any courses taken under the cross-registration policy.

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Application for Graduation

An application for graduation must be filed with the Graduate School no later than Friday of the second full week (the first full week for summer) of classes in the semester of the anticipated graduation date. You may now apply online.

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Late Filing of Graduation Forms

A graduate student who misses a graduation deadline by failing to file the Application for Graduation, Advisory Committee Form, and/or completed Program of Study Form will have the option of paying a single fee of $50 (check or money order in U.S. dollars) for late processing of all required forms. A completed Late Filing for Graduation Form, all required graduation forms, and the late fee payment must be submitted to the Graduate School Office of Enrolled Student Services within 45 calendar days of the original deadline. After the 45 day late period, no students will be added to the commencement roster for the current semester.

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Final Registration Requirement

Students must be registered at the University of Georgia for a minimum of three hours of credit the semester in which they complete all degree requirements. Once degree requirements have been completed, no further registration is required, even if the official graduation date is in a following semester.

A graduate course, GRSC 9270 (Graduate Study Completion), is designed for students completing degree requirements who will be using staff time or University facilities and for whom no regular course is appropriate. Permission to register for this course must be granted by the Graduate School.

Students will not be approved for graduation if they have a grade of I or ER which, when changed to a recorded grade, could cause the graduate grade point average to fall below the minimum required for graduation.

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Graduation Ceremonies

Formal commencement exercises are held in May, August and December. Candidates for degrees are urged to participate in graduation exercises, but they are not required to attend.

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Awarding Doctoral Degrees—University Faculty

No member of the faculty of the University of Georgia above the rank of instructor will be awarded a doctoral degree by the University.

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Probation and Dismissal

Students may be dismissed by their department at the end of any semester if they have not made sufficient academic progress to warrant continuance of study. Termination of students will follow policies and procedures adopted by the department and reported to the Graduate School. The department must immediately notify the Graduate School of a dismissal. The student will be prevented from enrollment in future terms. Dismissal by an academic department may be appealed to the dean of the Graduate School after all avenues of appeal have been exhausted at the departmental level. This should be completed within 30 calendar days of the decision resulting from an appeal to the department. When students are terminated by a department, but not simultaneously by the Graduate School, they may apply for admission to another graduate program; however, they may not apply for admission to the same department from which they were dismissed.

Students with a cumulative graduate course average below 3.0 for two consecutive terms are placed on academic probation by the Graduate School. They then must make a 3.0 or higher semester graduate average each succeeding semester that their overall cumulative graduate average is below 3.0. These students are no longer on probation when their cumulative graduate average is 3.0 or above. If they make below a 3.0 semester graduate average while on probation, they are dismissed. When students repeat a graduate course, the last grade will be utilized to calculate the cumulative graduate average that is used for probation, dismissal, admission to candidacy and graduation. Grades of S, U, I, and V will not be used in calculating the cumulative graduate average. However, when a grade of I converts to F, this may result in an action of probation or dismissal for the semester in which the conversion takes place, even if the student is not registered for the semester in which it converted. When students are dismissed under the terms of this policy, they may not apply for admission to another graduate program offered by the University.

Students who are dismissed by the Graduate School for academic reasons may appeal the dismissal to the dean of the Graduate School. The appeal must be submitted to the dean within 30 calendar days following receipt of notice of dismissal. Information concerning the appeal process may be obtained in the Graduate School.

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Appeals

University of Georgia students have the right to appeal academic decisions. Usually the appeal goes first to the unit responsible for the decision (for example, grades or departmental requirements to the department; college or school requirements to the school; university requirements to the Educational Affairs Committee). An unfavorable ruling at one level can be appealed to the successive levels (viz. a department ruling can be appealed to the college in which the institutional unit is located; a college-level ruling can be appealed to the University Council Educational Affairs Committee; the Educational Affairs Committee ruling can be appealed to the President of the University; and the President's ruling can be appealed to the Board of Regents).

Appeals of academic matters should be referred to the

Office of Vice President for Instruction
308 New College
Athens, GA 30602-1695
(706)583-0690

Policies regarding appeals in the Graduate School may be obtained from the

Office of the Dean,
320 E. Clayton Street, Suite 400
or by phoning (706) 425-3111 or 425-3215

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Student Education Records

The federal Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. They include the following:

  1. The right to inspect and review the student's education records, subject to certain specific exceptions. A student wishing to review his/her education records should submit to the registrar, academic dean or other appropriate official a written request that identifies the records he/she wishes to inspect. The University official will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the University official to whom the request was submitted, that official will advise the student of the correct official to whom the request should be addressed.
  2. The right to request the amendment of the student's education records. A student may ask the University to amend a record that he/she believes is inaccurate or misleading. The student should write the University official responsible for the record, clearly identifying the part of the record he/she wants changed and specifying how it is inaccurate or misleading. If the University decides not to amend the record as requested by the student, the University will notify the student of the decision and advise the student of his/her right to a hearing as well as the hearing procedures.
  3. The right to consent to disclosures of personally identifiable information contained in the student's education records, except to the extent that FERPA authorizes disclosure without the student's consent. One exception is disclosure to other University officials who have been determined to have a legitimate educational interest in the information.
    Upon request, the University also discloses education records without the student's consent to officials of another school in which a student seeks or intends to enroll. In addition, directory information may be disclosed without a student's consent unless the student has advised the registrar in writing and he/she wishes to restrict access to this information. "Directory information" includes, but is not limited to, the student's name, address, telephone listing, e-mail address, date and place of birth, major field of study, participation in officially recognized activities and sports, dates of attendance, degrees and awards received and the most recent previous educational agency or institution attended by the student, as well as the weight and height of members of athletic teams.
  4. The right to file a complaint with the U.S. Department of Education concerning the University's alleged failure to comply with FERPA. The name and address of the office that administers FERPA is Family Policy Compliance Office, U.S. Department of Education, 400 Maryland Avenue, S.W., Washington, D.C. 20202-4605.

Copies of the complete University policy statement regarding FERPA may be obtained from the Office of the Registrar.

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Academic Honesty

Academic integrity is an adherence to a high standard of values regarding life and work in an academic community. Pursuit of knowledge and the creation of an atmosphere conducive to learning are both definite aspects of academic integrity, but its basis lies in the standard of honesty.

Students at the University of Georgia are responsible for maintaining and adhering to the strictest standards of honesty and integrity in every aspect of their lives. Honesty in academic matters is a large part of this obligation. Specific regulations governing student academic conduct are contained in the Student Handbook, and these should be read to avoid any misunderstanding.

Students and faculty who suspect that an act of academic dishonesty has taken place should contact the Office of the Vice President for Instruction.

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Research with Human Participants

As a matter of University policy, all research projects involving human participants must be submitted to the Human Subjects Office for review and approval by the Institutional Review Board (IRB). Human participation is involved any time data are collected on individuals for research purposes. This policy applies to all research whether funded or not, whether conducted by faculty, staff, students or visitors, both on and off campus. Projects involving minimal risk to human participants can usually be approved expeditiously, but it is recommended that the application forms and all the supporting documents be submitted well in advance, allowing at least 4-6 weeks for processing. Failure to obtain IRB approval for research with human subjects is a violation of University policy and federal regulations.

The detailed guidelines and the necessary application forms are available on the OVPR website and questions regarding these may be directed to the Human Subjects Office at (706) 542-3199 or IRB@uga.edu. The Human Subjects Office is located at 612 Boyd Graduate Studies Research Center.

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