Faculty Senate Meeting
May 6, 2015, 2:30 PM to 5:00 PM
MGC 4 & 5
1) Chair’s Report – Lacey Wootton (2:30)
a) Approval of April minutes
b) Approval of 2015-2016 vice chair
c) Introduction of new senators
d) Personnel headcount (for information purposes)
2) Provost’s Report – Scott Bass (2:40)
3) Social-Media Report – Jenise Overmeier & Ayman Omar (2:50)
4) Ombudsperson Survey Results & Report – Stacey Marien & Lauren Weis (3:10)
5) Graduate Regulations – Michael Keynes (3:30)
6) Leadership Change-Over Ceremony (4:50)
Minutes
Faculty Senate Meeting
*** The complete Recording for this meeting can be
April 8, 2015
Found at http://www.american.edu./facultysenate/agendas-minutes.cfm
Present: Professors: Lacey Wootton, Larry Engel, Candy Nelson, Tony Ahrens, Sheila Bedford,
John Douglass, Maria Gomez, Alex Hodges, Billie Jo Kaufman, Despina Kakoudaki, Joshua
Lansky, Christine Lawrence, Gwanhoo Lee, Jonathan Loesberg, Jun Lu, Mary Mintz, Glenn
Moomau, John Nolan, Arturo Porzecanski, Andrea Pearson, Steve Silvia, Chris Simpson,
Provost Scott Bass and DAA Mary L. Clark
Professor Wootton called the meeting to order at 2:35 PM
Approval of Minutes – Lacey Wootton
Professor Wootton opened the floor for questions or concerns with the March minutes. There
were none and the Senate VOTED in favor, 20-0-1.
Chair’s Report – Lacey Wootton
Professor Wootton stated to the Senate that at the last meeting VP Stallings came to the meeting
to request that the Senate establish a committee to develop a new conduct code for faculty. The
old Undergraduate Regulations did contain some of these codes but they have been pulled out
and no longer exist. Professor Wootton said that she would like representation of all units and to
please send her names by April 21 to be able to take to the Executive Committee. She requested
a mix of tenure and term faculty and stated that there will be a representative from HR and Legal
Counsel.
Professor Wootton informed the Senate that the Board of Trustees has approved the division of
the School of Education, Teaching and Health. They will now be the School of Education and
the Department of Health. This is a reflection of the evolution of both programs, allowing them
room to grow individually.
Professor Wootton closed her report with an update on the last two Senate meetings. There will
be an additional meeting on May 13. The remaining business for SETs and the Graduate
Regulations is substantial along with a few other small items so she stressed to the Senators the
importance of being at both of these meetings to close this year’s business.
Faculty Manual Change (Foreword) – Lacey Wootton
Professor Wootton stated that the previous version of the “Foreword” that was voted and
approved by the Senate was brought to the BOT Academics Affairs Committee, who felt that it
was not specific enough and it was not approved. New language was produced. The language
was agreed upon with members of the manual review committee and the Board and now needs
Senate approval. With edits the Senate VOTED 13-4-3 in favor.
Faculty Senate • April 8, 2015 Minutes
Page 1 of 5
CFA Instructions – Steve Silva
Professor Silvia, Chair of the Committee on Faculty Actions, stated that the annual review of the
memo includes the following changes:
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Title change of document from memo to instructions
Making explicit the number of letters that a candidate can submit and that will be used in
the process for review
Clarification on the process for responding to a letter
Changing the word “outside” to “external” for consistency with the Manual
Removal of passive voice throughout the document
Professor Loesberg stated that he felt strongly that if the information sent to the outside
candidates had clearer instructions of what being “to close to a candidate” means, that would
allow the writer to disqualify themselves. This would be a better way to resolve the issue.
Additionally, Professor Loesburg stated that candidates do often provide very good suggestions
as to who good external reviewers are because they know the reviewers in their field.
Professor Silvia stated that there was discussion on having the DAA review the letters when they
came in to the units to provide feedback early in case letters need to be disqualified and new
letters requested. This would happen early in the process to help avoid delaying the file.
Dean Clark stated that this year there was a frequent problem of relying on candidates to solicit
external reviewers when it is the responsibility of the Deans and the Chairs. This is an attempt to
be clear who the majority of responsibility lies with.
Professor Kakoudaki asked if the current letter review process is visible to the candidate.
Professor Silvia stated that it was discussed to have the DAA write a letter to explain which
letters should be read and which that should not, in an attempt to make it clear for all reviewers.
Some units do not see external letters at all and some see redacted versions so the question is a
good one and one that needs to be made clear in some way. This change could also include
putting a written record in the file and notifying the candidate.
The Senate VOTED with the a friendly amendment to section 3 and the changes were approved
19-3-1. The Senate also VOTED on the clarification of the process for responding to internal
review letters and it was passed in favor 21-1-1.
Athletics Report – Billy Walker
Director of Athletics and Recreation Billy Walker stated that the overall GPA for all teams is a
3.8. Additionally, for the first time in AU recorded history, the GPA for all athletes is a 3.0 or
higher. He stated that this year there are 4 Student Athletes of the year picked from AU by the
Patriot League.
Faculty Senate • April 8, 2015 Minutes
Page 2 of 5
Director Walker stated that the AU athletes have selected majors all over the university and this
is something that he encourages his staff to support. The Athletics Department offers a wide
variety of support programs for the athletes from tutoring to life skills such as dealing with
stress, test anxiety and more.
Librarian Mary Mintz asked who the NCAA rep was for the University and was told it was Bob
Karsh.
Budget Report – Doug Kudravetz
Vice President and CFO Doug Kudravetz opened with an overview of this year’s budget
formulation. The budget committee had many challenges. The last 4 years’ revenues have fallen
and the university has not met the budget. Revenues across campus in various areas have had
shortfalls.
The Budget committee faced challenges when they came together this year. This is very different
from previous years. The committee did a great job working to meet the challenges.
VP Kudravetz stated the following recommendations from the Budget Committee (BC):
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Tuition increase of a range from 3.5 to 4 percent
Reducing the merit pool from 2.5% to 1.25%
Reduce the quasi endowment contribution from 2% to 1%
President Kerwin requested a 1% budget reduction in FY 16 and the Budget Committee
decided to do this also in FY 17 to spread it over two years
VPs submitted their budget requests and the BC reduced them by 50%, approving only
funding for essential items
Additional funding for term faculty salaries as recommended by the Senate
Instructional resources for adjunct faculty
Additional funding for student employees such as RA stipends
The overall increase for tuition, room and board will be 2.5% in 2016 and 3% for 2017.
Compared to AU’s competitors AU is among the lowest.
SET Progress/Preview – Tony Ahrens
Professor Ahrens stated that there will be more opportunity for feedback on the SET report. They
have announced two town halls in April and email is another option. The goal for today is to
highlight some of the feedback the committee has received so far.:
 Smart phone and the use of them for SETs. Is this a good option or not?
 Should class time be used for this process?
 Should narratives be made available to administrators?
 Should a different rating system be used?
 Mid-term evaluations for formative feedback are being done but if this is part of the
overall evaluations how to be sure it is not part of the final evaluations.
Faculty Senate • April 8, 2015 Minutes
Page 3 of 5
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Should we even be using SETs?
What can be done to insure that students understand the importance of the SETs?
Professor Ahrens stated that a final version of the report after all the feedback has been reviewed
and implemented into the report will be brought to the Senate at the additional May 13 meeting.
The information today has been presented to encourage the senators to speak with their
colleagues about it and submit all input to the committee since this has to be voted on and
finalized at the May meeting.
Graduate Regulations – Michael Keynes
Associate Dean of Graduate Studies Michael Keynes stated that the Graduate Regulations were
updated three years ago and this will be the first revision of them since then. The first draft was
written by a writing group of representatives from all areas across the university that serve
graduate education. The second draft was sent to all campus stakeholders for their feedback and
this is the draft after that review. There are many policy changes as well as structural changes
but the main ones are:
 All sections are now numbered
 Redundant language throughout the document has been corrected
 Adverbs like “customarily” and “usually” have been replaced where needed to be clear
in policy usage
 A glossary has been added
The Senate began the review process and decided to vote on small sections at a time, not the
entire document at once.
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Preamble - Revised for clarity
2.1.1 – Minimum Requirements for Full Admission - added language that Graduate
Degree Programs may establish additional requirements.
2.1.2 – Provisional Admission – language added to allow units to establish more
restrictive standards.
2.3 – Admission to a Combined Bachelor’s/Master’s Program – Students do not have
to reapply for a graduate combined program once they have been accepted and a student
can be denied if they do not meet the minimum requirements.
2.5 Admission with Non-Degree Status – Students must have approval to enroll in a
class with a non-degree status
2.8 – Re-admission of Students with Previous AU Graduate Records - This is a new
section to clarify the process; if the student has been academically dismissed from AU or
has graduate coursework from AU with a GPA below a 3.0 that has not been counted
towards a completed degree, admission must be approved by the VP of Graduate Studies
by the academic unit.
3.2 Grade Point Average – This policy has not changed but the revision helps explain
how to calculate a cumulative GPA.
3.5 Pass/Fail Courses – Revised language for clarity
Faculty Senate • April 8, 2015 Minutes
Page 4 of 5

3.7 Incompletes – Recommended to assign an incomplete by add/drop. This section was
sent back for further clarification.
Professor Wootton asked the Senate to approve the sections that have been reviewed through 3.6.
The Senate VOTED and the Preamble through section 3.6 were approved in favor 18-0-0.
The meeting was adjourned at 4:55 PM
Faculty Senate • April 8, 2015 Minutes
Page 5 of 5
Summary of Proposed Changes to the Graduate Academic Regulations
A significant portion of the proposed revisions to the Graduate Academic Regulations
improves language which had previously caused some confusion. In some instances of
revised language, no policy changes were made. If any change was made to a section, it is
highlighted gray in the proposed regulations. However, there are some significant structural
and policy changes proposed in these revised regulations. These are listed below:
Numbering:
All sections have been numbered, similar to the undergraduate regulations. This allows for
easier referencing.
Redundancy:
In the current set of regulations, some policies are stated more than once, sometimes with
slightly different wording. This has caused confusion. These proposed regulations state each
policy only one time.
Re-Admission of Students with Previous AU Graduate Records:
Students who have been separated with low GPAs or were dismissed can reapply for
admission. If the academic unit wants to re-admit the student, approval for re-admission is
required by the Vice Provost for Research and Dean of Graduate Studies. This allows for
students who have sufficient evidence of maturity and academic growth to re-enroll in a
graduate program at AU. (2.8)
Incompletes:
If a student who is not placed on Academic Probation is assigned an incomplete grade and
the final assigned grade brings the student’s cumulative GPA to below 3.00, the student
will be placed on Academic Probation at the end of the semester when the default grade
was assigned. The student will not be placed on academic probation at the time the course
was taken. (3.13.4)
If a student separates from the University, any unresolved Incomplete will receive the
default grade. (3.7)
Internships:
The minimum number of credits hours associated with weekly internship work hours has
been changed to match the undergraduate regulations. (3.9)
1
Academic Probation/Dismissal:
If, at any point while a student is on Academic Probation status, it becomes mathematically
impossible to raise his or her cumulative GPA to 3.00 within the allotted 9 credits from the
onset of Academic Probation, the student will be academically dismissed. (3.13.1)
For example, suppose a student goes on probation due to a cumulative GPA below 3.00.
The first semester on probation, this student enrolls in 6 credits hours.
• If at the end of that first semester, he or she has a cumulative GPA of 3.00 or
higher, the student is no longer on probation.
• If at the end of that first semester, his or her cumulative GPA is still below 3.00 but
could be raised to 3.00 within 3 credits, the student could enroll in classes the
following semester. The university regulations would not limit to the number of
credits in which the student could enroll. However, academic units are free to
impose additional limits. The student must earn a 3.00 cumulative GPA at the end
of the next semester if he or she enrolls in 3 or more credits.
• If at the end of that first semester, it is not mathematically possible raise his or her
cumulative GPA to 3.00 within 3 credits, the student would be academically
dismissed after the first semester on probation.
The proposed regulations clarify probation and dismissal for non-degree and certificate
students. Non-degree students follow the same rules and degree-seeking students. (3.13.3)
Certificate students also follow the same rules, except they may be placed on probation
after 6 credits and have 6 credits to raise their cumulative GPA to 3.00. (3.13.2) These two
policies on probation and dismissal are not a change from the current regulations, but are
clarified now in one section.
Time Limits on Courses:
Courses completed more than six years before finishing a master’s degree or certificate and
more than nine years before finishing a PhD may not fulfill degree requirements. Academic
units may set stricter limits and may also give extensions on individual bases. (5.10)
Substituting Courses:
GPDs may use course substitutions, often with similar, but more advanced, content to those
specified in the degree requirements, based on students’ previous academic records and
experiences in the Program of Study. (5.11)
Waiving Requirements:
Waiving requirements is defined as satisfying degree or programmatic requirements by
means other than those specified in the Academic Catalog. This could include giving credit
for courses or other requirements based on individual backgrounds before admission. This is
2
allowed, but only if the conditions of waiving requirements are explicitly specified in
Academic Catalog. Otherwise, approval from the Vice Provost of Research and Dean of
Graduate Studies is required. (5.12)
Graduation:
Student who finish all degree requirements must submit an application to graduate in their
final semester. They must have a 3.00 GPA to graduate. (5.13)
Transfer Credits:
Transfer credits are defined as courses taken prior to their admission to a graduate program at
AU and counted toward an AU degree. Academic units can approve up to 6 credits to be
transferred – additional credits transferred needs approval of the Vice Provost for Research
and Dean of Graduate Studies. (6.2) Courses taken in a previous AU degree may not be
transferred, but may be shared. See Shared Credits from Non-Concurrent AU Degrees
Shared Credits from Concurrent AU Degrees:
It is clarified that the only way credits are shared with degrees is through the combined
bachelor’s/master’s program, a dual degree program, or appropriate master’s degree courses
taken at AU applied toward a PhD program. (6.4.1)
Shared Credits from Non-Concurrent AU Degrees:
If a student has a previously earned a graduate degree from AU and applies for admission to
another degree, 6 credits may be shared. The credits can be shared without petition if the
same courses are requirements or electives for both degrees. Otherwise, Vice Provost for
Research and Dean of Graduate Studies approval is needed. (6.4.2)
Limits on Transferred Credits, Shared Credits from Non-Concurrent AU Degrees, and
Courses Completed by Permit to Study:
The limit on the total number of credits for these three categories is 6 credits. (6.2, 6.4.2, 6.6,
and 6.7)
Dual Degree Programs:
Limits on credit sharing is specified for new dual degree programs. Dual degree programs
must be approved and listed in the Academic Catalog or approved by the Vice Provost for
Research and Dean of Graduate Studies. If a dual degree program is not listed in the
Academic Catalog, VPR/DGS approval is necessary for each student before admission to a
second degree program. VPR/DGS approval for a particular Dual Degree Program may only
be granted for 3 students before it must be approved by the Graduate Curriculum Committee
3
and listed in the Academic Catalog. Currently approved dual degree programs are not
subject to these regulations. (8.6.1)
Combined Bachelor’s/Master’s Program:
The proposed regulations specify that students accepted to a combined bachelor’s/master’s
program are not required to re-apply for the graduate program at a later time. They must,
however, satisfy the conditions of admission to the graduate program at the end of their
undergraduate career. (2.3)
The incorrect statement (For every 9 required graduate credits earned for the graduate
degree while a student has graduate student status, the student may count up to 3 required
graduate credits earned as an undergraduate towards the master’s degree) from the current
regulations has been replaced by a corrected table. It is specified that shared credits must
satisfy major requirements for the bachelor’s degree and not simply university requirements,
unless approved by the Vice Provost for Research and Dean of Graduate Studies or designee.
Graduate credit cannot be shared with minors unless they are stipulated as major
requirements for the bachelor’s degree in the Academic Catalog, unless approved by the Vice
Provost for Research and Dean of Graduate Studies or designee. Students must have a
cumulative graduate GPA of 3.00 or higher when completing their undergraduate degree to
share all credits in their Plan of Study. If the cumulative graduate GPA is below 3.00, only
graduate courses with grades of B or higher will be allowed to be shared. (8.7)
Doctoral Programs:
More details concerning the dissertation defense are provided, including when the
dissertation title page is to be signed. Outside readers are allowed to submit a letter in place
of a signature since some may not be local. (8.4) Public announcements of dissertation
defenses are required. (9.6)
Temporary Leaves:
All temporary leaves are limited to 2 semesters. (10.4.1.1) Exceptions can be made for longterm military leaves, assuming the student can provide a start and end date of military
service. (10.4.1.3) Medical leaves require documentation that the medical condition has been
alleviated and that the student is ready to return to academic life at the University to go to
the Dean of Students (in the old regulations, this was submitted to the Associate Dean).
(10.4.1.2)
4
Petition chart in the back of the regulations:
The petition chart, which used to be a separate document, is now included in the proposed
regulations. The new numbering system helps identify the location of the regulation to
petition in the document.
Glossary:
A glossary of terms is now included.
5
March 31, 2015
This document compares the proposed Graduate Academic Regulations to the current regulations in place. For each section where
wording has changed in the proposed regulations, we have provided the equivalent text from current regulations as well as the
rationale for the change (in red below the text of the current regulations).
Many changes were made that aren’t easily seen in this type of comparison. All sections in the proposed regulations are numbered
to make referencing easier. Two new appendices were added to the proposed regulations: a petition for exception chart and a
glossary. A petition for exception chart exists for the current Graduate Academic Regulations but is in a different document. We
decided it would make more sense to have proposed regulations and its associated petition for exception chart together. The idea
for a glossary originates from the current Undergraduate Academic Regulations. However, since there is no comparison in the
current regulations, these appendices are not included in this document.
The first draft of the proposed Graduate Academic Regulations was written by a writing group with staff and faculty representatives
from CAS, SOC, SPA, SIS, Kogod, the University Library, and the Office of the University Registrar, and the Office of Graduate Studies.
Afterwards, the first draft was disseminated to the campus community for comments. Their recommendations were incorporated
into the version of the proposed regulations in this document.
To compare the proposed and current Graduate Academic Regulations, formatting had to be sacrificed. Some tables are not
readable in this version. Furthermore, the proposed regulations in its original format has internal links throughout the document,
allowing the reader to click on some words for their definition, skip to the associated regulation, or open a related website. We
recommend that you read this document with a “clean” version of the proposed Graduate Academic Regulations to use as a
resource if needed.
Proposed Update of the Regulations (changes in gray)
Current Version of the Regulations; justification of changes in red
Contents: American University Graduate Academic Rules &
Regulations for Graduate Students
DRAFT VERSION OF REVISION – NOT THE CURRENT REGULATIONS!
1.
Preamble
2.
Admissions Policies
2.1.
Admission to Degree Programs
2.1.1. Minimum Requirements for Full Admission
2.1.2. Provisional Admission
2.2.
Admission to Joint Degree Program
2.3.
Admission to a Combined Bachelor’s /Master’s Program
2.4.
Admission to an AU Dual Degree Program
2.5.
Admission with Non-degree Status
2.6.
Admission to Post-Baccalaureate for-Credit Certificate
Programs
2.7.
Admission from Non-degree Status or a Post-Baccalaureate
Certificate Program to a Graduate Degree Program
2.8.
Re-admission of Students with Previous AU Graduate
Records
3.
Evaluation of Academic Performance
3.1.
Credit Hour
3.2.
Grade Point Average
3.3.
Grading System
3.4.
Grades for Thesis / Dissertation
3.5.
Pass/Fail Courses
3.6.
Auditing Courses
3.7.
Incompletes
3.8.
Independent Studies
3.9.
Internships
3.10. Repetition of Courses
3.11. Good Academic Standing
3.12. Satisfactory Academic Progress
2
Proposed Update of the Regulations (changes in gray)
Current Version of the Regulations; justification of changes in red
3.13. Academic Warning, Academic Probation and Academic
Dismissal
3.13.1. Students Enrolled in a Graduate Degree Program
3.13.2. Students Enrolled in a Graduate Certificate Program
3.13.3. Graduate Non-degree Students
3.13.4. Incompletes and Academic Probation
3.14. Academic Integrity Code
4.
Graduate Assistantships
4.1.
Teaching Assistantships (TA)
4.2.
Research Assistantships (RA)
5.
Degree Requirements
5.1.
Program of Study
5.2.
Course Levels
5.3.
Cross-listed courses
5.4.
Designation of Full-Time and Part-Time Status
5.5.
Continuous Enrollment
5.6.
Submission and Publication of Thesis / Dissertation
5.7.
Research Assurances and Research Ethics Training
5.8.
Time Limits to Degree
5.9.
Time Extensions
5.10. Time Limit on Courses
5.11. Substituting Courses
5.12. Waiving Requirements
5.13. Graduation
6.
Credit Requirements
6.1.
Criteria for Courses to be Accepted for Graduate Academic
Credit
6.2.
Transfer Credits
6.3.
Credits from Master’s Degrees Applied to PhD Programs
Error! Bookmark not defined.
6.4.
Shared Credits
6.4.1. Shared Credits for Concurrent Degrees
3
Proposed Update of the Regulations (changes in gray)
Current Version of the Regulations; justification of changes in red
6.4.2. Shared Credits for Non-Concurrent Degrees
6.5.
In Residence Credit and Residency Requirements
6.6.
Permit to Study at Another U.S. Institution
6.7.
Permit to Study Abroad
7.
Requirements for a Graduate Certificate
7.1.
Graduate Certificate Programs for Credit
7.2.
Graduate Certificate Programs not for Credit
8.
Requirements for a Master’s Degree
8.1.
Approved Program of Study
8.2.
Degree Requirements
8.3.
Capstone Experience
8.4.
Thesis
8.5.
Jointly Administered Degree Programs
8.6.
Dual Degree Programs
8.7.
Combined Bachelor’s and Master’s Degrees
9.
Requirements for a Ph.D. Degree
9.1.
Approved Program of Study
9.2.
Degree Requirements
9.3.
Comprehensive Examination(s) or Equivalent
9.4.
Ph.D. Dissertation Committee
9.5.
Advancement to Candidacy
9.6.
Examination of Dissertation
10.
Registration Policies
10.1. Initial Course Registration
10.2. International Students
10.3. Changes in Course Registration Once a Semester Begins
10.4. Interruption of Students
10.4.1. Temporary Leaves
10.4.1.1.
General Conditions for All Temporary Leaves
10.4.1.2.
General Temporary Leave
10.4.1.3.
Medical Temporary Leave and Reduction in Load
10.4.1.4.
Military Temporary Leave
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Proposed Update of the Regulations (changes in gray)
Current Version of the Regulations; justification of changes in red
10.4.2. Separation and Suspension from the University
10.4.2.1.
Voluntary Separation from the University
10.4.2.2.
Administrative Separation from the University
10.4.2.3.
Involuntary Suspension from the University
10.4.3. Interruption of Studies Caused by Emergencies, Hostilities,
or War
10.5. Trauma and Bereavement Policy
11.
Appendix I - Petition for Exception Decision Chart
12.
Appendix II - Glossary
1.
Preamble
Preamble
This document summarizes the body of Academic Rules
and Regulations in place at American University for the
conduct of graduate education in academic programs
housed in Schools and Colleges other than the
Washington College of Law. Graduate students in the
Washington College of Law are governed by the academic
rules and regulations specific to the Washington College
of Law, except in those instances when they are enrolled
in a joint program between another unit at American
University and the Washington College of Law. When
enrolled in a joint program, students must satisfy the
Academic Rules and Regulations that relate to both units
in which their degree is housed. Based on a compelling
rationale, an appeal may be made with respect to a
specific graduate academic regulation by a graduate
student or faculty member. Students filing appeal
requests should begin with a written request to their
academic advisor.
This document constitutes the American University’s Academic
Regulations of graduate degree and non-degree programs except
those offered exclusively by the Washington College of Law. When
enrolled in a joint program, students must satisfy the Academic
Regulations that relate to both units in which their degree is
housed. Students are expected to know and follow these
regulations; ignorance of a regulation will not be accepted as an
excuse for failure to act in accordance with it. Academic units and
graduate programs may establish additional regulations for their
students. Based on a compelling rationale, an exception to a
specific graduate academic regulation may be granted. Appendix I
details the individual or office that may authorize an allowed
exception to a specific policy.
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Proposed Update of the Regulations (changes in gray)
Current Version of the Regulations; justification of changes in red
The language has been cleaned up. We added language
acknowledging that students must be aware of the
regulations. We made reference to the new appendix
about petitions for exceptions.
2.
Admissions Policies
2.1.
Admission to Degree Programs
Individuals apply for admission to graduate study to the academic
unit offering the degree program. Applicants are admitted to a
particular program for a specific degree objective (M.A., M.S.,
M.F.A., Ph.D., etc.). Applicants are admitted to either full or
provisional status.
2.1.1. Minimum Requirements for Full Admission
Applicants must hold an earned baccalaureate degree from an
institution accredited by one of the six United States regional
accreditation agencies or a degree equivalent to a four-year U.S.
baccalaureate degree from an international institution with a
similar level of accreditation or recognition by its home country.
Assessment of a foreign degree will be based upon the
characteristics of the national system of education, the type of
institution attended, its accreditation, and the level of studies
completed. Applicants must provide proof of an undergraduate
degree with an original certified transcript. Responsibility for the
verification and approval of documents supporting graduate
applications and the minimal requirements for full admission rests
with the admissions office in each academic unit.
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Proposed Update of the Regulations (changes in gray)
Current Version of the Regulations; justification of changes in red
Applicants may be admitted without reference to their
baccalaureate record if they earned at least a 3.30 cumulative GPA
in a master’s degree program completed at a regionally accredited
institution or if they earned at least a 3.50 cumulative GPA for the
last 12 credit hours of a master’s or doctoral degree program still in
progress.
Applicants whose native or first language is not English must
demonstrate proof of language proficiency by submitting
satisfactory results from one of the following:
•
English proficiency tests (specific scores that confer a
passing grade on these exams can be obtained from AU’s
International Student and Scholar Services (ISSS) .

Test of English as a Foreign Language (TOEFL);

International English Language Testing System (IELTS);

the Pearson Test of English-Academic (PTE-Academic); or

Successful evaluation on the Kansas Test administered by
the ISSS office at AU.
•
Successful completion of the highest level of course work in
an approved intensive English-language program recognized by AU.
•
An earned bachelor's degree from an accredited or
approved institution where the medium of instruction is in English.
In addition to academic requirements for admission, international
students, for purposes of obtaining a visa to study in the United
States, must also provide proof of financial ability. To determine the
required amount, they should consult the Cost Guides on the ISSS
website.
Graduate degree programs may establish additional requirements.
We emphasized academic units and degrees programs
have discretion to apply more stringent conditions for full
admission.
2.1.2. Provisional Admission
Students, including international students, who do not meet the
above GPA requirements may be admitted with provisional status.
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Current Version of the Regulations; justification of changes in red
Students who are admitted provisionally must have a cumulative
GPA of at least 3.00 after the completion of the first 9 credit hours
of graduate study at AU, or they will be academically dismissed.
Individual programs and academic units may establish more
restrictive standards.
We emphasized academic units and degrees programs have
discretion to apply more stringent conditions for provisional
admission.
2.2. Admission to Joint Degree Program
Admissions procedures for joint degrees vary by individual program
but each academic unit administering the joint degree must review
applications and make admissions decisions. While all units review
the application, the student’s home school is the one to which
he/she applies.
Admission to a Combined Bachelor’s /Master’s
Program
A combined bachelor’s/master’s program involves tentative
admission to graduate standing so that both a bachelor’s
and master’s degree may be earned as the result of a
planned program of study. Highly qualified students in good
academic standing may apply to a graduate program for a
combined degree as soon as they have completed 75 earned
credits. With rare exceptions, students will apply no later
than the semester in which they have 90 completed credits
toward their degree. Admission during the junior year or
equivalent allows sufficient time and preparation for
curricular sequences and other research experiences that
distinguish this option from separate bachelor’s and
master’s degrees. No more than one graduate degree can be
earned as a combined degree.
Students will be admitted to the combined program at two
levels, i.e., for both the undergraduate degree and the
graduate degree.
Once admitted during the junior year, students must follow
a prescribed program of work, and their record must show
2.3. Admission to a Combined Bachelor’s /Master’s
Program
Through a combined bachelor’s/master’s program, a qualified
undergraduate student may earn graduate credits that will apply to
a master’s degree upon completion of his or her baccalaureate
degree. See Combined Bachelor’s/Master’s Degrees for more
details about the option. Highly qualified students in good
academic standing may apply to a graduate program for a
combined degree as soon as they have completed 75 credits.
Students must apply before completing 90 credits toward their
degree except with approval of the Associate Dean of the academic
unit. Admission during the junior year or equivalent allows
sufficient time and preparation for curricular sequences and other
research experiences that distinguish this option from separate
bachelor’s and master’s degrees. Students are not required to reapply for the graduate program once they have been accepted in a
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Current Version of the Regulations; justification of changes in red
combined bachelor’s/master’s program. They must, however,
satisfy the conditions of admission to the graduate program at the
end of their undergraduate career. Each academic unit and
teaching unit may add additional admission standards to the
university criteria. No more than one graduate degree may be
earned in a combined degree program.
which courses will be applied toward the undergraduate
degree and which courses will be applied toward the
master’s degree. Once all undergraduate requirements have
been satisfied, the student will be officially enrolled in the
graduate program if they complete their bachelor’s program
in good academic standing, and if they meet all University
and academic unit or teaching unit requirements for
admission to the master’s program for the combined
degree. Each academic unit or teaching unit sets its own
admission standards and procedures for graduate students.
Once enrolled in the master’s program, students are then
subject to the academic regulations governing graduate
students.
For every 9 required graduate credits earned for the
graduate degree while a student has graduate student
status, the student may count up to 3 required graduate
credits earned as an undergraduate towards the master’s
degree. For example, a student can share 9 credits for a 30hour master’s degree, 12 credits for a 36-hour master’s
degree, or 15 credits for a 39-hour or more master’s degree
for graduate level courses taken as an undergraduate.
Individual programs may set lower limits.
We removed language in last paragraph that is repeated in
“Combined Bachelor’s/Master’s Degrees” (7.7 in the
proposed regs). A link is included to the new section on
“Combined Bachelor’s/Master’s Degrees” which address this
information. We cleaned up the language. We added a
statement that bachelor’s/master’s students cannot be
forced to reapply again after finishing their undergraduate
degrees, a practice some academic units had been doing in
the past.
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Proposed Update of the Regulations (changes in gray)
2.4.
Current Version of the Regulations; justification of changes in red
Admission to an AU Dual Degree Program
For admission to an approved dual degree program, the student
must meet the admission criteria for each of the degrees and must
be admitted separately to each degree program. The student must
be admitted to the second program before completing the first.
Admission to one degree program does not guarantee automatic
admission to a second. Each admission decision is separate, and
conducted according to established procedures for the specific
degree. The student must take all admission examinations required
by each of the graduate programs.
2.5.
Admission with Nondegree Status
Admission to attend classes with nondegree status is open
to applicants who have a bachelor’s degree or the
equivalent. Enrollment as a nondegree student does not
guarantee acceptance into a degree program. Students must
have approval of the instructor to enroll in a class with
nondegree status.
Admission with Non-degree Status
Admission to attend classes with non-degree status is open to
applicants who have a bachelor’s degree or the equivalent.
Enrollment as a non-degree student does not guarantee acceptance
into a degree program. Students must have approval of the
Academic Unit to enroll in a class with non-degree status.
The decision involving permission was changed to the
academic unit rather than the individual instructor since the
new system for non-degree registration relies upon AU
Central communicating with the academic unit.
2.6. Admission to Post-Baccalaureate for-Credit
Certificate Programs
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Current Version of the Regulations; justification of changes in red
Admission to attend classes in post-baccalaureate for-credit
certificate programs is open to applicants who have a bachelor’s
degree or the equivalent. Enrollment as a post- baccalaureate
student does not guarantee acceptance into a degree program.
2.7. Admission from Non-degree Status or a PostBaccalaureate Certificate Program to a Graduate Degree
Program
Students who have non-degree status or who are enrolled in a postbaccalaureate graduate certificate program at AU may be admitted
to a graduate degree program following the completion of the
regular applications process. Graduate programs may approve
specific credit hour limits and relevant coursework earned in nondegree status or in a post- baccalaureate certificate program to
share with a degree program, but no more than 12 credit hours can
be shared for credit towards a degree. Academic unit policies
regarding the approval of semester credit hours of coursework
earned in non-degree status or in a post-baccalaureate certificate
program must be posted and publically available on the
departmental website.
This is a new section. The current regulations are silent on
re-admission of students with low GPAs and/or students
who have been dismissed. This rule establishes a system
which affords certain students the opportunity to return to
AU if they are prepared to resume their studies. The
coordination with OGS will allow for proper consultation
with campus stakeholders for an improved student
experience.
2.8. Re-admission of Students with Previous AU Graduate
Records
If an academic unit intends to re-admit a student who either has
a.
been previously academically dismissed from American
University or
b.
graduate coursework from American University with a
cumulative GPA below 3.0 that has not been counted toward a
completed degree, then the academic unit must obtain approval
from the Vice Provost for Research and Dean of Graduate Studies
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Current Version of the Regulations; justification of changes in red
before the student is admitted to any graduate program, certificate
program, or non-degree status. Specific conditions of provisional
admission may be required by the teaching unit, academic unit, or
VPR/DGS.
3.
Evaluation of Academic Performance
3.1.
Credit Hour
American University uses the Carnegie Classification definition of a
semester credit hour. A semester credit hour is defined as at least
12.5 hours of direct faculty instruction per semester (in class, online, remote site) with at least 25 hours of student work outside of
that direct instruction, typically conducted over a 15-week
semester, or an equivalent amount of faculty instruction and work
over a different time period.
Courses are typically 3 semester credits hours each, meaning that
students meet in an instructional venue (in class, on-line, remote
site) for 2.5 hours each week and complete academic work outside
the instructional venue at least 5 hours each week for a 15-week
semester or an equivalent amount of work spread out over a
different period of time. Courses that carry 4 or 5 semester credit
hours require proportionately more work each week both inside
and outside the instructional venue. Courses that carry 1 or 2
semester credit hours require proportionately less work, both
inside and outside the instructional venue. Courses that meet fewer
than 2.5 hours a week that are assigned 3 semester credit hours
must require students to do additional work outside of the
instructional venue to achieve the expected learning objectives of a
2.5 hour a week course. At the academic unit level, the Educational
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Policy Committee in each academic or teaching unit is charged with
approving such courses and certifying that the expected student
learning objectives for the course meet the 3 semester credit hour
standard. At the University level, the Graduate Curriculum
Committee of the Faculty Senate and the Vice Provost for Research
and Dean of Graduate Studies or designee must also review and
approve such courses.
3.2.
Grade Point Average
Included in the calculation of the cumulative GPA for
graduate students are all graduate-level courses taken at AU
and courses taken from the Consortium of Universities of
the Washington Metropolitan Area as required by the
Program of Study. Credits accepted as transfer credit from
other institutions or earned during a permit to study at
another domestic or foreign institution are included in the
total number of credit hours applicable to degree
requirements, but grades earned in such courses are not
recorded on the transcript at American University and are
not used in the calculation of the GPA needed for
graduation.
Grade Point Average
All graduate-level courses taken at AU and courses taken through
the Consortium of Universities of the Washington Metropolitan
Area while a student is enrolled in a degree program, a certificate
program, or as a non-degree student are included in the calculation
of the cumulative GPA for graduate students. If a student is
admitted after having earned a graduate or undergraduate degree
at AU, the cumulative GPA does not include grades from the earned
degree unless coursework is shared. Credits accepted as transfer
credit from other institutions or earned during a permit to study at
another domestic or foreign institution are included in the total
number of credit hours applicable to degree requirements, but
grades earned in such courses are not recorded on the transcript at
American University and are not used in the calculation of the GPA
needed for graduation.
Determination of the cumulative GPA for graduate
students, and the notification of graduate students
regarding any deficiencies in GPA is the responsibility of
the Office of the Registrar.
We cleaned up language in the first sentence. The second
sentence clarifies a process already in effect about how
GPAs are calculated if a student has multiple graduate
degrees.
Determination of the cumulative GPA for graduate students, and
the notification of graduate students regarding any deficiencies in
GPA is the responsibility of the Office of the Registrar.
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Proposed Update of the Regulations (changes in gray)
3.3.
Current Version of the Regulations; justification of changes in red
Grading System
The grading scale and the grade calculations used in the graduate
GPA are equivalent to those used for undergraduate students.
3.4.
Grades for Thesis / Dissertation
Thesis (797) and dissertation (899) course credits are graded as
Satisfactory Progress (SP) or Unsatisfactory Progress (UP). With
grades of either SP or UP, students receive credit for these courses
but the grades earned are not used in computing the GPA. These
grades do not change upon the completion of the thesis or
dissertation, and neither thesis nor dissertation credits may be
retaken to change a previously assigned UP to an SP.
3.5.
Pass/Fail Courses
Graduate students may not choose the pass/fail option
over the letter-grade option in courses that are part of
their Program of Study. However, in some instances,
courses that can only be taken Pass/Fail may be included
as part of a student’s Program of Study. A grade of Pass
for a graduate student indicates performance of no less
than a B which indicates at numeric equivalent of 3.0.
Neither Pass nor Fail grades are used to compute the
GPA.
Pass/Fail Courses
Graduate students may not choose the pass/fail option over the
letter-grade option in courses that are part of their Program of
Study. Courses that can only be taken Pass/Fail may be included as
part of a student’s Program of Study. A grade of Pass for a graduate
student indicates performance of no less than a B which indicates a
numeric equivalent of 3.0. Neither Pass nor Fail grades are used to
compute the GPA.
We cleaned up language.
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Proposed Update of the Regulations (changes in gray)
3.6.
Current Version of the Regulations; justification of changes in red
Auditing Courses
Graduate students may register for courses with an audit grade
option that are not part of their Program of Study. Faculty will
establish standards for class participation and/or attendance for
auditing students. When auditing students fail to meet those
standards, the instructor will assign the grade of ZL (administrative
withdrawal from audit). Tuition for courses registered for an audit
grade option will be billed at the same rate as courses registered
for academic credit. Other University requirements for auditing
courses will be applicable.
3.7.
Incompletes
The instructor of record may assign an Incomplete status for
a grade when extenuating circumstances prevent a student,
who has otherwise completed the majority of the work in
the course, from completing all work during the stated
instructional period. Students on probation may not receive
an Incomplete. To receive Incomplete status in a course,
students must receive the permission of the instructor in
advance of the assessment of final course assignments and
agree on an incomplete contract before grades are posted.
Multiple outstanding incomplete grades may affect the
ability of a student to maintain Satisfactory Academic
Progress.
Incompletes
The instructor of record may assign an Incomplete in place of a final
grade when extenuating circumstances prevent a student, who has
otherwise completed the majority of the work in the course, from
completing all work during the stated instructional period. Students
on probation may not receive an Incomplete. To receive an
Incomplete in a course, students must receive the permission of the
instructor in advance of the assessment of final course assignments
and agree on an incomplete contract before grades are posted.
Multiple outstanding incomplete grades may affect the ability of a
student to maintain Satisfactory Academic Progress.
The instructor must provide, in writing, the conditions for
satisfying the incomplete to the student and must enter
those same conditions when posting the grades for the
course. Instructors must identify what work needs to be
completed, when the work must be completed, and what
The instructor must provide, in writing, the conditions for satisfying
the Incomplete to the student and post them when entering the
final grades for the course. Instructors must identify what work that
needs to be completed, when the work must be completed, and
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Proposed Update of the Regulations (changes in gray)
Current Version of the Regulations; justification of changes in red
what the course grade will be if the student fails to complete that
work. Remaining work must be completed before end of the
following semester. Earlier deadlines, such as by the add/drop date
of the next semester, are recommended. Students who do not
meet the established conditions will automatically receive the
default grade. In exceptional circumstances, the Associate Dean of
the academic unit, with the concurrence of the instructor, may
grant extensions beyond the agreed deadline. The Associate Dean
must inform the Office of the Registrar of the extension. Students
may not drop a course once an Incomplete is granted. An
Incomplete may not stand as a permanent grade and must be
resolved before a graduate degree or post-baccalaureate certificate
can be awarded. If a student separates from the University, any
unresolved Incomplete will receive the default grade.
the course grade will be if the student fails to complete that
work. Remaining work must be completed before the end of
the following semester. Students who do not meet the
stated conditions will receive the default grade
automatically. The Associate Dean of the academic unit, with
the concurrence of the instructor, may grant extensions
beyond the agreed deadline, but only in extraordinary
circumstances. The Associate Dean must inform the Office of
the Registrar of the extension. Students may not drop a
course once an Incomplete is granted. An Incomplete may
not stand as a permanent grade and must be resolved
before a graduate degree or post-baccalaureate certificate
can be awarded.
First, a recommendation is made to have earlier deadlines
for conversion to the default grade than the end of the
semester. Second, if a student separates, the grade converts
to the default grade. The current regulations are silent on
this matter.
Independent Studies
3.8.
With the approval of their Graduate Program Director,
students making Satisfactory Academic Progress may
register for an independent study. The independent study
must be identified as a course in the Program of Study.
Before registration, the student and the supervising faculty
member must agree upon and document the title, objective,
scope, credit value (1 to 6 credit hours), and the method of
Independent Studies
With the approval of their Graduate Program Director, students in
Good Academic Standing may register for an independent study.
The independent study must be identified as a course in the
Program of Study. Before registration, the student and the
supervising faculty member must agree upon and document the
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Current Version of the Regulations; justification of changes in red
title, objective, scope, credit value (1 to 6 credit hours), and the
method of evaluation for the independent study. The instructor
must notify the Graduate Program Director of the agreement for
the study. Students will not have more than 9 Independent Study
credit hours in any graduate program. Individual programs may set
lower limits.
evaluation for the independent study. The instructor must
notify the Graduate Program Director of the agreement for
the independent study. Students will not have more than 9
Independent Study credit hours in any graduate program.
Individual programs may set lower limits.
Changed Satisfactory Academic Progress to Good
Academic Standing.
Internships
3.9.
Graduate students may enroll in credit-bearing, paid, or
unpaid work assignments (internships) with a significant
academic component under the guidance of a faculty
member. The work for the internship may be no more than
15% administrative in nature, and instructors must weigh
the academic component as at least half of the course
grade. The internship must be identified as a course on the
Program of Study. Internships may be taken for variable
credit. With the approval of the Director of the Graduate
Program, students may enroll for 1 to 6 credits. The table
below illustrates the average hours worked weekly per
internship credit that graduate students are expected to
earn over 14 weeks of a traditional semester or the
equivalent for summer or special term classes. Customarily,
students will not have more than 6 Internship Study credit
hours in any graduate program. Individual programs may set
lower limits.
Internships
Graduate students register for credit-bearing, paid, or unpaid
internships with a significant academic component with the
approval and guidance of a faculty member. The work for the
internship may be no more than 15% administrative in nature, and
instructors must weigh the academic component as at least half of
the course grade. The internship must be identified as a course on
the Program of Study. With the approval of the Graduate Program
Director, students may enroll for 1 to 6 credits in a single
internship. Individual graduate programs may set lower limits on
the number of credits for which a single internship may be
registered and limit the total number of internship credits in a
Program of Study. Students may not exceed six internship study
credit hours in any graduate program. The table below indicates the
minimum number of total hours worked per credit hour allowed.
Earned Credits/Minimum Hours Interned
Earned credits 1
2
3
4
5
Average Weekly Work Hours per Number of Internship
Credits Earned
6
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Current Version of the Regulations; justification of changes in red
Minimum total hours interned required by end of term 70
140
210
280
350
420
Average number of hours interned weekly over 14 weeks
10
15
20
25
30
Average number of hours worked weekly
14
18
22
26
Number of internship credits earned
1
4
5
6
5
7
10
2
3
The hours were converted to match the undergraduate
academic regulations. We cleaned up language.
Repetition of Courses
Graduate students may repeat only once a course they
have previously completed and failed or from which they
have withdrawn. They may repeat only two courses in this
fashion during a graduate program of study. Grades for
each attempt are shown on the transcript and are used to
compute the overall GPA, but credits for only one passed
course are included in the credits required for the
graduate degree.
3.10. Repetition of Courses
Graduate students may repeat only once a course they have
previously completed and failed to earn credit toward their degree
or certificate or from which they have withdrawn. They may repeat
only two courses in this fashion during a graduate program of
study. Grades for each attempt are shown on the transcript and are
used to compute the overall GPA, but credits for only one passed
course are included in the credits required for the graduate degree.
This was added since grades C- and D also don’t count
toward graduate degree or certificate programs.
3.11. Good Academic Standing
Graduate students are considered to be in Good Academic Standing
if they are achieving satisfactory academic progress toward the
degree requirements of their program and have a cumulative GPA
of 3.0.
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3.12. Satisfactory Academic Progress
Students are making Satisfactory Academic Progress when, in
addition to meeting any standards for the GPA that individual
programs might set, they are: meeting on time the defined
milestones in their Program of Study and they have received credit
in at least two-thirds of the courses which they have attempted. For
master’s students, such milestones include, but are not limited to,
completing the required coursework and completing the capstone
experience satisfactorily. For doctoral students, milestones include,
but are not limited to, completing the required coursework, passing
the comprehensive examination(s) or equivalent, defending the
dissertation proposal, completing the dissertation, and defending
the completed dissertation.
For students writing a thesis or dissertation, it is the collective
responsibility of the student and the student’s Thesis Advisor or
Dissertation Committee Chair to ensure that Satisfactory Academic
Progress is being maintained. This process is coordinated by the
student’s Thesis Advisor or Dissertation Committee Chair, and
oversight authority rests with the Graduate Program Director.
Thesis Advisors and Dissertation Committee Chairs are required to
review annually all students conducting theses or dissertations to
determine that they are making Satisfactory Academic Progress,
and to (1) inform the student, and (2) inform the Graduate Program
Director, who will communicate the finding to the Associate Dean
of the Academic Unit. Students may request of the Graduate
Program Director, at least once each semester, that their Thesis
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Academic Warning, Academic Probation and
Academic Dismissal
Director or Dissertation Committee Chair meet with them to discuss
progress on the thesis or dissertation.
3.13. Academic Warning, Academic Probation and
Academic Dismissal
The Registrar will place students on Academic Probation
when, after attempting at least 9 credit hours of
coursework, their cumulative GPA falls below 3.00 or
when students fail to receive credit in at least two-thirds
of the courses they attempt. Full-time students will be
placed on Academic Probation for one semester. Parttime students will be placed on Academic Probation for
the time it takes them to attempt 9 more credits, or three
semesters, whichever is shorter. The Registrar will inform
the students of their probationary status in writing. This
notification should also inform the students that they
cannot receive an incomplete grade while they are on
Academic Probation status. After the Academic Probation
period is completed, students who fail to bring their
cumulative GPA up to 3.00 or fail to raise their course
completion rate will be permanently dismissed from the
University by the Registrar.
3.13.1. Students Enrolled in a Graduate Degree Program
The University Registrar will place students enrolled in a graduate
degree program on Academic Probation when, after attempting at
least 9 credit hours of coursework, their cumulative GPA falls below
3.00 or when students fail to receive credit in at least two-thirds of
the courses they attempt. The Registrar will inform the students of
their probationary status in writing. This notification will inform the
students that they cannot receive an incomplete grade while they
are on Academic Probation status. Students will be placed on
Academic Probation for the time it takes them to attempt 9
additional credits, or three enrolled semesters, whichever is
shorter. After the Academic Probation period is completed,
students who fail to raise their cumulative GPA to 3.00 or fail to
raise their course completion rate will be academically dismissed
from the University by the Registrar. If, at any point while a student
is on Academic Probation status, it becomes mathematically
impossible to raise his or her cumulative GPA to 3.00 within the
allotted 9 credits from the onset of Academic Probation, the
student will be academically dismissed.
If the Program Director or Associate Dean of an academic
unit determines that a student is not making Satisfactory
Academic Progress for reasons other than failure to
maintain GPA and course completion requirements, the
Dean may decide to either issue an Academic Warning,
place the student on Academic Probation, or academically
dismiss the student. The Dean must notify the Registrar of
the decision to apply a sanction. The Registrar will notify
each student of the decision and the reason for the
If the Program Director or Associate Dean of an academic unit
determines that a student is not making Satisfactory Academic
Progress for any academic reason, the Dean or Dean’s designee
may decide either to issue an Academic Warning or place the
student on Academic Probation. The Dean may also academically
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Current Version of the Regulations; justification of changes in red
dismiss the student without Academic Probation or Warning. The
academic unit must notify the Registrar of the decision to apply a
sanction. The Registrar will notify each student of the decision and
the reason for the decision. In the case of either an Academic
Warning or Academic Probation notice, the Registrar must also
inform the student in writing of the period for the warning or
probation and of the conditions that must be met for the student to
regain Satisfactory Academic Progress status. Students who are on
an Academic Warning status for one semester may be subject to
Academic Probation or be academically dismissed in subsequent
semesters if the terms of the Academic Warning are not fulfilled.
Academic Dismissals are permanently recorded on the transcript.
Academic Warnings and Academic Probation are not.
decision. In the case of either an Academic Warning or
Academic Probation notice, the Registrar must also
inform the student in writing of the period for the
warning or probation and of the conditions that must be
met for the student to regain Satisfactory Academic
Progress status. Customarily, students who are on an
Academic Warning status for one semester are subject to
Academic Probation in subsequent semesters, and
students who remain on Academic Probation in a
subsequent semester are subject to Academic Dismissal.
Academic Dismissals are permanently recorded on the
transcript. Academic Warnings and Academic Probation
are not.
3.13.2. Students Enrolled in a Graduate Certificate Program
[Part of] Graduate Certificate Programs for Credit
The Registrar will place students enrolled in a graduate certificate
program on Academic Probation when, after attempting at least 6
credit hours of coursework, their cumulative GPA falls below 3.00
or when students fail to receive credit in at least two-thirds of the
courses they attempt. Students will be placed on Academic
Probation for the time it takes them to attempt 6 more credits, or
two enrolled semesters, whichever is shorter.
All students enrolled in graduate certificate programs
must maintain a 3.0 grade point average to be considered
as making satisfactory progress and to be awarded a
certificate. Grades of C- or below in certificate program
courses will not be accepted toward the fulfillment of
certificate requirements although these grades will be
included in the calculation of the cumulative GPA.
Individual certificate programs may have higher
standards. Students who do not achieve a 3.0 grade point
average at any point after completing six credit hours are
subject to an academic warning, probation, or dismissal
from the certificate program. Students who do not
achieve a 3.0 grade point average upon completion of 12
credit hours will be dismissed from the certificate
If, at any point while a student enrolled in a graduate certificate
program is on Academic Probation status, it becomes
mathematically impossible to raise his or her cumulative GPA up to
3.00 within the allotted 6 credits from the onset of Academic
Probation, the student will be academically dismissed.
All other regulations concerning Academic Warning, Academic
Probation and Academic Dismissal for students enrolled in a
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Current Version of the Regulations; justification of changes in red
graduate certificate program are the same as those for students
enrolled in a graduate degree program.
program. The Office of the Registrar will identify students
with deficiencies in their grade point average and both
the student and the certificate program. Certificate
students who are dismissed may seek readmission at the
discretion of the Graduate Program Directors and will be
subject to any new admissions and program requirements
instituted since their last enrollment.
3.13.3. Graduate Non-degree Students
All regulations concerning Academic Warning, Academic Probation
and Academic Dismissal for graduate non-degree students are the
same as those for students enrolled in a graduate degree program.
Students in certificate programs must complete a
minimum of 6 credit hours during each 12-month period
after the start of their first semester of enrollment. All
graduate certificate programs must be completed within
four years. Students who do not meet these minimum
requirements will be dismissed from the certificate
program. If a student is readmitted to the program, the
acceptance of previously completed credits will be
determined by the academic or teaching unit upon
readmission. The completion of the certificate will be
noted on the student’s official transcript for the semester
it was completed.
3.13.4. Incompletes and Academic Probation
If a student who is not placed on Academic Probation is assigned an
incomplete grade and the final assigned grade brings the student’s
cumulative GPA to below 3.00, the student will be placed on
Academic Probation at the end of the semester when the grade was
converted to the final assigned grade.
First, we got rid of probation language applying to part-time
students since the language governing full-time status was
sufficient for part-time students as well. This doesn’t
represent a change in the regulations – this is just a language
clean up.
Second, we added the new rule concerning dismissal if it
becomes mathematically impossible to raise the cumulative
GPA to 3.00 within 9 credits. See the summary of changes
for more information. One motivation for this rule was to
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avoid the “Hail Marys.” That is to say, a student newly on
probation would take 6 credits in the first semester, and
realize there was no way they could achieve a cumulative
GPA in 3 credits. So s/he would take 9 credits the following
semester, in hopes that they would earn all or mostly A’s,
despite not earning such grades in the past. This strategy
rarely succeeds, and often results in wasting a student’s time
and money. Another motivation was to fix an inequity with
the current rule. Under the current system, students
without certain federal financial aid packages or students
with US citizenship have an advantage. Foreign students
with F1 visas and some students with federal financial aid
must maintain full-time status, taking 9 credits per semester,
and therefore must achieve a cumulative GPA at or above
3.0 in 9 credits if they go on probation. A student who
doesn’t have these restrictions could reasonably (and
justifiably for academic reasons) take 6 credits per semester
while on probation, thus allowing 12 credits to get off of
probation rather than 9. This new rule allows an equitable
enforcement of the probation policy without curtailing
students from taking the number of credits in a semester
that is best for them.
Third, we combined language about probation and dismissal
for graduate certificates that was in a different section and
moved it to this section. We also significantly cleaned up
the language and utilized language from degree programs.
Fourth, we added language clarifying that non-degree
students are subject to the same rules as degree-seeking
students.
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Fifth, we added a regulation about incompletes and
probation. The current regulations are silent concerning
when an incomplete which converts to a letter grade is
counted toward probation. It could be interpreted as the
semester the course was taken or the semester when the
letter grade was assigned. In the former case, students can
retroactively be placed on probation and be dismissed
within one semester. This rule specifies that we will follow
the latter case.
3.14. Academic Integrity Code
Students are bound by the University’s Academic Integrity Code,
which ensures that all work done in pursuit of a degree whether
graded or ungraded, formal or informal, meets the highest
standards of academic honesty. The baseline sanction for a firsttime offense for graduate students violating the code is suspension
from the university, although academic dismissal is also a common
sanction. Suspension and academic dismissal are permanently
recorded on the transcript as a violation of the Academic Integrity
Code.
4.
Graduate Assistantships
4.1.
Teaching Assistantships (TA)
A teaching assistant (TA) is customarily a graduate student who
assists an instructor with instructional activities. TA responsibilities
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vary greatly and may include the following: tutoring; holding office
hours; assisting with grading homework or exams; administering
tests or exams; assisting an instructor with a large lecture class by
teaching students in recitation, laboratory, or discussion sessions.
Students who assist with grading may not grade assignments or
exams for students at their own or higher degree level; e.g., a
doctoral student may assist with grading master’s and
undergraduate work; a master’s student may assist with grading
undergraduate work. Advanced doctoral students who are awarded
teaching assistantships may also be the instructor of record for an
undergraduate course.
The work assignments for TAs must be significantly more
academically substantive than administrative. Requirements for TA
awards are typically fulfilled with 600 hours of work per academic
year, often with a 20 hour assignment per week over two
traditional semesters, but may be fewer hours per week for a
longer period, with proportional reductions in the amount of the
associated monthly stipend. The Vice Provost for Research and
Dean of Graduate Studies can, in cases where a compelling
rationale exists, authorize a graduate student with a TA award to
work more than 20 hours per week.
4.2.
Research Assistantships (RA)
A research assistant (RA) is a graduate student who assists a faculty
member with academic research. Research assistants are not
independent researchers and are not directly responsible for the
outcome of the research. They are responsible to a research
supervisor or principal investigator.
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The work assignments for RAs must be significantly more
academically substantive than administrative. Requirements for RA
awards are typically fulfilled with 600 hours of work per academic
year, often with a 20 hour assignment per week over two
traditional semesters, but may be fewer hours per week for a
longer period, with proportional reductions in the amount of the
associated monthly stipend. The Vice Provost for Research and
Dean of Graduate Studies can, in cases where a compelling
rationale exists, authorize a graduate student with an RA award to
work more than 20 hours per week.
5.
Degree Requirements
5.1.
Program of Study
The Program of Study is a formal plan listing the program
requirements and electives, as described in the Academic Catalog,
that a student must meet to complete a specific degree, including
the dates by which each requirement is expected to be completed.
PhD students must meet with a designated advisor to outline their
Program of Study by the end of the second semester; individual
programs may require earlier deadlines. Programs of Study must be
developed for master’s students and should be completed during
the first semester. Thereafter, students are expected to meet as
needed with their designated advisor or Program Director to
monitor their status related to Good Academic Standing and
Satisfactory Academic Progress and to update the Program of Study
as needed.
5.2.
Course Levels
500-599
Graduate Courses that are not core graduate
courses, but courses of general importance in the discipline.
These courses are open to qualified undergraduate students.
Course Levels
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500-599
Graduate courses that are not core graduate
courses, but courses of general importance in the discipline. These
courses are open to qualified undergraduate students.
600-799
Graduate Courses that are core content
courses for the master’s degree in the field of study.
Undergraduate students are not allowed in these courses
except under specific circumstances where the courses
are cross-listed with undergraduate courses, or as part of
a combined BA/MA program, or by special permission of
the associate dean of the academic unit.
600-699
Graduate courses that are core graduate courses
for the master’s degree in the field of study. No undergraduate
students may take 600-level courses unless
a)
they are seeking a combined master’s/bachelor’s degree,
b)
when the courses are cross-listed with undergraduate
courses under an undergraduate number at the 400-level, or
c)
by special permission of the Associate Dean of the
academic unit.
These classes may meet jointly with 400-level classes, but not with
100-, 200-, or 300-level classes.
800-899
students.
Doctoral Courses are courses limited to Ph.D.
Once doctoral students advance to candidacy, they will only
need to register for Dissertation Credits (course #899) for up
to nine (9) credits per semester, or a total of 18 credits per
academic year. They will continue to register as full-time
students until they defend their dissertations. For each
semester, up to 9 dissertation credits in Course #899 will be
priced at the equivalent of one graduate credit hour. All
doctoral students who have been admitted to doctoral
candidacy must register and pay for dissertation credits and
related university services during the fall and spring
semesters of the academic year, unless they have an
approved temporary leave from the University. This will
provide visibility to all who are monitoring doctoral student
progress, and faculty workload associated with the
supervision and mentoring of doctoral students will be
reported with a greater degree of accuracy.
700-799
Graduate courses that are customarily advanced
content courses for the master’s degree in the field of study.
Undergraduate students are not allowed in these courses and they
may not meet jointly with undergraduate classes.
800-899
Doctoral courses, limited to Ph.D. students.
Certificate or Master’s students may enroll in these courses with
permission of the Associate Dean of the academic unit.
Criteria for Courses to be Accepted for Graduate
Academic Credit
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Course numbers 600-800 are reserved for graduate courses.
Required core courses that have key content in the discipline
for graduate degrees at both the master’s and doctoral
degree are customarily at the 600 level. Courses at the 700
level are customarily advanced courses for master’s
programs, while courses at the 800 level are reserved for
Ph.D. students. Graduate students will not receive credit for
courses below the 500 level unless the course is an AU
language course that is necessary for language proficiency
levels for the graduate degree and is a graduate program
requirement. Classes at the 600-800 level courses may not
meet jointly with 100-, 200-, or 300-level courses. A 500level course may be used for fulfillment of general master’s
degree requirements for courses of general importance to
the discipline (e.g., elective courses), but, ordinarily, not for
required core courses for master’s or doctoral degrees. No
undergraduate students may take 600-level courses except
when (a) they are seeking a combined master’s/bachelor’s
degree, (b) when the courses are cross-listed with
undergraduate courses under an undergraduate number at
the 400 level, or (c) by special permission of the Associate
Dean of the academic unit. Grades of C- or lower will not be
accepted as fulfilling the requirements of the Program of
Study but will be calculated in the cumulative GPA.
Individual programs may set higher standards.
First, we combined some overlapping language from two
different sections in regulations. This should help clarify
policies. Second, we allowed master’s and certificate
students to take 800 level classes with permission of the
associate dean. Third, the information about #899 moved to
section 8.5, Advancement to Candidacy, where it is more
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appropriate since it only refers to PhD students and isn’t
about a course level.
Undergraduate Courses that Count Towards a Graduate
Degree
5.3.
Graduate students will not receive credit for courses below
the 500 level unless the course is: (1) an AU language course
that is necessary for language proficiency levels for the
graduate degree and is a graduate program requirement, or
(2) the course is cross-listed as a 400/600 level course. In
both cases, the courses must be included in the graduate
student’s program of study. In the second case, graduate
courses at the 600 level may be cross-listed with 400 level
undergraduate courses, but only when a significant portion
of the course content is appropriate for both levels of study.
Graduate students taking a cross-listed course will register
under the 600 course number and are expected to complete
work in addition to the material covered in common with
the undergraduate students in the class. Customarily, the
additional graduate student work will occur outside the
common class time. Expectations for both sets of students
will be clearly defined in the course syllabus. Graduate
courses above the 600 level cannot be cross-listed for
undergraduate enrollment. No graduate course may be
cross-listed at the 100, 200, or 300 level.
Cross-listed courses
Graduate courses at the 600-level may be cross-listed with 400level undergraduate courses, but only when a significant portion of
the course content is appropriate for both levels of study. Graduate
students taking a cross-listed course will register under the 600
course number and are expected to complete work in addition to
the material covered in common with the undergraduate students
in the class. Additional graduate student work should occur outside
the common class time. Expectations for both sets of students will
be clearly defined in the course syllabus.
Language is cleaned up and we avoid repetition of
regulations.
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5.4.
Current Version of the Regulations; justification of changes in red
Designation of Full-Time, Half-Time and Part-Time
Status
Designation of Full-Time and Part-Time Status
Full-time student status is defined as registration for nine semester
credit hours in fall or spring semester or four semester credit hours
for summer semester. Part-time student status is defined as
registration for five semester credit hours in fall or spring semester
or two semester credit hours for summer semester. Enrollments in
all summer sessions during a calendar year will be added to
determine the total summer enrollment. Students who are
registered for more than a part-time credit load in any semester,
but less than a full-time credit load for that semester, will be
considered part-time students.
Full-time student status is defined as registration for nine
semester credit hours during both the fall and spring
semesters, or by enrollment for four semester credit hours
during the summer semester. Enrollments in all summer
sessions during a calendar year will be added to determine
the total summer enrollment. Half-time student status is
defined as registration for five semester credit hours during
both the fall and spring semesters, or by enrollment for two
semester credit hours during the summer semester.
Students who are registered for more than a half-time credit
load in any semester, but less than a full-time credit load for
that semester, will be considered half-time students.
Graduate students must remain registered for a full-time course
load under specific conditions that include having particular types
of student loans, and having international student status. The
Office of the University Registrar will contact the Associate Deans of
academic units following the end of the drop/add period to indicate
students who have full-time and part-time status. It is the
responsibility of individual graduate students to understand how
changes in course load or full-time status may have an impact on
payment schedules or other conditions of their obligations to
entities providing them with educational loans.
Graduate students must remain registered for a full-time
course load under specific conditions that include: holding a
halftime Graduate Teaching Assistant or Research Assistant
award; holding a University Graduate Fellowship; having
particular types of student loans; and, having international
student status. Associate Deans of academic units will
contact the Office of the Registrar each semester following
the end of the drop/add period to obtain enrollment
information to check the full-time status of graduate
students who are required to be enrolled full-time. It is the
responsibility of individual graduate students to understand
how changes in course load or full-time status may have an
impact on payment schedules or other conditions of their
obligations to entities providing them with educational
loans.
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First, we chose one term, part-time, as the designation
rather than “half-time.” Second, we get rid of references to
Research and Teaching Assistantships as they no longer are
connected to full-time or part-time status.
Continuous Enrollment
5.5.
Once enrolled in a degree program, graduate students must
maintain continuous enrollment at American University by
registering for at least one semester hour of credit each fall
and spring semester until the degree objective is reached.
Students who fail to register and who have not requested
and received a Temporary Leave will be dismissed from the
University at the end of the academic term for which they
failed to register.
Continuous Enrollment
Once enrolled in a degree program, graduate students must
maintain continuous enrollment at American University by
registering for at least one semester hour of credit each fall and
spring semester, or maintaining matriculation through authorized
0-credit courses, until the degree objective is reached. Students
who fail to register and who have not requested and received a
Temporary Leave will be administratively separated from the
University at the end of the academic term for which they failed to
register.
5.6.
Added a maintain matriculation course as a way to have
continuous enrollment.
Submission and Publication of Thesis / Dissertation
Dissertations and theses must be submitted to the University
Library in electronic format after final approval of the dissertation
or thesis by the Examining Committee. See the American University
Electronic Thesis and Dissertation (ETD) website for the details of
the publication process. Dissertations and theses submitted to the
University through the ETD process will also be deposited in the AU
Library's online electronic archive, the American University
Research Commons (AURC), as well as ProQuest's Digital
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Dissertations. The submission of the thesis or dissertation to the
University in fulfillment of degree requirements grants the
University the one-time, non-exclusive right to publish the
document in the American University Research Commons.
Distribution is subject to a release date stipulated by the student
and approved by the University. As the owner of the copyright of
the thesis or dissertation, students have the exclusive right to
reproduce, distribute, make derivative works based on, publicly
perform and display their work, and to authorize others to exercise
some or all of those rights.
5.7.
Research Assurances and Research Ethics Training
Graduate students at American University who are conducting
independent research are responsible for obtaining the appropriate
research assurances for research that involves: human participants,
animal subjects, recombinant DNA, infectious materials, select or
toxic agents, or human materials. For application forms and
guidelines, please see AU’s Research website at
http://www.american.edu/research/. Copies of research
assurances must be presented to the Doctoral Program Director
with the completed dissertation proposal at the time of the defense
of the dissertation proposal.
Appropriate protocol review and oversight of faculty and student
research is an essential component of Responsible Conduct of
Research (RCR) training on campus. All graduate students who are
conducting research in partial fulfillment of a master’s thesis or
doctoral dissertation are required to participate in RCR training.
Documentation of RCR training must be presented to the Doctoral
Program Director with the completed dissertation proposal at the
time of the defense of the dissertation proposal.
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Data resulting from research projects, including thesis and
dissertation research projects, which do not receive a protocol
review when appropriate from the Institutional Review Board (IRB),
Institutional Animal Care and Use Committee (IACUC) or
Institutional Biosafety Committee (IBC) cannot be used to fulfill
degree requirements, cannot be published and must be destroyed.
A research protocol cannot be reviewed and approved
retrospectively by an IRB, IACUC, or IBC.
Willful avoidance of the oversight functions of University research
review committees can result in a charge of research misconduct.
Also see Research Compliance.
5.8.
Time Limits to Degree
Students are expected to complete their degree within the time
frame specified below. Programs may set lower limits for all
students or for individual students in their program. Time limits
must be included in the Program of Study. The time to degree may
be extended by the Vice Provost for Research and Dean of
Graduate Studies for a compelling reason. See Time Extensions.
Approved separations and temporary leaves do not count toward
the time limits, but cannot be used for the sole purpose of
extending the time to degree.
Master’s students are expected to complete all degree
requirements in no more than six years after the date of first
enrollment in the degree program. Doctoral students are expected
to complete all degree requirements in no more than nine years
after the date of first enrollment in the degree program. Each
semester, the Registrar will identify students who will exceed time
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limits to degree at the end of the current academic year and inform
the students of the potential status change.
5.9.
Time Extensions
Under compelling circumstance, Doctoral students may apply for
one-year extensions beyond the expected time to degree, for a
maximum of three extensions. Students must petition the Graduate
Program Director for each one-year extension. Petitions must
include a timetable listing specific goals from the Program of Study
to be accomplished during the extension. Each extension must be
approved by the Associate Dean of the academic unit and the Vice
Provost for Research and Dean of Graduate Studies. Additional
extensions will not be approved.
This is a new section. Under the current regulations, there
are no references to time limit to courses, except for when
they are transferred. Time limits were chosen to match the
degree time limits so that a student wouldn’t be forced to
take courses again during an approved time of study toward
a degree.
5.10. Time Limit on Courses
Courses completed more than six years before finishing a master’s
degree or certificate and more than nine years before finishing a
PhD may not fulfill degree requirements. Individual academic units
and programs may set lower thresholds. Exceptions are allowed if
the Graduate Program Director can justify that the content of these
courses align with current knowledge and practices and the
Associate Dean of the academic unit approves. Copies of the
written justifications and approvals must be shared with the
Registrar.
This is a new section. We wanted to clarify that graduate
program directors have the right to substitute courses. This
is a common practice currently.
5.11. Substituting Courses
Graduate Program Directors may approve course substitutions in a
student’s program of study based on students’ previous academic
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records and experiences. Substitute courses should have similar
content to those specified in the degree requirements. In some
instances, more advanced content could be substituted.
Substitutions do not reduce the number of credits required for the
degree and must be recorded on the students’ Programs of Study.
This is a new section. We have had problems with program
directors promising individual students they could earn
degrees with less credits and/or requirements than what
was published in the Academic Catalog. This caused
problems with the Registrar’s office and had unauthorized
financial implications. This regulation encourages programs
to clarify when credit or requirements can be waived and to
put it in the Academic Catalog. This encourages a
transparent and equitable process. To allow flexibility,
VPR/DGS can approve individual cases if necessary. The
coordination with OGS will allow for proper consultation
with campus stakeholders for an improved student
experience.
5.12. Waiving Requirements
Waiving requirements is defined as satisfying degree or
programmatic requirements by means other than those specified in
the Academic Catalog. If a requirement waiver is not specified in
the Academic Catalog, programs are not permitted to waive
requirements or reduce the total number of credits required to
obtain the degree, unless an exception is granted by the Vice
Provost for Research and Dean of Graduate Studies or designee.
Teaching units may modify the text for their programs in the
Academic Catalog to delineate specific alternate means to meet
degree or programmatic requirements. Such modifications to the
Academic Catalog must follow proper procedures for changing a
graduate program and must justify how mastery of the
requirements’ academic content is demonstrated by the alternative
means.
This is a new section. The current regulations do not require
a cumulative GPA of 3.00 to graduate. The current
regulations do not require students to graduate after
meeting their degree requirements.
5.13. Graduation
Students must submit an Application to Graduate at the beginning
of the semester during which they expect to complete all degree
and program requirements. Students who want to continue taking
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courses after graduating either must apply and be accepted to a
new program, enroll as a non-degree student, or enroll through the
alumni audit program.
A graduate student must have a minimum cumulative grade point
average of 3.00 in order to be awarded a degree or certificate.
6.
Criteria for Courses to be Accepted for Graduate
Academic Credit
Credit Requirements
Course numbers 600-800 are reserved for graduate courses.
Required core courses that have key content in the discipline
for graduate degrees at both the master’s and doctoral
degree are customarily at the 600 level. Courses at the 700
level are customarily advanced courses for master’s
programs, while courses at the 800 level are reserved for
Ph.D. students. Graduate students will not receive credit for
courses below the 500 level unless the course is an AU
language course that is necessary for language proficiency
levels for the graduate degree and is a graduate program
requirement. Classes at the 600-800 level courses may not
meet jointly with 100-, 200-, or 300-level courses. A 500level course may be used for fulfillment of general master’s
degree requirements for courses of general importance to
the discipline (e.g., elective courses), but, ordinarily, not for
required core courses for master’s or doctoral degrees. No
undergraduate students may take 600-level courses except
when (a) they are seeking a combined master’s/bachelor’s
degree, (b) when the courses are cross-listed with
undergraduate courses under an undergraduate number at
the 400 level, or (c) by special permission of the Associate
Dean of the academic unit. Grades of C- or lower will not be
6.1. Criteria for Courses to be Accepted for Graduate
Academic Credit
Graduate students will not receive credit for courses below the 500
level unless the course is an AU language course that is necessary
for language proficiency levels for the graduate degree and is a
graduate program requirement. Grades of C- or lower will not be
accepted as fulfilling a degree requirement but will be calculated in
the cumulative GPA. Individual programs may set higher standards.
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accepted as fulfilling the requirements of the Program of
Study but will be calculated in the cumulative GPA.
Individual programs may set higher standards.
The remaining language not incorporated into 5.2 was
cleaned up and left in this section.
Transfer Credits
6.2.
Students may request to transfer credit for courses taken at
an institution outside of the Consortium of Universities of
the Washington Metropolitan Area, prior to their admission
to a graduate program at AU. They must receive prior
approval from their Graduate Program Director within the
first semester of their program and the courses must be
included in their Program of Study. Students must give the
Graduate Program Director an official transcript of the
course and a course syllabus for each course requested for
transfer. Courses must be completed with a grade of B (3.0)
or better and must be completed no later than five years
prior to the beginning of the semester in which the student
is admitted to a graduate program. Graduate programs may
require that courses requested to be transferred be
completed more recently than this and may limit the
number of credits that may be transferred beyond the
university limit.
Transfer Credits
Students may request to transfer credit for courses taken prior to
their admission to a graduate program at AU. The number of total
credits transferred for a single degree program may be no greater
than six credits and is limited by residency requirements. In no case
may graduate credit be given for coursework designated as solely
undergraduate by the institution where the coursework was
completed. Proposed transfer courses must have been completed
with a grade of B (3.0) or better and must have been completed no
later than 5 years prior to the beginning of the semester in which
the students is admitted to a graduate program at AU. Graduate
programs may require that the proposed transfer courses have
been completed more recently than the 5 years prior and may limit
the number of allowable transfer credits to less than six.
Courses taken at American University toward a graduate degree
earned before admission to a subsequent graduate program cannot
be transferred but may be shared. See Shared Credit for NonConcurrent Degrees.
Customarily the number of total credits transferred for a
single degree program would be no greater than six credits,
but in all cases the number of allowable transfer credits is
limited by residency requirements. In no case may graduate
credit be given for coursework designated as solely
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Transfer credits must be approved by a student’s Graduate
Program Director during his or her first semester of study and be
included in the student’s Program of Study. Students must give the
Graduate Program Director an official transcript from the University
at which the proposed course(s) was completed as well as a
syllabus for each course requested for transfer. The academic unit
must inform the Office of University of Registrar which courses will
be transferred during the student’s first semester of study.
undergraduate by the institution where the coursework was
completed. Courses proposed for transfer cannot have been
used as credits toward a completed degree in the same field
at another institution. Decisions by Graduate Program
Directors with regard to allowable transfer credits may be
appealed to the Vice Provost for Graduate Studies and
Research.
There are many changes to this section. First, we cleaned up
the language. Second, based on the language in the current
regulations, students can’t transfer credits from not only AU,
but the rest of the Washington Consortium. In the
proposed regulations, we allow transfer credit from other
consortium schools and an alternative to “transfer” credit
from a previous AU degree. Since the students with a
previous AU degree have been given an AU grade, we
decided the credits should be shared (see the definition in
the glossary) rather than transferred. Third, specific limits
on the number of credits that can be transferred, shared
between non-concurrent AU degrees, or completed by
permit to study are explicitly stated. These limits were in
effect under the current regulations since permit to study
credits are currently considered transfer credits. In the
proposed regulations, we define transfer as distinct from
permit to study. Since students couldn’t share credit from a
previous AU degree, the limit is six credits. However, we
make the limit clear and repeat the limit in each relevant
section of the proposed regulations.
Transfer credit will appear on the student’s transcript, but grades
from approved transferred courses at other institutions will not be
counted in the student’s AU cumulative GPA.
Students may not transfer, share between non-concurrent AU
graduate degrees, or complete via a permit to study more than 6
credits total.
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This section is new. Many PhD programs may have a
master’s degree en passant or bring in a student with a
master’s degree and wish to share credit. The coordination
with OGS will allow for proper consultation with campus
stakeholders for an improved student experience.
6.3. Credits from Master’s Degrees Applied to PhD
Programs
Graduate Program Directors may approve up to six credits to be
shared or transferred for graduate students who are enrolled in a
PhD Program and have earned a Master’s Degree from American
University or another institution. Requests to share or transfer
more than six credits must be approved of Vice Provost for
Research and Dean of Graduate Studies or designee.
6.4.
This is a new section.
Shared Credits
Shared credits are credits counted toward more than one AU
degree. Grades associated with the credits count in the GPA for
each degrees.
This is a new section, but is being enforced currently.
6.4.1. Shared Credits for Concurrent Degrees
Graduate students may only share credits between concurrent
American University degree programs in three cases. These are:
a.
a Combined Bachelor’s/Master’s Degree,
b.
a PhD program and an earned master’s degree at American
University (see Credits from Master’s Degrees Applied to the PhD
Degree), or
c.
a Dual Degree Program
This is a new section. It establishes the rules for sharing
credit from a previously earned American University degree.
The rules are very similar to transfer credits.
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6.4.2. Shared Credits for Non-Concurrent Degrees
Students who have previously earned graduate degrees at
American University may share up to 6 credits from the completed
degree with a subsequent, non-concurrent, graduate degree.
These shared credits must be approved by a student’s Graduate
Program Director during his or her first semester of study and be
included in the student’s Program of Study. The academic unit
must inform the Office of University of Registrar which credits will
be shared during the student’s first semester of study.
Students may not transfer, share between non-concurrent AU
graduate degrees, or complete via a permit to study more than 6
credits total.
The same course must be listed as a degree requirement or elective
in the Academic Catalog for both degrees to share credit. Proposed
shared courses must have been completed with a grade of B (3.0)
or better and must have been completed no later than 5 years prior
to the beginning of the semester in which the students is admitted
to a graduate program at AU. Graduate programs may require that
the proposed shared courses have been completed more recently
than the 5 years prior and may limit the number of allowable
shared credits to less than six. Academic units may petition the
Vice Provost for Research and Dean of Graduate Studies or
designee for exceptions to the shared credit regulations for nonconcurrent degrees.
6.5.
In Residence Credit and Residency Requirements
Courses are considered in residence when they are taken at
American University, through an AU-coordinated off-site or on-line
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program, or through any member of the Consortium of Universities
of the Washington Metropolitan Area. Courses considered not in
residence include those transferred from another institution into
AU. Courses that are not taken in residence are not included in the
computation of the GPA.
Both master’s and doctoral degrees require a minimum of 18
semester credit hours of in residence graduate course work, while
enrolled in a degree program, exclusive of 797 or 899. Students in
the Dual Degree option must complete a minimum of 36 semester
credit hours of in residence coursework at American University,
with at least 50 percent of the credits unique to each degree.
Individual program requirements may require more than 18 credit
hours for either or both degrees. Courses used to satisfy residence
credit requirements for an undergraduate degree may not also be
used to satisfy parallel requirements for a dual master’s degree.
6.6.
Permit to Study at Another U.S. Institution
Permit to Study at Another U.S. Institution
Students in good academic standing who wish to take
courses at another U.S. institution that would not be
considered in residence courses, must receive prior approval
by their Program Director and Associate Dean. Students who
want to apply a course to their graduate program of study
must receive teaching unit or equivalent approval. Students
must secure approval from the academic unit prior to
registering for the course and such approval is granted only
for specific courses. Customarily, students may transfer up
to a maximum of 6 credits during the span of approved
study at another U.S. institution. Grades for courses taken
during a Permit to Study at another institution are not
recorded on the AU transcript and are not computed in the
GPA, although they will count toward the total number of
credits needed for graduation. However, students must
Students in good academic standing who wish to take courses at
another U.S. institution that would not be considered in residence
courses, must receive prior approval by their Program Director and
Associate Dean. Students must secure approval from the academic
unit prior to registering for the course and such approval is granted
only for specific courses. Grades for courses taken during a Permit
to Study at another institution are not recorded on the AU
transcript and are not computed in the GPA, although they will
count toward the total number of credits needed for graduation.
However, students must meet the GPA requirements of American
University for individual courses taken at other institutions as
required for their graduate Program of Study. Students must satisfy
any additional requirements provided on the Permit to Study form.
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meet the GPA requirements of American University for
individual courses taken at other institutions as required for
their graduate Program of Study. Students must satisfy any
additional requirements provided on the Permit to Study
form.
Students may not transfer, share between non-concurrent AU
graduate degrees, or complete via a permit to study more than 6
credits total.
The language was cleaned up. Specific limits on the number
of credits that can be transferred, shared between nonconcurrent AU degrees, or completed by permit to study are
explicitly stated.
Permit to Study Abroad
6.7.
Permit to Study Abroad
Students in good academic standing who wish to study at
any foreign university not partnered with AU must receive
prior approval of their Graduate Program Director and the
Associate Dean. Permission for such study is granted only
when the student can demonstrate that the academic
opportunity offered by the foreign university cannot be met
through study at any one of AU’s existing partner
universities. Grades for courses taken during a Permit to
Study Abroad are not recorded on the AU transcript and are
not computed in the GPA, though they will count in the total
number of credits needed for graduation. However, students
must meet GPA requirements of American University for
individual courses taken at other institutions as required for
their graduate Program of Study. Students must satisfy any
additional requirements provided on the Permit to Study
Abroad form.
Students in good academic standing who wish to study at any
foreign university not partnered with AU must receive prior
approval of their Graduate Program Director and the Associate
Dean. Permission for such study is granted only when the student
can demonstrate that the academic opportunity offered by the
foreign university cannot be met through study at any one of AU’s
existing partner universities. Grades for courses taken during a
Permit to Study Abroad are not recorded on the AU transcript and
are not computed in the GPA, though they will count in the total
number of credits needed for graduation. However, students must
meet GPA requirements of American University for individual
courses taken at other institutions as required for their graduate
Program of Study. Students must satisfy any additional
requirements provided on the Permit to Study Abroad form.
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Students may not transfer, share between non-concurrent AU
graduate degrees, or complete via a permit to study more than 6
credits total.
7.
Specific limits on the number of credits that can be
transferred, shared between non-concurrent AU degrees, or
completed by permit to study are explicitly stated.
Graduate Certificate Programs
Requirements for a Graduate Certificate
Graduate Certificate Programs for Credit
7.1.
Graduate Certificate Programs for Credit
Academic units and the School of Professional and Extended
Studies, at their discretion, may develop and administer
graduate certificate programs for which there is academic
credit. All graduate certificate programs for credit must
include a minimum of 12 semester credit hours. All course
work must meet the same requirements as those used for
graduate academic programs See Criteria for Courses to be
Accepted for Academic Credit. Some certificate programs for
graduate credit may have additional requirements. If
approved by the academic or teaching unit that administers
the certificate program, equivalent credits earned at an
accredited college or university may be transferred toward a
certificate at the following rates: 3 credit hours for
certificates from 12 to 18 credit hours in length, and 6 credit
hours for certificates over 18 credit hours in length.
Graduate students who are enrolled in masters and/or
doctoral programs may pursue graduate certificates at the
same time. Any sharing of the required semester hour
credits between the graduate certificate and the graduate
degree program will be determined by the Graduate
Program Director. Students who are not enrolled in graduate
degree programs but who are enrolled in graduate
Academic units and the School of Professional and Extended
Studies, at their discretion, may develop and administer graduate
certificate programs for which there is academic credit. All graduate
certificate programs for credit must include a minimum of 12
semester credit hours. All course work must meet the same
requirements as those used for graduate academic programs. See
Criteria for Courses to be Accepted for Academic Credit. Some
certificate programs for graduate credit may have additional
requirements. If approved by the academic or teaching unit that
administers the certificate program, equivalent credits earned at an
accredited college or university may be transferred toward a
certificate at the following rates: 3 credit hours for certificates from
12 to 18 credit hours in length, and 6 credit hours for certificates
over 18 credit hours in length.
Graduate students who are enrolled in master’s and/or doctoral be
simultaneously enrolled in a graduate certificate program. Credits
may be shared between simultaneous graduate degrees and
certificates with the approval of the Graduate Program Director of
the master’s or doctoral degree program. Students who are not
enrolled in graduate degree programs but who are enrolled in
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graduate certificate programs are not permitted to enroll in courses
in the Consortium of Universities of the Washington Metropolitan
Area.
certificate programs are not permitted to enroll in courses in
the Consortium of Universities of the Washington
Metropolitan Area.
Students admitted to a master’s degree program may share credit
from a completed certificate program. See Admission from Nondegree Status or a Post-Baccalaureate Certificate Program to a
Graduate Degree Program.
All students enrolled in graduate certificate programs must
maintain a 3.0 grade point average to be considered as
making satisfactory progress and to be awarded a certificate.
Grades of C- or below in certificate program courses will not
be accepted toward the fulfillment of certificate
requirements although these grades will be included in the
calculation of the cumulative GPA. Individual certificate
programs may have higher standards. Students who do not
achieve a 3.0 grade point average at any point after
completing six credit hours are subject to an academic
warning, probation, or dismissal from the certificate
program. Students who do not achieve a 3.0 grade point
average upon completion of 12 credit hours will be
dismissed from the certificate program. The Office of the
Registrar will identify students with deficiencies in their
grade point average and notify both the student and the
certificate program. Certificate students who are dismissed
may seek readmission at the discretion of the Graduate
Program Directors and will be subject to any new admissions
and program requirements instituted since their last
enrollment.
Students in certificate programs must complete a minimum of 6
credit hours during each 12-month period after the start of their
first semester of enrollment. All graduate certificate programs must
be completed within four years. Students who do not meet these
minimum requirements will be dismissed from the certificate
program. If a student is readmitted to the program, the acceptance
of previously completed credits will be determined by the academic
or teaching unit upon readmission. The completion of the
certificate will be noted on the student’s official transcript for the
semester it was completed.
7.2.
Graduate Certificate Programs not for Credit
Academic units, centers/institutes, and the School of Professional
and Extended Studies, at their discretion, may develop and
administer graduate certificate programs for which there is no
academic credit.
Students in certificate programs must complete a minimum
of 6 credit hours during each 12-month period after the start
of their first semester of enrollment. All graduate certificate
programs must be completed within four years. Students
who do not meet these minimum requirements will be
dismissed from the certificate program. If a student is
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readmitted to the program, the acceptance of previously
completed credits will be determined by the academic or
teaching unit upon readmission. The completion of the
certificate will be noted on the student’s official transcript
for the semester it was completed.
Graduate Certificate Programs not for Credit
Academic units, centers/institutes, and the School of
Professional and Extended Studies, at their discretion, may
develop and administer graduate certificate programs for
which there is no academic credit.
Much of this language has been moved to 3.13.2 (about
probation and dismissal) and some was already repeated in
6.1, so it was deleted. Otherwise little was changed.
8.
Requirements for a Master’s Degree
8.1.
Approved Program of Study
An approved Program of Study includes, but is not limited to,
coursework and a capstone experience.
8.2.
Degree Requirements
A master’s degree requires the completion of at least 30 semester
credit hours of graduate work. The requirement for residence credit
must be met. A detailed description of the degree requirements can
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be obtained from each graduate program and must be posted on
the website of the teaching unit.
8.3.
Capstone Experience
One capstone experience (e.g., thesis, research project, practicum,
internship or other experience as determined by the graduate
program) is required. The nature and scope of the capstone
experience is determined by the graduate program and is included
in the Program of Study. If the capstone is a comprehensive
examination, the structure, content, and grading of the
examination, as well as any policy on retaking the examination will
be determined by the teaching unit.
8.4.
Thesis
Thesis
Students who are writing a thesis as their capstone
experience are expected to demonstrate their capacity to do
original, independent research. Students must take no fewer
than three semester credit hours of master’s thesis research
(797). Students continue to register for thesis credits each
semester until the completion of the thesis. A thesis advisory
committee shall consist of no fewer than two members of
the AU faculty. In consultation with the Thesis Chair, the
student solicits faculty for the committee and submits their
names for approval by the Graduate Program Director.
Students who are writing a thesis as their capstone experience are
expected to demonstrate their capacity to do original, independent
research. Students must take no fewer than three semester credit
hours of master’s thesis research (797). A thesis advisory
committee shall consist of no fewer than two members of the AU
faculty. In consultation with the Thesis Chair, the student solicits
faculty for the committee and submits their names for approval by
the Graduate Program Director.
We removed the requirement that thesis credits must be
taken each semester until completion of the thesis. This
wasn’t deemed necessary.
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8.5.
Current Version of the Regulations; justification of changes in red
Jointly Administered Degree Programs
A Jointly Administered Degree Program is a specified combination
of courses, typically from more than one academic or teaching unit,
that combines elements of the various courses of study in those
units for the purpose of providing a combined program of study
toward a specific degree. Both units have responsibilities to
monitor student progress and provide academic advising. Upon
completion of the Jointly Administered Degree Program, the
student receives one graduate degree.
8.6.
Dual Degree Programs
A Dual Degree Program is a combination of two separate
approved degree programs. Upon completion of a Dual
Degree Program, a student will be conferred the two
degrees included in the Dual Degree Program. Credits that
apply from one program to another must be approved by
their respective Graduate Program Directors and under the
following conditions:
• Students must meet all of the course, capstone, and other
requirements for each degree program.
• The details for dual master’s degrees must be approved by
the Graduate Program Director and the Associate Dean of
the academic unit for each of the two degrees. Candidates
for dual master’s degrees must submit a formal petition to
the Graduate Program Director of each master’s program
before the conferral date of the first degree.
• The student applies for and receives each degree upon
completion of all the requirements for that degree. The
degrees may or may not be completed simultaneously.
• At least 50% of the courses taken in each program in the
Dual Degree Program must be taken in residence, and
Dual Degree Programs
A Dual Degree Program is an approved combination of two
separate degree programs. Students must be admitted to the
second degree program before completing the first degree. Upon
completion of a Dual Degree Program, a student will be conferred
the two degrees included in the Dual Degree Program.
8.6.1. Dual Degree Programs within American University
Students may be enrolled in only one graduate program at a time
unless they are enrolled in a Dual Degree Program. Credits that
apply from one AU program to another must be approved by their
respective academic units and under the following conditions:
•
Students must meet all of the course, capstone, and other
requirements for each degree program.
•
The student applies for and receives each degree upon
completion of all the requirements for that degree. The degrees
may or may not be completed simultaneously.
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•
At least 50% of the courses taken in each program in the
Dual Degree Program must be taken in residence, and students
must satisfy residency requirements as specified in these graduate
regulations.
•
The Dual Degree Program must either be listed in the
Academic Catalog or approved by the Vice Provost for Research and
Dean of Graduate Studies or designee. If the program is not listed in
the Academic Catalog, VPR/DGS approval is necessary for each
student before admission to a second degree program. VPR/DGS
approval for a particular Dual Degree Program may only be granted
for 3 students before it must be approved by the Graduate
Curriculum Committee and listed in the Academic Catalog.
students must satisfy residency requirements as specified in
these graduate regulations.
There are two significant changes to this section – now split
into two sections. The original section primarily relates to
7.6.1.
First, the proposed regulation stipulates that any new dual
degree program must be either listed in the Academic
Catalog or given permission before admission of a student
by VPRDGS. This will accomplish two goals. For many dual
degree programs, this regulation will establish consultation
with the Academic Unit through the Education Policy Council
and the University through the Graduate Curriculum
Committee. It will also help clarify and advertise dual
degree program options to students. For dual degree
programs that are experimental, Academic Units may
petition VPR/DGS to offer “trial runs.” The coordination
with OGS will allow for proper consultation with campus
stakeholders for an improved student experience. Similar to
topics courses, the “trial run” dual degree programs must be
converted to programs listed in the Academic Catalog after a
certain number of students have enrolled.
•
The maximum number of credits that can be shared
between the degrees must follow these guidelines:
Credits for one degree
30 – 35 credits 36 – 38 credits 39 and more credits
Credits for the other degree
30 – 35 credits Share 6 credits
Share 6 credits Share 9 credits
36 – 38 credits
Share 9 credits Share 9 credits
39 and more credits
Share 12 credits
Dual degrees programs that we approved and listed in the
Academic Catalog prior to the adoption of this version of the
Graduate Academic Regulations will be exempt from these limits.
Second, we worked with the Office of the Provost to
establish limits on how many credits can be shared in a dual
degree program. These limits were constructed to ensure
the integrity of each component degree and financial
prudence. Current dual degree programs that are listed in
the Academic Catalog are not subject to these limits.
This new section defines a basic principal for dual degree
program with other institutions.
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8.6.2. Dual Degree Programs with Other Degree-Granting
Institutions
Dual degree programs may be established with other institutions
with approval from the Office of the Provost. At least 50% of the
credits within the program must be earned through American
University courses.
8.7.
Combined Bachelor’s and Master’s Degrees
Combined Bachelor’s and Master’s Degrees
A combined bachelor’s/master’s program involves tentative
admission to graduate standing while a student is still an
undergraduate so that both a bachelor’s and master’s
degree may be earned. Although graduate standing is not
officially granted until all bachelor’s degree requirements
have been fulfilled, students who are admitted to a
combined bachelor’s and master’s program are granted
conditional graduate admission so that they may take
courses based on their planned Program of Study to fulfill
both the bachelor’s and master’s degree requirements while
still officially enrolled in undergraduate status. See
Admission to a Combined Bachelor’s /Master’s Program and
Residency.
Students enrolled in a combined bachelor’s/master’s program may
share credits between their bachelor’s and master’s degrees. These
credits must be taken at the graduate level (500-level and above)
and must meet degree requirements for each degree, as stipulated
in the Academic Catalog. Shared credits must satisfy major
requirements for the bachelor’s degree and not simply university
requirements, unless approved by the Vice Provost for Research
and Dean of Graduate Studies or designee. Graduate credit cannot
be shared with minors unless they are stipulated as major
requirements for the bachelor’s degree in the Academic Catalog or
unless approved by the Vice Provost for Research and Dean of
Graduate Studies or designee. The number of shared credits is
determined by the number of credits required for the master’s
degree:
Credit hours required for the master’s program Maximum number
of shared credit hours between bachelor’s and master’s degree
30-35 9
36-38 12
39 and above 15
Undergraduate students in good academic standing may
apply for a combined degree after they have completed 75
credit hours towards their undergraduate degree, and,
except in rare cases, by the end of the semester in which
they have completed 90 credit hours. No more than one
graduate degree can be earned as a combined degree. Once
admitted, students will be enrolled in the combined program
at two levels, once for the undergraduate degree and once
for the graduate degree.
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Once admitted to a combined program, students must
follow their Program of Study, and the Program of Study
must show which courses will be applied toward the
bachelor’s degree and which courses will be applied toward
the master’s degree. Once all undergraduate requirements
have been satisfied, students will be officially enrolled in the
graduate program if they complete their bachelor’s program
in good academic standing, and if they meet all University,
academic unit, or teaching unit requirements for admission
to the master’s program for the combined degree. Each
academic unit or teaching unit sets its own admission
standards for graduate students. Once enrolled in the
master’s program, students are subject to the academic
regulations governing graduate students.
Programs may set lower limits than those specified here.
Once admitted to a combined program, students must be assigned
a graduate advisor. The student, the undergraduate advisor, and
graduate advisor must design a Plan of Study, which details how
graduate coursework will satisfy bachelor’s degree requirements.
Appropriate graduate coursework in the Plan of Study may be
substituted for specific bachelor’s degree requirements. Students
must have a cumulative graduate GPA of 3.00 or higher when
completing their undergraduate degree to share all credits in their
Plan of Study. If the cumulative graduate GPA is below 3.00, only
graduate courses with grades of B or higher will be allowed to be
shared.
Students may count graduate credits earned at the 600 level
during an undergraduate degree, towards a master’s degree
if the credits are listed as part of an approved graduate
program of study. Specifically, a student can share up to 9
credits for 30-hour master’s degree (with or without thesis),
12 credits for a 36-hour master’s degree, and 15 credits for a
master’s degree requiring 39 or more semester hour credits.
Programs can set lower limits than those specified here.
Although graduate standing is not officially granted until all
bachelor’s degree requirements have been fulfilled, students in a
combined bachelor’s/master’s program are permitted to enroll in
graduate-level courses based on their Plans of Study to fulfill both
the bachelor’s and master’s degree requirements while still
officially enrolled as an undergraduate student. See Admission to a
Combined Bachelor’s /Master’s Program and Residency. Once all
undergraduate requirements have been satisfied, students must
graduate from their bachelor’s degree programs. They will be
officially enrolled in the graduate programs only if they completed
their bachelor’s programs and they met all requirements for
admission to the master’s programs. Once enrolled in the master’s
program, students will be subject to the academic regulations
governing graduate students.
Admission to a Combined Bachelor’s /Master’s
Program
A combined bachelor’s/master’s program involves tentative
admission to graduate standing so that both a bachelor’s
and master’s degree may be earned as the result of a
planned program of study. Highly qualified students in good
academic standing may apply to a graduate program for a
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combined degree as soon as they have completed 75 earned
credits. With rare exceptions, students will apply no later
than the semester in which they have 90 completed credits
toward their degree. Admission during the junior year or
equivalent allows sufficient time and preparation for
curricular sequences and other research experiences that
distinguish this option from separate bachelor’s and
master’s degrees. No more than one graduate degree can be
earned as a combined degree.
Students will be admitted to the combined program at two
levels, i.e., for both the undergraduate degree and the
graduate degree.
Once admitted during the junior year, students must follow
a prescribed program of work, and their record must show
which courses will be applied toward the undergraduate
degree and which courses will be applied toward the
master’s degree. Once all undergraduate requirements have
been satisfied, the student will be officially enrolled in the
graduate program if they complete their bachelor’s program
in good academic standing, and if they meet all University
and academic unit or teaching unit requirements for
admission to the master’s program for the combined
degree. Each academic unit or teaching unit sets its own
admission standards and procedures for graduate students.
Once enrolled in the master’s program, students are then
subject to the academic regulations governing graduate
students.
For every 9 required graduate credits earned for the
graduate degree while a student has graduate student
status, the student may count up to 3 required graduate
credits earned as an undergraduate towards the master’s
degree. For example, a student can share 9 credits for a 30hour master’s degree, 12 credits for a 36-hour master’s
degree, or 15 credits for a 39-hour or more master’s degree
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for graduate level courses taken as an undergraduate.
Individual programs may set lower limits.
There are many changes to this text. First, there was
repetition with the section on Admission to a Combined
Bachelor’s/Master’s Program. The language has been
separated into two sections and only appears once between
the two sections.
Second, we removed the misleading statement “For every 9
required graduate credits earned for the graduate degree
while a student has graduate student status, the student
may count up to 3 required graduate credits earned as an
undergraduate towards the master’s degree” (which is
somewhat contradicted by the next statement) and replaced
it with an accurate chart. There is not new policy – only a
clarification. We also reiterated that programs may set
stricter limits.
Third, we specified what courses could be shared from the
undergraduate degree in the combined program. These are
courses which are listed under “Major Requirements” in the
Academic Catalog unless given exception by VPRDGS.
Fourth, we developed a regulation to ensure that
bachelor’s/master’s students who get poor grades in
graduate-level courses while still an undergraduate would
not start their graduate career on probation by limiting what
could be shared.
Fifth, we require that all students when admitted to a
combined bachelor’s/master’s program be assigned both an
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undergraduate and a graduate advisor. In the past, some
bachelor’s/master’s students didn’t get graduate advisors to
help with their planning for the graduate portion of their
degree.
Sixth, we require that bachelor’s/master’s students who
have finished all requirements from their undergraduate
major graduate with their the bachelor’s degrees. This
protects against problems with financial aid and is currently
being enforced.
9.
Requirements for a Ph.D. Degree
9.1.
Approved Program of Study
All doctoral students must have an approved Program of Study. The
ability to do independent research is an important part of the
Program of Study and must be demonstrated by an original
dissertation on a topic approved by the Director of the Doctoral
Program in which the student is earning the degree. A dissertation
is required of all candidates for a Ph.D. degree.
An approved Program of Study includes:
•
A complete list of coursework, and
•
a schedule with anticipated dates for:
o
planned courses in required and elective subjects, o the
comprehensive examination(s) or equivalent, o an approved
dissertation proposal, and
o
a successful defense and completion of the dissertation.
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9.2.
Current Version of the Regulations; justification of changes in red
Degree Requirements
The Ph.D. degree requires a minimum of 18 semester hour credits
of coursework completed in residence, exclusive of dissertation
credits. Individual Ph.D. programs at AU require additional
semester credit hours, following the curriculum proposed by
academic unit faculty and approved by the Graduate Curriculum
Committee.
9.3.
Comprehensive Examination(s) or Equivalent
The nature and scope of the comprehensive examination(s) or
equivalent are determined by the Ph.D. degree programs housed
within specific academic units. Options other than a written exam
may be used by a doctoral degree program to assess integration
and synthesis of the body of knowledge accessed via the program
curriculum, and related research, practicum, or internship
experiences. The completed comprehensive examination(s) is
typically read by two faculty readers from the academic unit and is
rated “with distinction,” “satisfactory” or “unsatisfactory” by each.
In order to pass the examination, the student must obtain at least
“satisfactory” on the examination from both readers. The faculty
affiliated with a doctoral program may, however, elect to design a
different system for grading comprehensive examinations in the
academic unit.
A student who fails a comprehensive examination may apply to the
Graduate Program Director for one additional attempt. If the
Graduate Program Director approves the application, the retake of
the exam should occur within six months of the date of the first
attempt. Students who fail a retake attempt will be dismissed from
the doctoral program. The Graduate Program Director will notify
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the Office of the Registrar of the outcome of all comprehensive
exam attempts.
9.4.
Ph.D. Dissertation Committee
The appointment of the Dissertation Committee should be made
well in advance of the defense of the dissertation proposal. All core
Dissertation Committee members must hold the appropriate
terminal degree. In consultation with the proposed Dissertation
Committee Chair, the doctoral student solicits faculty for the
committee and submits the names of the Chair and other
committee members for approval by the Graduate Program
Director. Once approved by the Graduate Program Director, the
proposed membership of a Dissertation Committee is then
approved by the Doctoral Council. If the status of any member of an
approved Dissertation Committee changes, the doctoral student
and the Graduate Program Director will recommend a replacement
for approval by the Doctoral Council.
Customarily, the Dissertation Committee will have four or more
core committee members, including the chair of the committee.
The minimum number of core committee members, including the
chair of the committee, is three. At least two of the core members
must be full-time, tenure-line faculty members at American
University and preferably from the program in which the student is
enrolled. Qualified individuals, either outside the department or
outside the University, may be invited to sit on a committee as
external members once the minimum requirement of two internal
full-time, tenure-line faculty from American University has been
met. Together, the internal and external members form the core of
the Dissertation Committee. Core members are charged with
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guiding the student and providing detailed feedback during the
dissertation process.
The chair of the Dissertation Committee must be an AU faculty
member who holds a tenured position. Untenured, tenure-line
faculty may be appointed as co-chairs of Dissertation Committees,
but must serve with a tenured faculty member. Adjunct faculty,
term faculty, and faculty from other universities and emeritus
faculty may not chair a Dissertation Committee but may serve on it.
A Dissertation Committee chair who retires or leaves the University
before the dissertation is complete may petition the Doctoral
Council to remain on the committee as chair, as a co-chair, or as a
member.
At the time of the final examination of the dissertation, at
least one additional member will join the core of the
dissertation committee as an outside reader for the final
examination. The purpose of the outside reader(s) is to
provide a review of the dissertation by a colleague with the
appropriate terminal degree who is an expert in the subject
matter of the dissertation. The outside reader should have
no direct association with the student. An outside reader
serves an advisory role, and the charge to the outside reader
is to determine if the dissertation meets general standards
in the field, not necessarily to critique the work in detail.
Once the dissertation has been defended successfully, all
committee members sign the dissertation approval form.
At the time of the final examination of the dissertation, at least one
additional member will join the core of the dissertation committee
as an outside reader for the final examination. The purpose of the
outside reader(s) is to provide a review of the dissertation by a
colleague with the appropriate terminal degree who is an expert in
the subject matter of the dissertation. The outside reader should
have no direct association with the student. An outside reader
serves an advisory role, and the charge to the outside reader is to
determine if the dissertation meets general standards in the field,
not necessarily to critique the work in detail. Once the dissertation
has been successfully defended, all committee members sign the
dissertation title page. A letter of approval from the outside reader
may replace the outside reader’s signature on the dissertation title
page.
This language was suggested by the Doctoral Program
Directors. There was concern that the current regulations
seem to suggest that after the dissertation defense,
everyone signs. In fact, it is quite common after a successful
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defense, the committee will still recommend changes to the
text. After the changes are made, the committee signs. We
also allow for the outside reader to send an approval letter,
as physically signing a title page could be challenging if the
reader is not local.
9.5.
Advancement to Candidacy
Students advance to doctoral candidacy when they have completed
all of the courses on their Program of Study, passed their
comprehensive examination or equivalent, and defended
successfully their dissertation proposal. Advancement to candidacy
normally occurs by the end of the third year of study but may vary
among doctoral programs. At the time of advancement to
candidacy, students who have not petitioned for or received en
passant degrees (e.g., M.A., M.S.) will automatically be considered
for such degrees. If a student advances to candidacy after the
deadline to submit a petition for the degree in that term, the
student will be considered for a degree in the following term.
Students who do not advance to candidacy may receive a master’s
degree according to the established guidelines in their graduate
program.
Once doctoral students advance to candidacy, they will only need
to register for Dissertation Credits (Course #899) for nine (9) credits
per semester, or a total of 18 credits per academic year. They will
continue to register as full-time students until they defend their
dissertations. Course #899 will be priced at the equivalent of one
graduate credit hour. All doctoral students who have been
admitted to doctoral candidacy must register and pay for
dissertation credits and related university services during the fall
and spring semesters of the academic year, unless they have an
approved temporary leave from the University. This will provide
This information was moved from the Course Levels section
in the current regulations.
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visibility to all who are monitoring doctoral student progress, and
faculty workload associated with the supervision and mentoring of
doctoral students will be reported with a greater degree of
accuracy.
9.6.
Examination of Dissertation
Each doctoral candidate is required to defend orally his or her
doctoral dissertation as a requirement in partial fulfillment of the
doctoral degree. The requirement for a dissertation examination is
separate from, and is not fulfilled by, a comprehensive
examination(s). The dissertation examination will consist of a public
presentation by the candidate on the research reported in the
dissertation, followed by a formal, public examination of the
candidate by the Dissertation Committee. The Doctoral Program
Director is responsible for posting publically the announcement of
the oral defense of the dissertation seven days prior to the date of
the oral defense, including the teaching unit location and/or
website, Today@AU and the Graduate Studies website.
The Doctoral Program Director is responsible for posting
publically the announcement of the oral defense of the
dissertation seven days prior to the date of the oral defense.
We added some modern techniques to posting defenses.
We will start a website for thesis defense announcements if
this language is approved.
The Dissertation Committee has the following options:
•
To accept the dissertation without any recommendations
for changes. The departmental designee signs the dissertation title
page.
•
To accept the dissertation with recommendations for minor
changes. The chair then oversees and approves all required changes
to the dissertation. Upon the chair’s approval, the departmental
designee signs the dissertation title page.
•
To recommend major revisions to the dissertation. The
candidate makes the required changes and submits the revised
dissertation to the Dissertation Committee for additional review
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and approval. Upon their approval, the departmental designee
signs the dissertation title page for the revised dissertation.
•
To recommend revisions and convene a second meeting of
the Dissertation Committee to review the dissertation and
complete the candidate's examination.
•
To evaluate the dissertation, including its examination, as
unsatisfactory. If the candidate fails, the candidate can petition the
Dissertation Committee chair and the Dissertation Committee for
one retake.
Following the examination, the chair must inform the candidate in
writing of the outcome of the examination. A copy of this
statement is to be included in the student's file at the doctoral
program office of the academic unit, and a copy is given to the
student. The Doctoral Program Director will provide a copy of
notice of the outcome of the examination to the Office of the
Registrar.
10.
Registration Policies
10.1. Initial Course Registration
Students must initially register for the courses in which they wish to
enroll prior to the beginning of each semester or they will incur a
late registration fee. Before registration, students should consult a
graduate advisor or their Graduate Program Director regarding
their Program of Study.
10.2.
International Students
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International students in F-1 or J-1 status must obtain approval
from ISSS when registering for the first time or for a new program,
when registering below a full course load or equivalent (e.g.,
Reduced Course Load), when registering for an internship, when
taking an approved temporary leave, or when separating from the
University. This approval is in addition to those normally required
by an academic unit and may not be waived.
10.3. Changes in Course Registration Once a Semester
Begins
The add/drop period is the first ten business days of the semester
or the equivalent for summer and other non-standard sessions.
During the add/drop period, students may add or drop courses or
change course sections, except when the academic unit or the
teaching unit explicitly prohibits it, without penalty or notice on
their transcript. After the add/drop period, students must receive
instructor, as well as Graduate Program Director approval in order
to add a course. They must receive the new instructor’s approval to
change sections. Grade type can be changed until the end of the
eighth week of the semester.
Students may withdraw from a course up until the end of the
eighth week of the semester or the equivalent for summer and
other non-standard sessions unless they have been charged with a
violation of the Academic Integrity Code. After the end of the
eighth week of the semester, students may withdraw from a course
only by permission of the Associate Dean of the Academic Unit, and
only in cases of well-documented emergencies beyond the
student's control. A low or failing grade in a course is not grounds
for withdrawal from the course.
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A student may not withdraw from a course after the last class
meeting. International students must receive approval from ISSS
before withdrawing from a course. Students who wish to withdraw
from or drop all courses simultaneously must work with their
academic unit to determine their official status at the University.
Discontinuation of attendance at a class or notification to the
instructor is not sufficient to constitute an official withdrawal from
a course.
10.4. Interruption of Students
A student who takes a temporary leave or separates from the
University is no longer taking courses at AU.
•
Temporary Leave: A temporary leave is a temporary
interruption in studies when the student is not actively taking
classes at the University nor receiving support for thesis or
dissertation work. The leave is for a specified period of time after
which the student is expected to return to active status. A
temporary leave is initiated by the student in consultation with the
student's academic unit.
•
Separation: A separation from the University results in the
loss of active student status with no expected date of return to
active status. Students who have separated from the University
must reapply to regain active student status. A separation can be
initiated by the student or a representative of the University. If
students are considering separating from the University, they
should consult with their academic unit as soon as possible to
determine whether there are other, more feasible alternatives.
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Graduate students who take temporary leaves or separate from the
University during a semester for which they are enrolled must apply
with the Office of the Registrar to change their status. They must
withdraw from classes for which they are registered.
Graduate students who take temporary leaves or separate
from the University during a semester for which they are
enrolled must withdraw from classes for which they are
registered, and must apply to the Office of the Registrar,
who will inform them about how the time limits to degree
will be affected. Students must apply to the Associate Dean
of the academic unit for readmission to the program if they
are out for more than one semester. New degree
requirements may apply.
We removed references to time limits, as temporary leave
doesn’t count toward the time limits and time limits would
be discussed at the time of re-enrollment for a separated
student, if that would happen. Furthermore, a student who
returns from temporary leave should not need to reapply.
This is also reflected in the undergraduate regulations.
Graduate student financial aid, merit awards, and graduate
assistantship awards may be affected by any temporary leave or
separation from the University. Students should consult with their
Graduate Program Director or the University Office of Financial Aid
for help in determining the effects of the proposed temporary leave
or separation on their graduate career.
10.4.1. Temporary Leaves
There are three kinds of temporary leaves: General, medical, and
military. Medical covers only personal health reasons. Family health
reasons are covered under a general temporary leave.
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10.4.1.1.
Current Version of the Regulations; justification of changes in red
General Conditions for All Temporary Leaves
•
An approved temporary leave period is not counted as part
of the time allowed for completion of degree requirements, and
thus does not count toward the time limits, but temporary leaves
cannot be used for the sole purpose of extending the time to
degree.
•
Since a temporary leave is not a registration, a student on
leave is not registered and may only use university facilities as a
member of the general public. This includes the library, fitness
center, and similar facilities. Occupied university housing must be
vacated promptly by students on leave.
•
Students on temporary leave are not eligible for financial
aid.
•
Students are responsible for understanding the implications
of a temporary leave for housing, financial aid, health insurance,
and progress toward the degree.
•
This policy will not be used in lieu of disciplinary actions to
address violations of American University’s rules, regulations or
policies. A student who has engaged in behavior that may violate
rules, regulations, or policies of the university community may be
subject to the Student Conduct Code. A student may be required to
participate in the disciplinary process concurrently with the request
for a voluntary temporary leave. A student permitted to take a
temporary leave while on academic or disciplinary status will return
on that same status.
•
International students are advised that taking a reduction
in load or a voluntary temporary leave may affect their student visa
status and should consult with ISSS.
•
Students who do not return to the University at the end of
the temporary leave will be automatically separated.
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•
For any type of temporary leave, the period is limited to
one year maximum (two semesters) to remain enrolled in the same
program.
10.4.1.2.
This section is new. It should have been mentioned in all
sections (it is only in the medical section). We removed the
language in the medical section and placed it in Conditions
for All Temporary Leaves.
General Temporary Leave
Students who desire a temporary leave to study at another
education institution are directed to permit to study section.
Students who desire a temporary leave for reasons other than
study at another educational institution must obtain approval from
the Associate Dean of their academic unit. This permit will specify
the duration of the temporary leave and must comply with
University Academic Regulations. Students must request the leave
no later than within the first two weeks in the semester in which
the temporary leave will begin. To extend the temporary leave,
students must apply directly to the Associate Dean of their
academic unit. The academic unit can extend the temporary leave
only once. The permit becomes void if the student attends any
domestic or foreign educational institution during the period of
temporary leave, unless the student obtains a permit to study at
another institution from the Associate Dean of the academic unit.
10.4.1.3.
Medical Temporary Leave and Reduction in Load
A full-time graduate student may petition for a permit to take a
reduced course load to address a medical issue; full and part-time
graduate students may request a permit to take a medical leave of
absence for personal health reasons. Petitions for all of these
requests must include supporting documentation and are
submitted to the Graduate Program Director and approved by the
Associate Dean of the academic unit. The permit becomes void if
the student attends any domestic or foreign educational institution
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during the period of leave, unless the student obtains a permit to
study at another institution from the Associate Dean of the
academic unit.
Students requesting to return from a temporary medical
leave must petition the Associate Dean of the academic unit.
Students must provide sufficient documentation that the
medical condition has been alleviated and that the student is
ready to return to full-time academic life at the University.
A student must provide sufficient documentation to the Dean of
Students that the medical condition has been alleviated and that
the student is ready to return to academic life at the University.
This language reflect the correct policy that medical
documentation should go the Dean of Students rather than
the Associate Dean. This matches the Undergraduate
Regulations.
10.4.1.4.
Military Temporary Leave
Students may be required to leave the University to fulfill shortterm or long-term national service or military obligations that are
unrelated to war or ongoing hostilities. In the instance of shorterterm absences (e.g., fulfilling periodic training obligations to serve
in the U.S. National Guard), students must inform their Graduate
Program Director and their instructors in advance of the temporary
leave during a semester and a written plan to complete course
requirements must be devised by the instructor and the student.
The written plan must be filed with the Graduate Program Director.
Students who require short-term leaves for military reasons must
provide a copy of their military orders to their instructor.
In the event of a longer-term military temporary leave (e.g., an
international student being required to leave the U.S. to serve in
their home country to fulfill national service or military service
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obligations for a period of time during their graduate studies) the
student may apply to the Associate Dean of the academic unit for a
general temporary leave for national service or military reasons.
Students applying for leave for this reason must provide
documentation to support the request for the leave, including
military orders specifying a beginning and end date. Long-term
military temporary leaves may be extended beyond the twosemester limit with approval of the Associate Dean of the academic
unit and Vice Provost for Research and Dean of Graduate Studies or
designee.
Students applying for leave for this reason must provide
documentation to support the request for the leave.
We added language requiring an official beginning and end
date for the military service. Without that, the correct
choice is separation. We also added an exception for Longterm military leaves.
10.4.2. Separation and Suspension from the University
Students whose grades would have led to academic dismissal had
they not separated, voluntarily or involuntarily, from the University
are treated, for purposes of readmission, as if they had been
academically dismissed. Students who are separated must apply to
the Associate Dean of the academic unit for readmission to the
program. New degree requirements may apply.
10.4.2.1.
Voluntary Separation from the University
Students in good academic standing wishing to separate
from the University must notify the Office of the Registrar
and may do so at any time, up to and inclusive of the last
day of classes. Separations requested after the last day of
instruction or by students on probation must be approved
by the Associate Dean of the academic unit. Students may
separate from the University only once for any reason.
Students in good academic standing wishing to separate from the
University must notify the Office of the Registrar and may do so at
any time, up to and inclusive of the last day of classes. Separations
requested after the last day of instruction or by students on
probation must be approved by the Vice Provost of Research and
Dean of Graduate Studies or designee. Students may separate from
the University only once for any reason.
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We changed the permission of Separation for two reasons.
First, OGS could serve as a check to see that the student
hasn’t been academically dismissed. This matches the
Undergraduate Regulations. Second, the coordination with
OGS will allow for proper consultation with campus
stakeholders for an improved student experience.
When students are enrolled in classes when they separate from the
University, a grade of "W" is entered for each course. Students who
have withdrawn from classes to separate from the University may
be eligible for partial tuition reimbursement. The date of separation
is based on the notification date and cannot be changed
retroactively.
Students in good academic standing can apply to the Associate
Dean of their academic unit for readmission in the following
semester. Students on probation may apply for readmission after
two full semesters (fall, spring, or summer).
10.4.2.2.
Administrative Separation from the University
Graduate students who fail to file for a separation with the Office of
the Registrar and leave during a semester in which they have
registered will receive failing grades in classes. Graduate students
who leave the University during a semester for which they are
registered or who fail to register for classes as expected without
notifying the Office of the Registrar will be considered as separated.
10.4.2.3.
Involuntary Suspension from the University
The Academic Dean may suspend a student from the University for
an interim period pending disciplinary or criminal proceedings or
medical evaluation regarding behavior relevant to such
proceedings. The interim suspension will be effective immediately
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without prior notice whenever there is evidence that the continued
presence of the student at the University poses a substantial and
immediate threat to him or herself, to others, or to the stability and
continuance of normal university functions. Interim suspension
excludes students from university premises and other privileges or
activities.
10.4.3. Interruption of Studies Caused by Emergencies, Hostilities,
or War
Students whose work toward a degree is disrupted as a direct result
of pandemic, hostilities, war, or some similar emergency shall be
given every possible consideration. Included in the categories of
students affected are those who cannot travel, are called to active
duty, enlist in the armed forces, or are assigned to nonmilitary
duties. Students called to active military duty while enrolled at the
University must provide their academic unit with a copy of their
military orders. The orders should confirm the begin date and the
end date of service. This policy is in addition to that described in the
Military Temporary Leave policy elsewhere for events unrelated to
hostilities or war. Students will be advised by their academic unit
and instructors on how best to complete their studies through
alternative methods such as online learning and, in some cases,
may be eligible for a refund of tuition.
Students may resume their studies at the University if
arrangements are made for their return within the six months
following the end of their forced absence and if their degree
program is still offered by the University. They may continue to
work for the same degrees in which they were enrolled at the
interruption of their studies in accordance with the regulations in
effect at the time they left. Students should communicate with
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their Graduate Program Director and the Associate Dean of the
academic unit as soon as they know the date of their return.
10.5. Trauma and Bereavement Policy
In the event of a personal tragedy or trauma, students may need to
coordinate alternative arrangements to complete coursework.
Students or their authorized representative may contact the Office
of the Associate Dean of the academic unit.
If students believe it is not in their best interest to complete the
semester or to return to campus the next semester, the options
exist to take a temporary leave or to separate from the University.
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Petitions for Exceptions to Graduate Academic Regulations at
American University: Decision Chart
Title
Description
Final Decision
Minimum requirements for
full admission
B.A. from accredited U.S. institution or equivalent
Very rare, VPGSR
GPA requirements for full admission
Very rare, academic
unit
Language proficiency for international students
No exceptions
Provisional admission
GPA requirement after 9 credits
No exceptions
Combined bachelor’s/master’s
programs
Admission when applicant has between 75 and 90
completed undergraduate credits
Very rare, academic
unit
Only one graduate degree can be earned as part of a
combined degree
No exceptions
Requirements for enrollment in the graduate
program (good standing, meets all requirements, all
undergraduate requirements complete)
No exceptions
Number of credits shared between bachelor’s and
master degrees
No exceptions
Limited to 12
Rare, academic unit
Transfer of non-degree or
certificate credits to a
graduate degree program
Grading System
Courses included in the GPA
No exceptions
Grades calculated in GPA
No exceptions
Pass/fail grades
Pass/Fail courses rare in the POS
Rare, academic unit
Thesis, dissertation credit
grades
SP = Satisfactory Progress, UP = Unsatisfactory
Progress for 797 and 899 courses
No exceptions
Incompletes
No incompletes while on probation
Very rare; VPGSR
Incomplete extension beyond following
semester/per extension
Very Rare, Associate
Dean approves
Incomplete cannot be dropped once it has been
granted
No exceptions
IP only for designated courses
Preapproved,
designated courses by
Academic Unit
Curriculum
Committee. No
exceptions after the
fact
In progress (IP)
Independent Studies
A graduate POS can contain no more than 9
independent study credits.
No exceptions,
program can impose
lower limits
Internships
Work for the internship cannot be more than 15%
administrative in nature
No exceptions
Average weekly hours
POS will have no more than 6 internship credits
Rare, Associate Dean
Approves
Very rare, Associate
Dean approves
Evaluation and academic
performance
Repetition of courses
Maximum of 2 attempts. Only two courses in POS
may be repeated
No exceptions
Good academic standing
Minimum GPA requirements
No exceptions
Satisfactory academic progress
Credit in 2/3 of attempted courses AND meeting
the defined milestones in the POS
No exceptions
Annual review of all thesis and dissertation projects
by their faculty committees for progress is required
No exceptions
For lack of satisfactory academic progress
Determined by
graduate program or
academic unit
Academic warning
Academic probation
Academic probation and
dismissal
GPA below 3.0 or student obtains credit for less
than 2/3 of attempted courses (after 9 credits)
Full-Time: Probation for one semester, if GPA or
credit for attempted courses does not return above
thresholds, student is dismissed. Part-time:
Probation lasts for 9 additional credits or three
semesters, whichever is shorter.
No exceptions
No exceptions
Probation status, maximum of three semesters in
total
No exceptions
Permanently dismissed
No exceptions
.5 FTE Assistantships require 600 hours of work
assignments in academic year
No exceptions
Students on assistantship may work more hours
Rare, VPGSR approves
Program of study
Written POS by end of first semester in program
Rare, Program
Director
Course levels
Differentiation among 500-, 600-700, and 800-level
courses
No exceptions
Undergraduates in 600-level courses
Only if crossregistered, for a
combined BA/MA
program or by
permission of
Associate Dean
800-level courses limited to doctoral students
No exceptions
Graduate assistantship
General degree requirements
Undergraduate courses that
count toward graduate degree
Designation of full-time, halftime, and part-time students
Continuous enrollment
Thesis and dissertation
submission
Research assurances and
research ethics training
Time limits to degree
Extension of time limits to
graduate degree
Doctoral students register for 899 after they have
advanced to doctoral candidacy
Doctoral students advanced to candidacy register for
9 credits of 899 per semester (fall, spring) until a
successful defense of the completed dissertation
700- and 800-level courses cannot be cross-registered
with undergraduate courses
No graduate course may be cross-registered with a
100-, 200-, or 300-level course
AU language courses required for language
proficiency requirement OR courses cross-registered
at the 400/600 levels
Full-time: 9 credits (fall, spring); 4 credits (summer)
Half-time: 5 credits (fall, spring); 2 credits (summer)
Full-time status required for some awards (.5 FTE
GA awards, some graduate fellowships, international
student status). Half-time status required for specific
forms of financial aid
Continuous enrollment for one or more graduate
credits (spring, fall) is required until degree
completion
Submission is via ETD. Library no longer accepts
submission of paper copies
Research assurances must be obtained before start of
research. Students conducting thesis or dissertation
research must complete online RCR training
Master’s programs: Six years
Doctoral programs: Nine years
Maximum of three one-year extensions for doctoral
students, each approved by the GPD, Associate
Dean and the VPGSR
No exceptions
No exceptions
No exceptions
No exceptions
No exceptions
No exceptions
No exceptions
No exceptions
No exceptions
No exceptions
Extensions approved
by VPGSR
No exceptions
Credit requirements
Minimum grades
Transfer credits
In residence credit
requirement
Permit to study at another
U.S. institution
Permit to study abroad
C- or lower not accepted as fulfilling the
requirements of the POS for degree
Need approval from GPD in first semester of
program when POS is determined. Courses cannot
be more than five years old and grades must be a B
or higher. Limit for number of transferred credits is
6. Courses cannot have been used for another
completed degree
Minimum 18 in-residence credits, exclusive of 797 or
899. Dual degree options require 36 credits of inresidence coursework
Maximum of 6 credits
No exceptions
Very rare, VPGSR
No exceptions
Academic Unit
GPD and Academic
Unit (both have to
approve)
Requirements for a master’s
degree
Program of study
Written POS agreed upon in first semester
No exceptions
Minimum number of credits
30
No exceptions
Capstone experience
Master’s thesis
One thesis, research project, practicum, internship
or other integrative experience is required
3 credits 797 required, continue to register for 797
until thesis is successfully defended. Thesis
committee has a minimum of two members
No exceptions
No exceptions
Graduate certificate programs
Minimum number of credits
12
No exceptions
Course requirements
Same as course requirements for graduate degrees
Up to 3 for certificates 12-18 credits in length; Up to
6 for certificates over 18 credits in length
No exceptions
Transfer credits
Credit sharing with degree
program
Consortium courses
Minimum GPA
Minimum grades
Satisfactory progress
Only allowed if student is in a degree program
3.0 for good academic standing. Less than a 3.0 after
6 credits requires academic warning, probation or
dismissal. Less than a 3.0 after 12 credits requires
dismissal
C- or lower not accepted as fulfilling the
requirements of the certificate
6 completed credits in each 12-month period. All
certificates must be completed in a four-year period
No exceptions
Determined by
academic unit
No exceptions
No exceptions
No exceptions
No exceptions
Requirements for a doctoral
degree
Program of study
Written POS agreed upon in first semester
No exceptions
Minimum number of credits
Minimum 18 in-residence credits, exclusive of 899
No exceptions
Comprehensive exam
Required in POS
No exceptions
One retake maximum, within six months of the first
attempt
Very rare, extension
can be approved by
Associate Dean
Dissertation committee
Advancement to candidacy
Examination of dissertation
Minimum of 3 core members, 2 of which are fulltime tenure-line AU faculty in program. Chair is
tenured, untenured faculty may be co-chairs.
Outside reader joins committee at time of defense
Advancement occurs following completion of
coursework, completion of comprehensive exam(s)
and successful defense of dissertation proposal
Exceptions vary rare,
VPGSR
No exceptions
Public presentation and oral defense required
No exceptions
Regular registration period to avoid penalty.
Routine consultation with academic advisor
recommended
Academic unit
Registration policies
Initial registration
International students
Must consult with ISSS for a range of registration
issues
No exceptions
Add after add-drop period during same term
Associate Dean
Retroactive add/drop for past terms
VPGSR
Change in grade type
No exceptions
Drop course after Week 8 (or equivalent)
Associate Dean
Dropping all courses simultaneously
No exceptions
Reduction of course load due to medical reasons
Academic unit
approval only with
verification of medical
documentation from
Office of Dean of
Students
Interruptions of studies due to temporary leaves and
separations from the university
NA
Temporary leaves
No exceptions
General temporary leave
Academic unit
Changes in registration
Interruptions in studies
Academic unit
approval only with
verification of medical
documentation from
Office of Dean of
Students
No exceptions
Medical temporary leave
National service or military temporary leave
Voluntary separation from the university
No exceptions
Dean of Students and
Academic unit
Involuntary suspension
Interruption of studies caused by emergencies,
hostilities or war
No exceptions
Trauma and bereavement policy
Academic unit
A petitioner may have only one appeal to a final decision that is a rejection of a petition:
Final Rejection Decision by:
Academic Advisor
Associate Dean
University official (other than Vice
Provost for Graduate Studies and
Research)
Vice Provost for Graduate Studies and
Appeal to:
Associate Dean
Dean
Vice Provost for Graduate Studies and
Research
Provost
Research