University of Southern Indiana
Graduate
Program
Director’s
Handbook
Fall 2012
Table of Contents Graduate Program
Director’s Handbook
Preface
3
Chapter 1: Graduate Admission and Recruitment
Graduate Eligibility Requirements
Programmatic Admission Requirements
The Role of the Office of Graduate Studies
The Role of the Graduate Program Director/Admission Committee
Readmission Processes and Procedures
Handling Electronic Student Inquiries
Graduate Student Recruitment
Graduate Program Marketing
4
5
5
6
6
7
7
7
Chapter 2: The Application Process
Application Types
Domestic
International
8
9
9
Chapter 3: Admitted Graduate Student Processes
Graduate Student Orientation
Advising
Student Load
Final Project Processes
Degree Requirements
Graduate Checkout
Academic Standing
Academic Probation and Dismissal
Transfer Coursework
The “7-Year” Rule
Interruption of Program
FERPA
Academic Integrity & Student Grievance Procedures
Auditing a Graduate Course
12
12
12
12
15
15
16
16
16
17
17
17
18
18
Chapter 4: Graduate Student Financial Aid
Financial Aid
Graduate Assistantships
Jennings & Josephine Carter Scholarships
19
20
21
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Graduate Student Research & Travel Award
22
Chapter 5: Graduate Studies Administrative Bodies
Office of Graduate Studies
Council of Graduate Program Directors
College-Level Graduate Councils
23
23
23
Chapter 6: Graduate Faculty Membership
Regular Graduate Faculty
Affiliate Graduate Faculty
Graduate Faculty Review Process
Graduate Faculty Travel Award
25
27
28
29
Chapter 7: Changing the Graduate Curricula
General Guidelines
Procedures for Introducing a New Curricular Graduate Program
Procedures for Initiating New Graduate Courses
Procedures for Modifying and/or Deleting Graduate Courses or Programs
Procedure for Pending Courses
Experimental and Special Graduate Courses
Course Removal/Irregularly Offered Course Policy
Course Numbering System
31
32
32
33
34
34
35
35
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Preface
As a graduate program director at the University of Southern Indiana, you have an exciting role
in an area of anticipated growth for the university. Your role as a graduate program director is
extremely important to USI as we continue to establish, refine, and strengthen graduate
education across campus. Thank you for your dedication to the university, your graduate
program, and the students you serve.
This document has been designed to assist you in locating important university policies related
to graduate studies. In this handbook, you can find information ranging from student financial
assistance, to university procedures for graduate faculty and graduate courses, to every day
processes related to our work with graduate education. If you have questions about particular
topics, please do not hesitate to contact the Office of Graduate Studies at 812.465.7015. You
can also find additional information on our website at: http://www.usi.edu/graduatestudies.
Again, your work as a graduate program director at the University of Southern Indiana is highly
valued. Please let us know if we can be of assistance to you in any way.
Dr. Wes Durham
Interim Director,
USI Office of Graduate Studies
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Chapter 1: Graduate Admission and
Recruitment
Graduate Eligibility Requirements
When applying for graduate study at the University of Southern Indiana, students must submit
the following materials to the Office of Graduate Studies:
 Official transcripts from all undergraduate/graduate institutions attended. Official
transcripts should be sent to the Office of Graduate Studies in a sealed envelope from the
institution(s) attended. Applicants who have taken coursework and/or received a degree
from the University of Southern Indiana will not need to obtain an official USI transcript
(however, those applicants will need to submit official transcripts of coursework not taken
at USI if applicable).
 USI Application for Graduate Study (electronic or paper).
 Non-refundable USI application fee ($40.00 as of August 20, 2012).
International applicants will need to submit additional materials to the Office of Graduate
Studies. These additional materials are discussed further in the “International Student” section
of chapter 3. Effective May 1, 2012, all international applicants must have official transcripts
and other academic credentials evaluated and translated prior to applying for graduate study at
USI.
Materials sent to the Office of Graduate Studies are used to determine the eligibility of
applicants for graduate study at the University of Southern Indiana. In order to be deemed
eligible for graduate study at USI, applicants must have an overall minimum undergraduate
grade point average of 2.5 (certain graduate programs require a higher minimum
undergraduate grade point average for admission into the program of study). Each individual
graduate program requires additional, program-specific application materials that are to be
sent from the applicant directly to the graduate program director.
Applicants should notify the Office of Graduate Studies of all names under which you have
attended other institutions and all colleges and universities attended.
To expedite the admission process, applicants should contact the Registrar’s Office of all
previous colleges and universities attended and have them send official transcripts DIRECTLY
FROM their Registrar’s Office to the following address:
Office of Graduate Studies
University of Southern Indiana
8600 University Blvd.
Evansville, IN 47712-3534
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Programmatic Admission Requirements
At USI, each graduate program has the authority to require applicants to submit additional
materials or require undergraduate grade point averages that exceed the university’s minimum
for graduate eligibility when making programmatic admission decisions. The University of
Southern Indiana’s Office of Graduate Studies does not dictate programmatic admission
requirements beyond (a) official transcripts from all universities/colleges attended, (b) a
completed USI graduate application, and (c) a graduate application fee. Programs may not set
admission criteria for applicants that do not meet the university’s minimum criteria for
graduate eligibility.
The Role of the Office of Graduate Studies
During the admission process the role of the Office of Graduate Studies is to deem applicants
eligible for graduate study. When the Office of Graduate Studies deems an applicant eligible,
this means that the applicant has met the minimum university standards for graduate study.
However, this does not mean that the applicant has been “admitted.” At the University of
Southern Indiana, only graduate programs can admit students. The Office of Graduate Studies
(in conjunction with graduate program directors) also makes eligibility decisions on non-degree
seeking students.
When the Office of Graduate Studies deems an applicant ineligible, this means that the
applicant has not met the minimum university standards for graduate study. Students failing to
meet the university’s minimum standards for graduate study eligibility will not be allowed to be
admitted by individual graduate programs.
During the graduate admission process, it is vitally important that graduate programs DO NOT
admit students prior to the Office of Graduate Studies deeming them eligible. Graduate
programs should only admit an applicant once they have verified that the applicant (a) has been
deemed eligible by the Office of Graduate Studies and (b) has an “acceptance” decision code in
Banner. Programs that admit applicants prior to them being deemed eligible by the Office of
Graduate Studies can create the following issues for students, programs, and other university
offices.
For students:

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
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A time status change in Banner causes a myriad of possible problems for the student’s
financial aid.
The admission prior to being deemed eligible creates problems for any student who has
received a student loan.
The student, because of the order in Banner of an admission decision followed by a
student being deemed eligible, can surpass the maximum of 12 hours of graduate
coursework per semester and can take up to 18 hours WITHOUT the permission of the
graduate program director.
The student becomes subjected to the undergraduate academic standing rules rather
than the graduate academic standing rules.
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
The graduate student will have significant problems at graduation checkout.
For graduate programs:


A relative loss of graduate program director control over the student who is admitted
into a graduate program prior to being deemed eligible. Essentially, by this occurring,
the graduate student no longer has to play by the rules set forth by the graduate
program or its director.
Individuals admitted into a graduate program prior to being deemed eligible for
graduate study DO NOT count toward the census for the program. Consequently, by
admitting a student into a program prior to them being deemed eligible, the student will
never show up in Banner as belonging to that program.
For university offices:



An applicant being admitted prior to the Office of Graduate Studies receiving an official
transcript leaves the office, the specific graduate program, and the university open for
litigation and is a potential threat for HLC reaccreditation.
The student becomes more difficult to track.
The admission creates a number of problems for the Office of the Registrar.
The Role of the Graduate Program Director/Admission Committee
During the admission process, the role of the graduate program director and/or the graduate
program admission committee is to (a) set criteria and standards for admission to the program,
(b) vet applicants, (c) make admission decisions, and (d) formally notify applicants and the
Office of Graduate Studies when admission decisions are made by way of an acceptance letter
on USI letterhead. It is also important for graduate program directors to inform the Office of
Graduate Studies when the program’s admission requirements have been revised so that the
office can provide potential applicants with current information in respect to program
admission requirements.
Readmission Processes and Procedures
Any student who has been admitted to a graduate degree program, but who has not been
continuously enrolled in and receiving graduate credit each semester of the academic year (not
including summer terms) will need to apply for readmission to the Office of Graduate Studies.
The student will be required to follow regulations in effect at the time of readmission. No fee is
required for readmission. The readmission process is outlined below:


Students will print off the readmission form and mail a signed copy directly to the
director of the graduate program in which they are seeking readmission.
The graduate program director (or graduate admission committee if applicable) will
make the readmission decision.
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After reaching a decision on the readmission application, the graduate program director
will send a readmission decision letter to the student and forward the signed
readmission form to the Office of Graduate Studies.
Once the Office of Graduate Studies receives the signed readmission form from the
graduate program director, the director of Graduate Studies will sign the form and the
student will receive an email notifying him/her of the readmission decision.
Effective August 1, 2012, any graduate student not matriculating for two consecutive semesters
(not including summer terms) must fully reapply for USI graduate eligibility and for admission to
the graduate program in which he/she was previously enrolled. These students will need to
complete the entire application packet, including all official transcripts, application for graduate
study, and application fee.
Students Who Have Received Previous Graduate Degrees from USI
Students who have received a previous graduate degree from USI and are applying to a second
Master’s program or to the Doctor of Nursing Practice program will need to submit a complete
application for the desired program (including all official transcripts, application, and
application fee) and are not to be readmitted as a continuing student.
Handling Electronic Student Inquiries
All applicant inquiries about particular graduate programs should be fielded by the director of
the graduate program of interest. The Office of Graduate Studies will forward all electronic
inquiries that go beyond eligibility questions to the appropriate graduate program director.
Graduate Student Recruitment
The Office of Graduate Studies represents all graduate programs during on-campus recruiting
events and at regional graduate/career fairs. Graduate program directors should provide the
Office of Graduate Studies with the most current advertising/recruiting materials available,
updated business cards from the graduate program director, and updates on any revisions to
program leadership, curriculum, or admission requirements that are not reflected in the
materials provided. Graduate program directors are encouraged to represent their programs at
appropriate recruiting and networking events.
Effective August 2012, the Office of Admission has agreed to send trained recruiters to select
regional graduate school fairs to assist in graduate program recruiting.
Graduate Program Marketing
Graduate program directors are encouraged to engage in actively marketing their program to
potential students. Typical marketing strategies include (but are not limited to): (a) program
brochures, (b) radio advertisements, (c) print advertisements, and (d) conference program
sponsorship. When advertising a graduate program using the USI logo, please receive
permission to do so through News and Information Services. When advertising in a conference
program or through local media, seek approval to do so through the Provost’s Office.
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Chapter 2: The Application Process
Application Types
There are three basic application types: (a) degree seeking, (b) non-degree seeking, and (c)
certificate or endorsement seeking. Most applications processed by the Office of Graduate
Studies are for those who wish to be degree seeking. However, USI does have a number of
individuals who apply as non-degree seeking or certificate/endorsement seeking.
Degree seeking applicants follow the admission process described in Chapter 1 of this
document. Degree seeking applicants submit official transcripts from all universities/colleges
attended, a USI graduate application, and an application fee to the Office of Graduate Studies.
All other program-required application materials should be sent directly to the graduate
program director. The Office of Graduate Studies, once receiving the required materials listed
above, will make an eligibility decision. If the applicant meets the minimum university criteria
for graduate eligibility, the Office of Graduate Studies will deem the student eligible and enter
an ADA code into the Banner system on the SAADMS screen. Once the eligibility decision has
been made and the ADA code has been entered into Banner, the graduate program to which
the student is applying can make an admission decision on the applicant. USI graduate
programs vet applicants differently and require program-specific application materials. Once
the graduate program has made an admission decision on each applicant, the graduate
program director is responsible for officially notifying the applicant and the Office of Graduate
Studies of the decision. Graduate program directors should notify applicants of admission
decisions in memorandum form on USI letterhead. The Office of Graduate Studies should
receive a copy of the admission decision letter (preferably electronically) in advance of the
applicant.
Individuals that apply as a non-degree seeking student cannot take more than six hours of
graduate coursework unless they officially apply and are accepted to a graduate program. Nondegree seeking applicants can be categorized in two ways: (a) they take six hours of coursework
to determine whether to continue on as a degree seeking student (commonly referred to as a
“special student”); or (b) they are currently enrolled in a graduate program at a different
university and are transferring the USI coursework back to the other university (commonly
referred to as a “guest student”). Non-degree seeking applicants are required to submit official
transcripts from all universities attended, an application, and an application fee. Non-degree
seeking applicants must be deemed eligible by the Office of Graduate Studies (meaning those
applicants must meet the university’s minimum criteria for graduate admission) by possessing
an overall undergraduate grade point average of 2.5 or higher.
Applicants seeking a certificate or endorsement must have previously successfully completed a
graduate degree. Applicants holding an undergraduate degree only may not apply for graduate
certificate or endorsement programs. Like non-degree seeking students, certificate and
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endorsement applicants must satisfy the minimum university criteria for graduate eligibility in
order to be admitted.
Domestic Applicants
Domestic applicants can be categorized in two ways: (a) resident applicants and (b) nonresident applicants. Resident applicants are considered to be: (a) individuals with established
residency in the state of Indiana, (b) individuals with established residency in areas with
reciprocity agreements with USI, or (c) individuals applying to graduate programs delivered
completely through distance education. Non-resident applicants are considered to be those
individuals not meeting the three criteria for resident status. While non-resident, domestic
applicants are not required to submit additional application materials, those individuals are
charged higher, out-of-state graduate tuition rates. The current rates for graduate tuition for
resident and non-resident students can be located on the Office of Admission website at:
http://www.usi.edu/admission/tuition-fees.
International Applicants
The University welcomes graduate students from other countries who bring to the campus
direct contact with the rich heritage of their cultures. In return the University is eager to share
American opportunities and culture.
Admission Requirements
International applicants are subject to all requirements for admission to graduate studies.
Application for admission should be made at least six months prior to the date of anticipated
enrollment. Admission credentials must include:



An application for admission.
o International applicants may apply online or print an application to mail with the
application fee.
Payment of the application fee.
o International applicants may pay online or send the $40.00 application fee by
mail. Applications will not be processed until payment is received.
Official academic records.
o International applicants must send original, official transcripts of all secondary
schools (with graduation date) and universities directly to the Office of Graduate
Studies at the University of Southern Indiana for the purpose of determining
eligibility for admission to Graduate Studies at USI.
o Effective May 1, 2012, all international applicants must have official transcripts
and other academic credentials evaluated and translated prior to applying for
graduate study at USI. All official transcripts must have the course by course
evaluation conducted by one of the following international credential evaluation
services:
 World Education Services
PO Box 5087 Bowling Green Station
New York, NY 10274-5087
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USA
Tel: 212-966-6311
Fax: 212-966-6395
Email: info@wes.org
www.wes.org
 Educational Credential Evaluators, Inc.
PO Box 92970
Milwaukee, WI 53202-0970
Tel: 414-289-3400
Fax: 414-289-3411
Email: eval@ece.org
www.ece.org
 Education Evaluators International, Inc.
11 S. Angell Street #348
Providence, RI 02906
Tel: 401-521-5340
Fax: 401-437-6474
www.educei.com
o To be eligible for graduate study, international applicants must have a bachelor’s
degree from an accredited college or university with a minimum grade point
average of 2.5 on a 4.0 scale.
Effective August 2011, all international applicants must submit a copy (can be faxed) of
one of the following documents: (a) Visa, (b) Permanent Resident Card (aka, “green
card”), or Asylum Card in order to be deemed eligible for graduate study.
If an applicant is a non-citizen and then becomes a citizen of the United States of
America, he/she must provide documentation proving citizenship prior to being
admitted to a graduate program.
Official verification of English competency.
o English competency is established by providing an official (photocopy not
acceptable) score report verifying a minimum total score of one of the following:
 550 on the paper-based TOEFL (Test of English as a Foreign Language), or
 79 on the internet-based TOEFL, or
 6 on the IELTS (International English Language Testing System) test.
 The TOEFL code for USI is 1335. If an international applicant is foreignborn and whose primary spoken language is not English, he/she must
provide official test scores before an eligibility decision can be made;
these scores must be less than two years old. Official test results should
be sent to the Office of Graduate Studies at the time international
applicant applies.
Supplemental information form for international students.
o This information form includes an “International Student Statement of Finance”
stating amounts and sources of support for the duration of study. An “estimate
of expenses” for the academic year is available.
An international student transfer form
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o This form is required if you are attending another college or university in the
United States.
Educational Advising
For further assistance with the application process and information specific to a home country,
international students should contact the local U.S. Embassy, U.S. Consulate, or U.S.
Information Service for referral to the closest educational adviser. International applicants can
also find Information about educational advising centers from U.S. Department of State,
Educational Information and Resources Branch.
Exchange Students
Exchange students participating in an established exchange program between their home
institution and the University of Southern Indiana should contact the International Office at
their institution to apply for the program. Further information about USI exchange programs is
also available from Heidi Gregori-Gahan, director of International Programs and Services at USI.
Submitting Program Requirements
Some programs require additional application documents such as reference letters, resume,
application essay, etc. International students should send all such application documents to the
director of the graduate program in which they are applying. International applicants should
label all documents with their name, the graduate program in which they are applying, and the
expected semester of attendance.
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Chapter 3: Admitted Graduate Student
Processes
Graduate Student Orientation
Many graduate programs conduct new graduate student orientations for students prior to the
beginning of the semester those students start in a graduate program at USI. While not
mandatory, USI encourages graduate programs to conduct new graduate student orientations
for their incoming students. These orientations can serve to introduce incoming graduate
students to the program, the expectations of the program’s faculty, graduate student processes
and procedures, etc. While the Office of Graduate Studies does not formally conduct new
graduate student orientations, staff from the office can speak, present, or field questions from
new graduate students during specific program orientations at the request of the graduate
program director.
Advising
Graduate student advising occurs differently based on the needs and resources of each
graduate program and its students. Some programs assign graduate students to faculty
advisors, other programs require the graduate program director to advise all graduate students,
and still other programs ask graduate program directors to advise students until a specified
point in the student’s program at which time the student selects an advisor coinciding with
his/her area of expertise. Each program is responsible for the accurate, efficient, and effective
academic advising of its graduate students. However, the methodology of graduate student
advising should be determined by the graduate program, its faculty, and the discipline’s best
practices.
Student Load
A full-time course load for graduate students is eight hours of graduate coursework. A half-time
load is four to fewer than eight hours of graduate coursework. The maximum number of hours
in which a graduate student may enroll in without permission is twelve hours. When
exceptional students prevail, a student may request permission to enroll in additional hours.
Such permission must have the approval of the advisor, the program director, and the director
of the Office of Graduate Studies. The full-time course load of any combination of graduate and
undergraduate courses during any semester including the combined summer terms is twelve
hours.
Final Project Processes
Most USI graduate programs require some form of final graduate project. Thesis and capstone
projects have established university processes and procedures. Capstone projects tend to be
academic scholarship that is more applied, community-centered, or practice-oriented than
traditional thesis projects. However, for any final project that requires the collection of data
from human subjects, the project must be pre-approved by the USI Institutional Review Board.
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Failure to obtain IRB approval for any project involving human subjects can result in serious
academic and legal consequences. For more information on conducting research using human
subjects and IRB training, please visit http: //www.usi.edu/ospra/institutional-review-board(irb). For details on authoring Master’s theses and capstone projects, please visit:
http://www.usi.edu/graduatestudies/graduate-studies-forms.
The university-wide processes for submitting thesis and capstone projects at USI are as follows:


The content of the master’s thesis and/or capstone project report is the responsibility of
the student and research committee. Colleges and/or departments may choose the
style manual appropriate to their individual fields; most use MLA or APA. A copy of any
other approved manual must be supplied to the Office of Graduate Studies. Before
turning in the thesis/project report, students should ensure that the thesis/project
guidelines they are following are the most recent version.
The student is responsible for fulfilling all requirements in the preparation, submission,
and distribution of the thesis or project report. The following guidelines explain the
required submission procedure. Please read carefully so that delay and confusion may
be minimized.
o The thesis/project report should be presented to the thesis/project committee
for editing and revisions, including but not limited to, grammar, punctuation,
spelling, and adherence to graduate studies thesis/project report guidelines.
o The student creates an Acceptance Page (see Sample B) when the thesis/project
is defended. All committee members should sign the Acceptance Page. The
Acceptance Page is NOT the same as the Thesis/Project Routing Form. You
cannot substitute the Routing Form for the Acceptance Page. All original
signatures must be on the original Acceptance Page. Blue ink is strongly
recommended. The Acceptance Page is bound in the official thesis/project
report.
o All revisions suggested by the thesis committee must be made before the
thesis/project report is submitted to the Office of Graduate Studies.
o Submit one copy of the laser-printed final draft thesis/project report with a copy
of the Acceptance Page and the Thesis Review Contact Information Sheet to the
Office of Graduate Studies for review by the Thesis Editor.
o The Thesis Editor from the Office of Graduate Studies will review the
thesis/project report for adherence to required format and basic spelling and
grammar. The Thesis Editor may take up to four weeks to proofread the
thesis/project report and contact the student.
o If corrections are required, the student will pick up the list of corrections from
the Office of Graduate Studies. These corrections will not be mailed, faxed, or
emailed. Students can include a postage-paid envelope to have the corrections
sent to them if they are unable to pick up the corrections. These arrangements
must be made at the time of draft submission. The student will correct the
thesis/project report and resubmit the final thesis/project report to the Office of
Graduate Studies.
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o When the Thesis Editor has approved the thesis/project report, the student will
complete section A of the Thesis or Capstone Project Report Routing Form and
get the major advisor to sign it. The student will print one original of the
thesis/project report on quality paper and make appropriate copies of the entire
thesis/project report, including an Acceptance Page in each. The Office of
Graduate Studies is not responsible for making these copies. (See the binding
instructions from the Rice Library for information about copies and fees for
binding.)
o The student will return the following items to the Office of Graduate Studies: (a)
The final approved original Thesis/Report; (b) the Acceptance Page with original
signatures; (c) the Routing Form with Section A completed; (d) all exact copies of
the original to be bound for personal use; and (e) a check or money order for the
binding fee (payable to USI; the binding fee is $15 for the original and $15 for
each personal bound copy). The student is strongly urged to make an
appointment to submit these items to the Office of Graduate Studies.
o The director of Graduate Studies will check the submission for completeness and
sign and distribute the Routing Form. The Office of Graduate Studies will forward
the original thesis and all copies for binding to the Rice Library with the binding
fee.
The university-wide mechanics for submitting thesis and capstone projects at USI are as
follows:
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
Type Style. Times New Roman (12 point).
Paper. The original (after approved by the Committee and Graduate Studies Office)
must be printed on 100% cotton fiber content, 8 ½ x 11 white bond paper.
Spacing. All typing should be double spaced throughout with exception to: inset
quotation, footnote, tabular form, and bibliography.
Margins. Left margin must be 1.5 inches to allow for binding. Make top, bottom, and
right margins 1-inch. These margins should be used on all pages and right-hand margin
should be kept as uniform as possible without right justify. Do not use running heads in
the text. Paragraphs should be tab indented. Long quotations should be indented five
spaces on the left, right, and an additional five spaces to indicate paragraphs within the
quote.
Illustrative Material. Special care should be given to the preparation of tables, charts,
pictures, and graphs. Large foldouts should be placed in the appendix. Illustrative
material may be reproduced by typing, computer graphics, lettering with black ink,
photographing, or other permanent duplicating processes. Be sure to give proper credit
to any reference used.
Numbering. Page numbers should be placed in the upper right corner of the page,
except for pages with major headings (the first page of chapter, etc.), which should be
numbered at the center bottom of the page. Preliminary pages (abstract,
acknowledgement, table of contents, list of tables and list of figures, etc.) are numbered
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
with lower case Roman numerals centered at the bottom of the page beginning with iii.
The title and Acceptance pages are not numbered but are considered as page one and
two in a series. The text and subsequent parts are given cardinal numbers.
Parts of the Thesis or Project. The pages should be arranged in the following order.
o First fly-leaf (blank sheet).
o Title page (do not number). The month at the bottom can be only May or
December.
o Acceptance page.
o Abstract, not to exceed 350 words.
o Acknowledgements.
o Table of Contents.
o List of illustrations.
o Text.
o Appendix.
o Bibliography.
o Last fly-leaf.
Note: If using APA style manual, the appendices should be placed after the bibliography if no
references are used in any of the appendices.
Completion of the thesis or project is the student’s responsibility. Neither the Office of
Graduate Studies nor a final project committee is obligated to finalize the document. Students
are strongly encouraged NOT to leave the Evansville area until Graduate Studies has given
final clearance of the thesis/project report and degree. Any incompletes (for thesis/project
research hours or other course work) must be taken care of by the student and thesis/project
director or appropriate faculty member. No degree will be awarded until all grade changes have
been processed in the Registrar’s Office. Graduating students need to complete and submit a
“Formal Application for Graduation” (including all applicable signatures) and Diploma Form to
the Office of the Registrar two semesters before you complete degree requirements.
Degree Requirements
USI requires all graduate degrees to meet or exceed thirty total credit hours. Other degree
requirements for graduate program completion are determined and administered by the
individual programs. In the event that a graduate program revises its degree requirements,
those revisions must be approved by the Council of Graduate Program Directors. It is the
responsibility of the graduate program directors to monitor student matriculation, student
academic standing, and other issues that may impede successful student degree completion.
Graduate Checkout
Graduate program directors are responsible for completing a graduate checkout for each
student prior to the semester the student will complete a graduate degree. It is the graduate
program director’s responsibility to insure that all candidates for graduation are in compliance
with all graduate studies and university policies.
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Academic Standing

Retention: A student admitted to graduate study must maintain a grade average of B
(3.0) or better in all graduate work. A student whose grade point average drops below a
3.0 will be placed on probation and may be suspended from graduate study.
 Probation and Dismissal Policy:
o Graduate program GPA (GPGPA)* below 3.0: Upon dropping to a GPGPA below
3.0, a student is placed on academic probation. The director of the student's
graduate program is responsible for notifying the student of such action. A
student may remain on probation for up to 12 credit hours of graduate work. If
after the additional 12 hours of graduate work have been completed, the GPGPA
is not 3.0 or above, the student shall be academically dismissed.
o GPGPA below 2.5: If the GPGPA drops below 2.5, a student shall be academically
dismissed unless it is possible to bring the GPGPA up to 2.5 in no more than six
additional hours of graduate work.
o Appeal Option: A student who is academically dismissed may appeal that
dismissal to the appropriate graduate faculty committee within his or her
program of study. The reason for the appeal should be stated clearly in writing.
**Graduate Program GPA: A cumulative grade point average of all USI graduate courses taken
(numbered 500 and higher) except specific graduate survey courses numbered "501" in the MBA
program.
Academic Probation and Dismissal
The degree requirements of certain programs may exceed those of the Office of Graduate
Studies. The University minimum for academic probation and dismissal is:
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Upon dropping to a GPGPA (graduate program GPA) below 3.0, a student is placed on
academic probation. The director of the student’s graduate program is responsible for
notifying the student of such action. A graduate student may remain on academic
probation for up to twelve credit hours of graduate coursework. If after these additional
hours of graduate work have been completed the GPGPA is not 3.0 or above, the
student shall be academically dismissed.
If the GPGPA drops below 2.5, a graduate student shall be academically dismissed unless
it is possible to bring the GPGPA up to 2.5 or above in no more than six additional hours
of graduate coursework. A graduate student who is academically dismissed may appeal
that dismissal to the appropriate graduate faculty committee within his or her program
of study. The reason for the appeal should be clearly stated in writing.
Transfer Coursework
The Office of Graduate Studies may accept for transfer as many as 12 semester hours of credit
earned at other colleges and universities accredited for masters or higher level study by the
North Central Association of Colleges and Secondary Schools or a comparable regional
accrediting association. The total grade average in such study must be B or above and no grade
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lower than B will be accepted. All transfer work must be approved in advance by the student's
graduate advisor and by the director of Graduate Studies.
Within the Office of Graduate Studies limit noted above, each graduate program determines
the number of transfer hours acceptable. The Office of Graduate Studies will accept no more
than those determined acceptable by the respective graduate program. The student must
consult the appropriate graduate program director for such information. All transfer hours
must be appropriate to the particular program in which the student is enrolled.
Correspondence study will not count toward a graduate degree at this university, and such
credit cannot be transferred from another institution.
The “7-Year” Rule
In order to count toward a graduate degree, course work must be completed within seven
years of a student's enrollment in the first course(s) counting for degree credit in the program.
For courses that exceed this time limit, students must either seek to validate the previous credit
or retake the course(s) to meet degree requirements. The program director identifies a faculty
member who sets validation requirements.
To validate a course, the student files a validation petition form obtained from the graduate
program director. The form is filed in the student’s program office until the student completes
the validation requirements as determined by the graduate program director. When the course
has been validated, the graduate program director files the completed form with the Office of
Graduate Studies and it becomes part of the student’s permanent file.
Interruption of Program
Any student admitted to a program of graduate study who has not been continuously enrolled
and receiving graduate credit each semester of the academic year (not including summer
terms) must apply for readmission in the Office of Graduate Studies. The student will be
required to follow the regulations in effect at the time of readmission. Effective August 2012,
any student who has not matriculated for two or more consecutive academic semesters (not
including summer terms) will be required to reapply to the Office of Graduate Studies and to
the graduate program in which they were previously enrolled prior to re-entry into the
program.
FERPA
The Family Educational Rights and Privacy Act of 1974 is designed to protect the privacy of
students and their academic records. Most information on a student’s academic record cannot
be communicated to others. USI will allow faculty and administrators to only communicate
“directory data,” or data that does not violate student privacy, to others without a signed
student disclosure form. Students, if they wish to have their personal academic information
released to others, must sign a FERPA student disclosure form in the Office of the Registrar.
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Academic Integrity & Student Grievance Procedures
The guidelines for student grievance procedures and penalties for academic misconduct can be
located on the Dean of Students page at http://www.usi.edu/stl/section_changes.asp, or in the
USI employee handbook. All suspected acts of academic misconduct should be documented by
the program director/faculty and reported through the designated appropriate university
channels.
Auditing a Graduate Course
Only appropriate undergraduate courses may be open for audit. Graduate courses are not
appropriate for audit. No graduate courses may be audited.
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Chapter 4: Graduate Student Financial Aid
Financial Aid
Graduate student financial assistance includes loans, assistantships, and student employment
under the Federal Work Study program. For current costs, see USI tuition and fees.
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Application for Financial Assistance: To have financial assistance processed in a timely
manner and to be considered for all types of assistance, students file the Free
Application for Federal Student Aid (FAFSA) prior to March 1 preceding the academic
year for which aid is being requested. The academic year begins in fall and ends in
spring. Summer requires a separate Stafford Loan request form if students are
borrowing. All required documentation such as the USI Financial Aid Data Form must be
submitted to the Student Financial Assistance Office by May 1. Signed photocopies of
prior year federal tax returns will be required from applicants who are selected for
verification by the U.S. Department of Education. Applications and files completed after
the deadlines will be processed after all on-time applications. Forms are available in the
USI Student Financial Assistance Office. Write to address below or call 812/464-1767 for
more information. On-line forms are also available.
Enrollment Status/Credit Level: To be considered a full-time graduate student for the
purpose of receiving most financial aid requires that the student be enrolled in graduate
courses totaling at least eight semester hours during each semester. A load of four
semester hours of graduate course work during a semester is the minimum amount for
consideration as a half-time graduate student. Summer is considered a semester with
the same enrollment requirements as fall and spring.
Financial Responsibility: Students who do not receive financial aid or have not
completed all of the necessary requirements to receive financial aid must pay their fees
by the bill due date. Failure to do so may result in a hold being placed on registration for
future terms. Most types of aid will appear as a credit against fees on the bill sent prior
to the start of classes. Some aid types, such as Work Study, require special procedures
and will not appear on the bill. Estimated aid that appears on the bill may be deducted
from the total fees. Students should contact the Student Financial Assistance Office if
they have questions about these procedures.
Satisfactory Academic Progress: Students who receive federal or state student financial
aid are required to make satisfactory progress toward completion of their degree
program. Progress is measured by the number of credits successfully completed each
semester and by the student’s cumulative grade point average. Copies of the current
graduate academic progress policy are available in the Student Financial Assistance
Office at Graduate Satisfactory Academic Progress.
Institutional Refund Policy for Financial Aid Recipients: Students who withdraw from
the University or change enrollment status during the fee refund period will be required
to restore refunded fees to the financial aid account from which the money originated.
The full amount of fee refunds will be used to repay student aid accounts until all
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student aid is reimbursed. Students who withdraw from or cease attendance at the
University prior to the tenth week in fall or spring may be required to repay a portion of
any financial aid which exceeded actual fees and books. Summer session refunds are
calculated on the length of individual class schedules. The current refund policy for
financial aid recipients is available in the Student Financial Assistance Office.
Graduate Assistantships
Graduate Assistantship Policies
Graduate students enrolled in a minimum of six graduate credit hours in both the fall and spring
semesters may qualify for a graduate assistantship. Like student workers, graduate assistants
do not need to be enrolled in coursework during summer terms in order to be employed during
the summer. In addition to pursuing a formal program of graduate study, a graduate assistant
performs professional duties and assumes responsibilities commensurate with his/her
educational background and experience. For these additional duties, the graduate assistant
receives a fee waiver of hourly student fees and is paid wages. The following policies govern
graduate assistantships at USI:
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A candidate for a graduate assistantship must have been admitted to a University of
Southern Indiana graduate program. Appointments for graduate assistantships must be
filed with the Office of Graduate Studies and approved by the appropriate dean by
August 1 for the fall semester, December 1 for the spring semester, and May 1 for a
summer assignment.
Students appointed as graduate assistants are assigned duties by the sponsoring college
or administrative unit for a period of not less than one semester (or summer term) or
more than one calendar year. The appointment may be renewable. The graduate
assistant will be expected to accomplish up to 20 hours of assigned work per week. The
duties and responsibilities may vary from one assistantship to another. Graduate
assistants will be expected to view their assigned duties with the university as their
primary employment for the duration of their appointment. The combination of this
graduate assistantship and academic study is considered a full-time commitment;
therefore graduate assistants are not eligible to work on campus outside the graduate
assistantship.
Remuneration for a graduate assistantship will generally consist of:
o Waiver of instructional fees (hourly tuition, lab fees, campus service fee, and
parking fee) for up to 9 hours per fall and spring semester and 6 hours during the
summer. Graduate assistants are considered Indiana residents for fee purposes
for the duration of their appointment.
o Payment, the amount of which is within the range of the approved rate
schedule, for actual hours worked in the performance of work assignment.
o Both the fee waiver on classes and the actual wages for hours worked are
considered wages for tax purposes under the IRS guidelines.
For the duration of the appointment as a graduate assistant, students will be required to
a) maintain a minimum credit load of six graduate credit hours in both the fall and
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spring semesters covered by the period of the assistantship; b) be "in good standing" (as
defined in the University Bulletin); and c) maintain reasonable academic progress (as
defined by the Reasonable Academic Progress Policy for Graduate Federal and State
Financial Assistance).
A faculty member/administrator will be designated to monitor each graduate assistant's
performance. Unsatisfactory performance can result in termination of the
appointment.
In order to be placed on the University's payroll, a graduate assistant must provide
Human Resources with the necessary documents as required by law and/or University
policy. Additional documents (e.g., work authorization, visa or passport) must be
provided by foreign nationals to comply with federal immigration law.
If a student resigns from a graduate assistantship but remains a USI student, the
student's residency classification for subsequent terms reverts to what it would have
been without the graduate assistantship.
Establishing a Graduate Assistantship
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Requests are filled out by the director who wants to hire the student. The top two
signatures will be signed by that person. The form on how to request and establish a
new graduate assistantship can be found on the Office of Graduate Studies website.
Take the request to the Assistant Vice President for Business Affairs. The Assistant Vice
President for Business Affairs will sign off on the request and verify that the
department/unit has funding to pay for the assistantship.
The director of the Office of Graduate Studies will sign off on the form, and the graduate
assistantship has been established or renewed (depending on the conditions of the
request).
How to determine pay:
o Determine how many weeks are available from start to finish date.
o Take that number, and multiply it by 20 hours, then multiply by rate of pay.
o There are 52 weeks in a year. Figure approximately 4 weeks off for holidays. If
the contract is less than a calendar year, figure from the weeks the student will
work still taking into consideration holidays, etc.
 For example: 42 weeks x 20 hours x 7.25 hourly = $6090, where 42 are
the number of weeks the student works from start to finish date, 20
hours are the number of hours worked per week, and $7.25 is the pay
per hour.
Jennings & Josephine Carter Scholarships
 Five $1000 scholarships. No limit to use of funds.
 Eligibility Requirements:
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
o Applicant must be accepted to a graduate degree program for the next academic
year to be eligible to apply. Non-degree students are not eligible.
o Documentation of financial need: FAFSA. (Must be submitted by March 1st)
o For USI graduate students: Minimum GPA of 3.5 in all graduate course work
completed.
o For non-matriculated students: Minimum undergraduate GPA of 3.25 from
degree-granting institution and graduate GPA of 3.5 in any graduate course work
completed.
Application Guidelines:
o Complete and submit an application form to the Office of Graduate Studies by
Tuesday of the third week of March.
o Write and submit an essay addressing the following question: How will receiving
this scholarship make a difference in the completion of your degree? The essay
must be no more than two pages, double-spaced, in 12 point font.
Graduate Student Research & Travel Award
Effective August 2012, the Office of Graduate Studies has established the “Graduate Student
Research & Travel Award” (GSRTA). This award has been designed to assist in funding graduate
student research projects and in funding the presentation of graduate student research at
academic meetings.
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Chapter 5: Graduate Studies
Administrative Bodies
Office of Graduate Studies
The Office of Graduate Studies serves graduate students and a graduate faculty whose primary
goals are the advancement of scholarship, research, and creative activity. It is through the
encouragement and support of these goals that the University contributes to the development
of knowledge and the professional preparation of its graduate students.
Instruction through formal directed study, seminars, and independent research provides
graduate students with ample opportunities to acquire advanced knowledge. Programs are
designed to improve the student's professional and scholarly abilities.
The primary responsibilities of the Office of Graduate Studies are to maintain and enhance the
quality of graduate programs and to facilitate research and creative activity. The Office of
Graduate Studies serves as USI’s admission office for graduate students and works
collaboratively with the other graduate administrative bodies on campus to create and sustain
excellence in graduate education.
Council of Graduate Program Directors (formerly University Graduate Council)
Composition of the Council of Graduate Program Directors
The constituency of the Council of Graduate Program Directors is each graduate program
director who serves as a voting member and the director of the Office of Graduate Studies,
Director of the David L. Rice Library, and Provost who serve as non-voting ex officio members.
The director of the Office of Graduate Studies will chair the Council of Graduate Program
Directors.
Purpose of the Council of Graduate Program Directors
The Council of Graduate Program Directors addresses the charges of (a) graduate studies longterm and strategic planning, (b) approval of new graduate programs, (c) awarding Jennings and
Josephine Carter scholarships, and (d) global issues that impact graduate education across the
USI campus. Essentially, this body serves as the graduate studies steering committee.
College-Level Graduate Councils
Composition of College-Level Graduate Councils
College-level graduate councils are comprised of the following individuals: (a) an
assistant/associate dean of the college who serves as a non-voting, ex officio member and chair
the council, (b) every graduate program director in that particular college serves as voting
members, (c) at least two elected faculty representatives from the college serve as voting
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members, (d) the director of Graduate Studies serves as a non-voting, ex officio member, (e)
the Registrar serves as a non-voting, ex officio member, and (f) the Collections Development
Librarian serves as a non-voting, ex officio member. Based on the discretion of each individual
college, additional members (e.g., external constituencies) can be added to the college-level
council. If the chair of the council (the assistant/associate dean) is also a graduate program
director in that college, he/she serves as a voting member. These college-level graduate
councils are typically comprised of 7-10 members.
Purpose of College-Level Graduate Councils
These college-level graduate councils serve as the college’s graduate curriculum committee and
as the college’s graduate faculty application vetting committee. Due to the smaller size of these
collectives and the greater expertise in the nature of graduate education and faculty credentials
in a particular academic area (as compared to the current Graduate Council), these college-level
graduate councils are able to more effectively and rigorously vet applications. Another
important task of the college-level graduate councils is to determine the standards of teaching
and scholarship for graduate faculty within their college (in the same way colleges currently
develop criteria and standards for faculty review leading to tenure/promotion). These collegelevel graduate councils use these standards when evaluating graduate faculty applications.
Please contact the chair of the college-level graduate council in your specific college for
additional information regarding the requirements of graduate faculty membership and
graduate course approval.
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Chapter 6: Graduate Faculty Membership
As graduate education at the University of Southern Indiana continues to grow and evolve, it
becomes necessary to formalize what the university deems as “graduate faculty membership.”
At USI, graduate education is considered to be “advanced methodological, theoretical, and/or
practical study in a particular academic area whereby students can attain discipline-specific
knowledge and skills that exceed that of undergraduate study.” To ensure that graduate
programs meet the University’s definition of graduate education, members of the graduate
faculty are expected to be actively engaged scholars and/or practitioners in order to effectively
educate their students on the current research trends and relevant content areas of a particular
discipline. The University’s expectation of graduate faculty scholarship helps to inform the
quality of the graduate curriculum for USI students and is commensurate with nation-wide best
practices for graduate education. Each individual college may have requirements for graduate
faculty membership in addition to those listed in this document.
Two categories of graduate faculty membership exist at the University of Southern Indiana: (a)
regular membership and (b) affiliate membership. Each category possesses different standards
for membership. To follow are the standards for graduate faculty membership for regular and
affiliate faculty.
Regular Graduate Faculty
Definition of Regular Graduate Faculty Membership
Regular members of the graduate faculty are expected to be leaders on USI’s campus in
scholarship and graduate pedagogy and will receive three credit-hours of assigned time during
any semester (fall/spring) in which they teach one (or more) stand-alone graduate-level
course(s). The following characteristics and responsibilities reflect the minimum standards for
regular membership on the graduate faculty at the University of Southern Indiana:
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The individual must be employed by the University of Southern Indiana as a multi-year
renewable, clinical-track, tenure-track, or tenured member of the faculty.
The individual must hold the terminal degree in the discipline or a related field.
The individual must demonstrate an ongoing and measurable record of scholarly
activities commensurate with expectations of the academic department, college, and
Office of Graduate Studies. A regular member of the graduate faculty will apply for
renewal every six years post-tenure (or at the end of every contract for multi-year
renewable faculty) and will be evaluated on his/her scholarly activities only for the
period following his/her previous graduate faculty review. While several types of
scholarship are listed below, regular members of the graduate faculty are expected to
publish scholarship in juried/peer-reviewed outlets in order to maintain regular
membership on the graduate faculty. Examples of ongoing and measurable scholarly
activities include, but are not limited to, the following:
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o Presentation of scholarship at regional, national, and international
academic/professional meetings.
o Peer-reviewed publications.
o Funded external grants.
o Book-length projects or monographs.
o Community engagement research projects.
o Juried creative works.
The individual must demonstrate effective teaching at the graduate level. Examples of
teaching effectiveness at the graduate level include, but are not limited to, the
following:
o Deliver the most recent and relevant course content in each graduate course.
o Develop and deliver courses with standards of rigor commensurate with USI’s
expectations for graduate-level curricula.
o Deliver course content in formats that support program growth and student
learning.
o Collaborate with graduate students on research and/or creative works projects.
o Direct graduate student research and/or creative works.
o Mentor and advise graduate students.
o Serve on and/or chair graduate student committees (e.g., capstone and thesis
projects). Only regular members of the graduate faculty should chair graduate
student final project committees.
The specific college-level councils have more formalized, college-specific requirements for
membership on the regular graduate faculty.
Mechanics of Regular Graduate Faculty Membership/Renewal
A regular member of the graduate faculty is an individual who holds the terminal degree in
his/her field and holds a renewable appointment in excess of one-year, is on the tenure-track,
or is tenured.
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For tenured or tenure-eligible faculty:
o Graduate faculty status will be reviewed every six years by submitting the
admission/renewal/readmission form to the chair of their college’s graduate
council along with an updated curriculum vita.
o When an individual is hired with the appropriate credentials who is tenured, on
the tenure-track, or on multi-year renewable contract (e.g., clinical faculty or
three-year renewable faculty), he/she will be added to the graduate faculty
immediately upon signing his/her contract for employment.
o When an individual is hired with tenure and promotion (e.g., in the cases of new
department chairs), he/she will be added to the graduate faculty immediately
upon signing his/her contract for employment.
o For those on the tenure-track, the tenure and promotion process will serve as
the individual’s first six-year review for graduate faculty membership. Upon
receiving promotion and tenure, a faculty member would receive reappointment
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to the graduate faculty as a regular member and would need to reapply every six
years thereafter.
o In the event that an individual brings in time that counts toward his/her tenure
clock, he or she will be appointed to the graduate faculty for a length of time not
to exceed the duration of the probationary period with the tenure and
promotion process serving as the individual’s first graduate faculty review. Upon
receiving promotion and tenure, a faculty member would receive reappointment
to the graduate faculty as a regular member and would need to reapply every six
years thereafter.
o In the event that an individual is hired with tenure and promotion, he/she would
need to reapply as a regular member of the graduate faculty six years after
his/her start date and then every six years thereafter.
o An exemption to these conditions is when a regular faculty member receives a
conditional appointment (this is explained in the next section). In the case of a
conditional appointment for a regular member of the graduate faculty, the
individual will be reviewed three years after receiving the appointment.
For multi-year renewable or clinical-track faculty holding the terminal degree: Graduate
faculty status will be reviewed at the beginning of each appointment cycle by submitting
the admission/renewal/readmission form to the chair of their college’s graduate council
along with an updated curriculum vita. In order to be a regular member of the graduate
faculty, multi-year renewable or clinical-track faculty must hold the terminal degree in
their field. Multi-year renewable or clinical-track faculty not holding the terminal degree
may apply for affiliate membership to the graduate faculty.
o Once approved as a regular member of the graduate faculty, a multi-year
renewable or clinical-track faculty member will serve a term equaling, but not
exceeding, the length of his/her employment contract.
Affiliate Graduate Faculty
Definition of Affiliate Graduate Faculty Membership
Affiliate members of the graduate faculty are individuals who are typically adjunct/part-time
faculty or faculty on one-year contracts. These individuals can offer graduate-level courses
based on their expertise or professional experience in the specific content area. Tenured, multiyear renewable, or clinical-track faculty who do not meet the criteria for regular membership
on the graduate faculty may also apply for affiliate status. Typically, due to the reduced
expectation for scholarship, graduate student mentoring/advising, and long-term commitment
to the particular graduate program, individuals holding affiliate status will not receive release
time when offering graduate-level coursework. The following characteristics and
responsibilities reflect the minimum standards for affiliate membership on the graduate faculty
at the University of Southern Indiana:
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The individual must be employed by the University of Southern Indiana as adjunct
faculty, one-year, full-time faculty, or, in special cases, tenured, multi-year renewable,
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or clinical-track faculty who do not meet the minimum criteria for regular faculty
membership.
The individual must hold the terminal degree in the discipline or a related field OR
provide evidence that the individual has content expertise or professional experience
that obviates this requirement.
The individual must demonstrate effective teaching at the graduate level. Examples of
teaching effectiveness at the graduate level include, but are not limited to, the
following:
o Deliver the most recent and relevant course content in each graduate course.
o Develop and deliver courses with standards of rigor commensurate with USI’s
expectations for graduate-level curricula.
o Deliver course content in formats that support program growth and student
learning outcomes (e.g., distance education, hybrid courses, accelerated
formats).
o Collaborate with graduate students on research and/or creative works projects.
o Serve on graduate student committees for final projects.
Mechanics of Affiliate Graduate Faculty Membership/Renewal
The second graduate faculty distinction is “affiliate.” An affiliate member of the graduate
faculty will hold a term of one academic year. Consequently, affiliate members of the graduate
faculty will be asked to renew annually. Individuals applying for affiliate status on the graduate
faculty will be asked to submit the same materials as individuals applying for regular
membership. An affiliate member of the graduate faculty may be an individual who is employed
by the university on a contract that does not exceed one-year (e.g., adjunct faculty and oneyear renewable and non-renewable faculty). Other candidates for affiliate graduate faculty
membership could be full-time tenured or multi-year renewable/clinical-track faculty not
holding regular membership on the graduate faculty. These individuals may apply for affiliate
status in special situations as determined by the graduate program director and department
chair.
Graduate Faculty Review Process
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Step 1: College-level graduate council - When an individual applies for admission,
renewal, or readmission to the graduate faculty, he/she will deliver the form and an
updated vita to the chair of the college-level graduate council (specified
associate/assistant dean). The chair of the college-level graduate council will then
distribute those materials to the other members of the council including the director of
Graduate Studies. After vetting the materials, the college-level graduate council will
make a recommendation on the individual’s appointment to the dean. Based on the
degree to which the individual meets the established and stated criteria of graduate
faculty membership for that college, the council can recommend approval, conditional
approval, or rejection. Only regular members of the graduate faculty can be given
conditional status. Along with the council’s recommendation on the form, the council
must submit a memorandum (not to exceed one page single-spaced) articulating the
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committee’s decision as applied to the criteria and standards of that college in terms of
graduate faculty membership. The college-level graduate council can make distinctions
in terms of the criteria and standards used when evaluating affiliate versus regular
faculty.
Step 2: Dean of college - Once the college-level graduate council makes its
recommendation on a graduate faculty application, the dean of that college will make
an independent recommendation. If the dean agrees with the recommendation of the
council, then he/she will indicate so on the form and forward it to the director of
Graduate Studies. If the dean disagrees with the college-level council’s
recommendation, he/she will author a memorandum (not to exceed one single-spaced
page) indicating his/her recommendation and describing how the individual meets (or
fails to meet) the criteria and standards of graduate faculty membership for that
college, and then the dean will forward all materials on to the director of Graduate
Studies.
Step 3: Director of Graduate Studies - If the director of Graduate Studies agrees with a
recommendation by the council and the dean that are in agreement, then he/she will
indicate so on the form and forward it to the Provost. If the director of Graduate Studies
disagrees with the council and dean’s recommendation, he/she will author a
recommendation (not to exceed one page single-spaced) and will forward all materials
to the Provost. If the college-level committee and dean of the college are in
disagreement on a graduate faculty application, then the director of Graduate Studies
must author a memorandum (not to exceed one page single-spaced) indicating support
for one of the two conflicting recommendations and forward all materials on to the
Provost.
Step 4: Provost - In the event of conflicting recommendations at any level, the Provost
will make the decision on the graduate faculty application using the materials provided
by the college-level graduate council, dean, and the director of Graduate Studies.
Graduate Faculty Travel Award
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Description: The Graduate Faculty Travel Award (GFTA) is given to members of the
University of Southern Indiana graduate faculty who are committed to the growth,
development, and refinement of graduate education on campus. Faculty may apply for
funding up to $600.00 per academic year through the USI Office of Graduate Studies.
 Criteria for Eligibility:
o Applicants must hold membership on the USI graduate faculty prior to
submitting a GFTA application.
o Applicants must provide evidence that graduate education is central to the
reason for travel.
o Applicants must provide evidence of participation in an event (or events) focused
on graduate education.
Application Materials:
o Applicants must complete the customary “Travel Authorization Form.” We
encourage GFTA applicants to apply to the Office of Graduate Studies prior to
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requesting funding from other internal sources. Consequently, if faculty are
travelling explicitly for graduate studies purposes, then those faculty should apply
for a GFTA first in order to save department, college, and Provost-level travel funds
for other travel opportunities.
o Applicants must author a memorandum, not to exceed one page single-spaced,
articulating how the proposed travel is focused on graduate education. This
memorandum should be addressed to the director of the Office of Graduate Studies.
Conditions:
o Members of the graduate faculty may apply for up to $600.00 per academic year
through the GFTA. The maximum award of $600.00 can be applied to one trip or can
be divided up and used on multiple trips. In the event that not all annual GFTA funds
have been awarded during a given academic year, the Director of the Office of
Graduate Studies will notify the graduate faculty, and individuals who have received
their $600.00 allotment for that academic year may apply for additional funding.
o Graduate Faculty Travel Awards will be awarded on a “first come, first serve” basis if
the criteria for eligibility is satisfied by the applicant.
Examples of Fundable Travel: (List is not exhaustive)
o Travel with graduate students to an academic conference presenting class-based
research.
o Travel for the purpose of graduate program (re)accreditation.
o Travel for participation in seminars/short courses on graduate education in the
faculty member’s area of academic expertise.
o Travel to present collaborative scholarship conducted with students in a graduate
course.
o Travel for graduate program development.
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Chapter 7: Changing the Graduate
Curricula
Procedures for the review of the graduate curriculum, including the curricular content of new
programs, approval of new courses, and the modification of existing courses and program
curricula are described below.
General Guidelines
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The term curricular program is defined as the specific course requirements for any
master's, doctoral, or certificate program to be applied toward some degree or
certificate- granting program offered by the University. Any change in these
requirements is interpreted as a modification of a curricular program. Changes in the
total number of credit hours required to complete a degree program or in the number
of credit hours required to complete a particular degree, changes in the title of the
degree or certificate, and additions and deletions of any required courses will be
interpreted as modifications of a curricular program. Changing the timing of specified
courses (say from fall semester to spring semester or from first year to second year) is
not considered a modification requiring approval.
A petition is required to introduce any new graduate course or to modify or delete any
existing graduate course. Changes in the number of credit hours, in course titles, in the
distribution of contact hours between lecture and laboratory, in the course content or
description, or in prerequisites will be interpreted as modifications of a course.
To be published in the semester schedule, all petitions for new courses should be
submitted to the chair of the college-level graduate council, and all petitions for new
curricular programs should be submitted to the Director of the Office of Graduate
Studies according to the following schedule: February 15 for courses to be offered
during the fall term, September 15 for courses to be offered the following spring and
summer terms.
Course petitions are to be prepared in accordance with petition formats available in the
Office of Graduate Studies. All petitions must meet the following criteria:
o Approval by the departmental chairperson and graduate program director. A
department is defined for this purpose as an academic discipline.
o Approval by the college-level graduate council.
o Approval by the dean, or in the case of interdisciplinary courses, by the deans of
all affected colleges.
o Approval by the director of Graduate Studies.
o Approval by the Provost.
The Council of Graduate Program Directors will review all petitions for new graduate
programs and make recommendations to the Provost.
All curriculum changes at the University are effective on August 15 each year.
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Procedures for Introducing a New Curricular Graduate Program
Petition for New Graduate Program can be found at:
http://www.usi.edu/graduatestudies/faculty-resources.
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The proposal is initiated or prepared at the department or college level as appropriate.
A department is defined for this purpose as an academic discipline. Authorization to
develop new programs is the responsibility of the Academic Planning Council. The
University of Southern Indiana Board of Trustees reviews and approves such programs
in light of the Higher Education Services Plan. New program request petitions are then
submitted to the appropriate state agencies. If the new program is not related to a
present department or school, the program may be initiated and prepared through the
Office of the Provost. It shall be prepared by the school requesting the change.
The original of the petition must be submitted to the director of Graduate Studies for
review by the Council of Graduate Program Directors.
In evaluating petitions, the Council of Graduate Program Directors may extend
invitations to concerned faculty members to attend Council sessions and may request
additional information which it considers necessary. After initial evaluation by the
Council of Graduate Program Directors, a description and the rationale for the program
will be published in University Notes. The faculty will be given ten instructional days
from the time of publication in which to present to the Council of Graduate Program
Directors written support or objection to the proposal. If objections have been received
and cannot be resolved through discussion by the concerned parties, the Council of
Graduate Program Directors will consider the petition again.
Following its evaluation, the Council of Graduate Program Directors will submit the
recommendation to the Academic Planning Council. Upon approval by the Academic
Planning Council, the petition will be forwarded to the Faculty Senate for review. Their
recommendation will be submitted to the president.
Notice of final administrative approval will be published by the Provost in University
Notes.
When final state approval to implement a new curricular program is received, all new
courses for the program must be approved following the procedures for initiating new
graduate courses.
Procedures for Initiating New Graduate Courses
Petition for New Graduate Course can be found at:
http://www.usi.edu/graduatestudies/faculty-resources.
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Approval for initiating new courses is secured through the use of a Petition for a New
and Modified Graduate Course Word Version. Each new course proposed must be listed
on a separate petition. The proposal is to be prepared as a petition with the members of
the program and approved by the department chair, graduate program director,
college-level graduate council, dean of the college that will have the primary evaluation
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responsibility for the course, director of the Office of Graduate Studies, and Provost. A
department is defined for this purpose as an academic discipline. The petition must be
approved by the college-level graduate council. To be counted toward a second degree
program, the petition must also be recommended by the graduate program director and
the college of the school of that program.
The dean will submit the petition to the director of Graduate Studies for review.
Upon approval by the director of Graduate Studies, such petitions will be forwarded to
the Provost.
Notice of final administrative approval will be published by the Provost in University
Notes.
Procedures for Modifying and/or Deleting Graduate Courses or Programs
Petition for New and Modified and Deleted Graduate Course can be found at:
http://www.usi.edu/graduatestudies/faculty-resources.
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Approval for modifications and deletions of existing courses and programs is secured
through the use of a Petition for New and Modified Graduate Course Each course or
program to be modified or deleted must be listed on a separate petition. The proposal is
to be prepared as a petition with the members of the program and must be approved by
the department chair, the graduate program director, college-level graduate council,
dean of the college that will have the primary evaluation responsibility for the course,
director of the Office of Graduate Studies, and Provost. A department is defined for this
purpose as an academic discipline. The petition must be approved by the graduate
curricular committee, if one exists for the program. To be counted toward a second
degree program, the petition must also be recommended by the graduate program
director and the dean of the college of that program.
Minor modifications of existing courses are not required to be submitted on petitions.
The procedure for minor modifications is described below. Minor modifications include
such things as changes in course title, course number in which the course level remains
the same, prefix if the proposed prefix has been officially approved for use, course
description, and prerequisite where the change is necessary because of a change in the
title or number of the prerequisite course.
Requests for approval of minor modifications are submitted to the director of Graduate
Studies by the dean of the college requesting the modification. The request may be
made in the form of a memorandum from the dean. A memorandum requesting
approval of minor modifications may include modifications to two or more courses. For
each approval requested, the memorandum should state the type of modification
proposed, the reason for the modification, and both the existing and proposed course
description. Upon receipt of such a request the director of Graduate Studies will consult
with the Provost. Their agreement will constitute approval of the modification(s) and
the Provost will publish a notice of this approval in University Notes.
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Procedure for Pending Courses
In the event a new course petition has been submitted in the correct manner and by the
established deadline, but has not yet received final approval before the final class schedule for
the following semester is due, the following procedure will be followed:
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Upon request by the Provost, the director of Graduate Studies shall certify those courses
which are pending in the approval process, but which have not yet been completely
approved.
The Provost may list the courses in the following semester's schedule with a special
designator of P (for pending). The P designation may be used only one time for a course.
Experimental and Special Graduate Courses
Proposal for an experimental or special graduate course can be found at:
http://www.usi.edu/graduatestudies/faculty-resources.
In maintaining an up-to-date curriculum, it is sometimes necessary to introduce non-traditional
and special credit courses on an experimental basis. These include courses of a topical or
contemporary nature, the content of which may have widespread but only short-term appeal
(for example, courses developed for the Bicentennial). Also included are courses which may
require initial experimentation and development before inclusion as a regular part of the
curriculum. The Office of the Provost serves as the administrative vehicle for experimental and
special courses. Approval of experimental and special graduate courses is by a committee
including the Provost, the dean of the college involved, and the director of Graduate Studies.
For courses which logically do not fall under any of the established schools, the director of
Graduate Studies will serve as college dean. Procedural steps to be followed in approving an
experimental or special graduate course include the following:
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The proposal for an experimental or special graduate course is presented as a petition
to the dean or the department chair with responsibility for the discipline or disciplines
involved in the course. The petition format is the same as for introducing new courses as
a regular part of the curriculum.
If the dean approves of the course, the dean will assign a new or unused course
number. The course number is to be followed by the letter "X" to signify a special or
experimental course. If the course is offered a second time, the course number is to be
followed by an "XX".
The dean will present the petition to the director of Graduate Studies and the Provost
for approval. Approved courses will be announced in University Notes.
Approval for continuation of experimental or special courses may be granted for one
consecutive academic semester only.
After completion of the course and review of the evaluation results, the dean, Provost,
and director of Graduate Studies may recommend inclusion of the course in the formal
curriculum, in which case the dean will collect the petition, all documents related to the
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course, and results of the evaluation for review. The dean will submit the material to the
college-level graduate council for formal approval according to the normal procedure.
Course Removal/Irregularly Offered Course Policy
Courses that appear in the Bulletin but are not offered within four calendar years will either be
removed or designated irregularly offered in subsequent issues of the Bulletin by action of the
Provost in consultation with deans. Once removed, courses must be introduced via the
curricular procedures for the addition of new courses.
Course Numbering System
The following information should be kept in mind when assigning course numbers. Course
numbers between 001 and 099 are available for credit but do not apply to the 124 (120
beginning in fall 2013) hours required for graduation. Such courses are typically of a
developmental nature. Generally, the following numbers are used for courses at the 100 level
and above:
Course Number
Level
100 - 199
Freshman
200 - 299
Sophomore
300 - 399
Junior
400 - 499
Senior
500 - 599
Graduate
600 - 699
Graduate Only
Assignment of these numbers should not be construed as an indication that the course is
restricted to members of the particular year noted. Additional notation is required to restrict a
course if that is deemed advisable and appropriate. Courses bearing the catalog number 500 or
above carry graduate credit. Courses numbered in the 500 series usually have 400 counterparts
which are open to undergraduate students. Five specific courses numbered 501 in the School of
Business do not have 400 counterparts and do not count toward the M.B.A. degree. Courses
numbered in the 600 series and above are open only to graduate students.
Course numbers ending in either a 0 or 99 indicate that the class can be repeated for credit up
to the maximum hours specified.
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