Academic Regulations

Graduate and prospective graduate students are responsible for being thoroughly familiar with the rules, regulations, and degree requirements of the Graduate School and of the academic departments, as well as with the Code of Student Conduct.

The Fogelman College of Business and Economics, the College of Education, and the Herff College of Engineering have additional college degree requirements. Please see Degree Programs  for individual program requirements.

Course Numbering System

Only non-degree and fully admitted graduate students may enroll in and receive graduate credit for courses numbered according to the following system:

6000-6999: Courses equivalent to 4000 level senior courses for which a limited amount of graduate credit may be earned. Students will be expected to do more work, such as an additional paper or additional higher level readings, to receive graduate credit.

• Students may not receive credit for a 6000 level course if they have credit at the 4000 level.
• 6000 level courses must be taught by members of the Graduate Faculty.
• No more than 15 post-baccalaureate hours of 6000 level courses may be applied to a doctoral degree.

7000-7999: Courses open primarily to master’s students and taught by members of the Graduate Faculty

8000-8999: Courses open primarily to post-master’s students and taught by members of the Graduate Faculty

9000: Dissertation, directed by a full member of the Graduate Faculty

Course Load Limitations

Fifteen semester hours of coursework is the maximum load for students devoting full time to graduate study during regular sessions. The maximum total number of hours of graduate course work for which a graduate student may enroll during the Summer Session is 9. Those who register for 9 or more hours per semester in the academic year will be considered full-time students.

Requests for overloads must be approved by the director of graduate studies in the student’s college or school. Students in the School of Communication Sciences and Disorders must obtain the approval of the director of graduate studies in that school.

Audit Courses

Students who are admitted to the University of Memphis may register to audit a course with the prior approval of the instructor and the head of the academic unit or designate. Students enrolling on an audit basis do not receive academic credit for that course. Particularly in high-demand courses, academic units should make sure that students who need these courses for degree credit can be accommodated before they issue permits for audits. Audits should not be used simply as a vehicle for obtaining access to laboratory or studio facilities.

Auditors are not required to take examinations and do not receive a regular letter grade. The student and the instructor should reach a precise agreement as to the extent and nature of the students participation in the course, including class discussion, projects, and readings. Students auditing a course will receive “audit” (AU) on the transcript only if they have attended regularly and participated according to the prior agreement with the instructor.

A student may not change from a grade point basis to audit or from audit to a grade point basis after the last day to add classes for that session. Any questions concerning this policy should be referred to the colleges.

Fees for audits will be assessed on the same basis as fees for credit courses.

Attendance Policy

Requirements for attendance in any graduate course will be determined by the instructor and will be communicated in writing to students in the first class meeting.

Change of Major or Advancing from a Master’s to a Doctoral Program

Graduate students who have previously declared a major but desire to make a change or who wish to advance from a master’s program to a doctoral program should apply to Graduate Admissions to begin the process by completing a Change of Status form.

A Change of Major/Program is considered the equivalent of reapplying for admission. All admission requirements of the new major or program must be satisfied before a change can be granted; admission to the new program is never automatic.

Adding and Dropping Classes

Courses may be added or dropped after initial registration for a limited time only. Refer to the Student Calendar at www.memphis.edu/registrar/calendars/semester for appropriate deadlines. Courses may be added late only upon approval of the instructor and the director of graduate studies in the student’s college. Students in the School of Communication Sciences and Disorders or University College must obtain the approval of the director of graduate studies in those units.

Courses may be dropped after the drop date only when circumstances beyond the student’s control make it impossible to complete the semester. Late drops must be approved by the director of graduate studies in the student’s college. Students enrolled on a non-degree basis must obtain the approval of the Dean of the Graduate School or designee. VA benefits and Title IV funds for enrollment fees are subject to cancellation and immediate repayment if the recipient stops attending, whether or not he/she has dropped a course.

Withdrawal from Graduate School

A graduate student may withdraw from the University after the specified drop date only when circumstances beyond the student’s control make it impossible to complete the semester. Late withdrawals must be approved by the Director of Graduate Studies in the student’s college and submitted to the Graduate School.

Students enrolled on a non-degree basis must obtain the approval of the Dean of the Graduate School or approved designee. VA benefits and Title IV funds for enrollment fees are subject to cancellation and immediate repayment if the recipient stops attending, whether or not he/she has withdrawn.

Leave of Absence

In rare circumstances a student may need to petition for a leave of absence when, due to hardships beyond their control, they cannot be continuously enrolled. Such circumstances can be related to military duty, medical or sudden job relocation. A petition form, with instructions, can be found here.

Grading System

The table below shows the grades that may be awarded with their quality points:

Plus/Minus Grading Scale
 

Grades used to postpone or suspend course completion include “I” (incomplete), “IP” (in progress), and “W” (withdrawn).

Independent studies or problems courses, directed readings, student teaching, workshops, practica, internships, theses, and dissertations should be graded “A-F, IP” or “S”,”U”, IP.” A grade of “S,”“U,” or “IP,” does not carry any quality points and is not included in computing GPA.

Incomplete: The grade “I” (Incomplete) may be assigned by the faculty member in any course other than those with “IP” grading in which the student is unable to complete the work due to extraordinary events beyond the individual’s control that are acceptable to the faculty member. The “I” may not be used to extend the term for students who complete the course with an unsatisfactory grade. Unless the student completes the requirements for removal of the “I” within 90 days from the end of the semester or summer session in which it was received (see University Calendar ), the “I” will change to an “F,” whether or not the student is enrolled. The faculty member may grant up to a 45-day extension if sufficient extenuating circumstances exist. At the end of the extension period, the “I” grade will automatically revert to “F” if the student has not completed the requirements. The student will be certified for graduation only when all requirements are met, including the removal of “I” grades. If a student has an “I” in a course necessary to fulfill degree requirements in the semester in which he or she expects to graduate, the certification process and graduation will automatically be deferred to the next term.

In Progress: In some courses with “IP” (In Progress) grading, faculty members may assign “IP” to extend the time permitted for the completion of research or course requirements. A student awarded an “IP” grade must re-enroll in the course for the same number of hours to complete the work. Students must continuously re-enroll in thesis or dissertation courses but the hours may vary. The final grade will be submitted by the faculty member at the end of the term in which the work is completed.

Thesis/Dissertation Grading: The use of S, U, IP grading for theses and dissertations is different from its use for other courses. The grade of “S” is ONLY awarded when the student successfully defends the thesis or dissertation; the grade of “U” is awarded ONLY when the student fails to defend successfully. Otherwise, the grade of “IP” is awarded to indicate that the student is progressing in a timely manner. Students must enroll for at least 1 thesis or dissertation hour for each semester (except for summer sessions) that they are working on the thesis or dissertation.

Grade Point Average: Graduate students must maintain a minimum of a 3.0 GPA (“B”). Grades of “D” and “F” will not apply toward any graduate degree, but will be computed in the GPA. No more than 7 hours of “C-,” “C” or “C+” will be applied towards meeting degree requirements. Grades earned at another university will not be computed in the cumulative GPA. Grades in courses that are older than the time limitation set for completion of a given degree will be shown on the transcript.  With permission of the academic department, however, these grades will not be included in the computation of the GPA used for graduation. Only courses that have been validated will count toward the degree (see below for validation policy). The overall GPA required for graduation, computed on all graduate level courses completed whether or not they are listed on the candidacy form, must also be a minimum of 3.0.

Repetition of Courses: A graduate student may repeat a course to earn a higher grade only if the earned grade was a “U” or lower than a “B” (3.0). No course may be repeated more than once to improve the grade. Only the grade earned in the second attempt will be included in the computation of the cumulative grade point average. A maximum of two courses may be repeated during the student’s total graduate career to improve a grade. However, if a student advances to a doctoral program and wishes to repeat a third course at the doctoral level, the student must seek approval from the college director of graduate studies. Students should always check with their advisors before enrolling in a course a second time.

Grade Changes: Grades properly issued in a course by the faculty member of record will not be altered except when an error was made in computation or reporting or as a result of a formal grade appeal. A grade other than “I” or “IP” may not be changed as a result of additional work after a grade has been submitted to the Office of the Registrar.

Credit by Exam

In cases where a student has current knowledge but has not earned credit for an appropriate course, an academic department may offer a student graduate credit by examination, subject to the following regulations. The Credit by Exam form can be opened through this link.

The following regulations govern the granting of credit by examination:

• Students must be currently enrolled in a degree program (full-time or part-time) and must be in good academic standing.

• Only courses with “fixed content” areas are eligible for credit by examination. (Independent study, individual directed research, special topics, workshops and individual project classes are not eligible).

• Total credit-by-examination applied to a student’s degree program may not exceed nine (9) semester hours.

The student must follow these steps to obtain credit by examination:

• Complete the electronic form noted above, which will trigger approval requests to respective academic department administration.  Once approval is obtained, an exam payment portal will be created for the student to complete payment.  Afterward, the student will be contacted by the academic department to schedule taking the exam.

• When the exam is successfully taken as indicated by the student’s academic department chair, the Dean of the Graduate School (or designee) will authorize the posting of the credit to the student’s record.

• The form of the examination, the method of administering it, and the time of examination are left to the discretion of colleges and academic units.

• Instructions and explanations are embedded throughout the Credit by Exam system to guide student and academic department interaction within the Credit by Exam system.

• To receive credit, the student’s examination grade should be equivalent to at least a “B” (3.0). Credit is indicated on the student’s record as “S” but is not figured in the GPA.

The only remedy to an unsuccessful credit-by-examination grade is to enroll in and complete the course.

Maximum Combined Credit Hours to Fulfill Degree Requirements

For Master’s students, the maximum amount of combined hours of transfer credit, credit by examination, course validation and experiential learning credit that can be used to fulfill degree requirements is two-thirds the number of hours required for the degree.

A maximum of 15 credits may be transferred from certificate programs to non-related graduate degrees, subject to approval of the graduate program. Moreover, all credits from a certificate program may be transferred to a relevant graduate degree where the entire content of a given certificate could satisfy some of the requirements of a graduate degree. Students should consult the degree program department in advance to determine which of the certificate program credits are appropriate for transfer.

For doctoral students, the maximum amount of combined hours of transfer credit, credit-by-examination, course validation and experiential learning credit that can be used to fulfill degree requirements two-thirds the number of hours required for the degree.

The Graduate School sets minimum standards to which all the diverse graduate programs across the university must adhere. Individual colleges, schools, and graduate programs are encouraged to set more stringent requirements as necessary to meet their accreditation and student needs.

For additional information about credit by examination procedures, contact the Graduate School Graduation Analyst, Jennifer Beech, or the Graduate School Office at 901.678.4212.

Course Validation

The University sets time limits on students to ensure that they have reasonably current knowledge in those courses that comprise the graduate program and for which a graduate degree is awarded. When coursework taken at the University of Memphis is too old to be included in a graduate program, the academic unit may allow the student to validate that coursework by examination, subject to the following regulations. The electronic Course Validation form can be opened through this link. The process to obtain Course Validation credit is nearly the same as Credit by Exam above. The primary difference is that the student must indicate whether they are attempting Credit by Exam or Course Validation on the electronic form where noted.

• Only students fully admitted to graduate programs and who are in good standing are eligible.
• Not more than 9 hours of the total credits in a master’s program may be validated. Not more than one-third of the total credits in a doctoral program may be validated.
• Only courses with fixed content are eligible for validation. (Independent study, research, special topics courses, and workshops are ineligible.)
• Only those courses still being taught are eligible for validation.

Maximum Combined Credit Hours to Fulfill Degree Requirements

For Master’s students, the maximum amount of combined hours of transfer credit, credit by examination, course validation and experiential learning that can be used to fulfill degree requirements is no more than two-thirds the number of hours required for the degree.

A maximum of 15 credits may be transferred from certificate programs to non-related graduate degrees, subject to approval of the graduate program. Moreover, all credits from a certificate program may be transferred to a relevant graduate degree where the entire content of a given certificate could satisfy some of the requirements of a graduate degree. Students should consult the degree program department in advance to determine which of the certificate program credits are appropriate for transfer.

For doctoral students, the maximum amount of combined hours of transfer credit, credit-by-examination, course validation and experiential learning that can be used to fulfill degree requirements is no more than two-thirds the number of hours required for the degree.

The Graduate School sets minimum standards to which all the diverse graduate programs across the university must adhere. Individual colleges, schools, and graduate programs are encouraged to set more stringent requirements as necessary to meet their accreditation and student needs.

The student must follow these steps to validate a course by examination:

• Fill out the top of the form and obtain the signatures of the major advisor, department chair, and college director of graduate studies.
• Pay the fee and attach the receipt to the form.
• Take the form to the department chair, who will sign it after the exam has been taken and a satisfactory grade earned.
• When the department chair returns the completed form to the Graduate School, the Dean of the Graduate School or designee will authorize the posting of the credit to the student’s record.
• The form of the examination, the method of administering it, and the time of examination are left to the discretion of colleges and academic units.
• To receive credit, the student’s validation grade should be equivalent to at least a “B” (3.0). Credit is indicated on the student’s record as “S” but is not figured in the GPA.

The only remedy of an unsuccessful validation is to repeat the course.

For additional information about course validation procedures, contact the Graduate School Graduate Analyst, Jennifer Beech, or the Graduate School Office at 901.678.4212.

Transfer Credit

Credit towards a graduate degree does not transfer automatically. In general, however, graduate work completed at another institution in a program accredited at the graduate level may be accepted in a graduate degree program at the University, with the following provisions. (1) They relate to the content of the graduate program and/or are comparable to those offered at the University. (2) They do not exceed time limitations set for master’s and doctoral programs.

Credit previously earned at another institution must be presented for evaluation no later than the end of the student’s second semester of enrollment. Forms are available on-line or from the Graduate School Graduation Analyst, Jennifer Beech. Only transcripts received directly from an issuing institution are considered official.

Approved transfer credit may be accepted for one-half the number of semester hours of course credit toward a master’s or doctoral degree. Individual academic units may set more stringent limitations. For students completing a graduate certificate program, only six hours may be accepted for transfer.

Credit will be transferred to apply toward a doctoral program upon approval of the student’s advisory committee.

Courses proposed for transfer credit must meet the following two requirements. (1) The University of Memphis Board of Trustees requires a minimum of 750 contact minutes for each semester credit (2250 for a 3-hour course). (2) The Tennessee Conference of Graduate Schools requires a minimum of 3 hours of class work per week for 3 hours of credit.

Grades earned at another institution will not be computed in the University cumulative grade point average, nor will they be accepted for transfer, unless they are “B” (3.0) or better. No credit will be transferred unless it meets with the approval of the major advisor or program graduate coordinator.

If the student is transferring credit from a completed degree, up to 15 credit hours may be transferred.

Maximum Combined Credit Hours to Fulfill Degree Requirements

For Master’s students, the maximum amount of combined hours of transfer credit, credit by examination, course validation and experiential learning that can be used to fulfill degree requirements is two-thirds the number of hours required for the degree.

A maximum of 15 credits may be transferred from certificate programs to non-related graduate degrees, subject to approval of the graduate program. Moreover, all credits from a certificate program may be transferred to a relevant graduate degree where the entire content of a given certificate could satisfy some of the requirements of a graduate degree. Students should consult the degree program department in advance to determine which of the certificate program credits are appropriate for transfer.

For doctoral students, the maximum amount of combined hours of transfer credit, credit-by-examination, course validation and experiential learning that can be used to fulfill degree requirements is two-thirds the number of hours required for the degree.

The Graduate School sets minimum standards to which all the diverse graduate programs across the university must adhere. Individual colleges, schools, and graduate programs are encouraged to set more stringent requirements as necessary to meet their accreditation and student needs.

Appeals Procedures

Any graduate student has the right to appeal decisions made by University officials in the implementation of University policy. If a student feels that individual circumstances warrant an appeal, the request for appeal must be filed in the University office responsible for the administration of that policy or the office specified in the policy statement.

NOTES: 1) “Class days” excludes Saturday, Sunday, and holidays. 2) The summer sessions are considered as one term for grade appeal purposes; i.e., the period for appealing is 30 class days from the end of the last summer term.

Grade Appeals

This appeal procedure provides any graduate student at The University of Memphis with a clearly defined avenue for appealing the assignment of a course grade that the student believes was based on prejudice, discrimination, arbitrary or capricious action, or some other reason not related to academic performance. In all cases the complaining student shall have the burden of proof with respect to the allegations in the complaint and in the request for a hearing.

The student must institute the appeal process within thirty (30) class days following the University deadline for posting grades in the system. If the instructor, chair, or dean fails to respond to the student’s complaint within the time limits, the Graduate Grade Appeals Committee shall act on the student’s complaint. The procedure is terminated if the student and the instructor agree on the grade. If neither the student nor the instructor appeals a decision within the appropriate time limit, the disposition of the complaint made in the previous step shall be final.

A written record of all decisions shall be kept with the file at all steps in the process. Copies of all correspondence and records shall be retained in the office in which the complaint is finally resolved. The original documents shall be forwarded to the Graduate School for filing.

All parties must carefully adhere to the following procedure, observing the deadlines.

Step 1

Time Limitation: Early enough to meet the deadline in Step 2.

The student shall first consult with the instructor in an effort to provide a satisfactory resolution of the complaint. In the event the student cannot schedule a meeting with the instructor, the student may contact the department chair, who shall schedule the meeting between the student and the instructor. If for any reason the instructor is not available, proceed to Step 2. If agreement is reached between the student and instructor the appeal process ends.

Step 2

Time Limitation: Thirty (30) class days from the University deadline for posting grades in the system.

If the complaint is not resolved in Step 1, the student must complete a Graduate Grade Appeal Form (available in PDF format on the Graduate School’s homepage, in the departmental office, or in the Graduate School). This form, accompanied by a written statement detailing the factual basis of the complaint along with the instructor’s written rebuttal, shall be taken by the student to the chair of the department in which the course was taken. The written complaint must be received by the chair within thirty (30) class days from the University deadline for posting grades in the system. The department chair shall then address the complaint in consultation with the instructor and the student within fifteen (15) class days of the date of submission of the written complaint. If the instructor is unavailable, the chair should proceed with the appeal. The department chair may utilize any resources available to resolve the grade conflict. The chair must provide a written rationale for any decision made, which shall become part of the file.

If the department chair was the instructor of the course involved in the complaint, or if for any reason the chair disqualifies him/herself, the student may proceed to Step 3.

The chair is empowered to change the grade if he/she finds that the original grade was based on prejudice, discrimination, arbitrary or capricious action, or some other reason not related to academic performance. The chair shall notify both the student and the instructor in writing of the action taken. Either the student or the instructor may appeal the chair’s decision within five (5) class days by filing a written request for a hearing before the dean of the college.

Step 3

Time limitation: Within five (5) class days after the fifteen class-day period above.

If the complaint cannot be resolved at the level of Step 2 within the prescribed fifteen (15) class days, the student or the instructor has five (5) class days to request in writing (with a copy to the Graduate School) that the chair forward the complaint to the dean of the college. The chair shall provide the dean with the Graduate Grade Appeal Form, the chair’s written rebuttal, a copy of all correspondence and decisions, along with other records pertaining to the complaint.

The dean may utilize any resources available to resolve the grade conflict within fifteen (15) class days. If the dean finds that the request lacks merit, he or she shall notify the student, the instructor, and the chair in writing; the grade shall remain as recorded. The dean is empowered to change the grade if he/she finds that the original grade was based on prejudice, discrimination, arbitrary or capricious action, or some other reason not related to academic performance. Otherwise the grade shall remain as recorded. The dean must provide a written rationale for any decision made, which shall become part of the file.

Either the student or the instructor may appeal the dean’s decision within five (5) class days by filing a written request for a hearing before the Graduate Grade Appeals Committee with the Dean of the Graduate School or designee. This request must be accompanied by the Graduate Grade Appeal Form, a copy of all correspondence, including the dean’s written recommendation, and other records pertaining to the complaint.

Step 4

Time limitation: Within five (5) class days after the fifteen (15) class-day period above.

The written request for a hearing before the Graduate Grade Appeals Committee should state the factual basis for the appeal of the results of Step 3. All supporting documents, including the Graduate Grade Appeal Form, should be included at the time of submission.

The Dean of the Graduate School shall forward the request to the chair of the Graduate Grade Appeals Committee. The chair shall subsequently distribute copies of the request to the members of the committee for consideration. If the Committee finds the student’s or the instructor’s request merits a hearing, the Committee shall notify the student, the instructor, the chair, and the college dean of the date, time, and the location of the hearing. If the Committee finds that the request does not merit a hearing, the student, the instructor, the chair, and the dean shall be so notified in writing.

The Graduate Grade Appeals Committee may utilize any available resources to resolve the conflict within fifteen (15) class days. To hold a hearing, the seven (7) members of the committee (or appropriate alternates) must be present. The instructor and student will present their cases at the hearing in each other’s presence. If a majority of the Committee agrees that the grade should be changed because it was based on prejudice, discrimination, arbitrary or capricious action, or some other reason not related to academic performance, the Committee shall notify the Dean of the Graduate School, who shall be empowered to change the grade without the consent of the instructor, the chair, or the college dean. Otherwise, the grade shall remain as recorded. The decision of the Committee shall be communicated to all parties in writing. The decision of the Graduate Grade Appeals Committee shall be final.

The Graduate Grade Appeals Committee shall be composed of a chair, six members, and six alternates constituted as follows:

A chair designated by the Dean of the Graduate School and selected from the graduate faculty; a graduate faculty member and alternate designated by the Dean of the Graduate School; two graduate faculty members and two alternates elected by the University Council for Graduate Studies; three students and three alternates selected by the Dean of the Graduate School.

The appeals procedure is not complete until all appropriate records are forwarded to the Graduate School Office. At this time, the Dean of the Graduate School shall notify the Office of the Registrar, Corrections, of any grade change. A copy of the Graduate Grade Appeals Form shall become a part of the student’s file. A permanent record of all grade appeals reviewed by the Grade Appeals Committee shall be maintained in the Graduate School.

Although the primary responsibility of the committee is to review appeals, the committee shall report any obvious discriminatory or capricious conduct on the part of either the student or the instructor to the Dean of the Graduate School for consideration and action.

Retention Appeals

Any action that results in a student being terminated may be appealed under the following procedures. These actions may include a second failure on comprehensive examinations, failure on a thesis or dissertation oral, a second semester on academic probation, or an action of a program retention committee. Appeals are to be presented and hearings on appeals convened only during periods in which the academic units of the University are in session. All parties concerned must receive copies of:

1. The requests for a hearing;
2. Notices of the time and location of the hearing; and
3. Disposition of the hearing request in each step of the appeal procedure.

As soon as notice is received that the appeal is continuing, copies of all correspondence and other records pertaining to the complaint must be forwarded to all concerned.

Step 1

1. Time Limitation: Thirty class days following the semester in which the termination was received.
   
   The student must submit a written request to the department chair for a hearing to appeal termination from the program. The request should state the factual basis for the appeal.

2. Time Limitation: Fifteen (15) class days following receipt of the complaint.
   
   In consultation with the student and appropriate departmental committee, the department chair will render a decision on the appeal. The student and departmental committee will be notified in writing of the department chair’s decision and reasons supporting the decision.

Step 2*

1. Time Limitation: Five (5) class days following the announcement of the decision by the chair.
   
   The student or the departmental committee may appeal the decision made in Step 1 by filing, with the director of graduate studies in the student’s college, a written request for a hearing before the college council for graduate studies. The request should state the factual basis for the appeal of the chair’s decision and include a copy of the chair’s decision.
    
2. Time Limitation: Fifteen (15) class days following the receipt of the written request.
   
   The college council for graduate studies will notify the student, departmental committee, and chair of the date, time, and location of the retention appeals hearing. If the college council agrees that the student should be reinstated, the council shall be empowered to reinstate the student. The student, departmental committee, and chair will be notified in writing of the college council’s decision and reasons supporting the decision.

[*In the case of programs that are not represented on a college council, Step 2 will be omitted and the appeal will be forwarded to the dean of the department involved.]

Step 3

1. Time Limitation: Five (5) class days after the announcement of the decision by the college council.
   
   If the complaint cannot be resolved at the level of Step 2, the student or the departmental committee may request in writing that the director of graduate studies in the student’s college forward the complaint to the dean of the appropriate college with a copy of the college council’s decision.
    
2. Time Limitation: Fifteen (15) class days following the written request for appeal.
   
   The college dean may utilize any resources available to resolve the conflict. The chair, the director of graduate studies in the student’s college, the departmental committee, and the student will be notified in writing of the dean’s decision.

Step 4

1. Time Limitation: Five (5) class days following the announcement of a decision by the college dean.
   
   If the complaint cannot be resolved at the level of Step 3, the student or the departmental committee may appeal the decision by filing, with the Vice Provost for Graduate Studies, a request for a hearing before the University Council for Graduate Studies. The written request for a hearing must state the factual basis for the appeal and include a copy of the dean’s decision.
   
   If the University Council for Graduate Studies finds that the appeal does not merit a hearing, all concerned parties shall be notified by the Vice Provost for Graduate Studies.
    
2. Time Limitation: Fifteen (15) class days following the receipt of the written appeal.
   
   If the University Council for Graduate Studies finds that the appeal merits a hearing, it will notify the college dean, the director of graduate studies in the student’s college, the department chair, the departmental committee, and the student of the date, time, and location of the retention appeals hearing. Any available resources may be used by the University Council to resolve the conflict. If the University Council agrees that the student should be reinstated, it shall be empowered to reinstate the student. The Vice Provost for Graduate Studies will notify in writing all concerned parties and the student of the decision and reasons supporting the decision.

The decision of the University Council for Graduate Studies shall be final.

Academic Misconduct

Graduate students at the University of Memphis are expected to observe the regulations and policies that govern the behavior of students as members of this academic community. These regulations and policies are published in the Student Handbook. In particular, graduate students should become familiar with the University’s policies on plagiarism in its various forms. Furthermore, term papers may not be used to meet the requirements of more than one course unless approved in advance by both instructors.

The University of Memphis Code of Student Conduct defines academic misconduct as all acts of cheating, plagiarism, forgery, and falsification.

The term “cheating” includes, but is not limited to:

• Using any unauthorized assistance in taking quizzes or tests
• Using sources beyond those authorized by the instructor in writing papers, preparing reports, solving problems, or carrying out other assignments
• Acquiring tests or other academic material before such material is revealed or distributed by the instructor
• Misrepresenting papers, reports, assignments or other materials as the product of a student’s sole independent effort
• Failing to abide by the instructions of the proctor concerning test-taking procedures
• Influencing, or attempting to influence, any University employee in order to affect a student’s grade or evaluation
• Any forgery, alteration, unauthorized possession, or misuse of University documents

The term plagiarism includes, but is not limited to, the use, by paraphrase or direct quotation, of the published or unpublished work of another person without full or clear acknowledgement. It also includes the unacknowledged use of materials prepared by another person or agency engaged in the selling of term papers or other academic materials.

Academic misconduct also includes furnishing false information to a University official, faculty member, or office; or the forgery, alteration, or misuse of any University document, record, or instrument of identification.The Academic Discipline Committee, a standing University committee appointed by the President, addresses allegations of academic misconduct.

Academic Probation

A graduate student whose cumulative grade point average drops below 3.00 will be placed on probation. A second consecutive semester on probation can result in suspension. Conditions under which continuation in the Graduate School beyond two consecutive semesters on probation will be granted must be recommended by the academic unit and approved by the director of graduate studies in the student’s college and the Vice Provost for Graduate Programs.

If, in the opinion of the director of graduate studies, the academic unit, and the Graduate School, a degree-seeking student is not making satisfactory progress toward degree completion, the student will be dismissed from the degree program. If, in the opinion of the director of graduate studies, the academic unit in which the student is enrolled in coursework, and the Graduate School, a non-degree-seeking student is not making satisfactory progress toward licensure, certification, or program admission, the student will be dismissed from the University.

Termination Procedures

Graduate Students may be terminated from a program for a second failure on comprehensive examination, unsuccessful defense of thesis or dissertation, a second consecutive semester on academic probation, or an action of a program retention committee.

Procedures for notifying students of termination:

1. The Advisor informs the student of intended recommendation to terminate.
2. The student’s Advisor consults the Graduate Coordinator of the program.
3. The Advisor, Graduate Coordinator, and/or Department Chair review the recommendation. If approved the Advisor, Graduate coordinator, and/or Department Chair sign and submit the termination form for review to the Associate Dean for Graduate Studies for the student’s College or School. The Associate Dean will consult all relevant parties.
4. If approved, the Associate Dean for Graduate Studies signs and submits termination form to the Graduate School.
5. The Dean of the Graduate School reviews the recommended request for termination. If the request is approved, the Dean sends a letter of termination to the student and copies all parties.

The appeals process for termination is articulated in the Graduate Catalog, located here: www.memphis.edu/gradcatalog/academic_regulations/ret_appeal.

The Termination Form can be found on the Graduate School’s website, located here: http://www.memphis.edu/gradschool/resources/forms_index.php

Graduate Faculty

The University of Memphis maintains five levels of graduate faculty: full, associate, affiliate, adjunct, and teaching adjunct. Only full graduate faculty members may chair doctoral committees. Full or associate graduate faculty may chair master’s committees. Full members of the Graduate Faculty may direct dissertations and associate members may direct theses in an academic unit other than their own at the discretion of the graduate coordinator and/or the chair of that department. Affiliate or adjunct graduate faculty may be members of doctoral and master’s committees in their areas of expertise, but may not chair them.

In extraordinary circumstances, a qualified scholar from another institution may apply for Graduate Faculty status as an Adjunct Research Co-Mentor in order to co-chair a student’s committee. No more than one adjunct or affiliate graduate faculty member may serve as a voting member of a student’s committee. Teaching adjuncts may not serve on graduate committees. Membership in the Graduate faculty is required in order to teach 6000 level graduate courses or above. An emeritus faculty member continues to serve as a dissertation chairman under the condition that the supervised dissertation has passed a proposal defense before the emeritus faculty member retires.

The Southern Association of Colleges and Schools requires that faculty teaching graduate and post-baccalaureate course work have an earned a doctoral or terminal degree in the teaching discipline or a related discipline. All departmental graduate coordinators should be members of the Graduate Faculty.

Additional information pertaining to application for graduate faculty status, including the Guidelines and Procedures for Graduate Faculty Status, is available on-line or can be obtained from the Graduate School.

Regulatory Issues

Human Subjects: All University of Memphis faculty, staff, or students who propose to engage in any research activity involving the use of human subjects must have prior approval from the Institutional Review Board (IRB). The IRB is responsible for safeguarding rights and welfare of all persons participating in research projects, whether funded or non-funded. Human subjects means a living individual about whom an investigator (whether professional or student) conducting research obtains: (1) data through intervention or interaction with the individual, or (2) identifiable private information. Research means a systematic investigation, including research development, testing, and evaluation, designed to develop or contribute to generalizable knowledge. For further information, contact the IRB coordinator in the Office of Research Support Services.

Vertebrate Animals: All uses of vertebrate animals must receive prior approval from the Institutional Animal Care and Use Committee (IACUC).

Biohazards: Research involving recombinant DNA, radioisotopes, or other hazardous material must receive prior approval by the Institutional Biosafety Committee.

Privacy Rights of Parents and Students

The University complies fully with the Family Educational Rights and Privacy Act (FERPA) of 1974. This act is designed to protect the privacy of educational records, to establish the right of students to inspect and review their educational records, and to provide guidelines for the correction of inaccurate or misleading data through informal and formal hearings. Students also have the right to file complaints with the FERPA Office concerning alleged failures by the institution to comply with the Act.

Schools may disclose, without consent, “directory” information such as a student’s name, address, telephone number, date and place of birth, honors and awards, and dates of attendance. However, schools must tell parents and eligible students about directory information and allow parents and eligible students a reasonable amount of time to request that the school not disclose directory information about them. Schools must notify parents and eligible students annually of their rights under FERPA. The actual means of notification (special letter, inclusion in a PTA bulletin, student handbook, or newspaper article) is left to the discretion of each school.

For additional information, you may call 1-800-USA-LEARN (1-800-872-5327) (voice). Individuals who use TDD may call 1-800-437-0833.

Or you may contact us at the following address:

Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, D.C. 20202-8520

The provisions for the release of information about students and the rights of students and others to have access to the University of Memphis education records are published each semester in the online class listing. A copy of the Act and the University of Memphis Procedure may be reviewed in the offices of the Registrar or University Counsel.