Graduate Program Director Policy Review
Admissions Policies • Graduate Programs Report K drive • Minimum 2.5 GPA required; some programs have more stringent requirements • I’ve admitted my student, now what? • Full Admission – no action needed • Provisional Admission • Valid for one semester only • Must be cleared by March 1 or October 1 for Financial Aid purposes • Holds set on student – Program responsibility to review and admit fully in order to remove hold. • Cannot register for next term until provisions are met
Provisional Admission • Only valid for one semester – if need extension, student should make request via variance process. • Financial Aid implications in extending • Provisional Admission – do not permit students into UGRD courses without UGRD application on file. • Let us know if they need an UGRD admission and we can create with student taking no action • Provisions for academic performance expectations or pre-requisite courses were included in admission letter - evaluated at the end of the semester for full admission
Academic Policies • Good standing – 3.0 cumulative GPA • Below 3.0 will result in Academic Probation • GPA is entire graduate GPA, not just program GPA • Students can take up to 9 hours on probation before considered for dismissal • Cannot go from probation – good standing – probation again • Grades of C and below – no more than 2 applied to degree • C+ is not considered a C or below grade
Academic Policies, continued • Degree completion time: • Six years for certificate and master’s students • Eight years for doctoral students • The same course can only be repeated only once for grade replacement. • Student have 2 repeat options & choice regarding whether to count towards GPA. • GPD to ensure course is repeatable for course credit if repeating same course for credit twice. • Only 9 hours in non-degree status can be applied to degree.
Transfer Credit Policies • Students may transfer up to 40% of their degree program • Must be from a regionally accredited institution • Only courses with a B or better earned will transfer • Courses must have been taken for graduate credit • Decisions made by graduate program director; OGE to approve for policy adherence • GPD must determine the NKU course equivalent • Courses cannot be older than 8 years at time of graduation • If applying NKU hours, not considered transfer credit • Only 9 hours from previously earned degree can transfer (included in the 40% cap)
Greater Cincinnati Consortium of Colleges & Universities (GCCCU) • Must be enrolled in 3 hours at NKU in fall & spring • Do not count toward 40% transfer total • Cannot take course offered by NKU within 1 year • Must determine what the course will count for at NKU – cannot be generic credit. • Permission from GPD – DGE – VPGERO • Forms in registrar’s office
Course Reinstatement • All courses expire after eight years • Need reinstatement plan for each course – completed by GPD and sent to VPGERO* • Exam, portfolio, or other measurable demo of knowledge as determined by the instructor of the course • Proof of employment not acceptable for reinstatement • Course valid for term determined in plan • *Not approved via the variance process • 25% maximum limit • B or better only
Accelerated Online Resources • Registrar website – Online Accelerated Guidance • Calendar for dates associated with application, registration deadlines, etc. • Hard deadlines that are adhered to – very little flexibility • Change of major/concentration implications related to billing & financial aid
Registration Information • Spring Registration opens October 31st • No hold = no action needed in order to be eligible to register • Credential hold – missing admission documents or provisions of admission not met • Advising hold – put on by colleges/departments • Probation hold – contact OGE to remove • Others – student account services, parking, library • Full time status is six graduate credit hours; need three for financial aid eligibility • 1 year to initially register after being admitted – reapply if do not register within 1 year
Registration Information, continued • 4 year registration window • All students must be in enrolled in the term he/she wishes to graduate • Students in dissertation writing phases must be continuously enrolled • Course evaluations – same UGRD policy applies to GRAD • Must complete or opt-out of the e-mailed evaluation (sent 2 weeks prior to end of courses) • If no action is taken, 2-3 week delay in accessing course grades
Payment & Billing • Drop for non-payment – NO reinstatement once this occurs • Non-Attendance drop – able to reinstate in most cases • Sub-session billing • ENTIRE semester due at the beginning of the semester for all sub sessions in a term. • Non-degree & Certificate students are NOT eligible for financial aid
Graduate Catalog & Concentrations • Accessible at catalog.nku.edu • Annual update period in mid-late spring semester • All must be through curriculum process • Option to change catalog year and/or concentration within your program • Needs graduate program director approval; send to Christian Gamm • Can add online concentration at any time via email; effective next semester • Cannot change program of study without a new application for admission
Graduate Certificates & Microcredentials • Graduate Certificates (18 credit minimum) • Able to add to any master’s or doctoral program • Apply via graduate application for admission • GPD must admit to certificate even if already admitted to degree-seeking program • All graduate level courses • Okay to use same courses for degree and certificate • Microcredentials • 2-4 courses able be added to existing program • MUST apply as non-degree MC student – fee waived • Awarded on Acclaim system – not on student transcript • Email microcredentials@nku.edu to verify completion
Theses/Dissertations • Notifications needed to OGE • Committee Appointment • Schedule of T/D/CE/Project defense (2 weeks prior) • Defense/Exam results • X grades in course until successful completion • UMI to publish T/D via ProQuest • GPD first review in UMI; OGE final for guideline adherence • Fall – November 1 • Spring – April 1 • Summer – July 1
Graduation Policies • All students must be in enrolled in the term he/she wishes to graduate. • Apply to graduate via MyNKU for each degree and certificate program you are graduating from. • Sooner you apply, the lower the cost of the graduation fee! • Deadlines on Graduate Education & Registrar webpages. • List of graduation applicants updated weekly and posted in K drive.
Graduation Continued • Degree Audit may be available for checking graduation • Substitutions – please indicate • Graduation checklist needed for each student, sent to graduate@nku.edu. • Due October 15 th for Fall 2019 Graduates • Office of Graduate Education completes graduation certification and forwards to Registrar’s office.
Graduate Assistantship Policies • All $$$ held in deans’ office budgets • Eligibility requirements • Full-time enrollment (6 hours) • Maintain 3.0 GPA • Able to work 10-24 hours per week • Apply online at https://jobs.nku.edu, student employment • Benefits • In-State equivalent tuition covered • Hourly stipend for hours worked (paid bi-weekly)
Variance Process • Process to request exception from any policy • Should be student driven with student providing the rationale for the exception • Route: • Student – GPD – Chair/School Director – Dean – VPGERO • GPD to notify student of decision; OGE will scan into student’s file for documentation
Grade Appeals • Similar process to undergraduate grade appeals, but different approvals, ending at VPGERO • FINAL course grade only • Appeal workflow: • Instructor – Department chair where course was taught – Dean of college that houses the course – requests hearing of the Grade Appeals Panel to VPGERO • Panel – 2 faculty from graduate programs not involved in the appeal, dean or designee not involved in appeal, 2 graduate students, VPGERO or designee.
Policy Change Process • Initiated by Graduate Council: • Needs additional approval by Academic Affairs Council (AAC) • Policy comment/website • Faculty Senate • Provost
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