Regulations

University Regulations

For information about university regulations, see Regulations or visit the University of Kansas Policy Library.

Credit/No Credit

A Credit/No Credit option is available to all degree-seeking undergraduates. You may enroll in one course a semester under the option, if the course is not in your major or minor. For more information, visit the KU Policy Library.

Warning: Certain undesirable consequences may result from exercising the option. Some schools, scholarship committees, and honorary societies do not accept this grading system and convert grades of No Credit to F when computing grade-point averages.

Incompletes

The letter I indicates incomplete work, such as may be completed without re-enrollment in the course. The letter I should not be used when a definite grade can be assigned for the work done. It is not given for the work of a student in any course except to indicate that some part of the work has, for reasons beyond the student’s control, not been done, while the rest has been satisfactorily completed. At the time an I is reported on the electronic roster, the character and amount of work needed, as well as the date required for completion and lapse grade if further work is not completed by this date, should be indicated.

A student who has an I posted for a course must make up the work by the date determined by the instructor, in consultation with the student, which may not exceed 1 calendar year, or the last day of the term of graduation, whichever comes first. An I not removed according to this rule automatically converts to a grade of F or U, or the lapse grade assigned by the course instructor, and appears on the student’s record.

Extensions to the time limit may be granted by the dean’s representative upon submission of a petition from the student containing the endorsement of the course instructor who assigned the I grade, or the department chairperson if the instructor is unavailable. After the I grade is converted to a grade of F or U, the grade may only be changed in accordance with USRR Article II, Section 3.

Probation and Dismissal

Students may be dismissed at any time by the dean for excessive absences or for failure to make satisfactory progress in their studies. A student not on probation who fails to earn a grade-point average of at least 2.0 in any semester is placed on probation for the following semester. At the end of the semester in which the student has been on probation, he or she is removed from probation if the grade-point average for the semester is at least 2.0, with a minimum course load of 12 hours and a cumulative grade-point average of 2.0. A student whose course load is fewer than 12 hours or whose cumulative grade-point average is below 2.0 continues on probation even if the semester grade-point average is 2.0 or above. At the end of the semester in which the student has been on probation, he or she is dismissed for poor scholarship if the grade-point average for the semester is below 2.0. A student who has been dismissed for poor scholarship is not eligible to enroll again at any time, except with the special permission of the chair of the department. A reinstated student is placed on final probation. If the student fails to achieve a minimum grade-point average of 2.0 for the semester, he or she is dismissed, and readmission is not granted. Students who take courses at other institutions during the suspension may receive credit for such work only if it meets the approval of the department in which the student is doing major work.

Required Work in Residence

6 of the final 30 hours may be taken for nonresident credit, with advance permission. Nonresident credit may fill only elective requirements not in the major field of study.

Transfer of Credit

Only grades of C or higher are accepted as transfer credit toward degrees. Applicants with a lapse of 4 or more years since their last full-time enrollment may not expect studio credits in visual art to be accepted for transfer.

CredTran is a transfer course equivalency system that lists more than 2,200 colleges and universities from which KU has accepted transfer courses in the past. If your school or course is not listed, your evaluation will be completed when you are admitted to KU.

Examinations

Students must be enrolled during the semester in which they complete their oral comprehensive or final examinations. Additionally, no graduate student will be allowed to take oral comprehensive or final examinations, or to go forward with a thesis or dissertation defense, if a waiting grade (WG) placeholder or an incomplete (I) grade is listed on the student’s transcript.

University Regulations

The pursuit of graduate study in the College of Liberal Arts and Sciences at KU is governed by department- or program-specific policy, College policies and procedures, Graduate Studies policies, and University Senate Rules and Regulations. Information on the most frequently consulted policies is contained in this section. Students should also consult the academic unit’s handbook, Graduate Studies and College sections of the KU Policy Library, and the Graduate Studies and University of Kansas Regulations sections of the online catalog.

Academic and Research Integrity

The College of Liberal Arts and Sciences strictly enforces KU and College policies on academic and scholarly misconduct. Academic integrity requires honest performance of academic and research responsibilities by students. These include, but are not limited to, ethical preparation of assignments, reports, and research papers; completion of examinations; ethical treatment of human and animal subjects; execution of administrative requirements; and a sincere and conscientious effort by students to abide by the policies set forth by instructors and research advisors.

Enrollment

Full-time, Half-Time and Part-Time Enrollment

Graduate Studies defines full-time enrollment as 9 credit hours in Fall or Spring semester and 6 hours in the summer session. Maximum enrollment for graduate students, except in rare instances, is 16 hours in Fall or Spring semester and 9 hours in the summer session. Please see the Full-time Enrollment for Graduate Students policy in the Graduate Studies section of the online catalog and the KU Policy Library for more information on what constitutes full-time, half-time, and part-time enrollment, including variations on this policy for GTA/GRA/GA appointments and active duty military. At a minimum, all graduate students should be continuously enrolled in the Fall and Spring semesters while completing the credit hours required for the fulfillment of their degrees. Please consult the Graduate Studies section of the online catalog and the KU Policy Library for other enrollment regulations.

Continuous Enrollment for Master’s Students

All master’s students who have completed the required coursework for their degrees must be continuously enrolled in the Fall and Spring semesters until all remaining requirements for the degree, including thesis when applicable, are completed. No enrollment is required during the summer session unless it is the semester during which the student will graduate, in which case enrollment is required. Certain academic units have rules governing summer enrollment.

Post-Comprehensive Enrollment for Doctoral Students

Upon completion of the comprehensive oral examination, doctoral students are required to enroll full-time until they complete 18 dissertation hours or all doctoral degree requirements, whichever comes first. The student may drop to less than full-time enrollment in the semester or summer session in which they are finishing the 18 hour requirement, as long as the hours that remain to complete the 18 constitute less than full-time enrollment. The 18-hour requirement may only be fulfilled by dissertation hours (or their equivalents, as approved by Graduate Studies); other coursework may not be substituted.

In addition, the College requires a period of at least 5 months to elapse between the comprehensive oral exam and the final exam. Students that have completed all degree requirements before completing 18 dissertation hours are still required to continue enrollment until this 5-month requirement has been met.

Upon completion of the 18-hour requirement, a student’s level of enrollment should reflect as accurately as possible the faculty time he or she utilizes. This may be as little as one dissertation hour per semester.

Special enrollment requirements apply to those with GTA/GRA/GA appointments. Please consult the Graduate Studies section of the online catalog and the KU Policy Library.

Lapses in Enrollment

Generally, no student is allowed to enroll after the first 4 weeks of a semester or the first 2 weeks of a summer session. If a student does not intend to enroll, he or she must determine the appropriate course of action in consultation with the department or program.

The student may elect to Voluntarily Discontinue from the program, and must inform the department or program in writing of this decision, which will in turn file the necessary forms with the College. This option requires the student to seek re-admission to the program if they choose to return at a future date. They remain eligible to seek admission to another department or program in the College.

The student may also petition for a Leave of Absence of up to one calendar year. If granted, the Leave of Absence maintains the student’s place in the program. Leave of Absence petitions must be filed by the department or program and provide evidence of the department or program’s endorsement of the student’s petition. Students interested in this option should begin by consulting with their advisor.

The time spent on Leave of Absence does not count toward the student’s time to degree, and therefore does not shorten the time available to complete their degree requirements. Similarly, if a student that has elected to Voluntarily Discontinue subsequently returns to the program, the time that has elapsed since his or her last enrollment does not count toward the time to degree.

Students who fail to enroll without completing the Voluntary Discontinuance process or without being granted a Leave of Absence are reviewed by the College Office of Graduate Affairs and the students’ academic units for possible dismissal. Any time that accrues during these lapses of enrollment in which the student does not occupy any approved enrollment category (e.g., Enrolled, Voluntarily Discontinued, On Leave) is counted toward the time to degree.

Students on an international student visa should consult with the International Programs office prior to any change in enrollment status.

Please see Graduate Studies policies governing Leave of Absence and Voluntary Discontinuance in the Graduate Studies section of the online catalog and in the KU Policy Library.

Dual Enrollments

Students enrolled in two schools or working on two degrees at the same time must complete the work for both degrees. Courses may not be counted toward both degrees, except in the joint degree programs that have been established (e.g., M.P.A./J.D., M.A. in Economics/J.D., M.B.A./M.A. in Area Studies, etc.). Please refer to the Combined Degrees information in the Graduate Studies section of the online catalog for a complete list of approved joint degree programs.

Examinations

Students must be enrolled during the semester in which they complete their oral comprehensive or final examinations. Additionally, no graduate student will be allowed to take oral comprehensive or final examinations, or to go forward with a thesis or dissertation defense, if a waiting grade (WG) placeholder or an incomplete (I) grade is listed on the student’s transcript.

Grading

Article II of the University Senate Rules and Regulations provides detailed information on regulations governing the grading of graduate coursework. Students should also consult the Graduate Studies section of the online catalog and the KU Policy Library for more information on the Grading Policy.

The following are of particular relevance for graduate students in the College:

Passing Grades for Graduate Coursework

Only courses graded C or above are considered passing and may be counted for graduate credit. Courses graded C-, D or F may not be used to fulfill degree requirements.

Incomplete (I) and Waiting Grades (WG)

Incomplete (I) grades are used to note, temporarily, that students have been unable to complete a portion of the required course work during that semester due to circumstances beyond their control. Incomplete work must be completed and assigned an A-F or S/U grade within the time period prescribed by the course instructor. After one calendar year from the original grade due date, an Incomplet (I) grade will automatically convert to a grade of F or U, or the lapsed grade assigned by the course instructor.

Waiting Grades (WG) are placeholders and should only be used in rare instances when, for reasons beyond his or her control, an instructor is not able to assign a course grade by the deadline.

Credit/No Credit (CR/NC)

Graduate students may select the Credit/No Credit option only for those courses that do not fulfill a degree requirement. This includes courses used to fulfill the Research Skills and Responsible Scholarship requirement. Students should consult with their advisor prior to electing the CR/NC option.

College-Specific Grading Policy

Plus/Minus (+/-) Grades

Plus/minus (+/–) grades may be used in the College. The plus or minus sign describes intermediate levels of performance between a maximum of A and a minimum of F. Intermediate grades are calculated as 0.3 units above or below the corresponding letter grade.

Participation (P) Grades

Use of the Participation (P) grade is restricted in the College. It is only approved for a limited number of courses for which special permission has been sought. When permission is granted, it is only used to indicate participation in thesis, dissertation, or research enrollments (related to thesis or dissertation), or in the first semester enrollment of a two-semester sequence course. In any semester, the instructor may elect to assign a letter grade of A, B, C, D, or F when evidence about performance is available. A letter grade (A, B, C, D, or F) must be assigned in the last semester of enrollment to characterize the quality of the final product.

A-F or S/U grades are used in all other courses, including those that are repeated across semesters. The latter include courses in which students are collecting, assembling, or analyzing data; reviewing a research or scholarly literature; creating portfolios; or writing theses or dissertations (e.g., research, thesis, and dissertation hours). Students in these courses are expected to develop plans of study with their instructors and to contact these instructors throughout the semester to discuss their progress or changes in their plans. Instructors assign grades each semester based on the quantity and quality of the work students complete that semester. The grades that students receive in the last semester of these courses (e.g., for completing data analyses and literature reviews, exhibiting portfolios, defending theses or dissertations) apply only to that semester.

If a department or program has a course for which the P grading system may be more appropriate than the A-F or S/U grading system, it must seek special approval from the College.

Incompletes (I) and Waiting Grades (WG)

The College does not allow graduate students to take oral comprehensive or final examinations or to go forward with a thesis or dissertation defense if a waiting grade (WG) or an incomplete (I) grade is listed on the student’s transcript.

Probation and Dismissal Guidelines

To be in good standing, a student must maintain a 3.0 cumulative grade-point average and be making satisfactory progress toward the degree, as determined by the department or program.

If the grade-point average falls below 3.0, the department or program notifies the student in writing that they are being recommended for probation and outlines the expectations of the graduate program and the College that the student must meet to return to good standing. This is followed by a letter from the College confirming their probationary status.

When the rationale for probation is based on grade-point average, a student is typically placed on probation for 1 academic semester. If the cumulative grade-point average has not risen to 3.0 at the end of that semester, the student can either be dismissed or be allowed to continue on probation, depending on the department or program’s assessment of the student’s progress.

Students may also be placed on probation for failing to make satisfactory progress toward the degree. This may include, but is not limited to, failed exams or failure to make adequate and timely progress on the dissertation or thesis.

A graduate student is dismissed upon recommendation of the student’s department or program. This typically occurs when a student fails to raise the grade point average to 3.0 after one or more semesters of probation, or otherwise fails to meet the terms of the probationary period. Academic dismissal should occur before a semester begins. If a student is dismissed during the semester, the dismissal is effective only at the end of the semester in which the department or program gives notification of dismissal. The department or program will notify the student in writing of the reasons for their dismissal. This will be followed by a letter from the College confirming the dismissal from the program and from the College.

In cases when a student’s grade point average is so low that their ability to ever achieve the 3.0 grade-point average required for graduation is in serious doubt, the department or program should move to dismissal. If they wish to allow the student to continue, they must petition the College on the student’s behalf.

A student who has been dismissed from a graduate department or program in the College is not eligible for readmission to graduate study in any department or program in the College of Liberal Arts and Sciences.

Time Limits

Master’s Degrees

Students have a total of 7 calendar years, barring any periods of absence due to approved leaves of absence or temporary resignation from a program, in which to complete the work for a master’s degree. See also Master’s Degree Requirements, Program Time Constraints in the Graduate Studies section of the online catalog. Departments may have stricter time limits. See your academic unit’s handbook for program-specific information, requirements, and restrictions.

Doctor of Philosophy Degree

A total of 10 calendar years, barring any periods of absence due to approved leaves of absence or temporary resignation from a program, is allowed to complete both the master’s and the Ph.D. If the student either enters with a master’s degree or bypasses to the Ph.D., a total of 8 years is allowed. Up to a 1-year time extension is typically granted, on the written advice of the dissertation committee and the graduate director or advisor of the department or program. The only exceptions to the enforcement of the 1-year extension rule occur if the student is making progress and if the department shows strong support.

Maximum Time to Count Required Course Work

Courses completed at the University of Kansas, or transfer credits from another university, do not fulfill graduate degree requirements in the College of Liberal Arts and Sciences if these courses were completed more than 10 years before the scheduling of the final defense. With the approval of their graduate programs, students may petition the College to accept out-of-date course work to fulfill the requirements for their graduate degrees, provided they are able to justify why this course work meets the current standards of scholarship in the discipline.

Maximum Time to Submit Thesis or Dissertation

From the final presentation and/or defense of the thesis or dissertation work to a graduate student’s advisor and/or committee members, a period of 6 months is allowed for students to make revisions and to file the final version of the manuscript. During this time, the student must be enrolled in at least 1 hour of dissertation credit (or more if required by the academic unit). Students who do not file the final manuscript within the six-month time limit must enroll in 3 hours a semester until the thesis or dissertation is completed and filed.

Contact Info

School of the Arts (Liberal Arts and Sciences)

Strong Hall
1450 Jayhawk Blvd., Room 200
Lawrence, KS 66045-7518
785-864-3661
785-864-5331
sota@ku.edu
http://sota.ku.edu/
Elizabeth Kowalchuk, Associate Dean
785-864-3661

School of the Arts (Liberal Arts and Sciences)

Strong Hall
1450 Jayhawk Blvd., Room 200
Lawrence, KS 66045
Larry Fillian, Director of Student Academic Services
785-864-3500
clas109@ku.edu
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