Academic Calendar — Graduate Studies
Lawrence and Edwards Campuses
The Graduate Studies 2011-2012 academic calendar can be downloaded as a PDF.
Medical Center Campus
The KUMC Graduate Studies 2011-2012 academic calendar is available online.
Upon falling below a cumulative graduate grade-point average of B (3.0), computed with the inclusion of grades earned at KU for all courses acceptable for graduate credit, the student is placed on probation by the graduate division of the school/college. The grades of P, S, U, and I, for which no numerical equivalents are defined, are excluded from the computation. If the student’s overall graduate average has been raised to B (3.0) by the end of the next semester of enrollment after being placed on probation, the student may be returned to good academic standing. If not, the student is not permitted to re-enroll and will be dismissed unless the graduate division of the school/college acts favorably on a departmental recommendation for the student to continue study.
If admitted provisionally due to deficiencies in grade point average, a student must earn an overall graduate average of at least B (3.0) during the first semester of enrollment (in which case the student is considered to have achieved good academic status) to be permitted to re-enroll. A student admitted provisionally who fails to earn a B (3.0) average in the first semester of enrollment may be dismissed immediately. If provisionary continuation is recommended by the department or program, and approved by the graduate division, the student may remain on provisional status for one additional semester. Students who have been dismissed from a graduate program may be readmitted for further graduate study at KU only by petition of the graduate division that will accept the student. The petition must be approved by the dean of Graduate Studies on the appropriate campus.
View current policies on academic probation.
Course Numbering System
Courses that may give graduate credit are numbered according to the following scheme:
- Courses numbered 500-699 are designed primarily for juniors and seniors, but are also taken by some graduate students who have fewer than 30 hours of graduate credit.
- Courses numbered 700-799 are designed primarily for graduate students who have fewer than 30 hours of graduate credit, but they are also taken by some undergraduates.
- Courses numbered 800-899 are designed primarily for graduate students who have fewer than 30 hours of graduate credit.
- Courses numbered 900-999 are designed primarily for graduate students who have 30 or more hours of graduate credit.
Courses that contain a mixture of undergraduate and graduate students should set requirements for graduate credit beyond or different from the requirements for undergraduate credit. No course, regardless of its number, can give graduate credit unless it has been approved for graduate credit by the appropriate Graduate Division and is taught by a person holding a current appointment to the Graduate Faculty.
Co-enrollment (Seniors and Graduate Study)
Seniors at KU who will complete the requirements for a baccalaureate degree in a given semester, and who have very strong academic records (grade-point average higher than 3.0 on a 4.0 scale), may apply for contingent admission as degree seeking students and request the permission of the appropriate Graduate Division to co-enroll for the final undergraduate semester. Seniors requesting the privilege of co-enrollment must make formal application through the appropriate Graduate Division for admission.
To meet the criteria of co-enrollment, the student must earn undergraduate credit for at least one class during the co-enrollment semester. If after the co-enrollment semester the baccalaureate degree is not completed, the student will not be permitted to enroll in courses for graduate credit until the baccalaureate degree has been conferred. After one semester, students are not eligible for co-enrollment and the graduate admissions will may be retracted.
Students who are eligible to coenroll receive an email from the Registrar’s Office before enrollment with instructions on how to enroll in more than one career (ex. LAW, GRDL-Graduate, UGDL-Undergraduate). Students will have separate appointment times to enroll for each career and must enroll only in the courses that will count correctly toward the career in which they are enrolling during each appointment time. When enrollment is complete for each career, students must check the grading option for each course to ensure the class will be counted correctly.
View current policies on coenrollment.
A student may voluntarily resign from their program of study by requesting discontinuance. Once this request is granted, the student resigns their place in the program and if they choose to return to their studies at a later date, they must reapply for admission. Discontinuance is requested through the Progress to Degree Form.
View current Lawrence and Edwards Campus policies on discontinuance.
Medical center students voluntarily resigning from their programs submit withdrawal forms to the KUMC Registrar.
Graduate programs are responsible for evaluating the students in their programs to ensure that they are making satisfactory progress toward a degree. If the graduate program finds that a student is not making satisfactory progress due to, but not limited to, cases where the student has run out of time to degree, or the student has neither been enrolled nor received an approved leave of absence for two consecutive semesters, or academic misconduct has occurred the program may recommend to the School/College that the student be dismissed from the program. Dismissal is requested by the graduate program through the Progress to Degree form.
Students who have been dismissed from a graduate program may be readmitted for further graduate study at KU only by petition of the graduate division that will accept the student. The petition must be approved by the dean of Graduate Studies.
Academic Probation and Dismissal
Upon falling below a cumulative grade-point average of B (3.0), computed with the inclusion of grades earned at KU for all courses acceptable for graduate credit, the student is placed on probation by the graduate division of the school/college. The grades of P, S, U, and I, for which no numerical equivalents are defined, are excluded from the computation. If the student’s overall GPA has been raised to B (3.0) by the end of the next semester of enrollment after being placed on probation, the student may be returned to good academic standing. If not, the student is not permitted to re-enroll and will be dismissed unless the graduate division of the school/college acts favorably on a departmental recommendation for the student to continue study.
View current policies on dismissal.
The University of Kansas offers approximately 150 courses each semester that are available through distance delivery. Some of these courses support online graduate programs, and others are open to undergraduate degree and nondegree-seeking students. The following programs and courses have recently been offered online. For more information about specific online course options, please contact your academic department of study. Similar to regular courses, the availability of online courses varies by semester and year.
Online or Hybrid Graduate Programs
- Master of Social Work hybrid course option
- Master of Science in Pharmaceutical Chemistry
- Master of Science in Education in Special Education with an emphasis in Transition Education and Services
Independent study has 2 definitions at KU:
- Research experience or directed readings independently pursued through an academic department.
- Self-paced credit courses managed through the KU Center for Online and Distance Learning.
Contact your academic department to discuss independent study opportunities to investigate a special research problem or directed readings in an area not covered by regular courses. The KU Center for Online and Distance Learning coordinates Independent Study courses similar to courses taught face-to-face. For-credit Independent Study courses are available in online and media-supplemented versions. Request an Independent Study catalog by contacting 785-864-5823, email@example.com.
Independent Study distance education courses are subject to the following requirements:
No graduate credit is given for Independent Study courses outside of those approved and offered by KU under these distance-education guidelines: Distance-learning courses (Internet, interactive television, video, continuing education, and others) may be offered for graduate credit only if they are assigned a line number and taught by a member of the KU Graduate Faculty who is approved by the dean of the school or college offering the course and confirmed by the dean of Graduate Studies.
Nondegree-seeking graduate students
A student who has a baccalaureate degree and wishes to take graduate courses but not to earn a graduate degree may enroll as a nondegree-seeking student in Independent Study courses. Many of these courses may be approved for graduate credit. A student admitted for graduate work under nondegree status who subsequently decides to seek a graduate degree may apply for admission as a regular student. Once admitted, the major department must make a recommendation concerning which, if any, of the Independent Study courses already completed may count toward an advanced degree. Transferred credit and graduate Independent Study credit including distance-learning courses together may not exceed 6 hours (8 hours if the student holds a baccalaureate degree from KU), and they must not be the last hours required for the degree. Enrollment in approved distance-learning courses offered through KU cannot be used to fulfill the doctoral residence requirement. For maximum combined distance-learning courses and transferred credits, see Transfer of Credit in Regulations.
Most international students are limited by federal regulations to taking one 3-hour Independent Study course each semester to count toward full-time enrollment. For details, contact the Office of International Student and Scholar Services, 785-864-3617, firstname.lastname@example.org.
Embargo of Theses and Dissertations
In some cases, it may not be appropriate for a dissertation or thesis to be immediately and freely accessible. For these cases, KU provides an option for an embargo of the dissertation or thesis. While embargoes should be uncommon, situations exist where an exception to the immediate release of your thesis or dissertation may make an embargo necessary. An embargo provides a temporary and delayed public release of the work but is not intended to be permanent. Embargo periods of 6 months, 1 year or 2 years are permissible. Considerations that may be deemed reasonable for granting permission for a temporary embargo include
- Patentable rights in the work or other issues in which disclosure may be detrimental to the rights or interests of the author;
- The need to prevent disclosure of government information about persons, institutions, technologies, etc.;
- The interest of an academic or commercial press in acquiring the rights to publish your dissertation or thesis as a book;or
- Content that is likely to be or has already been submitted to a peer-reviewed journal.
Approval for delay granted by Restricted Research Committee (see Restricted Research link below for more information).
Steps necessary for embargoing a thesis or dissertation: A student who desires to have his/her thesis or dissertation embargoed must receive permission to embargo his/her thesis or dissertation by the director of graduate studies in his/her department and the school’s dean. The director of graduate studies and the school dean or dean’s proxy must sign the Thesis and Dissertation Release Form. If these signatures are not obtained, an embargo will not be placed on the work. Theses and dissertations at the University of Kansas are made available in two electronic databases, KU Scholar Works and UMI/ProQuest Dissertations and Theses. The University of Kansas will accept the thesis or dissertation only if the student signs this release form.
To ensure that embargoed work is restricted, students must take 2 steps after receiving the appropriate signatures.
- First, submit the Thesis and Dissertation Release Form to the school office. If an embargo has been approved, this form will ensure that the work is temporarily restricted in KU Scholar Works.
- Second, during the electronic submission process to UMI/ProQuest, the student must select the embargo option under the publishing restrictions section. If an embargo has been approved, this step will ensure that public view of the work is temporarily restricted in the UMI/ProQuest Dissertations and Theses database. See the related documents section below for more information.
Dissertation defenses are open to the public. In the event that an embargo is deemed necessary for a dissertation, the committee should consider holding an additional question period for the defense that is closed to the public. Any sensitive data can be discussed in the closed session.
View current policies on embargo of theses and dissertations.
All graduate students are expected either to be enrolled or to be on approved Leave of Absence at all times while completing the credit hours required for the fulfillment of their degrees unless they have been dismissed from the program or discontinued (quit) the program.
Graduate students are not normally permitted to enroll for more than 16 hours a semester or more than 8 hours in summer session.
View current Lawrence and Edwards Campus policies on enrollment.
See also Discontinuance and Dismissal, above, and Full-Time Enrollment for Graduate Students and Leave of Absence, below.
Full-Time, Half-Time, and Part-Time Enrollment Policy
This policy defines the categories of full-time and part-time enrollment. For other policies related to enrollment and employment, please see the list below under related documents.
Full-time enrollment for fall and spring semesters
- Enrollment in 9 credit hours;
- Enrollment in 6 credit hours plus a GTA, GRA, or GA appointment, regardless of percentage of appointment;
- Enrollment in 6 credit hours for graduate students using the Montgomery GI Bill – Active Duty (MGIB-AD) and Post-9/11 GI Bill – Active Duty;
- Doctoral candidates enrolled in dissertation hour(s).
*See Doctoral post-comprehensive enrollment.
Full-time enrollment for summer sessions
- Enrollment in 6 credit hours;
- Enrollment in 3 credit hours plus a GTA, GRA, or GA appointment, regardless of percentage of appointment;
- Enrollment in 3 credit hours for graduate students using the Montgomery GI Bill – Active Duty (MGIB-AD) and Post-9/11 GI Bill – Active Duty;
- Doctoral candidates enrolled in dissertation hour(s).
Half-time enrollment for fall and spring semesters
- Enrollment in 5 credit hours;
- Enrollment in 3 credit hours plus a GTA, GRA, or GA appointment, regardless of percentage of appointment;
- Enrollment in 3 credit hours for graduate students using the Montgomery GI Bill – Active Duty (MGIB-AD) and Post-9/11 GI Bill – Active Duty.
Half-time enrollment for summer sessions
- Enrollment in 3 credit hours;
- Enrollment in 1 credit hour plus a GTA, GRA, or GA appointment, regardless of percentage of appointment;
- Enrollment in 1 credit hour for graduate students using the Montgomery GI Bill – Active Duty (MGIB-AD) and Post-9/11 GI Bill – Active Duty.
Students enrolled in fewer hours than defined by half-time enrollment are considered part-time.
All students should check with their graduate degree programs and Graduate Studies’ policies to determine if additional enrollment requirements or summer enrollment requirements exist.
View current Lawrence and Edwards Campus policies on full-time, half-time, and part-time enrollment.
Note: A few internship programs have been approved by Graduate Studies to count as full-time enrollment. Students enrolled in these internship programs will be counted as full-time students.
*A doctoral candidate is defined as a doctoral student who has successfully passed the comprehensive examination. View current policies on doctoral post-comprehensive enrollment.
- Download PDF of current Lawrence and Edwards Campus policies on GTA, GRA, and GA eligibility guidelines.
- View current Medical Center Campus policies on GTA, GRA, and GA eligibility guidelines.
- View current policies on doctoral residence requirements.
- View current policies on master's enrollment requirements.
International students in F-1 and J-1 status must also comply with Federal immigration requirements of pursuing a full course of study each semester to maintain their legal status. All international students must conform to residence requirements, even though immigration regulatory requirements may be lower.
All students should check with their graduate degree programs to determine if the program has additional enrollment requirements.
The basic system is an A, B, C, D, F system, where A designates above-average graduate work; B, average graduate work; C, passing but not average graduate work (C– is not considered a passing grade); D and F, failing graduate work. C–, D, and F work does not count toward fulfilling degree requirements.
The letter P is used only to indicate participation in thesis, dissertation, and research enrollments (related to thesis or dissertation), and in the first semester enrollment of a multi-semester sequence course. In any semester, an instructor may, at his or her option, assign a letter grade of A, B, C, D, or F when evidence about performance is available. Upon completion of thesis/dissertation or research hours leading to a master’s or doctoral degree, the P remains on the final transcript except for the last semester of enrollment. A letter grade (A, B, C, D, or F) is assigned in the last semester of enrollment to characterize the quality of the final product. The I grade is not appropriate for enrollment in thesis, dissertation, or research, and is not accepted.
For enrollments other than thesis, dissertation, or research, the letter I indicates course work that has been of passing quality, some part of which is, for good reason, unfinished.
As stated in University Senate Rules and Regulations, Article II, Section 126.96.36.199: “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 one calendar year, or the last day of the term of graduation, whichever comes first. An I not removed according to this rule shall automatically convert to a grade of F or U, or the lapse grade assigned by the course instructor, and shall be indicated on the student’s record.”
The grades of S and U may be used to designate satisfactory and unsatisfactory performance, respectively, in continuing education, workshop, and institute courses upon the recommendation of the department offering the course. No more than 6 hours total of graduate courses graded S are permitted to count toward a degree.
An exception to this rule is that in courses numbered 800 or above for which specific authorization has been given, the instructor may report a grade of S for students who have satisfactorily attended the course but for whom it has not been possible to evaluate the quality of performance.
Once the S grade for a particular course (or a particular faculty member’s section of a multi-section course) has been recommended by the department and approved by the Graduate Division, it must be applied to the entire student enrollment in the course or section. This applies to those 800- or 900-level courses eligible for the S grade (or its alternative of F), as well as to Continuing Education, institute, and workshop courses. The S and U grades are not used in computing the grade-point average.
The Credit/No Credit option is authorized for graduate students. For graduate students, the grade of CR will be received for grades of C and above, and the grade of NC (no credit) will be received for grades of C- and below.
As outlined in USRR 188.8.131.52, no course graded CR or NC can count toward the satisfaction of the requirements for a graduate degree or a graduate certificate. This prohibition includes any courses taken to meet the Research Skills and Responsible Scholarship requirement.
Please see the Research Skills and Responsible Scholarship policy for more information.
The individual schools have the option of using or not using +/–, according to the policy adopted by the particular school. B– does not represent satisfactory work in graduate studies.
In the grading system defined above, at least a B average is required on course work counted toward any of the master’s degrees or the Specialist in Education degree at KU, and only courses graded A, B, or C (excluding C–) may be so counted. Course work counted toward a doctorate, including that for a master’s degree if obtained at KU, should average better than a B. Courses graded P, S, U, or I are excluded from the computation of the average.
Performance is graded Honors, Satisfactory, or Unsatisfactory for the following examinations:
- The general examination for the master’s degree.
- The general examination for the degree of Specialist in Education.
- The comprehensive oral examination for the doctorate.
- The final examination for the doctorate.
View current policies on grading.
3 conditions must be met for a student to receive graduate credit for work satisfactorily completed at KU:
- The student must have gained graduate admission.
- The course must be numbered 500 level or above and have been approved for graduate credit by the appropriate school/College.
- The instructor must have gained appointment to the Graduate Faculty.
Credit by Examination
Credit by examination is not accepted toward graduate degrees.
6 hours of graduate credit taken at a regionally accredited graduate school may be transferred and applied to a program leading to one of the master’s degrees if the credits were taken before the final semester of enrollment at KU and have the approval of the major department and the appropriate school.
8 hours may be approved for transfer if the student holds a baccalaureate degree from KU.
The total of transferred credit, including graduate continuing education credit and distance-learning courses taken at KU may not exceed 6 hours, or 8 if the student holds a baccalaureate from KU.
Only work graded B (3.0 on a 4.0 scale) or higher may be transferred. KU does not accept transfer credit for courses that have been graded B- or below. KU also does not accept transfer for institutes, workshops, or for life/work experience. Any exceptions to this must be approved by the department, schools/divisions, and graduate studies.
Credit will not transfer for courses that were counted toward the requirements for an undergraduate or graduate degree, whether completed at KU or another institution.
No credit is actually transferred toward the doctorate, but departments may take relevant prior graduate work into consideration in setting up programs of study.
To transfer credits, the appropriate paperwork must be initiated by the student’s department.
View current policies on graduate credit.
Graduate Course Work Expiration Dates
Courses completed at the University of Kansas, or transfer credits from another university, cannot be used to fulfill graduate degree requirements if these courses were completed more than ten (10) years prior to the final defense for doctoral candidates or graduation for master’s students.
Graduate Student Oral Exams
Ideally, all members of the committee are physically present at graduate student oral examinations, which include the master’s comprehensive oral exam, the master’s final oral exam (i.e., thesis defense), the doctoral comprehensive oral exam, and the doctoral final oral exam (i.e., dissertation defense).
A majority of committee members must be physically present for an examination to commence; for doctoral oral examinations this requirement is 3 of the 5 members, for master’s oral examinations the requirement is 2 of the 3 members.
In addition, it is required that the student being examined, the chair of the committee, and the outside committee member all be physically present at the examination or defense. Mediated attendance by the student, chair and outside member is prohibited. When a situation arises in which a member cannot be physically present, attendance via mediated means (tele/video-conferencing) is acceptable at the discretion of the committee chair.
In cases where the student prefers an examination in which all committee members are physically present, the student's preference shall be honored.
Exam Committee Composition
The majority of committee members serving on a graduate student oral examination committee must be tenured/tenure-track faculty holding regular or dissertation graduate faculty status in the candidate’s department/program of study. Graduate student oral examinations include the master’s comprehensive oral exam, the master’s final oral exam (i.e., thesis defense), the doctoral comprehensive oral exam, and the doctoral final oral exam (i.e., dissertation defense).
Doctoral committees are composed of at least five voting members and must adhere to the following requirements:
- Three committee members must be faculty holding regular or dissertation graduate faculty status and be members of the student’s department/program.
- One member must meet the requirements for serving as an outside member: i.e., be a KU faculty member (which includes faculty who are affiliated with KU but do not have their tenured home in the candidate’s department/program) holding regular or dissertation graduate faculty status, and s/he cannot be a member of the candidate’s department/program. The outside member represents Graduate Studies and is a voting member of the committee, has full rights to participate in the examination, and reports any unsatisfactory or irregular aspects of the examination. For more information, see the links provided in this policy.
- One member may hold any graduate faculty status, including regular, dissertation, special, or ad hoc status. For information, see the policy on Graduate Faculty appointments.
While committees are not required to have a co-chair, the student or the committee members may decide to select a co-chair. For doctoral committees, the chair must hold dissertation status; the co-chair can hold any graduate faculty status.
Master’s committees are composed of at least three voting members and must adhere to the following requirements:
- Two committee members must be tenured/tenure-track faculty holding regular graduate faculty or dissertation status and be members of the candidate’s department/program
- One member may hold any graduate faculty status, including regular, dissertation, special, or ad hoc status. This third member can be, but need not be, a member of the candidate’s department/program.
- For approved professional master’s degree programs (Master of Science in Engineering Management; please see the KU Policy Library for currently approved programs), the committee may be composed as described above, or any number of the committee members may be professors of the practice in the department/program.
For both Master’s and doctoral committees, substitutions of the committee chair (and/or co-chair) are prohibited after the committee has been approved by the graduate affairs division of the school/college. If a committee chair (and/or co-chair) needs to be replaced, the revised committee must be approved by the school/college two weeks in advance of the exam.
Substitutions of the committee members are permitted as long as the new members hold regular or dissertation graduate faculty status. Ad Hoc or Special members can be added after the committee has been approved by the graduate affairs division of the school/college, but these additions must be approved by the school/college no later than two weeks in advance of the exam.
Grievance Policy and Procedures for Graduate Students
Lawrence and Edwards Campuses
A graduate student who believes himself or herself to be unfairly or unlawfully treated in an academic matter may present a grievance to the academic department or program chair. Each academic unit and all graduate divisions have established grievance policies and procedures. Appeal of a grievance heard at one of these levels is made to the Judicial Board. The Office of Graduate Studies has established a set of guidelines for graduate student petitions in certain categories that may not be under the jurisdiction of other hearing bodies.
The Executive Council of the Graduate Faculty has identified 2 categories as the purview of the Office of Graduate Studies:
- Cases involving the graduate divisions of two or more schools or colleges;
- Cases involving the interpretation of Graduate Studies policy as it pertains to the graduate division of a school or college.
For disputes involving alleged academic misconduct or alleged violations of student rights, the initial hearing normally is held at the unit level. There is an option to hold an initial hearing at the Judicial Board level if both parties agree, or if either party petitions the Judicial Board chair to hold the hearing at the Judicial Board level and the petition is granted. The petition must state why a fair hearing cannot be obtained at the unit level; the opposing party has an opportunity to respond to the petition.
Procedures for Graduate Student Grievances
Pursuant to Article XIV of the University Senate Code and Articles V and VI of the University Senate Rules and Regulations of the University of Kansas, Lawrence , the Office of Graduate Studies establishes the following procedures to hear the individual grievances of graduate students. Except as provided in USRR 6.5.4, no person shall be disciplined for using the grievance procedure or assisting another in using the grievance procedure. The Office of Graduate Study shall provide a copy of this procedure to anyone who requests it.
A sub-committee of the Executive Council of Graduate Faculty is charged to “establish policies governing the handling of individual grievances of graduate students brought to the attention of the Office of Graduate Studies and to carry out or delegate the investigation of individual grievances presented to the Office of Graduate Studies,” and to “make and report final recommendations to the Dean of the Office of Graduate Studies with respect to individual grievances.” Since the committee has the responsibility to adjudicate and hence to hear grievances, it cannot function to develop evidence on behalf of either complainant or respondent. It is appropriate, however, for the Office of Graduate Studies, in its administrative capacity, to look into complaints prior to scheduling a grievance hearing, to interview parties, to secure documents, and to seek a conciliatory solution. Before pursuing formal grievance procedures, a grievant should ordinarily attempt to resolve the matter informally through direct or indirect consultation with the other party, through discussions with supervisory personnel or through informal mediation. If the problem is not solved in this fashion the dean shall refer the complainant to the committee or, if appropriate, to another appropriate unit charged with jurisdiction to resolve the dispute. If it is referred to the committee, the Office of Graduate Studies shall make available to the committee what it has learned that bears on the complaint. This shall not be construed, however, to deny the right of a student to file a complaint directly with the committee.
- To start the grievance process, the complainant must submit a written grievance to the Office of Graduate Studies. The complaint shall contain a statement of the facts underlying the complaint and specify the provision(s) of the Faculty Code of Conduct, University Senate Code, the University Senate Rules and Regulations, the Code of Student Rights and Responsibilities, or other applicable rule, policy, regulation, or law allegedly violated. The complaint shall also indicate the witnesses or other evidence relied on by the complaining party, and copies of any documents relevant to the complaint shall be attached to the complaint.
- At the time the complaint is submitted to the Office of Graduate Studies, the complaining party shall provide a copy of the complaint, with accompanying documents, to the respondent(s).
- Upon receipt of the complaint, the Office of Graduate Studies shall contact the respondent to verify that the respondent has received a copy of the complaint and to provide the respondent with a copy of these procedures.
- Pursuant to University Senate Code 14.2.c, a respondent has the privilege of remaining silent and refusing to give evidence in response to a complaint. The respondent also has the right to respond and give evidence in response to the complaint.
- The respondent shall submit a written response to the Office of Graduate Studies within 14 calendar days of receiving the complaint. The response shall contain the respondent’s statement of the facts underlying the dispute as well as any other defenses to the allegations in the complaint. The response shall also identify the witnesses or other evidence relied on by the respondent and shall include copies of any documents relevant to the response. The respondent shall provide a complete copy of the response to the complaining party.
- Upon receipt of the response, the Office of Graduate Studies shall contact the complaining party to verify that a copy of the response has been provided.
- Upon receiving the complaint and response, or if the respondent fails to respond within the 14-day time period, the Office of Graduate Studies shall appoint a committee to consider the complaint. Normally, a complaint shall be heard by a sub-committee of the Executive Council of Graduate Faculty from among the members of the committee. The committee members shall be disinterested parties who have not had previous involvement in the specific situation forming the basis of the complaint. In the summer, if the complainant requests a hearing before the full committee he or she must waive the right to timely hearing (see 11 below) and a hearing date will be scheduled early in the fall.
- Pursuant to USRR 184.108.40.206, the chair of the committee may contact other hearing bodies within the University to determine whether a grievance or complaint involving the underlying occurrence or events is currently pending before or has been decided by any other hearing body.
- Time limits. To use this procedure, the complainant must file the written complaint with the Office of Graduate Studies within six months from the action or event that forms the basis of the complaint. The six-month time period shall be calculated using calendar days (including weekends and days during which classes are not in session).
- Upon receiving the complaint, if the chair of the committee determines that the any of the following grounds exist, he or she may recommend to the dean that the complaint be dismissed without further proceedings. The grounds for such dismissal are: (a) the grievance or another grievance involving substantially the same underlying occurrence or events has already been, or is being, adjudicated by proper University procedures; (b) the grievance has not been filed in a timely fashion; (c) the Office of Graduate Studies lacks jurisdiction over the subject matter or any of the parties; (d) the grievance fails to allege a violation of a University rule; (e) the party filing the grievance lacks standing because he or she has not suffered a distinct injury as a result of the challenged conduct and has not been empowered to bring the complaint on behalf of the University; or (f) the party filing the grievance has been denied the right to file grievances pursuant to USRR 6.5.4.
- If the chair of the committee determines that a grievance on its face properly should be heard by another body, the chair will recommend that the Dean send the grievance to the appropriate hearing body without further proceedings in the Office of Graduate Studies. The Dean will send a copy of the referral to the complainant(s) and any responding parties.
- If not previously attempted, prior to scheduling a hearing, the parties shall participate in mediation of the dispute unless either party waives mediation. Mediation shall be governed by USRR 6.2.3.
- If mediation is successful, the mediator will forward to Dean, the committee chair, and all parties a letter describing the outcome of the mediation and the terms upon which the parties have agreed to resolve the dispute. This letter shall be a recommendation to the Dean. The Dean will notify the mediator, the committee chair, and the parties that the recommendation has been accepted, modified, or rejected.
- If mediation is not successful, the mediator will notify the Dean, the committee chair, and the parties that mediation has terminated. If mediation is not successful, or if it is waived by either party, the grievance committee will schedule a hearing no later than 30 calendar days from the written submission of the complaint. The 30-day period may be extended for good cause as determined by the chair of the committee. The 30-day period shall be suspended during the mediation process. The hearing will be closed unless all parties agree that it shall be public.
- Each party may represent himself or herself or be represented by an advisor or counsel of his or her choice.
- Each party has the right to introduce all relevant testimony and documents if the documents have been provided with the complaint or response.
- Each party shall be entitled to question the other party’s witnesses. The committee may question all witnesses.
- Witnesses other than parties shall leave the hearing room when they are not testifying.
- The chair of the committee shall have the right to place reasonable time limits on each party’s presentation.
- The chair of the committee shall have the authority and responsibility to keep order, rule on questions of evidence and relevance, and shall possess other reasonable powers necessary for a fair and orderly hearing.
- The hearing shall not be governed by the rules of evidence, but the chair of the committee may exclude information he or she deems irrelevant, unnecessary, or duplicative. Statements or admissions made as part of the mediation process are not admissible.
- The committee will make an audiotape of the hearing but not of the deliberations of the committee. The audiotape will be available to the parties, their authorized representatives, the committee and the Dean. If a party desires a copy of the audiotape or a transcript of the tape, that party will pay for the cost of such copy or transcript. In the event of an appeal, the audiotape will be provided to the appellate body as part of the record of the case.
- After the presentation of evidence and arguments, the committee will excuse the parties and deliberate. The committee’s decision will be a written recommendation to the Dean. The committee shall base its recommendations solely upon the information presented at the hearing.
- The committee will send its written recommendation to the Dean and the parties as soon possible and no later than 14 calendar days after the end of the hearing.
- Within 14 calendar days of receiving the committee recommendation, the Dean will notify the parties of the acceptance, modification, or rejection of the recommendation. The Dean will advise the parties of the procedure available to appeal the decision.
These procedures have been reviewed by Graduate Council Executive Committee and the Office of the University General Counsel and are effective immediately.
View current Lawarence and Edwards Campus policies on grievances.
Medical Center Campus
Procedures for Graduate Student Grievances
Concerns regarding illegal discrimination or harassment should be reported to the Equal Opportunity Office; concerns regarding scientific misconduct should be reported to the Dean of Graduate Studies. If there is a question as to which procedure is appropriate, this decision will be made by the student and the Dean of Graduate Studies in consultation with the Department or Program Chair.
Any grievance should be heard at the level appropriate to a consideration of the issues. The grievance procedure may not be used as an appeal for a grade. Grades should be appealed at the department level. Committees established at the department, program or school level to hear grievances proceed in accordance with their own specific procedures and make recommendations to the appropriate administrative officers as provided in those procedures. Appeals from the decision of a department or program must be made to the Dean of Graduate Studies.
The appellate process is designed to ensure that due process has been afforded an individual in the initial hearing. The Dean of Graduate Studies will appoint the committee Chair from the membership of the KUMC Graduate Council. 2 other members will be selected by the Chair from the Graduate Council and one other graduate faculty member selected by the student complainant and a second graduate faculty member selected by the accused. The selection of these faculty members shall be acceptable to both parties. A student member will be selected by the President of the Graduate Student Council. Care should be taken to ensure that none of the members have a conflict of interest in this case. This committee will examine all pertinent documents including student records and interview the parties directly involved in the complaint as well as other parties deemed necessary. Minutes of testimony will be made available to both the complainant and accused parties after the hearing is completed. It is essential that all parties retain confidentiality of information gained through the hearing process. Both parties will be provided an opportunity to respond to the minutes in writing before the committee's final recommendation is forwarded to the Dean of Graduate Studies who will make the final determination. The documents provided to the grievance committee will be retained in the Office of Graduate Studies for a period of three years, after which time they will be destroyed. There is no further appeal.
The complete KUMC policy on grievances is available in the online student handbook.
Intellectual Property Policy
All enrolled students are subject to the Board of Regents and KU Intellectual Property Policies. The ownership of student works submitted in fulfillment of academic requirements is retained by the creator(s). By enrolling, the student gives the institution a nonexclusive royalty-free license to mark on, modify, retain the work in the process of instruction, or otherwise handle the work, as set out in the institution’s Intellectual Property Policy or in the course syllabus. The institution does not have the right to use the work in any other manner without the written consent of the creator(s). The policy is available in its entirety on the Provost’s website.
View current policies on intellectual property.
Leave of Absence
Lawrence and Edwards Campuses
A leave of absence may be granted upon request to the graduate program in advance of leave. A leave of absence may be granted in extraordinary circumstances (e.g., cases of illness, emergency, financial hardship, military leave), to pursue family responsibilities, or to pursue full-time activities related to long-range professional goals.
Appropriate documentation related to these extraordinary circumstances may be requested from the student directly. Evidence of progress towards degree will also be a determining factor in the decision to grant an exception.
The time taken for a leave of absence does not count against the student’s time to degree. However, if the total time for the leave extends more than 5 years, the student will lose his/her place in the program and must reapply for admission.
To request a Leave of Absence, the program must complete a Progress to Degree form.
For more information, go to the Graduate Studieswebsite.
Medical Center Campus
There may be situations in which a graduate student needs a longer leave of absence than is available through the Registrar’s Office process which is used to report current enrollment status (e.g. either enrolled or LOA). The Office of Graduate Studies may grant a leave of absence from an academic program for up to one year, with the possibility of extension. The student must make a written request for a leave of absence from their academic program and submit to their department. The department forwards the student's request along with the department's recommendation to the Dean of Graduate Studies for approval. If approved, the time on leave from the academic program will not be counted toward the maximum time granted to complete a degree (Ph.D., 8 years; master’s, 7 years).
View current Medical Center policies on leaves of absence.
Post-Comprehensive Enrollment for Doctoral Candidates
Doctoral candidates are required, after passing the comprehensive oral examination, to be continuously enrolled in one or more hours of dissertation or programmatically equivalent coursework (for example, document hours for DMA students) that both moves the student towards degree completion and reflect, as accurately as possible, the candidate's demands on faculty time and university facilities. During this time, until all requirements for the degree are completed (including the filing of the dissertation) or until 18 post-comprehensive hours have been completed (whichever comes first), the candidate must enroll for a minimum of 6 hours a semester and 3 hours a summer session.
Post-comprehensive enrollment may include enrollment during the semester or summer session in which the comprehensive oral examination has been passed. If after 18 hours of post-comprehensive enrollment the degree is not completed, the candidate must continue to enroll each semester and each summer session until all degree requirements have been met. The number of hours of each enrollment must be determined by the candidate’s advisor and must reflect as accurately as possible the candidate’s demands on faculty time and university facilities.
View current policies on doctoral post-comprehensive enrollment.
In order to recognize the achievement of students who have died, the University of Kansas may grant undergraduate, graduate and professional degrees posthumously. This policy applies to deceased students who were in good academic standing at the time of death and enrolled for their final semester at the University of Kansas, as determined by the dean of the school or college. Requests for posthumous degrees must be initiated by the student’s academic department and approved by the dean of the school or college conferring the degree. Each case will be determined on its own merits.
The dean of the school or college posthumously conferring the degree should contact the Office of the University Registrar to confirm the correct information for the degree to be conferred, notify the Vice Provost for Academic Affairs, and coordinate with the Office of the Chancellor for notification of the family. Posthumous degrees are conferred during the semester in which the student was expected to graduate. The Chancellor informs the student’s family in writing of the posthumous award of the degree.
View current policies on posthumous degrees.
Progress to Degree Policy
Lawrence and Edwards Campuses
The Progress to Degree forms are the official form recognized by Graduate Studies to track and monitor graduate student progress at the University of Kansas. The forms should be used to report every aspect of academia from change in degree plans within the same department to changes in academic status, to request time limit extensions and leaves of absence, transfer credit towards a master’s degree, and report the completion of comprehensive and oral exams, certificate programs as well as Research Skills and Responsible Scholarship requirements.
The forms are available on the Graduate Studies website and should follow the workflow indicated for the individual function required.
View current Lawrence and Edwards Campus policies on progress to degree.
Medical Center Campus
The Progress to Degree system is used by Graduate Studies to track and monitor graduate student progress. The forms should be used to report items such as change in degree plan within the same department, change in admission status, transfer credit towards a master’s degree, master’s general exam, master’s thesis defense and oral comprehensive and final exam for PhD students. This system is used by designated faculty or staff to request Graduate Studies approval for the various functions indicated.
View current Medical Center policies on progress to degree.
Special Conditions for Specified Types of Research
There are certain types of research or activities that may not be pursued unless specific prior approval and/or training has been obtained.
KU Medical Center students should refer to KUMC Office of Compliance policies.
The student’s responsibilities for such activities are as follows:
- Human Subjects Committee, Lawrence. KU requires prior review by the Human Subjects Committee Lawrence (HSCL) of all research projects involving human subjects. There are no exceptions. Although certain types of research may be exempt from record keeping, the committee decides which projects fall in the exempt class. It is the student’s responsibility to become acquainted with KU guidelines for research involving human subjects, to submit an application, and to observe the conditions of the committee-approved application. Normally these guidelines first are discussed with the student’s advisor, but students are encouraged to contact the HSCL co-coordinator, Mary Denning 785-864-7385, email@example.com, for information, applications, and instructions at any time. Expedited projects may be approved within 1 week. Committee-reviewed projects may take 4 weeks. Delays may be avoided by contacting HSCL before submitting applications.
- Research or classroom activities involving ionizing radiation sources or class 2, 3, or 4 lasers. No student may handle sources or machines that emit ionizing radiation or class 2, 3, or 4 lasers unless that student has been appropriately trained and the Environment, Health, and Safety–Radiation Safety Service has verified, documented, and approved that training to be adequate for the proposed activities. Appropriate safety courses or training normally are available during each academic term. A source of ionizing radiation may be used only as specified in an approved permit issued by the EHS–Radiation Safety Service and/or the Laboratory Safety–Laser Safety Subcommittee. The student is responsible for knowing the conditions of the permit under which the activities will be carried out. Usually such activities will be discussed first with the research advisor or classroom instructor, but students may contact the EHS–Radiation Safety Service, 785-864-4089, at any time.
- Research or classroom activities involving biohazards or hazardous chemicals. No student may handle biohazards or hazardous chemicals unless that student has been appropriately trained by a qualified individual. (This may be an instructor, a research advisor or the Environment, Health, and Safety department.) Activities or projects involving the use of biohazards or hazardous chemicals require that the EHS department be notified. Some projects or activities may require an approved permit issued by the EHS department, the Laboratory Safety–Biosafety Subcommittee, or the Laboratory Safety–Chemical Safety Subcommittee. Recombinant DNA research must be approved by the Recombinant DNA committee. If the student’s activities potentially involve biohazards or hazardous chemicals, prior consultation with the instructor, research advisor, or the EHS department concerning safe use and disposal requirements is mandatory. Contact EHS at 785-864-4089.
- Research involving animals. All research involving animals requires prior approval of the Institutional Animal Care and Use Committee (IACUC) and must be carried out by individuals appropriately trained as specified in federal regulations and approved by IACUC. The staff of the Animal Care Unit (ACU) conducts orientation and training sessions at the beginning of every semester and as needed. IACUC policy requires attendance at such a session before working with animals. Faculty members are advised of meeting times. Although the student’s advisor should be familiar with requirements, students may contact IACUC at 785-864-8841 in Lawrence, or 913-588-7015 at KU Medical Center, for information.
Special Sessions and Programs
Extramural (Off-Campus) Graduate Study
With the approval of the Executive Council of the Graduate Faculty, off-campus centers may be established to permit students to work for graduate residence credit (credit that counts toward a graduate degree). Extramural centers must meet established criteria for faculty, students, programs, resources (library and laboratory, etc.), and administration. Centers for extramural programs have been approved in the U.S. Army Command and General Staff College at Fort Leavenworth journalism and business); the KU Public Management Center at Topeka (public administration and civil engineering); and the KU Edwards Campus for graduate studies generally in the Kansas City area. Write to KU’s Edwards Campus, 12600 Quivira Rd., Overland Park, KS 66213-2402, 785-864-8400 or 913-897-8400 for information on programs at that campus. Residence credit courses (education and applied behavioral science) are offered in the Leavenworth public school system, although it is not fully recognized as a center. The Schiefelbusch Institute for Life Span Studies coordinates KU extramural programs at the Kansas Intellectual and Developmental Disabilities Research Center at Parsons State Hospital and Training Center in Parsons, Kan. These programs are offered by the School of Education, the Department of Applied Behavioral Science, and the Intercampus Program in Communicative Disorders.
All graduate students are responsible for informing themselves of requirements and policies of the Office of Graduate Studies. Visit the Lawrence Graduate Studies website or the KUMC Graduate Studies website for the most up-to-date requirements and policies. They are also expected to be familiar with the regulations and requirements of their Graduate Divisions and departments and of their graduate programs. Members of the Graduate Faculty and of the staffs of the Graduate Divisions are ready to answer questions and offer counsel. It is each graduate student’s responsibility to know and observe all regulations and procedures relating to the graduate degree program the student is pursuing. In no case will a regulation be waived or an exception be granted because students plead ignorance of, or contend that they were not informed of, requirements, regulations, procedures, and deadlines. Responsibility for following all policies and meeting all requirements and deadlines rests with the student.
Undergraduate Enrollment in Graduate-Level Courses
Well-qualified undergraduate students may be permitted to enroll in 800- or 900-level courses for undergraduate credit with the approval of the instructor, the student’s advisor, and the Graduate Division. The student must bring a Count Towards Degree form signed by the instructor, a letter of explanation and recommendation from the advisor, and current academic record to the Graduate Division for approval. If approved, the Graduate Division signs the Count Towards Degree form, which the student must present to the staff in the Student Records Center to enroll in the courses. Courses taken for undergraduate credit may not be transferred to graduate credit.
View current policies on undergraduate enrollment in graduate-level courses.
This catalog is not itself a source of policy and does not create a contract between the University of Kansas and its students. University policy is the binding agent in the event an inconsistency is noted between the catalog and official University policy. Whenever possible the catalog provides links to the policies referenced.