The Graduate College is responsible for periodic performance reviews of graduate students in accordance with the guidelines described in this bulletin. The Graduate Council and the Dean of the Graduate College shall supervise and evaluate the academic units of the University which offer the master’s and doctoral degree to ensure observance of policy and academic excellence. They shall use adequate means of inspection in evaluating the quality of master’s and doctoral programs.
RETENTION
A student will be permitted continue as a graduate student as long as he or she fulfills the specific requirements of the academic unit and:
The rules for retention apply to all graduate students.
Progress Review
The Graduate College monitors each student’s academic progress. At the end of each semester or summer session the Graduate College will notify those students who fail to meet the standards of performance.
Satisfactory Progress
Making satisfactory progress toward the degree includes, but is not limited to:
The Grade Point Average
A graduate student’s grade point average is calculated in two ways:
These grade point averages are determined on the coursework taken at the University of Oklahoma since completion of the most recent degree earned at the University of Oklahoma. If either of the two calculations yields a grade point average less than 3.00, the student will be placed on academic probation. All grades obtained in graduate-level courses, whether comprising a part of the degree program or not, will be used in calculating grade point averages for purposes of retention and graduation. Exceptions are grades of S, U, I, X, P, NP, W, and AU, for which no grade points are awarded. If a graduate student has credits earned as an undergraduate that were approved to form part of the graduate program, these credits will be used in determining the student’s grade point average.
ACADEMIC PROBATION
Students on probation will be notified by letter and/or e-mail that they have been placed on probation. The student’s major department also will receive same notification.
Low Graduate GPA
Students placed on academic probation because their performance in graduate coursework is below a cumulative GPA of 3.00 will be evaluated each semester and at the end of the semester in which the next 12 hours of graduate credit coursework is completed. The 12 hours represent the probationary period. If a student on probation does not achieve a cumulative grade point average of at least 3.00 in all letter-graded graduate courses taken at the University of Oklahoma since completion of the most recent degree at the University of Oklahoma, further enrollment will be denied. Students enrolled in graduate degree programs in which they do not accumulate grade points will be evaluated at the conclusion of an equivalent period. Students who do not improve their grade point averages may be denied further enrollment before the probationary period elapses.
Low Overall Coursework GPA
Students who are placed on probation because their overall performance for both undergraduate and graduate coursework is below a cumulative grade point average of 3.00 will be evaluated as above, except that the probationary period will be considered the next 12 credit hours of both undergraduate and graduate coursework taken.
U and NP Probation
A student earning two or more credit hours of U and/or NP in one semester or summer session will be placed on academic probation for the next two semesters in which the student enrolls. Earning two or more credit hours of U and/or NP during a U or NP probation will be grounds for dismissal from an academic program and the Graduate College.
DISENROLLMENT FOR LOW GRADES
A student will be denied further enrollment when the student is placed on any type of academic probation for the third time. When a doctoral student earns nine credit hours of grades of C, D or F in any combination, the student will be disenrolled from the doctoral program. A student who does not meet the requirements of a conditional admission is subject to disenrollment from the Graduate College.
ACADEMIC UNIT STANDARDS
Academic Units may have additional and more stringent criteria for evaluating a student’s performance and progress. They may demand a higher level of performance than that required by the Graduate College. An academic unit may, under some circumstances, recommend disenrollment of a student from a graduate program even though a 3.00 grade point average has been maintained. In such cases, the academic unit must describe in writing to the student and the Graduate College the circumstances on which the unsatisfactory performance or progress evaluation is based, and specify what the student should do and the time frame for improvement. If the student fails to meet the criteria outlined in this letter, the academic unit may recommend disenrollment from the program. Grounds for disenrollment include, but are not limited to:
EVALUATION OF STUDENTS
Academic units must conduct an annual review and evaluation of their graduate students’ progress in meeting degree requirements. Normally, the graduate faculty of the academic unit conducts this review. However, in large academic units, the review may be done by program units, or other units designated by the department, when authorized by the Graduate Dean. Any exceptions to this requirement must receive the prior written approval of the Graduate Dean.
Review Criteria
The review may include, but is not limited to, considerations such as:
The review may also encompass the student’s broader scholarly capabilities and professional development. The review should not include an assessment of the student’s performance as a graduate assistant.
Review Notification Letter
The academic unit will notify each student and the Graduate College by letter of the student’s progress and performance toward satisfying degree requirements. If there are deficient areas, the academic unit should specify clearly what the student should do to receive a satisfactory evaluation. If the student is not so notified by the end of the 14th week of the spring semester, it is the student’s responsibility to request in writing that the academic unit provide such an evaluation. This request must be received by the academic unit prior to the beginning of the summer session. Failure to receive or request the written evaluation does not change the student’s responsibility of maintaining satisfactory progress in meeting academic unit and Graduate College requirements.
Second Review
The Graduate College will review the student’s total record and, if appropriate, the student will be placed on probation. The academic unit is responsible for monitoring the performance of a student with a less than satisfactory evaluation and shall conduct a second review at the end of the next semester or designated period. The Graduate College and the student should be notified by letter of the results of the second review. Based on the second review and the academic unit’s recommendation, the Graduate College will either:
Third Review
A student who receives three consecutive unsatisfactory evaluations will be denied further enrollment.
Disenrollment
Just as the Graduate College has the formal responsibility of admitting graduate students, it also has the responsibility of formally disenrolling students.
Options for Disenrolled Students
A student who is disenrolled from a graduate program may apply to pursue a graduate degree in another major field, provided that, at the time of the new admission, the student satisfies all applicable requirements under the rules and regulations of the University of Okalahoma, its colleges, and its academic units. When a doctoral student earns nine credit hours of grades C, D or F in any combination, the student will be disenrolled from the doctoral program and will be ineligible for admission to another doctoral program. However, this student can be considered for admission to a master’s program in which the student does not already hold a master’s degree.
SPECIAL STANDARDS OF PERFORMANCE FOR STUDENTS ENROLLED IN INTERNSHIPS, PRACTICA OR SIMILAR PROFESSIONAL EXPERIENCES
Some degree programs require that students successfully complete a professional experience such as an internship or a practicum. Students who have advanced to this point in their academic programs must exhibit the highest level of professional standards and conduct. For this reason, a student who earns an unsatisfactory grade, or engages in inappropriate conduct in a professional experience such as an internship or practicum, may be disenrolled from the academic program. In order to recommend a student for disenrollment under these provisions, the chair or director will:
The Graduate Dean may then approve or disapprove the recommendation or may conduct a further investigation. If the recommendation is approved, the Graduate Dean will notify the student of disenrollment from the academic program and advise the student of the right to file an academic appeal of the matter. The Academic Appeals Board for the Graduate College will hear appeals of disenrollments made under the provisions of this policy.
ACADEMIC MISCONDUCT
The Student Code specifies the responsibilities and conduct of students on the Norman campus. The code includes the academic misconduct procedures in force on the campus. The definition of academic misconduct is as follows:
It is the responsibility of each student to be familiar with the definitions, policies and procedures concerning academic misconduct.
The Student Code is available from the Office of the Vice President for Student Affairs or on the Internet at www.ou.edu/studentcode. Further information about academic misconduct is contained in the Student’s Guide to Academic Integrity, available on the Internet at www.ou.edu/provost/integrity.
ACADEMIC APPEALS (Graduate)
A Graduate College Academic Appeals Panel will be appointed and given authority to hear all appeals involving qualifying examinations, comprehensive examinations, general examinations, theses and dissertations, and other appropriate matters as determined by the Graduate Dean. The only issues to be resolved are those of prejudiced or capricious evaluation, or alleged inability to speak the English language to the extent necessary to adequately instruct students. Complete information about Graduate College academic appeals may be obtained from the Graduate College Academic Appeals Guidelines and the Student Code, Title 14.
Filing an Appeal
If the student wishes to appeal, the student will submit a written appeal to the dean. The written appeal must specify:
1. the action being appealed;
2. the names of individuals allegedly responsible, if known;
3. a summary of the evidence of alleged wrongful treatment; and
4. a statement of the relief desired.
Time Limits
THE GRADUATE ASSISTANT APPEALS BOARD
The Graduate Assistant Appeals Board will be appointed to hear appeals by graduate assistants regarding termination requests by academic units and/or employment grievances of graduate assistants. Students wishing to file an appeal with the Graduate Assistant Appeals Board must do so within 10 calendar days (excluding Saturdays, Sundays, and University holidays from classes) of the action being appealed. Appeals should be filed in writing in the Graduate College Office. The written appeal should state:
1. the action being appealed,
2. the basis for the appeal, and
3. the relief the student seeks.
The decisions made by the Appeals Board will be considered as recommendations to the provost, who has final responsibility for such employment concerns. Complete information about Graduate Assistant Appeals is located in the Graduate Assistant Handbook.
STUDENT GRIEVANCES
Sexual Harassment
The University of Oklahoma explicitly condemns sexual harassment of students, staff and faculty. Since some members of the University community hold positions of authority that may involve the legitimate exercise of power over others, it is their responsibility to be sensitive to that power. The University is committed to providing an environment of study and work free from sexual harassment and to ensuring the accessibility of appropriate grievance procedures for addressing all complaints regarding sexual harassment. To proceed with such a grievance, contact the Office of Equal Opportunity, 102 Evans Hall, for further information, or call (405) 325-3546.
Student Discrimination
The University has a policy of internal adjudication of student grievances. A procedure is established to provide the opportunity for a student to have a grievance of any type heard and adjudicated by administrative settlement. The procedures are designed to hear all grievances related to alleged discrimination on the basis of race, color, sex, religion, national origin, or age. For further details about the procedure to be followed, see the Student Code under the section, “University of Oklahoma Student Discrimination Grievance Procedure” or contact the Office of Equal Opportunity.