Academic Policies & Procedures

To ensure our graduate students have a successful academic journey, we’ve highlighted some of the key policies and procedures that govern graduate programs.

Academic Standing MASTER’S STUDENTS

GOOD ACADEMIC STANDING For a masters-level graduate student to remain in good academic standing, the student must maintain a cumulative and semester or module grade point average of 3.0 (on a 4.0 scale) and meet their department’s academic progress criteria toward degree completion. The minimum GPA of 3.0 is based on all coursework taken, regardless of whether the courses are part of the student’s degree plan. Some programs may require a higher minimum GPA in the program or in specific courses for progression into subsequent courses.

ACADEMIC PROBATION— A student whose GPA falls below 3.0 cumulatively or in a given semester or module is placed on academic probation the next semester or module. Within the probationary semester or module, the student’s cumulative and semester or module GPA must return to 3.0, or the student will be suspended.

course are suspended without a probationary semester or module, regardless of cumulative GPA. Suspended students who nevertheless register or have registered prior to completion of the semester in which academic standing is determined will be dropped from coursework.

Doctoral Students

GOOD ACADEMIC STANDING For a doctorallevel graduate student to remain in good academic standing, the student must maintain a cumulative GPA of 3.25 (on a 4.0 scale), maintain a semester GPA of 3.25, and maintain a 3.25 in 8000 and 9000-level coursework. Some programs may require a higher minimum GPA in the program or in specific courses for progression into subsequent courses.

ACADEMIC PROBATION— A student who does not meet the criteria for Good Academic Standing is placed on academic probation the next semester. Within the probationary semester, the student’s cumulative and semester GPA must return to 3.25, or the student will be suspended.

ACADEMIC SUSPENSION— Probationary students who do not raise their GPA to the minimum 3.0 GPA at the end of the probationary semester are suspended. Students who receive an F in any course are suspended without a probationary semester, regardless of cumulative GPA. Suspended students who nevertheless register or have registered prior to completion of the semester in which academic standing is determined will be dropped from coursework.

meeting academic progress requirements may result in the student being placed on academic probation, suspension, or dismissal by the Program through the Dean of the Academic College. Students suspended or dismissed under the program or academic college policies may submit an academic appeal.

Appealing an Academic Suspension

To continue graduate studies, suspended students must submit an appeal via the graduate college portal, which will automatically route it to the Graduate Program Coordinator (GPC) and the Academic College Dean to the Graduate College Dean, for review, and upon approval, may continue in the program of study.

Dismissal— Students whose suspension appeals are not approved are dismissed. Students who do not meet the conditions of an approved reinstatement appeal are dismissed.

Financial Aid Satisfactory Progress (SAP)

ACADEMIC SUSPENSION— Probationary students who do not raise their GPA to the minimum 3.0 GPA at the end of the probationary semester are suspended. Students who receive an F in any

Doctoral students must also meet departmental and institutional academic progress criteria toward doctoral degree completion. Not

Federal Title IV financial aid regulations require students receiving federal student financial aid to maintain Satisfactory Academic Progress (SAP) at the University in order to remain eligible for this aid. SAP standards are also required for some state and institutional financial aid programs. All semesters of enrollment including summer must be considered in the determination of SAP. SAP standards, including GPA, pace and maximum time frame, begin anew for students seeking a graduate of professional degree after completing an undergraduate degree. The UTRGV Office of Student Financial Aid will be able to answer your questions about current financial aid policies, SAP, and guide you through an appeals process, if necessary.

Maximum Course Load

The normal load for a full-time graduate student is nine hours in a regular Fall or Spring semester. A student may be permitted to enroll for 15 hours with the approval of the dean of the college. Normal load during a summer session is six hours, with up to nine hours permitted with the approval of the dean of the college. In the case of doctoral students, approval to register for more than 12 hours must be given in advance by the Dean of the Graduate College, or his or her designee.

Attendance

The University’s Handbook of Operating Procedures requires regular attendance at all classes for which the student is registered. A student who enrolls for a course and then does not attend is considered absent from the class until the student officially drops the course.

Continuous Enrollment

All graduate students are expected to enroll and pay tuition and fees by the Census day (refer to Academic Calendar) of each academic term until graduation.

Leave of Absence

A Leave of Absence (LOA) is a temporary cessation of degree-seeking study and may be granted for no more than two consecutive long semesters or four consecutive modules up to one year for documented medical reasons or other unavoidable circumstances (e.g., active military duty, etc.).

Students enrolled in Accelerated Online Programs (AOP) are not required to submit an LOA for leaves of one module; however, AOP students who anticipate leave of two or more modules should submit one.

Dropping and Withdrawal

To withdraw from the University, a student must complete a formal withdrawal process, which is available online in the students’ selfservice system. Questions about withdrawal can be addressed to the Office of the Registrar at registrar@utrgv.edu. A student may withdraw during the first 75% of each semester/term. Refer to the my.utrgv.edu account for withdrawal deadlines for each term. Students who withdraw will be given a grade of “W”. After the deadline, if the student does not withdraw, they will remain on the class roll and receive the letter grade earned.

Incomplete Grades

A grade of “I” may be given when students have not completed the required coursework within the alloted time of a regular semester or summer session, if the instructor determines the reason for the work being incomplete is valid and the grade of “I” is justified. A written agreement between the student and the instructor specifying the work to be made up and the deadline for its accomplishment must be filed in the office of the School Director/Department Chair at the time the “I” is submitted. The work agreed upon must be satisfactorily completed and the “I” changed no later than the end of the next regular (Fall or Spring) semester from the date the “I” was received (unless an extension is requested by the instructor), or the grade will automatically be recorded as the grade alternatively assigned by the faculty at the time of submitting the written agreement.

Appealing a Grade

Students wishing to appeal final grades or misunderstandings in academic standards should first discuss the matter with their instructor. If no resolution occurs, and the student wishes to pursue the matter further, the student should appeal in writing to the appropriate Program Director/Department Chair within one long semester after the disputed grade is issued or the misunderstanding occurred. The Program Director/ Dept. Chair will respond in writing to the student within 14 calendar days (excluding holidays) of the receipt of the student’s written appeal. Pursuant appeals will be written and directed within 14 calendar days (excluding holidays) of the date of the Program Director/Dept. Chair’s decision to the College or College Academic Appeals Committee. The committee will consist of a panel of three faculty members, two of whom may not be from the department in which the appeal originated. The Dean will appoint the panel members upon receipt of the written appeal and notify the student in writing of the date, time, and location of the hearing and the names of the members of the panel. The student and the faculty member involved may appear in person before the panel and present evidence and/or witnesses (to provide evidence and then leave). The hearing will be closed to the public, and no person other than the student, the faculty member involved, and panel members may be present. No person may represent the student or the faculty member. After the College Academic Appeals Committee has heard the appeal, it will deliberate and come to a decision. The committee’s decision will be written and mailed, or delivered in person, to the student and faculty member within five calendar days (excluding holidays) of the close of the hearing. The student may appeal in writing within 14 calendar days (excluding holidays) to the Dean. The Dean’s decision will be final, and it must be mailed or delivered in person to the student within 14 calendar days (excluding holidays) of the receipt of the student’s written appeal.

Transfer of Graduate Credits to UTRGV

Graduate coursework completed at other institutions will be reviewed for approval by the Graduate Program Coordinator (GPC) or Director, the Department Chair, and the Dean of the Graduate College or their designee. For details about the type of credit accepted, see the Graduate Catalog.

Residency

One-third of the credits towards a graduate degree must be earned through instruction offered by UTRGV. Transfer students may be required to complete additional hours above those on their degree plan to meet this requirement.

Plagiarism, Fabrication, Falsification

UTRGV strives to create a research and scholarship climate that promotes faithful adherence to high ethical standards in the conduct of research or other scholarly or creative activities, without inhibiting productivity and creativity. Misconduct in scholarly activity is an offense that damages not only the reputation of those involved but also that of the entire educational community and will not be tolerated. Misconduct in scholarly activity includes fabrication, falsification, plagiarism, or other practices that seriously deviate from those that are commonly accepted within the academic community for proposing, conducting, or reporting research or other scholarly or creative accomplishments. It does not include honest errors or honest differences in interpretations or judgments of data.

For more information, visit the Student Rights and Responsibilities student resource page.