Graduate College Handbook

Transcription

1 Graduate College Handbook A Guide to Graduate College Policies and Procedures for Faculty and Students Iowa State University Compiled and Prepared by Graduate Council and Graduate College September 2015

2 Introduction The Graduate College Handbook attempts to provide graduate faculty and students a ready reference of information about graduate education at Iowa State University (ISU). This handbook compiles the graduate policies and procedures established by the Graduate Council, the Faculty Senate, and the Dean of the Graduate College. Because no single reference can cover every aspect of graduate education, this volume will supplement but not replace other print and electronic publications that are available within the Policy Library at This edition of the handbook will also include references to the Web links. Since Web addresses frequently change, some of the references included here may change after the publication of the handbook. To find most of the websites of interest to graduate students and faculty, first browse the Iowa State University and Graduate College homepages. Those addresses are included below: Also, notice that the online version of this handbook is internally linked through the Table of Contents and Text links within the chapters. Readers are asked to note discrepancies or policy questions not answered and to submit their observations or suggestions to: Graduate College Handbook, Graduate College, 1137 Pearson Hall. ii

3 Table of Contents Chapter 1. Admissions...1 Admission with a Declared Major... 1 Admission Categories... 1 Entrance Examinations... 2 Distance Education Courses... 2 Admission as a Nondegree Graduate Student... 2 Chapter 2. Registration, Fee Assessment, and Withdrawal Procedures...4 Registration... 4 Audit Registration... 4 Cancellation of Registration... 4 Tuition Adjustment for Full Course Load Reduction to a Partial Course Load... 5 Doctoral Post Prelim Registration (GR ST 680) for Ph.D. Students... 5 Registration and Graduation... 5 Credit Load Limitations... 6 Full-Time and Part-Time Students... 6 Interim Registration... 7 Off-Campus Course Registration... 7 Reentry Registration... 7 International Students Taking CPT and OPT... 7 Registration Changes... 8 ISU Staff Members and Credit Limit Requirements... 8 Payment of Tuition and Fees... 8 Past Due Accounts... 8 Late Registration Fee... 9 Graduate Students on Assistantship... 9 Graduate Assistant Spouses and Resident Fees Graduate Students on Fellowship Graduate Students on Other Appointments Minimum Fee State Residency Determination Withdrawal from the University Medical/Behavioral Withdrawal Military Duty Death of a Student Tuition Assessment Appeal after Withdrawal Chapter 3. Graduate Student Financial Support Fellowships Graduate Assistantships Types of Assistantships Graduate Minority Assistantship Program (GMAP) Assistantship Policies and Procedures Appointments Greater than Half-Time Benefits for Graduate Assistants Tuition Scholarship Awards Graduate Assistantship Tuition Scholarships iii

4 Graduate College Tuition Awards Combinations of Tuition Scholarship Awards Other Financial Support External Funding Sources Financial Aid and Work Programs Non-Citizen Employment Miscellaneous Financial Issues Loan Deferment Certification for Half- or Full-time Status Tax Liability of Foreign Nationals Time Limits for Financial Aid Chapter 4. Degree Programs and Requirements Graduate Administrative Components Department Graduate Major Interdepartmental Majors and Home Departments Graduate Minor Graduate Area of Specialization Graduate Certificates Changes in Graduate Program or Status Transferring from One Major/Program/Department to Another Curriculum Change from Active Graduate to Active Undergraduate Status Curriculum Change from Inactive Graduate to Active Undergraduate Status Special Graduate Majors and Degree Programs Co-Major Degree Program Concurrent Degree Programs Double Degree Programs Combined Degree Program at Iowa State University/Drake University Law School Graduate Degree Requirements Credits Required for Graduate Degrees Examinations Graduate English Requirements for Nonnative Speakers of English Residency Requirements Time-to-Degree Limit Chapter 5. Courses, Credits, and Grading Courses and Credits Graduate Courses Undergraduate Courses on Program of Study Audited Courses Creative Component Credits Dual-Listed Undergraduate and Graduate Courses Repeated Courses R-Credit Courses Research Credits Nondegree Undergraduate (Special) Student Admission Status Special Topics or Independent Study Course Credit Testing-Out Credits Transfer of Graduate Credits Workshops and Short Course Credit iv

5 Grading Grade Point Average (GPA) Grading Research and Creative Component Credits Grievances about Grades Pass (P)/Not Pass (NP) Course Credit Satisfactory/Fail (S/F) Grading Probation and Academic Standing Chapter 6. The Graduate Program of Study POS Committee POS Committee Makeup The Major Professor Co-major Professors Members of the Committee Doctoral POS Committee Makeup Master s POS Committee Makeup POS Committee Changes POS Committee Member Replacement in an Emergency Developing the Program of Study Changes on the Program of Study Graduate Courses Taken as an ISU Undergraduate Declared Minors Over-Age Courses Pass/Not Pass (P/NP) Courses Repeated Courses Testing Out Credit Transfer Credits Undergraduate Courses to Make Up Academic Deficiencies POS Committee Responsibilities: A Summary Major Professor (Chair) Responsibilities POS Committee Member Responsibilities Student Responsibilities Chapter 7. Finishing Up Academic Requirements Application for Graduation Final Oral Examinations Terminating a Student after the Master s Degree Registration for Students Not Required to Take Final Oral Examinations Thesis or Dissertation Creative Component Coursework Only Graduate Programs Graduate Student Approval Form for Graduation Financial Obligations for Graduation Graduation Ceremony Arrangements Diplomas Certification of Degree Registration Hold for Graduates v

6 Chapter 8. Opportunities and Services Provided by the Graduate College Advising and Mentoring Opportunities for Graduate Students All Students Underrepresented Students Nondegree-seeking Graduate Students Future College Teachers English Skills Improvement Non-Native English-speaking Students Graduate and Professional Student Senate Professional Advancement Grants Interdisciplinary Graduate Studies Mediation of Student Grievances Non-departmental Home for Postdoctoral Fellows Oversight of Interdepartmental Graduate Programs Ronald E. McNair Postbaccalaureate Achievement Program Chapter 9. Rights and Responsibilities Introduction General Statement of Freedoms and Responsibilities Specific Policies and Laws of Interest to Graduate Students Academic Dishonesty Policy Active Enrollment Status Loss of Active Status Reinstatement to Active Status Failure to Maintain Academic Standing Probation Dismissal for Failure to Maintain Academic Standing Problems with Assistantship Appointment Disputes with Supervisors Length of Appointment Termination of Assistantship Appointments Discipline of Graduate Assistants Other than by Termination Reassignment Effect of Termination or Reassignment on Graduate Studies Problems Associated with Behavior Student Grievance Procedures Grievances about Grades and Instruction Grievances Related to Scholarly and Professional Competence Chapter 10. Postdoctoral Appointments Definition Appointment Appendix A: The Graduate College Administration and Advisory Groups The Graduate College and the Dean of the Graduate College Graduate Faculty Directors of Graduate Education (DOGE) Graduate Council Departmental and Program Graduate Committees Graduate College Committees vi

7 Graduate Term Faculty Membership Committee Graduate Curriculum and Catalog Committee Appendix B: Graduate College Forms and Publications For Students Graduation and Thesis Forms Committee Appointment & Program of Study (POS) Graduate Certificate Forms Graduate Student Request Forms Concurrent Student Request Forms For Departments Letters of Intent Forms Tuition Scholarship Forms Nomination for Graduate Faculty Graduate Curriculum Forms Fellowship Forms Communication Forms Publications Appendix C: Majors, Minors, Degrees, and Areas of Specialization Appendix D: Graduate Certificate Programs What is a Graduate Certificate Academic Procedures for Graduate Certificates Establishing a Certificate Program Programs Offering Graduate Certificates Appendix E: Master s Programs at Iowa State University Master of Arts or Master of Science Thesis Master of Arts or Master of Science Nonthesis Master of Accounting Master of Architecture Master of Arts in Teaching Master of Business Administration Master of Business Analytics Master of Community and Regional Planning Master of Education Master of Engineering Master of Family and Consumer Sciences Master of Finance Master of Fine Arts Master of Landscape Architecture Master of School Mathematics Appendix F: Professional Master s Coursework Only Guidelines Proposed General Features of the Professional Master s Programs (non-thesis) Appendix G: Dual-Listed Courses Appendix H: Graduate Faculty Membership & Term Membership Graduate Faculty Membership Graduate Faculty Term Membership Nonmembers of the Graduate Faculty Graduate Lecturer Appendix I: Procedures for Earning a Master s Degree vii

8 Appendix J: Procedures for Earning a Doctor of Philosophy Degree Appendix K: Linked Index of the Graduate College Handbook Non-linked Index of the Graduate College Handbook viii

9 Chapter 1. Admissions Admission with a Declared Major All degree-seeking graduate students must have graduated with a bachelor s or postbaccalaureate degree from a regionally accredited U.S. institution or from a recognized foreign institution where the requirements for the bachelor s degree or its equivalent are similar to those at ISU. Additionally, each applicant must be accepted at ISU by the major program, the Office of Admissions, and the Graduate College (for the structure and role of the Graduate College at ISU, see Appendix A). Admission Categories Full admission status may be granted to an applicant who either has achieved a grade point average (GPA) of 3.00 or greater (on a 4.00 scale), or ranks in the upper one-half of his or her undergraduate class. Provisional admission status may be granted to an applicant who satisfies the formal university requirements for full admission status (see above), but who has certain academic background or prerequisite deficiencies to remedy. Transfer from provisional to full admission status requires that the student: remove the background deficiencies (coursework taken will require an average of B (3.00) or better), meet the Graduate English requirement (for students whose native language is not English), secure a written recommendation from the program s Director of Graduate Education or his/her major professor to send to the Graduate College, and obtain approval of the Dean of the Graduate College. Restricted admission status may be granted to an applicant who does not satisfy the formal university requirements for full admission status and/or lacks undergraduate preparation in a field related to the graduate field of study. Restricted admission may also be granted to graduates of non-english-speaking foreign institutions, even if the student meets the university requirements for full admission status. Transfer from restricted to full admission status requires that the student: complete at least nine semester credit hours of graduate-level graded courses as a graduate student at ISU, earn a cumulative grade point average of B or above (3.00), meet the Graduate English requirement (for students whose native language is not English), secure a written recommendation of the program s DOGE or his/her major professor to send to the Graduate College, and 1

10 obtain the approval of the Dean of the Graduate College. Entrance Examinations Examinations are not uniformly required of all applicants for admission. However, applicants whose native language is not English must demonstrate proficiency in English equivalent to a Test of English as a Foreign Language (TOEFL) score of at least 550 on the paper-based test, or 79 on the internet-based test as a part of the admissions process. International students may also submit IELTS (International English Language Testing System) scores in lieu of the TOEFL. The ISU Graduate College minimum is 6.5. Individual graduate programs may require higher TOEFL or IELTS scores for admission. Graduate programs may require or recommend (of both native and nonnative speakers of English) other entrance examinations, such as the Graduate Record Examination (GRE), the Graduate Management Admissions Test (GMAT), the Graduate School Foreign Language Test (GSFLT) or the Test of Spoken English (TSE). Information about each program s requirements can be found at the Graduate College s website at Distance Education Courses Admission requirements are the same for on- and off-campus courses. Detailed information is available in the Iowa State University Catalog or browse the Distance Education website at Students who have received the baccalaureate degree and meet the requirements for graduate admission must register as graduate students if they wish to take graduate credit courses, but they may register without declaring a major. Admission as a Nondegree Graduate Student Graduates of regionally accredited U.S. institutions who do not intend to seek an advanced degree at ISU may wish to undertake some graduate-level coursework and enroll as nondegree graduate students. They may: transfer graduate credits earned at ISU to other institutions, use graduate credits earned for professional certification, enroll for personal satisfaction, or enroll occasionally in off-campus graduate courses. Students wishing to apply as a nondegree graduate student must obtain an Iowa State University Application for Nondegree Students form from the Office of Admissions (100 Enrollment Services Center, ), or download a copy of the nondegree application from the Office of Admissions website at A reason for attending ISU as a nondegree graduate student must be included on the form. Nondegree graduate students pay the normal application fee. Nondegree graduate students may not be awarded an assistantship. 2

11 A nondegree graduate student who subsequently seeks admission to a degree program must be aware of the following restrictions: The applicant must apply to and be accepted by the appropriate department or program and the Graduate College for degree study with a declared major. A maximum of nine semester hours of credit earned under the nondegree option may be applied to an advanced degree. Once admitted to a degree program, the student s Program of Study (POS) Committee will recommend which courses, if any, earned under the nondegree option may be included in the program of study (maximum of nine semester hours of credit). 3

12 Chapter 2. Registration, Fee Assessment, and Withdrawal Procedures Registration All students who attend classes at ISU must register and pay assessed tuition and fees. The ISU Office of the Registrar s website at is the official source of information about registration for all students at ISU. Specific dates for registration are listed: on the Registrar s Web page, on the University Calendar, in the Iowa State Daily, and on many department bulletin boards. Registration for summer session should be completed during the spring, at the same time as registration for fall semester. All students are encouraged to register for courses on the Web through AccessPlus. Detailed instructions are provided at Audit Registration Audit registration means taking courses without receiving formal credit. The audit policy provisions are as follows: Instructors must approve ALL audits. Students must register for audits by day 10 of the semester. Changes to or from an audit must be made in the first 10 days of the semester. Students are assessed tuition and fees as though they were taking the course for credit. The course DOES NOT count in determining full-time student status. Audited courses do not appear on the student s permanent record unless the Audit(s) to Appear on Transcript form is completed and signed by the student, course instructor, and major professor. Copies of this form, which are available from the Graduate College website, must be filed with the Graduate College, 1137 Pearson Hall. (For a list of Graduate College forms, see Appendix B or check the Graduate College s website at After the fifth class day, if a student changes a regular course to an audit, that course will appear on his/her permanent record as a drop. Audits are not acceptable as registration for loan deferments. Cancellation of Registration Students wishing to cancel registration in coursework must call or write the Office of the Registrar before the first day of classes to avoid tuition assessment. A letter of confirmation is sent to each student from whom notification is received. Students who call should request the name of the person taking the call and make a record of the name, as well as the time and date of 4

13 the call. Beginning the first day of classes, students must formally withdraw from the university in order to terminate their registration. Tuition Adjustment for Full Course Load Reduction to a Partial Course Load If a graduate student changes from a full course load to a partial course load, there is a tuition adjustment based upon the effective date of the change. Consult the ISU Schedule of Classes or Tuition and Fees website for more information on tuition adjustment. Doctoral Post Prelim Registration (GR ST 680) for Ph.D. Students Even when Ph.D. graduate students have completed course work and residence requirements, they are required to register and pay tuition and fees, whether or not university facilities and equipment are used or staff is consulted either in person or in absentia. After the preliminary oral examination is passed (with either full or conditional pass) and if university facilities, equipment, and staff time are used, the Ph.D. candidate must: register for the appropriate number of credits in the major department or program and pay the appropriate graduate tuition and fees. After the preliminary oral examination is passed (with either full or conditional pass) and if university facilities, equipment, and staff time are not used, the Ph.D. candidate may: register for GR ST 680 Doctoral Post Prelim (Continuous Registration) fee and pay the Doctoral Post Prelim (Continuous Registration) fee. The Ph.D. candidate must be aware that registration for GR ST 680: is allowed only after the Ph.D. degree candidate passes the preliminary oral examination; is required only in the fall and spring semesters, and not during the summer term; is not allowed after the completion of the final oral examination; is not sufficient registration for the term the preliminary or final oral examination is taken; and does not defer student loans. Registration and Graduation Ph.D. students must register during the terms of the preliminary oral examination and all graduate students must register during the term of the final oral examination for a minimum of two credits or for the R-credit fee GR ST 600 (Examination Only) if no course work is needed. (GR ST 600 may only be taken one time.) If students take the final oral examination during the interim between terms (including the first day of classes), registration can be either for the term before or the term after the examination is held. A student who fails to register as specified above must complete the appropriate registrations before the Graduate Student Approval Form is signed by the Graduate College. 5

14 Graduate students who are not required to take a final oral examination should complete all required coursework on the POS prior to or during the term of graduation. Any transfer credits must be completed the term before the graduation term and follow normal transfer rules. When a student receives a graduate degree, a hold on future registration will automatically be placed on that person s record. Several options are available to students who wish to continue taking classes (see Chapter 7 for more information on releasing the graduation hold). Credit Load Limitations Registration in credit courses is limited to a maximum of 15 credits per semester (10 credits for summer session) for graduate students. Maximum limits for graduate students are shown in the following table: Appointment Base Semester Summer Session* no appointment 15 credits 10 credits 1/4-time or less 15 credits 10 credits over 1/4-time to 1/2 time 12 credits 6 credits over 1/2-time to 3/4-time 9 credits 5 credits * During the summer, students paying full fees can take up to a maximum of 6 additional hours as research (699), creative component (599), or special topics (590) with no additional fee. The credit-hour limits for graduate students may be exceeded only in exceptional circumstances with the written recommendation of the major professor and the concurrence of the department chair. More information on registration requirements for those on assistantship see Graduate Students on Assistantship. Full-Time and Part-Time Students During the academic year, graduate students not on assistantship must be registered for a minimum of nine credits to be considered full-time students or five credits to be considered halftime students. During the summer term, students need to check with the Office of Student Financial Aid. Graduate students on assistantship (C-base) during summer are considered fulltime and must be enrolled in at least 2 credits during summer session. The assistantship must also be coded on the student s record in the Graduate College. 6

15 Interim Registration Registration for special work between semesters and during certain vacation periods cannot exceed one credit for each week the student is in residence. From the end of spring semester to the beginning of fall semester, a maximum of 15 credits (ten summer session + five interim) may be earned. To register for interim courses, the student should complete a student schedule, obtain signatures of the major professor and the graduate classification officer in the Graduate College, and process registration materials through the Office of the Registrar, Fee Assessment (10 Enrollment Services Center). Interim registration credits are combined with those of the next term and tuition and are assessed accordingly, except between the summer session and fall semester. For that particular period, tuition and fees are assessed separately. Off-Campus Course Registration Students who take off-campus courses taught by members of the graduate faculty must register for off-campus credit. Only students who are enrolled in graduate off-campus degree programs and who register for research credit (599 or 699) as part of the program will be allowed to register in an off campus section of the research course. However, if an off-campus student is enrolled only in research credits, he/she must be registered for the Graduate College minimum of two credits. Registration in these sections will be restricted to students who are in the off-campus program. Thus, graduate students in on-campus programs will not be allowed to register for an off-campus section as a mechanism to avoid or lower tuition and/or fees. Instructions for registering for off-campus credit courses are available from the website at Reentry Registration Reentering graduate students with active status do not need to complete a reentry application, but should contact their major professor to select courses and obtain registration information. Students with inactive status must undergo a reinstatement process. International Students Taking CPT and OPT Some international students are interested in supplementing their regular course requirements with Curricular Practical Training (CPT), or they may wish to take an Occupational Practical Training (OPT) experience after graduation. CPT is work experience (sometimes an internship) related to the major field of study taken while the graduate student is still a student. OPT is a permit that allows a student to work in the U.S. in a job related to the major field of training for up to 12 months after completing a degree. The International Students & Scholars Office (ISS) ( authorizes participation in CPT. The major professor must also sign the endorsement form. OPT is authorized by the U.S. Federal Government. Applications must be endorsed by the major professor and ISS. When an international student is enrolled in two or more majors or co-majors, all major advisers must sign the endorsement for CPT and OPT applications. Some students may use internship coursework credits as a part of their CPT activities. If no formal instruction is included as a part of CPT activities, an international graduate student may 7

16 opt to take an internship/practicum course for R credit. If an internship course is not available in the student s discipline, he/she may take GR ST 697 for R credits. The internship R credits, however, may not be used to meet the registration requirement for the term of the preliminary or final oral examination. The forms and complete information about the two experiences are available from the ISS website at The international advisers in this office will also be able to answer any questions about the specifics of CPT and OPT. Registration Changes After a student has enrolled for classes, registration is completed for the semester unless the student wishes to change the class schedule. Changes must be processed before the deadlines printed in the university calendar, available on the Registrar s website at or in the ISU Schedule of Classes. Students who fail to attend class are not dropped automatically; they must submit a Request for Withdrawal form. Consult the ISU Schedule of Classes for instructions on dropping and adding classes during the three periods of the term. ISU Staff Members and Credit Limit Requirements Any full-time member of the research, instructional, or extension staff at the rank of instructor, research associate, or assistant scientist may carry up to six course credits per semester and three credits per summer session, subject to the approval of the head of the department or section, and provided it does not interfere with other duties. This privilege may be extended to members of the research, instructional, or extension staffs at the rank of assistant professor with approval of the college dean and the Dean of the Graduate College. Staff members at the rank of associate professor or professor cannot become candidates for graduate degrees from ISU. Payment of Tuition and Fees Once registered, the graduate student is responsible for all tuition and fees. Tuition and fee schedules for the current year are published on the Registrar s website at For more information on fee payment options and other concerns, browse the Account Receivables website at Past Due Accounts Graduate students who owe past due accounts will have an accounts receivable hold placed on their registrations. Those students with past due accounts from previous terms are dropped from enrollment if the past due bills are not paid in full by the first day of classes of the term for which they are registering. Students who have their registration canceled for nonpayment of tuition and fees can be reinstated with written permission of the Graduate College. A late registration fee will be assessed. 8

17 Late Registration Fee During the fall and spring semesters, graduate students who do not complete their registration before the first day of classes are charged a late registration fee of $30 the first week of classes, $60 the second week of classes, and $100 the third week of classes or later. Graduate Students on Assistantship Fee Assessment Graduate assistants must register and pay tuition and fees for each term in which they hold an appointment for more than five class days. (See Credit Load Limitations.) State of Iowa students with graduate assistantships: 1/4 time or more for three months (six weeks in the summer) or more are assessed Iowa resident tuition and may earn a Graduate tuition scholarship. 1/4 time or more for more than five class days but less than three months (six weeks in the summer) are assessed tuition by the credit hour and are not eligible for a Graduate tuition scholarship. Nonresident students (non-iowa students and nonresident aliens) with graduate assistantships: 1/4 time or more for three months (six weeks in the summer) or more o retain their nonresidency classification, o are assessed resident tuition as long as the graduate assistantship is continued, and o may earn a Graduate tuition scholarship. 1/4 time or more for more than five class days but less than three months (six weeks in the summer) o retain their nonresidency classification, o are assessed tuition by the credit hour, and o are not eligible for a Graduate tuition scholarship Students on restricted admission status or probation may be appointed to an assistantship on a term basis but are not eligible for a Graduate tuition scholarship. If an appointment encompasses fewer than five class days, no registration is required. Assistants who do not register by midterm of the current term will be registered by the Graduate College; applicable tuition and late fees will be added to their university bill. The minimum registration requirement for a graduate assistant is two credits. Assistantship Resignation Students who resign their appointments (including transfer to another school, employment, etc.), resulting in an assistantship appointment of less than 3 months of the term (or less than six weeks in the summer session), but do not withdraw from the university will: 9

18 have their tuition recalculated based on their residency status and total number of credits they are registered for, be billed to reimburse the Graduate tuition scholarship (as well as departmental scholarships), and have a hold placed on future registrations if they fail to repay the Graduate tuition scholarship. Graduate Assistant Spouses and Resident Fees The nonresident spouse and dependents of a graduate assistant (on appointment for three months or more) are eligible for resident tuition during the period of the assistantship appointment. State of Iowa residency is not granted, but a waiver of nonresident tuition is permitted each semester the appointment is in effect and ends when the appointment is finished. Graduate Students on Fellowship Graduate students receiving fellowships that provide for payment of tuition and/or fees are assessed the full-time rate in accordance with their residency status. For additional information regarding fellowships, contact Ann Guddall in the Graduate College. Graduate Students on Other Appointments Graduate students appointed as instructors, research associates, postdoctoral research associates, or assistant professors are approved by the Office of the Registrar for state of Iowa residency and pay resident tuition according to the number of credit hours taken. Spouses of students holding any of these appointments are also approved for state of Iowa residency and pay the same resident tuition. Nonresident students (non-iowa and nonresident aliens) with the above appointments and their spouses have the nonresident portion of their tuition waived only while the appointment is in effect. State of Iowa residency is not granted as a result of the graduate appointment. Minimum Fee The Iowa State Board of Regents has set the minimum fee for graduate registration at the rate for two credit hours. In circumstances where students must be registered for minimum credit hours (e.g., term of preliminary or final oral examinations), they will be charged tuition and fees for no less than two credit hours. State Residency Determination State of Iowa residency is not granted as a result of a graduate assistantship appointment. The official determination of the student s state of residency is made only in the Office of the Registrar. 10

19 Withdrawal from the University Withdrawal is not permanent for graduate students; it always applies to a specific term. Reentry is activated when registration for a future term occurs. To withdraw for a specific term, a student must: complete a Request for Withdrawal form, have the form signed by the academic adviser or major professor, and submit the signed form to the classification officer in the Graduate College (1137 Pearson Hall). The effective date of the withdrawal is the date the form is signed by the classification officer in the Graduate College. The withdrawal slip is forwarded to the Office of the Registrar, Tuition and Fees division, 10 Enrollment Services Center, where it is recorded. If the student completes the withdrawal procedure, no indication of the courses for which the student registered is placed on the permanent record. A notation of withdrawal and the withdrawal date are placed on a student s permanent record. Students who withdraw are not eligible for incompletes (I marks) during that term. Students who withdraw after completing first half-semester courses receive grades for those courses. If these procedures for withdrawing from the university are not followed, the instructors of the courses involved will assign whatever grades or marks they consider appropriate. Since these grades may be Fs, the student who fails to follow the prescribed withdrawal procedures may adversely affect their ability to reenter later or transfer to another institution. Students who withdraw before the first day of classes avoid tuition and fee assessment. Fee adjustments for those withdrawing after classes start will vary according to the detailed instructions found on the Tuition and Fees website at The ISU Extended and Continuing Education Office (102 Scheman, ) has a separate policy for off-campus courses. Medical/Behavioral Withdrawal The university may initiate withdrawal of a student in an extreme medical situation where the student is hospitalized and/or otherwise unable to implement the withdrawal process. In such cases, withdrawal is usually initiated by the academic adviser or the college dean. Behavioral situations where it is determined that the student should not remain at the university are usually due to: a need for more intensive or protective psychotherapeutic environment and/or services other than the university can provide; or professional judgment that the student is a clear and present danger to self or others. In these circumstances, it is the duty of the university to take responsible action for the good of the student and/or others in the university community. Instructions for dealing with these 11

20 situations are in the Student Life section of the Policy Library available on the Web at Military Duty Students who are called to active military duty need to contact the Office of the Registrar (214 Enrollment Services Center, ) to discuss their status. Students must provide a copy of the military orders to receive full refund. The Registrar s staff will discuss with students the various options available. Those options, depending upon the specifics of the call and the time frame, are: receive grades or incompletes for all courses if approved by instructors, receive administrative drops with a refund for some courses and grades/incompletes in other courses if approved by instructors, or withdraw from all current term courses with full refund of tuition and fees. Also, students should notify their academic advisers, the Department of Residence ( ) if they are in university housing, and the Office of Student Financial Aid ( ) if they are receiving financial aid. Death of a Student In the event of the death of a student, the Department of Public Safety ( ) and the Dean of Students Office (210 Student Services Building, ) should be contacted. These offices will contact the appropriate university/city officials. The Dean of Students Office will coordinate interactions and communications between university offices and relatives of the deceased. Tuition Assessment Appeal after Withdrawal Students may wish to appeal the refund they received from a withdrawal. To file an appeal of tuition assessment, a student must file with the Office of the Registrar a written letter explaining the reason for the appeal. A form outlining the procedures for appeal is available from the Office of the Registrar, Scheduling and Fees (10 Enrollment Services Center, ). If there is an additional refund of tuition, a memo stating the reason for adjustment and appropriate appeal materials will be placed on record for the purpose of internal or external audits. However, the date of withdrawal as determined in the college office will not be changed on university records. If necessary, a student may appeal the decision of the Office of the Registrar to a University Tuition Appeals Review Committee. A student must notify the Office of the Registrar within ten calendar days after receiving the decision of the Office of the Registrar on the original appeal. 12

21 The Office of the Registrar will schedule a meeting of the committee within one month after being notified of the request for appeal to the University Tuition Appeals Committee. Then: the committee will review all documentation filed in the original appeal as well as any additional information the student may want to file. the student may also request to present his or her case to the committee in person. If a student wants to appeal the decision of the University Tuition Appeals Review Committee, he or she may submit a written appeal to the Office of the Provost. 13

22 Chapter 3. Graduate Student Financial Support Fellowships The term fellowship is usually associated with a named funding source. When this source is outside the University or from an endowment, the fellowship may pay tuition and fees and is not considered a graduate assistantship. When the funding source is the university, the fellowship is considered a research assistantship. Generally these awards are made prior to a student enrolling in Iowa State as a recruiting inducement. A partial list of university funded graduate fellowships follows: George Washington Carver Fellowships: Research assistantships awarded to outstanding minority applicants prior to admission. Plant Sciences Fellowships: Research assistantships offered to outstanding graduate applicants in the plant sciences. Fellowships Associated with Federal Training Grants: Various federal agencies have grant programs for funding graduate student participation in research. Graduate Assistantships A graduate assistant (GA) performs duties that contribute significantly to their graduate education. Students holding assistantships are considered to be in training, and the graduate assistantship is a form of student aid that combines training with income. The standard appointment is 1/2-time and the official university guideline suggests 20 hours per week should be spent on assistantship duties, but this expectation varies depending on the nature of the assistantship. Three types of graduate assistantships are available. These are research, teaching, and administrative. Students hired to teach or to perform research that is part of their educational program should be hired as graduate assistants, not as hourly employees, unless those duties do not involve ISU facilities or faculty supervision. Generally, only students with full or provisional admission status are eligible to hold graduate assistantships. Only degree seeking students (Ph.D. and master s degrees) may be appointed to a graduate assistantship. An assistantship awarded to a graduate student on restricted admission status or on probation must be approved by the Dean of the Graduate College term-by-term (each semester or each summer session). The graduate assistant on restricted admissions status or on probation will be assessed full resident tuition but will not receive a Graduate tuition scholarship. The Graduate College requires that graduate assistants register for credit each term that they hold an appointment. 14

23 Types of Assistantships Graduate Administrative Assistantships An administrative assistant (AA) performs duties that contribute indirectly to a student s education. Duties vary widely from gathering, organizing, and analyzing information, to working with students, to performing routine research support activities. It is expected that AA duties will contribute in a general way to a student s education and that these positions will draw upon a student s disciplinary expertise. An AA s duties will generally not lead to a thesis or dissertation. Because most AA s work in a structured environment, the AA may be required to appear at specified times and coordinate his or her work with the employing unit. Any graduate assistantship that is not an RA or a TA is an AA. Graduate Research Assistantships A research assistant (RA) conducts research that contributes directly to their graduate education. Supervision is by the professorial staff, and appropriate research projects foster originality, imagination, judgment, and patience the traits of an independent scholar. Many times a research project to which the research assistant (RA) is assigned eventually leads to a thesis or dissertation topic. Although a research supervisor cannot guarantee that a particular project will be suitable thesis material, the supervisor can offer a professional judgment as to whether the project is suitable, and he or she should offer this judgment to the RA as soon as possible. The final decision on the acceptability of a research topic for the thesis or dissertation rests with the student s program of study (POS) committee. Because of the widely varying demands of research duties, and because most research projects become part of a student s thesis or dissertation, it is nearly impossible to set a specific workweek. The official university guideline for time spent should be viewed as minimal for a research assistantship. Graduate Teaching Assistantships As the title implies, graduate teaching assistants (TAs) share the faculty s responsibility for undergraduate teaching. The TA s teaching load will necessarily vary from program to program, but should be consistent with the teaching load carried by faculty in the department. Since a teaching assistantship is an apprentice position in teaching, the TA should expect careful guidance from the department. This guidance may take the form of seminars, conferences, observations by experienced teachers, or other methods designed to develop teaching skills. The official university guideline for time spent should be viewed as maximal for a teaching assistantship. These university-wide services help to make the job of new TAs easier and more effective: Teaching and cross-cultural workshops are organized by the Graduate College, Center for Excellence in Teaching and Learning, and the Graduate and Professional Student Senate to provide general training for new TAs during the week before fall semester begins. A Teaching Assistant Handbook, with university policies and procedures, teaching tips, and other information related to TA assignments, is distributed to all TAs, or is available at 15

24 All nonnative English speakers who have teaching responsibilities are required to take the Oral English Certification Test (OECT) before they may be assigned duties. Students not reaching Level-1 (full certification) are required to take English 180, Communication Skills for International Teaching Assistants. Graduate Minority Assistantship Program (GMAP) GMAP is a supplemental funding program sponsored by the Graduate College that encourages the enrollment, retention, and graduation of students from underrepresented groups. The program provides financial assistance, academic support, along with other activities that assist students in making a smooth transition into graduate study. Website: Assistantship Policies and Procedures Tenure of Appointment Assistantship appointments are made fiscal year by fiscal year. Because of this, each appointment is made for one year or less. Appointments may be terminated for two reasons only: 1) for cause, or 2) loss of funding. Termination for cause is discussed in Chapter 9. The satisfactory completion of one appointment, plus satisfactory academic performance, will ordinarily make a student eligible for reappointment. However, departments have the discretion not to reappoint. Failure to reappoint is not termination and is not subject to formal appeal. Departments do have an obligation to provide reasonable notice if reappointment is not to be made. Also, programs may make commitments to support students for periods longer than one year. Such commitments are not formally treated as appointments. Students should obtain the terms of such commitments in writing. Assistantship support for more than seven or eight years is strongly discouraged, and departments may set limits on the number of years a student is eligible for assistantship support. Letters of Intent The department or other administrative unit offers graduate assistantships using the Graduate Assistantship Letter of Intent form, which contains a description of the position offered, stipend, and length of appointment. This form is available in department or program offices, or on the Graduate College s website at Such matters as the specific nature of the graduate assistant s responsibilities, requirements concerning office hours and staff meetings, particular conditions for re-appointment, benefits, and pertinent department requirements are established at the beginning of the appointment. All assistantship appointments are subject to the continuing availability of funds. Conditions of Appointment The university provides services and equipment essential to performance of an assistant s duties, within the limitations established by departmental and university resources. 16

25 During an appointment period, the academic program or administrative department may evaluate the quality of the assistant s performance in teaching, research, or administrative duties. The program should make evaluation of the graduate assistant an educational experience. Consequently, the graduate assistant s evaluation is usually discussed with him or her; if the program does not initiate a discussion, the assistant may request one. A graduate assistant who feels unfairly evaluated has recourse through the procedures for grievances related to scholarly and professional competence. See also appointment termination procedures. ISU is an equal-opportunity employer and recruits, hires, and promotes employees without discrimination on the basis of race, color, religion, national origin, sex, disability, or age. Violations should be brought to the attention of the Equal Opportunity and Diversity Office ( ). The university s policies on nondiscrimination and affirmative action and discrimination and harassment can be found on ISU s Policy Library website at If an assistant resigns his or her appointment in less than 3 months of the term, see the special rules for resignation in Chapter 2. Stipends The usual graduate assistantship is a 1/2-time appointment with a stipend sufficient to cover modest living expenses. The university establishes a minimum and maximum monthly stipend for 1/2-time teaching, research, and administrative assistantships. These rates are available on the Graduate College website at Stipends for other fractional appointments are scaled proportionally. The guidelines and procedures for setting stipends used by the graduate assistant s department are filed in the department office, where they are available to a graduate assistant upon request. Hourly Work U.S. citizens and permanent residents who are on graduate assistantships may also work on an hourly basis provided that the additional work is approved by the unit awarding the assistantship. Total hours (assistantship and hourly work) cannot exceed 30 hours per week. Non-immigrant international students must abide by the terms of their visa status and immigration guidelines according to total hours worked. (For visa questions, contact the International Students and Scholars Office, , or their website at Predoctoral Associate Positions Predoctoral associates are D-base employees who are employed at least half-time to perform work that furthers their education. Most predoctoral associates work for a 1-2 year period. Their appointments, however, are term appointments and must be renewed annually. The benefits associated with these appointments are similar to those of postdoctoral associates. A predoctoral associate must have completed oral and written preliminary examinations or possess a D.V.M (or equivalent) or M.D. degree and must be registered as a graduate student. A Postdoctoral and Predoctoral Appointment Letter of Intent form, available from department offices or on the 17