VI. Academic Standards for Students

A. Progress toward Degree

Satisfactory Progress

A graduate student is expected to maintain satisfactory progress toward an approved academic objective as defined by the faculty of the program, and in accordance with policies of the Graduate Council and the University. It is important that the academic record of the student be assessed each quarter to confirm satisfactory progress. The academic unit should inform the Graduate Division by contacting the Enrolled Student Affairs Officer of any action taken with regard to a student’s academic record, and should provide copies of any related correspondence between the department/program and the student.

Satisfactory progress is determined on the basis of both the student’s recent academic record and overall performance. The criteria for determining satisfactory progress toward degree are outlined below. Student records should be reviewed with special attention to the following criteria:

GPA – the student must maintain at least a 3.0 cumulative grade point average.
Normal Time to Degree – the student must advance to candidacy and complete the degree

within the limitations established by UCI’s Graduate Council (March 2004). A student exceeding the maximal time to degree shall be deemed not to be making satisfactory progress toward their degree; moreover, they shall not be eligible to receive University resources (e.g., financial aid, TA-ships, housing, etc.). Per UCI’s Graduate Council, beginning with students entering in fall 2010, the Graduate Dean will not permit students to enroll past their programs’ maximum time to degree (June 2009). Any exception request must be made in writing directly to the Graduate Dean and will be considered in cases involving extenuating circumstances beyond the student’s control. The exception request must include a plan and timeline for completion of the degree, must be signed by the student’s program advisor and Associate Dean, and must be submitted at least one quarter in advance of maximum time to degree. Note that leaves of absence of up to three quarters and time allotted for parental leave are not counted toward a student’s normative or maximum time to degree. Normal Time to Degree for each graduate program is listed in the General Catalogue and on the Graduate Division website.

Grade Reports – all I, W, or NR grades should be reviewed and appropriate action taken as needed.
P/NP – no courses graded “Pass” are to be included as part of the advanced degree program, nor are they to be considered as satisfying academic criteria for University-administered fellowships and academic appointments/employment.
Enrollment Units – students must be enrolled for at least 12 graduate or upper-division units of credit each quarter, including credit for supervised teaching and research, unless part-time status or an academic leave of absence has been approved in advance by the Graduate Dean. In cases of approved part-time status, enrollment in eight (8) or fewer units of credit toward the degree is expected each quarter.
Distribution of units – the number of upper-division and graduate-level units of credit completed toward degree requirements each quarter should be at least eight and no more than 16 units, unless an exception has been approved.
Residency – time in residence prior to advancement to candidacy for the Ph.D. or professional doctorate degree should be within acceptable limits (ordinarily, no more than four years).
Faculty Advisor– students in doctoral and Master of Fine Arts programs are required to have an individual faculty advisor at all times.

Unsatisfactory Progress

A graduate student who has not demonstrated satisfactory academic progress is not eligible for any academic appointment/employment, fellowship support or other awards.

a. Criteria for Determining Unsatisfactory Progress

An overall grade point average below 3.0; or
A grade point average below 3.0 in two successive quarters; or
Fewer than 24 units completed and applicable toward the advanced degree requirements in the last three quarters; or
Failure to complete required courses or examinations satisfactorily within the period specified by the graduate program; or
Failure to pass a required examination in two attempts; or
Failure to progress academically within the Normal Time to Degree framework specified for the student’s graduate program; or
The appropriate faculty committee’s evaluation that there has not been satisfactory progress toward completion of the thesis or dissertation.
A doctoral or Master of Fine Arts student does not have a faculty advisor for more than one academic quarter.

NOTE: Unsatisfactory academic progress may be determined on the basis of explicit requirements such as those outlined above. However, the professional judgment of the faculty, upon review of all graduate work undertaken by the student, is paramount, and the faculty of a particular academic unit may establish more restrictive criteria for satisfactory academic progress. Programs should outline the additional criteria in a handbook or a program website that is easily accessible to the student.

b. Notice of Unsatisfactory Progress

It is very important to give students an early warning of potentially unsatisfactory progress. Faculty advisors must be direct and clearly communicate orally and in writing with students demonstrating academic difficulties at the earliest possible time, and must keep a written record of all such communications. Notices of potential unsatisfactory progress, which should include placement on academic conditional status, must be sent in writing to the student; a copy must also be retained in the academic unit files and another copy sent to the Graduate Dean (120 Aldrich Hall). The written communication must include specific details on areas that require improvement, provide an outline and a timeline for future expectations of academic progress, and set meeting dates to maintain continuity in advisement; and state the consequences if the student does not meet the requirements within the time provided. To ensure due process, programs should maintain documentation of subsequent actions taken by the student and/or program after the student has been notified. The purpose of the notice of potential unsatisfactory progress is to provide the student with a period of time (usually at least one academic quarter if practical) in which to make the necessary improvement in their academic status, and successfully complete their graduate study.

If requested by the academic unit to do so, the Graduate Dean will also send a notice of potential unsatisfactory progress to the student.

3. Academic Disqualification Policy (Amended by Graduate Council 11/2015)

Section I. Definitions

A. Disqualification vs. Dismissal

Disqualification means that, for one or more of the academic reasons listed below, a student is no longer eligible to continue graduate study in his/her graduate program at the University of California, Irvine. The term “dismissal” should not be confused with “disqualification.” Dismissal is an administrative action resulting in removal from graduate study based on behavior or conduct. Authority to terminate student status as a result of disciplinary proceedings rests with the Dean of Students.

“Graduate Dean” means the Dean of the Graduate Division at the University of California, Irvine.
“Graduate Advisor” means the graduate student’s faculty advisor.
“Associate Dean” – means the Associate Dean of Graduate Studies for the student’s degree granting School
“Academic Conditional Status” –Prior language also used was ‘Academic Probation.’

Section II. Academic Disqualification

A. General Policy.

Recommendation for Disqualification. If a graduate student’s Graduate Advisor determines that a graduate student is making unsatisfactory academic progress as determined by any of the factors noted in this section, the Graduate Advisor shall consult with the appropriate faculty and administrators for that degree granting unit (e.g. Associate Dean, Chair, Thesis Advisor, etc.) before drafting a letter to notify the graduate student in writing that he or she has been recommended for academic disqualification. The letter will be vetted, approved and signed at the School level by the Associate Dean and sent to the student. A copy of the letter will then be sent to the Graduate Dean.

Disqualification by Graduate Dean. After consultation with the graduate student’s academic unit faculty, the Graduate Dean may disqualify a graduate student because of unsatisfactory academic progress as determined by any of the factors noted in this section. Should the Graduate Dean determine that disqualification is warranted under this section, the Graduate Dean shall notify the graduate student in writing of the disqualification determination.

Withdrawal by Mutual Agreement. In those cases in which the graduate student and the academic unit mutually agree to the termination status, either to end graduate study with a Master’s Degree or to simply withdraw from graduate study, then the academic unit and/or graduate student may independently notify the other of this mutual agreement. In all such cases, the department shall provide the Graduate Division a copy of the mutual agreement to terminate. The department shall direct that notice to the Enrolled Student Affairs Officer at 120 Aldrich Hall.

Grounds for Placement on Academic Conditional Statusa

- Events Triggering Automatic Placement on Academic Conditional Status. The following events result in a graduate student’s automatic placement on Academic Conditional Status:
  - A graduate student’s grade point average for any term is less than 3.0, calculated on all of the letter graded upper division and graduate courses completed while registered as a graduate student at the University of California.
  - A graduate student’s cumulative grade point average is less than 3.0, calculated on all of the letter graded upper division and graduate courses completed while registered as a graduate student at the University of California.
  - A graduate student earns a grade of B- or less in a course.
  - A graduate student accumulates a combination of more than eight units of “I,” “U” and/or “F” grades in total.
  - A graduate student is enrolled in a different graduate program at another institution without the approval from their UCI graduate program, and it is not an approved joint program between UCI and another institution (ex. Computational Science doctoral program).

B. Events that May Lead to Academic Conditional Status at the Discretion of the Associate Dean:

Graduate students with this status will be notified by the appropriate faculty and administrators for their degree granting unit (e.g. Associate Dean, Graduate Advisor, Thesis Advisor, and/or Chair, etc.) that they are not making satisfactory progress in their research or coursework (e.g. failing a comprehensive/prelim exam, not advancing to candidacy, not passing a language requirement, or other program requirements). The additional criteria that may result in a student being placed on academic conditional status should be outlined in a handbook or a program website that is easily accessible to the student.
Graduate students who are beyond the maximum time to degree for their respective program.

5. Procedure for Notifying Graduate Students of Placement on Academic Conditional Status. When graduate students are placed on Academic Conditional Status, the Associate Dean of their School shall send each graduate student a letter informing the student that he/she is on Academic Conditional Status and indicating the requirements for returning to good academic standing and a specific timeline for doing so. Details of what is required will be specific to the program and the individual student’s progress. To ensure due process, programs should maintain documentation of subsequent actions taken by the student and/or program after the student has been notified.

6. Grounds for Disqualification

a. Automatic Disqualification from Further Registration. If a graduate student’s grade point average (GPA) is less than 2.0 for any term, the academic unit must automatically give the graduate student a written warning and place them on Academic Conditional Status. The program will allow the graduate student one quarter to improve their GPA to 2.0 or greater before becoming automatically disqualified from further registration. For automatic disqualifications, the standard disqualification procedures do not apply and cannot be appealed.

If a student’s GPA is 2.0 or above but does not reach at least a 3.0 after the additional quarter, the program will give the graduate student at least one additional quarter to bring their GPA to at least 3.0 before the program recommends the student for academic disqualification.

b. When Academic Conditional Status Leads to Disqualification from Further Registration. A graduate student who has been placed on Academic Conditional Status is subject to disqualification if any one or more of the following events occur:

A graduate student has completed two consecutive terms on Academic Conditional Status; for instances where the condition of returning to satisfactory academic progress is to repeat, or take for the first time, a course that is offered during a time that exceeds two consecutive terms, exceptions may be made and notified to the Graduate Dean
During a graduate student’s term on Academic Conditional Status, the graduate student fails to improve his/her grade point average as stipulated in the Associate Dean’s warning letter.
If after one term on Academic Conditional Status because of an excessive number of units of combined “I,” “U” and/or “F” grades, the graduate student fails to make up the required number of such units stipulated in the Associate Dean’s warning letter or accumulates further units of “I,” “U” and/or “F” grades, disqualification will result.

c. Disqualification from Further Registration upon Recommendation of the Associate Dean.

General Rule. The Graduate Advisor may also recommend to the Associate Dean and appropriate faculty and administrators for that degree granting unit (e.g. Chair, Thesis Advisor, etc.) the disqualification of a graduate student who is not making satisfactory progress toward the degree objective even if the graduate student’s grade point average is above 3.0.
Grounds for Recommending Disqualification based on Unsatisfactory Progress. Unsatisfactory progress may result from failure of a program’s preliminary or comprehensive examination, failure to meet published timelines for completion of the degree, failure to meet deadlines imposed on the individual graduate student, or failure to make adequate progress in research or creative work. Unsatisfactory progress will also result when a Ph.D. or Master of Fine Arts student is unable to secure a faculty advisor or if the student’s advisor/advisee relationship is terminated and the student is unable to secure a new faculty advisor within a specified period of time.
Notification to Student. If the Graduate Advisor determines that a graduate student is not making satisfactory progress toward the degree objective, a letter will be sent to the graduate student informing him/her of the lack of satisfactory progress. This letter will be drafted by the Graduate Advisor in consultation with the appropriate faculty and administrators for that degree granting unit (e.g. Chair, Thesis Advisor, etc.) and ultimately approved by the Associate Dean of Graduate Studies. The School will provide a copy to the Graduate Dean.
Opportunity to Cure. Once the graduate student has received formal written notice, the graduate student should be given at least one quarter, if practicable, to remedy the lack of progress identified in the Graduate Advisor’s report. Notwithstanding the foregoing, the graduate student will not have an opportunity to cure if the reason for the disqualification recommendation is one of the following:
1. The graduate student fails a program examination beyond the number of attempts the program allows for
2. A MAT or Credential student is dismissed from a student-teaching placement.

Section III. Detailed Disqualification and Appeal Procedures

A. Authority. Regulation 904 of the Academic Senate of the University of California reads as follows: “Disqualification of graduate students is at the discretion of the Dean of the Graduate Division concerned.” With the advice of the Graduate Council, the Graduate Dean has adopted the following policies and procedures.

B. Procedures for Disqualification

Recommendation for Disqualification by Associate Dean. If a graduate student’s Graduate Advisor determines that a graduate student is making unsatisfactory academic progress as determined by any of the factors noted in Section II of this policy, a letter will be sent to the graduate student informing her/him of the lack of satisfactory progress. This letter will be drafted by the Graduate Advisor in consultation with the appropriate faculty and administrators for that degree granting unit (e.g. Chair, Thesis Advisor, etc.) and ultimately be vetted, approved, and signed by the Associate Dean. The School will provide a copy to the Graduate Dean. To ensure due process, programs must also provide the Graduate Dean with all documents relevant to the disqualification case.
Graduate Dean’s Notice to Student: If the Associate Dean recommends in writing to the Graduate Dean that a graduate student be disqualified, the Graduate Dean, the administrative officer with final responsibility for disqualification, will inform the student in writing via an email to the student’s UCI email account, of receipt of the recommendation to disqualify.
Graduate Student’s Right to Present Case. As a component of the notice to the student and contained in the same written communication, the graduate student shall have the right to present his or her case to the Graduate Dean in writing within 14 calendar days of the date of the Notice. The notice shall state that the Graduate Dean’s review will commence after the 14-day period has elapsed.
The Graduate Dean Review: After the 14 day period, whether or not the student submits a case in writing to the Graduate Dean, the Graduate Dean will carefully review the graduate student’s academic record and all materials related to the student’s academic progress, as well as any information that may be provided by the student.
Notification of Decision by Graduate Dean. Unless there are indications of procedural error or other substantive mitigating factors to explain the student’s unsatisfactory record, the Graduate Dean will notify the student in writing of the intent to disqualify.

The Notification of Decision will state that the student has 30 calendar days from the date of the Notification of Decision to appeal the Graduate Dean’s decision. If the graduate student does not respond or withdraw from his or her respective graduate program within 30 calendar days of the Graduate Dean’s notification of intent to disqualify, the Graduate Dean shall send a final written notice of academic disqualification to the graduate student. There will be a notation placed on the student’s transcript stating that the student was academically disqualified. A graduate student who has been disqualified will not be allowed to register in any graduate program at the University of California, Irvine including the original graduate program or any other graduate program, without approval of the academic unit and the Graduate Dean.

Graduate Student’s Right to Appeal. The graduate student shall have the right to appeal his or her case. If the graduate student wishes to appeal the Graduate Dean’s decision, the graduate student must request an appeal in writing within the 30 calendar-day period. The student’s written appeal must be sent to the Graduate Dean, and the Graduate Dean will forward the appeal to the Graduate Council for review. Once the graduate student has submitted an appeal, should the graduate student choose to withdraw before a decision is reached, the appeal process stops, and the appeal becomes void. The option to withdraw terminates on the date that the Graduate Dean sends the Final Determination Notice to the graduate student.
Grounds for Considering Graduate Student’s Appeal. Student appeals will be considered only if based upon specific criteria as follows: (1) procedural error; (2) verifiable evidence of personal bias; or (3) judgments based on non-academic criteria0F[1]. Disagreements over evaluation of academic quality are not an appropriate basis for an appeal.
Graduate Student’s Status during Appeal Period. While the appeal is being considered, the student has two options. A) The student can withdraw from the program, which results in a “W” on the student’s transcript, rather than a disqualification notation. This option to withdraw terminates on the date that the Graduate Dean sends the Final Determination Notice to the graduate student. B) The student must maintain his or her registration status, if eligible to do so, based on grade point average and other requirements. In either case, if during the appeal process the student’s status lapses (i.e., the student fails to, or is ineligible to, register), the disqualification and appeal process will terminate.

The Graduate Council will assign the case to their subcommittee on academic disqualification which will review the appeal, collect additional material if necessary and make a recommendation to Graduate Council. Graduate Council will then vote on a decision. The recommendation and vote will be conducted with only voting members present as well as the Graduate Council Analyst who serves as the record keeper for the Council minutes. The Graduate Council’s decision will be implemented by the Graduate Division Dean who will notify the student and all relevant parties involved. The Graduate Dean shall formally communicate the final decision to the student, and all parties involved, in writing.

Final Determination Notice. Upon receipt of the Graduate Council’s decision in writing as to the disposition of the case, the Graduate Dean shall formally communicate the final decision to the student in writing. The Graduate Dean’s final notice to the student will include: (1) the basis for the decision; (2) its effective date; and (3) the nature of the recommendations of the Graduate Council. For students seeking J.D. or M.D. degrees, the disqualification and appeals process will be according to the written procedures adopted by the Schools of Law and Medicine, respectively.

[1] Complaints relating to discrimination on the basis of any protected status by law or UC Policy shall be referred to the Office of Equal Opportunity and Diversity (“OEOD”), and the matter will be held in abeyance until OEOD has completed its investigation. OEOD shall report its findings to the Graduate Dean.

[1] Complaints relating to discrimination on the basis of any protected status by law or UC Policy shall be referred to the Office of Equal Opportunity and Diversity (“OEOD”), and the matter will be held in abeyance until OEOD has completed its investigation. OEOD shall report its findings to the Graduate Dean.

C. Due Process Requirements. To ensure that a decision to disqualify a graduate student from an academic program is just, the following due process requirements must be met:

Departmental and program policies must be clearly stated in writing, and a copy provided to all graduate students in the program upon acceptance into the graduate program or within the first few weeks of the graduate student’s first quarter of enrollment in classes.
Information on University and campus policies affecting graduate students must be provided to all graduate students in the program. Most of these can be found on the UCI Website and the UCI General Catalogue.
Academic standards must be uniformly applied.
Modification of a graduate program’s policies undertaken to improve its offerings or to exercise its educational responsibilities must be submitted to the Graduate Council for approval in accordance with Academic Senate policy.
Graduate students must be promptly informed of any such modifications as described above, and should be allowed, whenever appropriate and feasible, to complete work under standards in place at the time of their initial enrollment in the program. Academic units should contact the Graduate Division Student Affairs Officer to determine the appropriateness of requiring enrolled graduate students to meet new standards.
Grades must accurately reflect a graduate student’s performance in each course, including research units.
An attempt must be made to discover if a graduate student lacks the academic qualifications to complete a graduate degree program as early as possible in the graduate student’s academic career. If a graduate student’s physical or mental disability is affecting their degree progress, the graduate student should be referred to the Disability Services Center.
The graduate student must be given early written notice of potentially unsatisfactory academic progress and a specific period of time, if practicable, in which to correct all deficiencies. The written notice must also state the outcome should the graduate student fail to correct the deficiencies by the stated deadline(s).

D. Appeal Timeline. The following time requirements apply to the appeals process:

Timeframe for Graduate Student’s Appeal of Graduate Dean’s Initial Disqualification Decision. Once a graduate student receives the Notification of Decision from the Graduate Dean, the Graduate Dean shall give the graduate student 30 calendar days from the date of the Notification of Decision to appeal the decision or to withdraw from the graduate program. The graduate student must request an appeal in writing.
Grounds for Appeal. If the graduate student chooses to appeal within the 30 calendar day period, the graduate student may do so only on the basis of one or more of the following specific criteria: (1) procedural error; (2) verifiable evidence of personal bias; or (3) judgments based on non-academic criteria.
Process for Considering and Resolving Appeal. If a graduate student submits a timely appeal to the disqualification decision, the Graduate Dean shall forward the appeal file to the Graduate Council. The Graduate Council will assign the case to their subcommittee on academic disqualification which will review the appeal, collect additional material if necessary and make a recommendation to Graduate Council. Graduate Council will then vote on a decision. The recommendation and vote will be conducted with only voting members present as well as the Graduate Council Analyst who serves as the record keeper for the Council minutes. The Graduate Council’s decision will be implemented by the Graduate Division Dean who will notify the student and all relevant parties involved. The Graduate Dean shall formally communicate the final decision to the student, and all parties involved, in writing.
Content of Final Determination Notice to Graduate Student. The Graduate Dean shall include the following information in the final disqualification notice to the student: (1) the basis for the decision; (2) its effective date; and (3) the nature of the recommendations of the Graduate Council. For students seeking J.D. or M.D. degrees, the disqualification and appeals process will be according to the written procedures adopted by the Schools of Law and Medicine, respectively.
Limits on Graduate Student’s Right to Withdraw in Lieu of Disqualification. Once the graduate student has submitted an appeal, should the graduate student choose to withdraw before a decision is reached, the appeal process stops and the appeal becomes void. The option to withdraw terminates on the date that the Graduate Dean sends the Final Determination Notice to the graduate student.

E. Procedure if Graduate Student does not Appeal. If the graduate student does not respond or withdraw from his or her respective graduate program within 30 calendar days of the Graduate Dean’s notification of intent to disqualify, the Graduate Dean shall send a final written notice of academic disqualification to the graduate student. There will be a notation placed on the student’s transcript stating that the student was academically disqualified. A graduate student who has been disqualified will not be allowed to register in any graduate program at the University of California, Irvine including the original graduate program or any other graduate program, without written approval of the admitting academic unit and the Graduate Dean.

B. Graduate Standards for Grading

For a graduate student, only the grades A+, A, A-, B+, B, and S represent satisfactory scholarship, and only coursework in which these grades are received may be applied toward degree requirements (see 2, Academic Unit Exceptions, below). If the student has a grade point average of at least 3.0 in all courses applicable to the degree, one UCI course in which a grade of B- is earned may be accepted by the petition process in partial satisfaction of the degree requirements. Graduate students may not apply courses graded Pass/Not Pass toward any degree or satisfactory progress requirements. A grade point average below the B level (3.0 on a 4.0 scale) is not satisfactory, and a student whose grade point average is below that level is subject to academic disqualification. The minimum grade point average standards, as stated in this manual, are minimum UCI requirements. Individual academic unit faculty retains the prerogative to apply stricter standards for graduate students within their academic unit.

Course Repetition

Courses in which a grade below a B, or a grade of U, was received may be repeated only once. Only the most recently earned grades will be used in computing the student’s grade point average for the first eight (8) units of repeated graduate coursework. Thereafter, both the earlier and later grades are averaged.

Academic Unit Exceptions

In the case of those graduate programs in which the faculty has adopted, and the Graduate Council has approved, a special grading standard, courses in which the grade of B-, C+, and C were assigned will be accepted in partial satisfaction of degree requirements. Such exceptions must be noted in the Graduate Degree Program Summary for that program. A copy of the program summary is available in the academic unit and in the Graduate Division (contact the Enrolled Student Affairs Officer). Please note that a cumulative grade point average of 3.0 is required for all degree awards.

Individual Exceptions

With the approval of a student’s Graduate Faculty Advisor and the Graduate Dean, a course in which the student received a grade of C+ or C may be accepted in partial satisfaction of the requirements for an advanced degree. Such exceptions are rarely granted. Whenever possible, the student should repeat the course for satisfactory credit toward the degree.

Pass/Not Pass (P/NP)

The grade Pass (P) is applied to undergraduate coursework only. It is equivalent to C level work or better, and does not represent satisfactory scholarship for a graduate student. The grade P is not considered as meeting the academic criteria for satisfactory progress, for university-administered fellowships, or for academic appointments/employment. If a graduate student chooses the option of P/NP grading, it is assumed that the course is an elective that does not have any significant relationship to the student’s progress in the graduate program. A graduate student may elect P/NP grading for one course only (a maximum of 4 units) per quarter. Under no circumstances will courses taken P/NP count toward unit and degree requirements for any graduate degree program.

Satisfactory/Unsatisfactory (S/U)

A grade of Satisfactory (S) is equivalent to a grade of B (3.0) or better. No credit is given for a course in which a grade of Unsatisfactory (U) was assigned.

A student cannot self-elect S/U grading. The S/U grading is assigned by the instructor and may be assigned to all participants in a graduate course with the approval of the Graduate Council in accordance with Academic Senate regulations. Similarly, with the consent of the academic unit involved and approval by the Graduate Council, individual study and research or other individual graduate work may be evaluated by means of the grades Satisfactory or Unsatisfactory.

In Progress (IP)

“In Progress” is a transcript notation restricted to sequential courses extending over two or more quarters, and for which use of the IP notation has been approved by the Graduate Council and the academic unit. It indicates satisfactory progress, and should not be assigned if the level or the progress of the work to date is not satisfactory. Upon completion of the last quarter of the course sequence, the grade for the final quarter is assigned for all quarters of the sequence. No course credit is given until the student has completed the entire sequence.

If a student who was assigned the provisional notation IP for one or several quarters of a course sequence fails to complete the sequence, the instructor may assign a final grade and request the Registrar to replace the IP with that final grade on the permanent record. In the event that no action is taken to replace the IP with a final grade, the IP will be changed to an Incomplete (I) — see below — at the end of the third quarter following the quarter in which it was originally assigned, or at the end of the quarter immediately preceding award of the degree, whichever comes first. Only quarters in which a student is enrolled will be counted in determining the time at which an IP is changed to an I.

Incomplete (I)

The grade Incomplete (I) may be assigned when a student’s work is of passing quality but is incomplete for good cause. The student must make arrangements with their instructor to complete the coursework within a period of no more than 12 months following the term in which the grade Incomplete was originally awarded, or prior to the end of the quarter immediately preceding award of the degree, whichever comes first. The instructor is not obligated to allow the maximum time period. The student should not reenroll in the course to make up the Incomplete.

Incomplete (I) grades will convert to a failing grade (F), not pass (NP), or unsatisfactory (U), whichever is appropriate, after remaining on the student’s record for 12 months, as governed by Irvine Academic Senate Regulation IR A345.

The number of Incomplete grades accumulated by a student should be monitored and limited carefully, and should be removed as soon as possible. Incomplete grades are an important factor in evaluating academic progress as well as in determining eligibility for employment. The maximum amount of time that an instructor may allow for making up incomplete work is no more than 12 months following the term in which the grade Incomplete was originally awarded, but stricter limits may be applied. When work is completed within the time allowed, the student should ask the instructor to submit a change of grade notice to the Registrar. The general procedure is to process such requests with the approval of the Associate Dean for Graduate Affairs of the school in which the course was offered. If not made up within the time allowed, an I grade will convert to a failing grade (F), not pass (NP), or unsatisfactory (U), whichever is appropriate and is recorded permanently. This is then used when computing GPA to determine whether the student meets the minimum GPA requirement for graduation (3.0).

No Report (NR)

The NR notation is made on a student’s permanent record in those cases where the student’s name appears on the official class roster but the instructor did not turn in a grade for the student. The NR notation is applied under extenuating circumstances only: specifically, if the student and instructor have not reached agreement on the work, or, if a student misses a final exam, and the instructor does not have a chance to talk with the student before grades are due. Under these circumstances, the instructor may not be able to give a grade based on the material the student has completed.

A student who receives an NR transcript notation should immediately contact the instructor to arrange for the removal or replacement of the notation. The NR may be removed from the student’s record by the action of the instructor providing that the assignment of the NR was due to a clerical or procedural error. Depending on the circumstances, the instructor may request that the Registrar change the NR to a grade (including the grade Incomplete), or remove the entry for that course altogether from the permanent record.

If no action is taken to remove the NR from the permanent record after one quarter of subsequent enrollment, or at the end of the quarter immediately preceding award of the degree, whichever comes first, the NR notation will be changed to an F or NP (UCI Academic Senate Regulation A345 [G2]).

Withdrawal (W)

In accordance with UC Irvine Academic Senate Regulation 440, the Registrar will record on a student’s permanent academic record a W notation for each course the student drops at any time after the end of the sixth week of instruction in a quarter. Courses in which a W has been entered on a student’s transcript will be disregarded in determining the grade point average. In general, W notations are not considered in determining a student’s satisfactory progress. However, if a student accumulates a significant number of W notations, they may become a significant factor in this regard.

C. Removal of Deficient Grades and Repeat of Courses

Repetition of courses not authorized to be taken more than once for credit is limited by Academic Senate policy. A graduate student may repeat a course in which a grade below B (3.0) or a grade of Unsatisfactory was received one time. Only the most recently earned grade is used in computing the student’s grade point average for the first eight units of repeated work. Thereafter, both the earlier and the later grades are averaged. All credit units attempted and grades received remain part of the permanent record of the student.

D. Examinations

Scheduling of Examinations

Ordinarily, examinations that are required for an advanced degree, including language and comprehensive examinations and qualifying or final examinations for the Ph.D. or professional doctorate degree, may be given only during an academic session for which the student has registered. However, with the approval of the graduate committee of the academic unit, such examinations may be given between the end of any academic session for which the student was registered and the beginning of the next regular academic session.

Repeat of Critical Examinations

In accordance with Academic Senate policy, a graduate student shall have the option of taking a second examination in the event of unsatisfactory performance on a critical examination. Included are the first-year comprehensive examination, comprehensive examination for Master’s degrees, the Ph.D. qualifying examination, the Ph.D. candidacy examination, and the final examination on the Ph.D. dissertation. The second examination may have a format different from the first, but the substance should remain the same. If a graduate program changes the exam format before a student’s next attempt at taking the exam, the student will have the option to take the exam in the new format, where appropriate. A student whose performance on the second attempt is also unsatisfactory, or who does not undertake a second examination within a reasonable period of time, is subject to academic disqualification. If a student is recommended for academic disqualification by the program for failing a critical exam twice, the Graduate Dean will have the sole discretion to decide if the student will be allowed additional attempts to repeat the exam. If academic disqualification is not involved, a third examination may be given only with the approval of the departmental graduate committee and the Graduate Dean.

Credit by Examination

Because of the nature of graduate degree requirements, the credit by examination option is not normally used by graduate students. Graduate level courses cannot be completed through the credit by examination option.

E. UCI Academic Senate Policy on Academic Honesty

(Approved by the Irvine Division on 6/2/88, revised 12/12/96; revised 10/12/00)

The consequences of failing to uphold the academic honesty policy is published in the UCI General Catalogue and in the UCI Academic Senate Manual.

Students are expected to become familiar with this policy. Students who fail to uphold their fundamental academic obligation are subject to consequences that might range from lowering a grade to campus-wide sanctions, up to and including dismissal. Examples of conduct that fall under the aegis of the policy on academic honesty include, but are not limited to, plagiarism, cheating, stealing of exams, falsifying the record of their work, or collusion in such dishonest activities. When faculty suspect academic dishonesty, they need to follow due process guidelines and investigate their suspicions promptly and fairly. Minimally, due process requires that suspected students be given clear and prompt notice of the suspicion and the opportunity to confront or rebut the evidence that gave rise to the suspicion. Some procedures for implementing the policy can also be found in the UC-UCI document Policies Applying to Campus Activities, Organizations, and Students.

F. Individual Development Plans

(approved by the Graduate Council 1/11/18)

Doctoral and MFA students are required to complete annual Individual Development Plans (IDPs) in consultation with their faculty advisor. Programs may use the Graduate Division IDP template or modify the document to include additional questions relevant to the discipline.

G. Graduate Mentoring and Advising Policy

(Revised version approved by the Graduate Council 4/13/17)

Introduction

A mentor-mentee relationship is based on trust and discretion. Good mentoring involves treating students respectfully and fairly providing reliable guidance, and serving as a role model for upholding the highest ethical standards. The Graduate Council recognizes that faculty mentoring of graduate students, both academic and professional, is a necessary and integral part of the graduate experience. There is a distinction to make between being a mentor and being an advisor—a mentor is someone who is attentive to the professional future of the student, while an advisor is someone who directs the student on what steps are needed to graduate. Both, however, exhibit characteristics that span beyond formal classroom instruction and can be found in one individual together or distributed across multiple supporters. In this document, the term “Graduate Advisor” will be used to reference the faculty member charged by an academic unit with directing a graduate program. Each graduate program has at least one Graduate Advisor. The term “Faculty Advisor” will be used to reference an individual student’s thesis chair, dissertation chair, or capstone project advisor. It is common for the faculty advisor to also serve as a student’s mentor. In this case, the faculty advisor shares wisdom, technical knowledge, guidance, and support that helps students understand how to succeed in their graduate program, excel in their field of study, and to recognize and choose among career options. Some departments may enhance mentoring beyond the role of the faculty advisor through incorporating peer mentoring, professional development workshops, and other activities. While it is necessary to have one primary faculty advisor, contemporary views of mentoring suggest that multiple mentors may be beneficial to mentees’ study, reading, research, writing and career development.

Because disciplines and programs face their own unique challenges, we recommend that each graduate program define their own best practices in terms of mentoring and develop their own set of guidelines for both faculty and graduate students. Understanding that both the mentor and mentee play an active role in this relationship is a vital first step; both should be aware of the following guiding principles regarding this relationship:

Mentors and students should discuss and come to a clear understanding of their expectations, clearly defining roles and responsibilities.
Either party has the right to terminate the mentoring relationship if not seen as satisfactory, despite genuine attempts at conflict resolution. However, departments may require students to have a primary faculty advisor at all times to remain in the program.
The relationship should enable shared decision-making regarding the mentee’s professional development, incorporating both individuals’ points of view.
Meetings should be held in an appropriate environment where both parties feel they can speak freely.
Commitments made should be honored. Both parties should be considerate of each other’s time and provide as much notice as possible when cancelling or rescheduling meetings.
Information shared in mentoring meetings is subject to standard rules of professional confidence.

Role of Faculty

Regardless of the program or department-specific model, it is expected that each student receives advising and mentoring. It is the responsibility of each graduate program’s faculty to advise and monitor the academic progress while encouraging the professional development of each student. Faculty should be attentive to the future of their students and serve as advocates on their behalf when appropriate. Guidelines for advising and mentoring are provided below.

Advising

In coordination with program staff, faculty advisors guide students through degree requirements by providing a clear map from the very beginning. This includes defining a timeline for completing coursework requirements and qualifying examinations.
Faculty advisors assist students through the thesis and/or dissertation process. This includes providing advice on timely initiation and completion, topic choice, acquiring sources of funding, committee formation, etc.
Faculty advisors clearly evaluate the strengths and weaknesses of their student’s research and ensure that the grades assigned for independent study are consistent with the student’s performance.
Faculty advisors provide regular and timely feedback on the progress of students, including constructive criticism on progress. Individual Development Plans (IDP) can be used as a tool to help facilitate these discussions.
Faculty advisors must meet quarterly with students not making satisfactory progress to evaluate their progress.
Faculty advisors foster the development of communication skills, written and oral, as it pertains to the students’ particular area of study.

Mentoring

Mentors provide constructive advice and guide the professional development of students.
Mentors affirm students’ pursuit of health and wellness, as well as professional skills beyond research which are necessary to career success.
Mentors encourage students’ participation in appropriate professional meetings of national and regional groups and societies.
Mentors share their resources and networks, as appropriate, to facilitate interaction with other scholars, both on campus and in the wider professional community.
Mentors assist with applications for research funding, fellowship applications, and other applications specific to the program or discipline.
Mentors provide career guidance, assistance in the preparation of a CV and/or resume, coaching for job interviews, and writing letters of recommendation in a timely manner.
Mentors direct graduate students to various career resources available at the Graduate Resource Center (GRC) and UCI Career Center (workshops, career fairs, etc.)
Mentors recognize that there are a variety of career options available to their students and encourage students to explore multiple career paths.

Role of Graduate Students

It is essential that graduate students see themselves as partners in the mentoring relationship. As mentees, graduate students should:

Be aware of their own mentoring needs and how they can change through their graduate tenure. Changes should be discussed with their faculty advisor and/or mentor in a timely manner.
Proactively seek out mentorship; be aware of advertised workshops and resources. Keep in mind that one faculty advisor may not be able to satisfy all needs.
Recognize that their mentoring needs must respect their mentor’s other responsibilities and time commitments.
Be aware of, and meet, the deadlines associated with the degree program and develop a plan to accommodate to them.
Maintain and seek regular communication with their mentor(s), especially their primary faculty advisor.
Doctoral and Master of Fine Arts (M.F.A.) students must always have a faculty advisor, whether it be a permanent or initial advisor.
If a doctoral or M.F.A. student needs to secure a new faculty advisor, they have one academic quarter by which to do so and remain in good academic standing.
It is the responsibility of each graduate student to establish an advisee/advisor relationship and formally secure a permanent faculty advisor by the time of their advancement to candidacy.

Role of the University

New faculty orientations should include a discussion of the importance of graduate student mentoring.

Role of the Program/Academic Unit

Graduate programs must assign an initial individual advisor, faculty or staff, to each graduate student at the time of first enrollment. For doctoral and M.F.A. students, the individual advisor must be a faculty member. For other master’s students, the advisor may be a faculty member or staff member.
When an initial faculty advisor is assigned to a doctoral or M.F.A. student, the program must communicate to the student the timeline for securing a permanent faculty advisor.
If a doctoral or M.F.A. student, who is otherwise in good academic standing, needs to secure a new faculty advisor, the program should provide the student with one quarter of funding and appropriate advising to help facilitate the process.
Annual reviews must be conducted for every graduate student. Students should be provided with timely written feedback following this annual review.
Share information concerning program-specific mentoring policies with all faculty.
Academic units should be encouraged to provide training on implicit bias, mentoring, and conflict resolution as appropriate for their faculty, staff, and students.

Best Practices to Consider for Programs/Academic Units

Develop a program mission statement that establishes mentoring as a core component of the graduate student experience.
Read and become familiar with Graduate Policies and Procedures so that the criteria for monitoring satisfactory progress is clear.
Hold an orientation for all new graduate students, where program requirements, including normative and maximum time-to-degree, are clearly outlined and provided in writing.
Provide graduate students with a program handbook.
Create multiple mechanisms for faculty mentoring such as faculty-graduate student lunches, rotating faculty mentors within a graduate program, and increasing opportunities for enhancing professional socialization.
Effective peer-to peer and near-peer mentoring can complement faculty mentoring. Faculty guidance for such programs enhances effectiveness.

Principles for Programs/Academic Units

Remember that all faculty share responsibility for graduate student mentoring.
Positively reinforce good mentoring practices with rewards and incentives.
Keep an open mind and show respect for the individuality of students and their different needs and goals.
Respect students’ family responsibilities and be cognizant of students who may need extra support when having a child, raising a child alone, returning to school after child-rearing, carrying for an elderly parent, etc.

These guidelines were developed using the following document:

Mentoring Guidelines, Graduate Council, University of California, Merced Division

Continue to the next Chapter: VII. STANDARDS AND REQUIREMENTS FOR GRADUATE DEGREE PROGRAMS