Graduate School Rules and Regulations

Admission to the Graduate School

A. Types of Admission

A student may be admitted to the Graduate School in one of the following four categories:

1. Degree students are those admitted to the Graduate School for study toward a specific graduate degree.
2. Special Non-Degree students are those admitted to the Graduate School for study not leading to a graduate degree. Credits earned while in this status may, under certain conditions, be applied toward a graduate degree at a later time, subject to the approval of the department concerned and the Dean of the Graduate School.
3. Certificate students are those admitted to the Graduate School for study toward a specific graduate certificate.
4. Entrée students are those admitted to a special program for adult, professional, non-degree graduate students. Students enrolled in Entrée status can make no progress toward completion of a graduate degree. Courses in some departments are closed to Entrée students.

B. Application for Admission

1. Students may apply electronically at the Graduate School website. Each person who desires to pursue graduate study must make application through the online application system. Each application must be accompanied by a non-refundable fee of $25.00 and will be assessed a $25.00 late fee if received after the priority deadline. International applicants must pay a non-refundable fee of $30.00 and will be assessed a $30.00 late fee if received after the priority deadline.
2. Upon application, prospective Degree students and prospective Special Non-Degree students may submit unofficial transcripts, which may be used for application evaluation and review. An official transcript is required upon admission from all institutions from
   which the baccalaureate degree and any other degree was awarded and where any graduate coursework was attempted; registered students who do not provide official transcripts by the 5th day of the semester will have their registration cancelled and admission rescinded. Admitted students are required to have official transcripts sent directly to the University of Louisiana at Lafayette Graduate School (not to Undergraduate Admissions or to the Registrar). An applicant who is ineligible to register in any previously attended institution as a graduate student is not admissible to the Graduate School (without completing a formal appeal process).
3. Prospective Degree students and prospective Special Non-Degree students may be required to have official results of the Graduate Record Examination (GRE) or the Graduate Management Admission Test (GMAT) sent by the test administrator directly to the Graduate School if required by the graduate degree program to which admission is sought.
4. Prospective Degree students must provide contact information for at least three individuals who will provide letters of recommendation as a part of the application for admission. Applications will not be evaluated or reviewed until three letters of recommendation are received. Letters must be received directly from the letter writer.
5. Prospective Certificate students must complete an application through the online application system. Application and admissions standards vary by graduate certificate program. Applicants should check with the graduate certificate program to which they are applying for specific standards.
6. Prospective Entrée students must complete a special application form and provide official documentation of a baccalaureate degree from an accredited university.
7. All Degree and Special Non-Degree applicants should ensure that their applications, including required credentials, are complete at least 30 days before the beginning of the semester or summer session in which they expect to enroll. Applicants outside the United States should submit required credentials at least 90 days before the beginning of the semester in which they expect to enroll. Applications not completed according to this time schedule will be processed if circumstances permit, but no guarantee can be made that the applicants in question will be admitted in sufficient time to register for the upcoming semester or summer session. Some programs have established early deadlines for admission.
8. No student can receive graduate credit for any course without having been formally admitted to the Graduate School prior to enrolling in the course.
9. A student with a University of Louisiana at Lafayette undergraduate degree must follow the Catalog in effect at the time of entrance into the Graduate School.

C. Application for Readmission

1. A student whose enrollment in the Graduate School is not continuous (that is, one who is not enrolled for one or more semesters) is required to submit an application for readmission, accompanied by a non-refundable fee of $25.00 and will be assessed a $25.00 late fee if received after the priority deadline. In general, the requirements outlined in section B also apply to readmission.
2. Any student not in attendance for two or more successive regular semesters (excluding summer sessions) must follow the requirements printed in the Catalog in effect at the time of re-entry into the University. Any exceptions to this regulation must be approved in writing by the Dean of the Graduate School.

D. Qualifications for Admission

1. To be admissible to Graduate School, an applicant must satisfy general requirements for admission to the University and must hold a baccalaureate or a master’s degree from a college or university accredited at the institutional level by an accreditor recognized by the U.S. Department of Education.
2. To be eligible for regular admission to a graduate certificate program, an applicant must meet the specific admission and application standards set forth by the certificate program and must provide official documentation of a baccalaureate degree from an accredited university.
3. To be eligible for regular admission to a master’s degree program, an applicant must:
   1. Provide official documentation of a baccalaureate degree with a minimum overall grade-point average of not less than 2.75 (4.0 scale), or a minimum undergraduate grade-point average of not less than 3.0 (4.0 scale) on the last 60 credit hours or last 90 quarter hours (coursework completed in the United States only), or a minimum overall graduate grade-point average of 3.0 (4.0 scale) on all previously earned graduate degrees. Individual departments may require a higher grade-point average. 
   2. Demonstrate English language proficiency, if applicable. See E.2 below.
4. To be eligible for regular admission to a doctoral program, an applicant must:
   1. Provide official documentation of a baccalaureate degree with a minimum overall grade-point average of 3.0 (4.0 scale) or a minimum grade-point average of 3.3 (4.0 scale) on all graduate work attempted. 
   2. Demonstrate English language proficiency, if applicable. See E.2 below.
5. Applicants to degree programs who do not meet criteria for regular admission may be considered for conditional admission. Departments use the following criteria:
   1. the applicant’s GPA in the major field;
   2. the number of successfully completed hours in the applicant’s major field;
   3. the strength and appropriateness of the applicant’s undergraduate curriculum;
   4. letters of reference;
   5. a strong score on the GRE or GMAT if submitted as part of the application;
   6. publications and professional or other experience relevant to the field
6. The following provisions govern the removal of conditional status:
   1. A student admitted conditionally solely because of a lack of satisfactory English language proficiency scores may have admission status changed to “Regular” by presenting satisfactory scores. Admission to regular admission status is not retroactive. It becomes effective when the student’s scores have been received by the Graduate School from the test administrator.
   2. A student in conditional admission status who has earned a 3.0 average or better on all graduate work attempted at the University of Louisiana at Lafayette, with no more than one grade of C, may under certain conditions be granted regular admission status after the completion of a minimum of 12 credit hours of graduate credit. Upon written petition of the student and with recommendations of appropriate members of the graduate faculty, the Dean of the Graduate School may grant the student regular admission status. In the case of a Degree student, the lifting of conditional admission status is dependent upon the recommendation of the head or graduate coordinator of the department concerned. The department decides which graduate credits earned while the student was in conditional admission status may be applied toward the fulfillment of degree requirements.
7. The enrollment of outstanding senior students, for a maximum of 6 hours of graduate credit per semester, is possible under either of the following circumstances:
   1. If the student is a graduating senior who has a grade-point average of at least 3.2 in all work pursued and who lacks no more than 7 credit hours for the completion of the baccalaureate degree.
   2. If the student has senior standing with at least 40 hours of coursework on the 300 level or above, has an overall grade-point average of at least 3.2 on all work pursued, and is within 9 hours of completing undergraduate requirements in the major field.
   3. Students enrolled under these circumstances must be admitted to the Graduate School. Courses taken may not be used for both undergraduate and graduate credit.
8. An applicant ineligible to register in any previously attended University as a graduate student is not admissible to the Graduate School (without completing a formal appeal process).

E. Graduate Record Examination, Graduate Management Admission Test, International English Language Testing System, and Test of English as a Foreign Language

1. Individual graduate degree programs may require applicants for admission to take the Graduate Record Examination or, in the case of applicants to graduate degree programs in Business, the Graduate Management Admission Test.  The Entrée, Masters +30, and certain graduate certificate programs do not require applicants to submit GRE or GMAT scores as part of their application for admission.
2. Applicants who hold a baccalaureate or graduate degree, with primary instruction in English, from an accredited institution in the United States, Canada, the United Kingdom (England, Northern Ireland, Scotland and Wales), Ireland, Australia, and New Zealand are not required to demonstrate English proficiency. All other applicants must demonstrate English proficiency by submitting satisfactory Duolingo English Test, International English Language Testing Services (IELTS),Test of English as a Foreign Language (TOEFL), Test of English as a Foreign Language (TOEFL) Essentials, or Pearson Test of English Academic (PTE) official scores. The Graduate School reserves the right to require proof of English proficiency of other applicants when deemed warranted.
   1. Duolingo scores below 110 are not considered satisfactory. IELTS score below 6.5 are not considered satisfactory.TOEFL scores below 550 on the written examination or 79 on the internet-based examination are not considered satisfactory. TOEFL Essentials scores below 8.5 are not considered satisfactory. PTE scores below 53 are not considered satisfactory.
   2. Graduate Teaching Assistants may have additional English language proficiency requirements. See Graduate Assistantships  .
   3. Upon entering the University, students may also be required to take the English for Speakers of Other Languages (ESOL) placement test. Those students who place below the minimum established ESOL scores will be required to take ESOL 402 - Advanced Pronunciation and Listening Comprehension for ESOL Students .
3. Arrangements for the computer-adaptive GRE, GMAT, Duolingo, TOEFL, TOEFL-Essentials, IELTS tests and submission of official test scores must be made through the appropriate test administrator.

Classification

A. Degree Student

A degree student is one who has been admitted to the Graduate School and who has been accepted by a department for a program of study leading to the awarding of a graduate degree.

B. Special Non-Degree Student

1. A Special Non-Degree student is one who has been admitted to the Graduate School for graduate study, but who has not been admitted to a graduate degree program.
2. The courses taken by a Special Non-Degree student may or may not be applicable to a degree at a later date.
3. The course of study of a Special Non-Degree student is subject to approval by the Dean of the Graduate School.
4. A Special Non-Degree student must meet the prerequisites for each course taken.

C. Certificate Student

A certificate student is one who has been admitted to the Graduate School for study toward a specific certificate.

D. Entrée Student

An Entrée student is one who has been admitted to Graduate School in Entrée status for study which does not lead to a graduate degree. This program may not be used to circumvent Graduate School regulations; some departments do not permit students to enroll in this status.

E. Change of Classification

No student may change graduate or undergraduate classification, doctoral or master’s level, or major after the fourteenth day of classes (seventh in summer).

Academic Honesty

A. Introduction

The University holds that all work for which a student will receive a grade or credit shall be an original contribution or shall be properly documented to indicate sources. Abrogation of this principle entails dishonesty, defeats the purpose of instruction, and undermines the high goals of the University. Cheating in any form will not be tolerated. Students shall be assumed to know the acceptable methods and techniques for proper documentation of sources and to avoid cheating and plagiarism in all work submitted for credit, whether prepared in or out of class.

B. Definitions of Cheating and Plagiarism

Cheating, in the context of academic matters, is the term broadly used to describe all acts of dishonesty committed in taking tests or examinations and in preparing assignments. Cheating includes but is not limited to such practices as gaining help from another person or using unauthorized notes when taking a test, relying on a calculator if such an aid has been forbidden, and preparing an assignment in consultation with another person when the instructor expects the work to be done independently. In other words, cheating occurs when a student makes use of any unauthorized aids or materials. Furthermore, any student who provides unauthorized assistance in academic work is also guilty of cheating.

Plagiarism is a specific type of cheating. It occurs when a student claims originality for the ideas or words of another person, when the student presents as a new and original idea or product anything which in fact is derived from an existing work, or when the student makes use of any work or production already created by someone else without giving credit to the source. In short, plagiarism is the use of unacknowledged materials in the preparation of assignments. The student must take care to avoid plagiarism in research or term papers, musical compositions, science reports, laboratory experiments, and theses and dissertations.

C. Penalties

Cheating and plagiarism are serious offenses. The minimum penalty for a student guilty of either dishonest act is a grade of “zero” for the assignment in question. The maximum penalty is dismissal from the University.

D. University Policy for Intellectual Property

The University of Louisiana at Lafayette administers and asserts ownership of intellectual property as allowed in the University of Louisiana System Intellectual Property Policy Intellectual Property and Shared Royalties (Policy Number FS.III.VI.-1, Effective July 1, 2002). This policy does apply to graduate students.

E. Thesis/Dissertation Copyright Ownership and Ownership of Related Intellectual Property

As provided in the University of Louisiana System Intellectual Property Policy Intellectual Property and Shared Royalties, the University does not assert ownership of Traditional Academic Copyrightable Works, such as student theses and dissertations. However, the University, through the Office of the Vice President for Research, may assert ownership of ideas conceived by a faculty member or data that are generated through sponsored research or faculty initiated experiments that are described in a Traditional Academic Copyrightable Work.

F. Rights to the Thesis/Dissertation Data and Authorship of Joint Publications

It is important that graduate students planning to write a thesis or dissertation seek information from their mentor and/or professor as to the expectations of authorship, order of listed authors, and assignment of copyright for any Traditional Academic Copyrightable Work at the beginning of any collaboration which may result in jointly published works.

Course and Credit Regulations

A. Credit Hour Definition

A credit is a measurement of course work completed satisfactorily. For purposes of the application of this policy and in accord with federal regulations, a credit hour is an amount of work represented in intended learning outcomes and verified by evidence of student achievement of outcomes that is an institutionally established equivalency that reasonably approximates:

1. Not less than one hour of classroom or direct faculty instruction and a minimum of two hours out of class student work each week for approximately fifteen weeks for one semester or trimester hour of credit, or ten to twelve weeks for one quarter hour of credit, or the equivalent amount of work over a different amount of time, or
2. At least an equivalent amount of work as required outlined in item 1 above for other academic activities as established by the institution including laboratory work, internships, practica, studio work, and other academic work leading to the award of credit hours.

A specified number of credits must be earned for a degree.

Other colleges and universities may operate on a “quarter basis,” that is, dividing the year into four quarters and giving quarter credits. Quarter credits multiplied by two-thirds equal semester credits. Semester credits multiplied by one and one-half equal quarter credits.

B. Curriculum Definition

The term curriculum is generally used to refer to the total academic program of the University or the academic program of a single college or the academic program of an individual department. The curriculum thus includes both course offerings and degree programs

C. Classification of Courses

(Courses numbered below 400 are offered only for undergraduate credit.)

1. 400-499
   These course numbers may carry a G, which means that graduate students must take them for graduate credit. Instructors are required to distinguish different assignments and grading practices for graduate and undergraduate students in 400G courses.
2. 500-999
   Graduate-level courses open only to graduate students.

D. Course Limitations and Restrictions

1. General limitations on graduate coursework include the following:
   1. Only courses approved by the Graduate Council may be taken for graduate credit.
   2. A student cannot receive graduate credit for any course without having been admitted to the Graduate School prior to enrolling in the course. A student cannot receive graduate credit for any course in which a freshman or sophomore student is enrolled.
2. Graduate credit cannot be earned for a course previously completed for undergraduate credit with an undergraduate grade recorded. The course may not be rescheduled for graduate credit, nor may the undergraduate credit be changed retroactively to graduate credit.
3. Credits applied toward a non-doctoral degree may not be older than six years on the date the degree is conferred. Credits applied towards a doctoral degree may not be older than nine years.
4. Graduate credit cannot be earned through credit examinations.
5. A non-doctoral student may earn a maximum of 6 semester-hours of graduate credit for application toward a graduate degree in courses in the sequence 497-498, 597-598, and 697-698 or in other individual or special-studies courses. A doctoral student may earn a maximum of 12 hours of credit in such courses for application toward the Ph.D. degree.

E. Course Load

1. The maximum course load for a graduate student is 16 credit hours during a regular semester or 9 during a summer session. Under special circumstances, a student registered for graduate work may also pursue undergraduate courses for undergraduate credit. In such cases, the maximum number of hours, both graduate and undergraduate, is 16 during a regular semester or 9 during a summer session.
2. To qualify as a full-time student, a graduate student must carry a minimum of 9 semester credit hours during a regular semester and a minimum of 6 semester credit hours during a summer session.
3. No specific minima are specified for part-time students. The course load for a part-time student shall be adjusted according to the time devoted to graduate classes, research, and study.
4. A graduate assistant must be a full-time student during any semester in which an assistantship is held. The academic load for a graduate assistant shall be adjusted to fit the particular situation. Assistants with full assistantship responsibilities must take 9 credit hours of graduate-level courses during a semester.

F. Credit Hour Policy

The University of Louisiana at Lafayette adheres to the Louisiana State Board of Regents’ Seat-time Policy for Academic Credit, which states, in part, that

All classes [awarding three credits] must be of reasonable length and include both content and contact sufficient to maintain high academic quality and standards commensurate with credit hours awarded for a “traditional” three semester-hour lecture class.

The student learning outcomes for a course must be the same, regardless of whether the credit hour(s) is/are delivered int he traditional format or through equivalent academic activities. For online, hybrid, or other courses offered in non-traditional format where no traditional course section is available for comparison, courses must include contact and content sufficient to maintain high academic quality and standards commensurate with credit hours awarded and parallel to equivalent face-to-face courses. This includes but is not limited to internships, independent studies, experiential learning activities, and online courses. For all modes of delivery, instructors’ expectations for learner participation in required course interactions (frequency, length, time minimums) must be clearly stated, and must constitute equivalent instruction to other modes of deliver of the same or similar course material.

G. Transfer of Credit Policy

1. The Graduate School recognizes the appropriateness of accepting credits completed at another accredited institution for coursework there that is equivalent to coursework here. The principle involved is one of correspondence between credit asked for and credit offered in the Graduate School. A maximum of 12 credit hours of transfer graduate credit may be applied toward fulfillment of requirements for the master’s degree. The number of hours transferred may not, however, exceed one-third of the credit hours required for the degree. The maximum number which can be transferred in a 30 or 33 hour program is 9. An unspecified number of credit hours of transfer graduate credit may be applied toward fulfillment of requirements toward the doctoral degree, but more than 50 percent of the coursework credit hours applied toward a doctoral degree must be earned at UL Lafayette. Transfer of graduate credit requires the approval of the Dean of the Graduate School and is subject to the following conditions:
   1. The student must be a degree-seeking student in regular admission status. A student may not have graduate credits transferred to the University of Louisiana at Lafayette while in conditional status.
   2. The student shall have earned the credits in residence as a graduate student in an accredited United States institution that regularly grants the master’s degree and/or the doctoral degree. Transfer credits from non-U.S. institutions may be granted upon special petition to the Graduate Appeals Committee. In such cases, the evidence presented in favor of transfer shall be extremely persuasive.
   3. The credits must not have been earned after having become ineligible to continue graduate study at the University of Louisiana at Lafayette.
   4. Each course transferred must be acceptable to the student’s major department.
   5. A grade of B or better must have been earned in each course.
   6. Time limitations must be satisfied. Credits applied toward a master’s degree may not be older than six years on the date the degree is conferred; nine years for a doctoral degree.
   7. The application for transfer must be made in writing according to the procedure specified by the Graduate School office.
   8. A University of Louisiana at Lafayette graduate student wishing to earn course credits at another institution to be applied toward completion of degree requirements is urged first to secure prior written permission from the major department and the Dean of the Graduate School.
2. Transfer of credit shall not reduce minimum residence requirements.
3. Written notification of the action taken on a transfer request will be given to the student.
4. Transfer of graduate credit does not automatically mean application of such credit toward completion of degree requirements. Use of transferred credits for a curriculum other than the one for which they were originally intended requires approval of the department concerned and the Dean of the Graduate School.
5. A student wishing to use credits earned while in Entrée status toward completion of degree requirements must have such credits transferred to the degree program, meeting all the appropriate conditions specified above. No more than 2 courses taken while in Entrée status can be applied to the fulfillment of degree requirements.
6. In the case of multiple master’s degrees, as many as 9 credit hours of graduate credit earned at a regionally accredited American institution and applied toward one master’s degree may be used towards a second master’s degree. The department in which the second degree is pursued and the Dean of the Graduate School must both approve the request. Credit toward a second master’s degree may not be at variance with regulations regarding residence requirements, grade-point average, or restrictions on transfer of credit.

Transfer coursework must be relevant to the program and have course content and a level of instruction equivalent to that offered by the University’s own graduate programs. Approval for acceptance of transfer credit to a student’s curriculum must be approved and justified by the student’s academic program and submitted to the dean of the Graduate School for final approval on the Request for Transfer Credit form.

H. Committee on Graduate Curriculum Guidelines

The purpose of the Graduate Curriculum Committee is to evaluate graduate course additions, deletions, or changes and to make recommendations to the Graduate Council.

The committee shall follow University style and guidelines as set by offices of Academic Affairs and the Registrar for course additions, deletions, and changes.

Prior to reaching the committee, the completed forms signed by the individual initiating the course change, the department head/school director, and the dean of the college are sent to an administrative staff member in the Academic Affairs to check for compliance with the University style guide and completion of information. If style is incorrect or information is missing, a member of the Academic Affairs staff shall work with the Graduate School staff to gather the necessary information and/or shall return forms to the individual who initiated the form.

Upon review and acceptance by Academic Affairs and the Graduate School, completed forms signed by the individual initiating the course change, the department head/school director, and the dean of the college, are digitized by the Graduate School and provided to the committee chairperson to facilitate committee review. In evaluating the courses the major concerns of the committee are the following:

1. The clarity of the course title, description, and any prerequisite and/or co-requisite requirements.
2. The justification for the course addition, deletion, or change to the course.
3. Duplication and/or infringement on another department’s domain.
4. Quality of the course, qualifications of the faculty, and resources available for the course.

Course proposals may be tentatively approved by the committee pending satisfactory explanation of minor questions. Final approval is left to the discretion of the committee chairperson. Courses not approved by the committee are sent back to the department from which they originated with an explanation of why the course was not approved.

The committee considers course proposals, makes recommendations for approval/denial, and submits a written report to the Graduate Council. A copy of the report is presented to the members of the Graduate Council for consideration and approval. Course proposals approved by the committee are presented to the Graduate Council for its approval.

Grades

A. Grade Policies

University policies concerning procedures for awarding and recording grades generally apply to students enrolled in the Graduate School.

B. System of Grading

1. The grade of A represents work of superior quality; B represents work of good quality; C represents work of the lowest quality for which graduate credit is given; D represents unsatisfactory work; and F represents failure.
2. The symbol “W” indicates the resignation or cancellation of the student from the university or the dropping of a course prior to the deadline printed in the Schedule of Classes. The course and grade will be posted to the student’s permanent record but will not be included in the calculation of either the semester or the cumulative average.
3. Incompletes
   1. A student who is doing passing work but due to unforeseen circumstances does not complete the prescribed coursework may receive the grade of I at the discretion of the instructor. As a course grade, the I yields neither credit nor quality points applicable toward a degree. The grade of I may be converted to a grade of A, B, C, D, F, NC, or CR upon the completion of course requirements, as specified by the instructor, and only upon submission of an official change of grade card. The grade of I must be changed by the date designated as posted in the calendar of events on the University’s website, or it will automatically be changed to an F. Because a grade of F makes a graduate student ineligible to attend graduate school, the student will be permitted to complete that semester only.
   2. Unusual circumstances may permit an extension of the deadline for completing an I. The request for such an exception must be initiated by the student and signed by the instructor, the department head, the Academic Dean of the course, and the Dean of the Graduate School. The extended deadline may not be beyond the last day to change an incomplete grade in the following semester. See the Schedule of Classes for the deadline.
   3. Unusual circumstances may permit the assignment of a permanent grade of I. The student must submit in writing a request for this permanent grade PI to the instructor of the course. If the student’s request, supported by the instructor, is approved by the Dean of the Graduate School, a change of grade card will be initiated by the instructor, approved by the department head, the Academic Dean of the course, then the Dean of the Graduate School. The change of grade card must be received in the Registrar’s Office prior to the deadline stated above. In b. and c., it will be the student’s responsibility to provide documented evidence of the reasons for the request.
4. The symbols S (Satisfactory), U (Unsatisfactory), and W (Withdrawal) are used for thesis, dissertation and XXXX 594, Research. The actual awarding of credit for thesis or dissertation is deferred until the thesis or dissertation has been received and officially accepted by the Dean of the Graduate School.
5. The symbols S, U, and W are used for XXXX 899, examinations only. This three-credit course is required of all Master’s students taking examinations, oral, and/or written, who are not registered for any other course. Credits earned in the course are not applicable toward the degree.
6. The symbol AU signifies that the course has been officially audited. The deadline for changing from credit to audit or audit to credit will be that for dropping a course.
7. The symbol NR indicates that the instructor reported no grade, but that the student was officially registered for the course and did not officially withdraw. Until such time as a correction is made, the NR is counted as an F, and the graduate student remains ineligible to continue graduate study.

C. Final Grade Reports

A final grade in each course a student takes is given at the end of each semester or summer session. This grade is recorded in the Office of the Registrar and becomes a part of the student’s permanent record.

D. Change of Grade

1. For the correction of any error made in the reporting of course grades, a student should contact the instructor. If a change of grade is merited after grades are finalized, the instructor will process a change of grade card.
2. A student may appeal a grade under the procedures specified in the Guidelines for Appealing Unfair and/or Capricious Final Grades.

Graduate Student Records and Eligibility

A. Student’s Permanent File

In order to determine a student’s eligibility for admission to and continuation in the graduate program at the University of Louisiana at Lafayette, a permanent file is maintained on each person who applies for admission to and enrolls in the Graduate School. Progress in graduate study for each degree or non-degree student is recorded regularly in the file.

B. Quality Points

1. A student’s cumulative average is computed by assigning quality points to the various course grades, multiplying the appropriate quality-point figure by the credit assigned to the individual courses completed, summing the results, and dividing this total by the total number of credits for all courses.
2. The quality points assigned to each grade are as follows:
    

   Grade A B C D F and all other grades

   Quality Points Per Credit Hours 4 3 2 1 0

3. Any course for which graduate credit has been earned at the University of Louisiana at Lafayette and any course which has been accepted for transfer credit by the Graduate School must be used in computing grade-point averages, both cumulative and in the major field.

C. Transcripts

1. Application for a transcript should be made in the Office of the Registrar.
2. Transcripts may not be released until all indebtedness to the University is paid in full.

Graduate Registration, Eligibility, and Scheduling of Courses

A. Eligibility for Registration in the Graduate School

1. The University holds it to be the responsibility of the student to ascertain scholastic eligibility and to be enrolled in a particular semester or summer session. It reserves the right to cancel registration of an ineligible student without refund of fees at any time during the semester or summer session or to cancel retroactively any credit earned by a student who was ineligible or who did not comply with Graduate School requirements.
2. A student who is not in regular admission status at the time of application for candidacy (normally after completion of 12 hours) is ineligible to continue in the Graduate School. All students are required to apply for candidacy immediately after completion of the number of hours specified by the department.
3. A graduate student becomes ineligible to continue graduate study and to register for any semester or summer session if the student fails to meet the following requirements with respect to grade-point averages:
   1. The student must maintain a 3.0 GPA at all times.
   2. The student may not receive more than two grades of C. In no case may a student earn more than 6 credit hours carrying a grade of C.
   3. The student may receive no grade lower than C.

B. Registration

The University has implemented an integrated student information system (ISIS), and registration is through the web. Detailed instructions for registration can be found on the University’s website. Each graduate student is responsible for following them.

C. Late Registration

Normally, the last date on which a student may register for credit in a regular semester is the fifth day of class or a summer session will be the third day of class. Under special circumstances, the Dean of the Graduate School, after receiving approval from appropriate faculty members, may grant permission for a student to register late.

Students who register and pay fees at this time will be assessed a non-refundable Late Registration Fee.

D. Registration as an Auditor

1. A graduate student registered for a course may change registration from credit to audit or audit back to credit with the permission of the instructor, the department head, the Academic Dean of the course, and Dean of the Graduate School for each course to be audited. Forms for this change are available in the Graduate School office. The deadline for changing registration from credit to audit or audit back to credit is the same as the last day to drop a course with a grade of W.
2. An auditor is expected to attend all classes and participate in all course activities except the final examination. An auditor who does not attend all classes and participate in all course activities will be dropped from that class and will be assigned a grade of W.
3. An auditor or a regular student auditing a course is not permitted to take an advanced placement examination or credit examination on work audited.
4. An audited course may be repeated for credit.

E. Cancellation and Registration

1. A student who registers in the University and who must cancel registration after late schedule adjustment ends must inform the Graduate School Office of this intention.
2. A student’s registration may be cancelled if payment has not been received or if arrangements have not been made to pay fees and fines incurred at the University.
3. A student who resigns voluntarily from the University after classes have begun must initiate resignation procedures in the Graduate School office.

F. Registration in University College

All regulations which apply for regular registration in Graduate School shall apply for registration in University College classes.

G. Sequential Scheduling of Courses

1. If a student’s major department recommends that courses be taken in a particular order, the student is advised to follow the recommended sequence as closely as possible.
2. Should a student do unacceptable work in a course necessary for successful completion of a degree, the student is advised to repeat that course the next time it is offered, or as soon as possible.

H. Change of Schedule

1. A student who wishes to change a schedule of registered classes must apply for permission to the Dean of the Graduate School and to the advisor.
2. The last date on which a student may make a schedule adjustment is the fifth day of a regular semester and the third day of a summer session.
3. The deadlines for dropping a course or for resigning are available in the calendar of events on the University’s website. After these dates a student may not drop a course or resign from the University. In extraordinary cases a student may appeal to the Dean of the Graduate School. Extraordinary cases might include, but are not limited to, prolonged medical problems, serious accidents, or death in the immediate family. It is the student’s responsibility to provide documented evidence of the reasons for the request. Extraordinary cases shall not include dissatisfaction with an anticipated grade or the decision to change a major.

Graduate Honors

The President of the University of Louisiana at Lafayette shall designate a day in the Spring Semester to be known as “Academic Honors Day.” At the convocation held on that day, superior graduate students in the following categories shall be honored:

1. Currently enrolled degree students in regular admission status who have completed 9 through 23 hours of graduate credit and who have maintained a grade-point average of 3.8 or above up to the Spring Semester. A student in this category may be honored once during any course of study.
2. Currently enrolled degree students in regular admission status who have completed at least 24 hours of graduate credit and who have maintained a grade point average of 3.8 or above up to the Spring Semester. This honor may be received once during any course of study.

Graduate Student Appeals

1. Each graduate program must have a committee charged with responding to any appeal referred to it by the Graduate School.
2. Graduate students who do not meet requirements for admission (see “Admission to the Graduate School”) or registration (see “Graduate Registration and Scheduling of Courses”) are not eligible to enter, reenter, or continue in Graduate School. The only method to enter, reenter, or continue is through appeal to the Graduate Council Standing Committee on Graduate Appeals. An appeal must be made in accordance to the following procedures:
   1. The student must present a letter of petition to the Graduate School outlining the reasons for appealing.
   2. The graduate coordinator for the program where the student was or wishes to be must provide a letter of response to the Graduate School that includes the decision of the program-level committee. This letter must include a justification and may recommend support for the appeal, support with conditions, or denial of support. The appeal will not be heard by the Graduate Council Standing Committee on Graduate Appeals until this response is received. If appealing as a non-degree-seeking entree or master’s +30 graduate student, this letter of response is not required.
   3. A student may present letters of recommendation and/or additional documentation in support of their appeal.
   4. If a degree-seeking graduate student who has become ineligible to continue graduate study (see “Graduate Registration and Scheduling of Courses”) has earned no more than 12 graduate credit hours and is supported by their department, the student may be placed on academic probation by the Graduate School without having to appeal to the Graduate Council Standing Committee on  Graduate Appeals. If placed on academic probation, the student must raise their overall GPA to at least a 3.0 within one semester from the date of notification of probation. Failure to achieve an overall GPA of 3.0 within the prescribed period of time will result in the graduate student again becoming ineligible to continue in graduate studies.
3. As per the qualifications for graduate admission (see “Admission to the Graduate School “), students are admitted in either regular or conditional admission status. A department, through its committee charged with responding to appeals and with the support of the head and graduate coordinator, may submit an appeal to the Dean of the Graduate School to offer regular admission to an applicant eligible only for conditional admission. Strong justification and evidence must be presented to warrant such extraordinary appeals. The Dean may rule independently on these appeals or refer them to the Graduate Council Standing Committee on Graduate Appeals; decisions of the Dean may be appealed to the same committee.
4. Students who are not in regular admission status are ineligible to hold assistantships. A department or other campus unit may submit an appeal to the Dean of the Graduate School to offer an assistantship to a graduate student admitted conditionally. The Dean may rule independently on these appeals or refer them to the Graduate Council Standing Committee on Graduate Appeals; decisions of the Dean may be appealed to the committee.
5. Students who wish to transfer credit from non-U.S. institutions must appeal to do so through special petition to the Graduate Council Standing Committee on Graduate Appeals. In such cases, the evidence presented in favor of transfer must be extremely persuasive. (See also “Transfer of Credits” in the Graduate Rules and Regulations section entitled “Course and Credit Regulations.”)
6. Students who wish to transfer credits older than six years or who do not complete a degree within the specified time (six years for a master’s degree, seven years for a Ph.D. degree, six years for an Ed.D. degree, and five years for a DNP degree) must submit a request in writing for a time extension to the graduate coordinator. If the graduate coordinator approves the transfer or time extension, a notation of approval is submitted to the Graduate School for action (approval or disapproval) by the Dean.
7. Master’s and doctoral students are permitted only two attempts to pass the comprehensive requirement. Appeals requesting additional attempts to satisfy all or part of the comprehensive requirement shall be considered by the Graduate Council Standing Committee on Graduate Appeals. These appeals must adhere to the same procedures set forth above.
8. Grade appeals, violations of the Student Code of Conduct, and tuition and fee appeals that involve graduate students are not heard by the Graduate Council Standing Committee on Appeals or the Dean of the Graduate School but are governed instead by other University policies/committees.

Academic Amnesty

Academic amnesty provides an opportunity for a graduate student or applicant to start a new graduate academic record. When academic amnesty is granted, all credits and grades earned at UL Lafayette while enrolled as a graduate student at an earlier date are no longer recognized and thus are not used in subsequent academic status determinations (including admissions) or grade point average calculations. (Notes: The prior credits and grades will continue to be shown on the permanent academic record. The granting of academic amnesty also does not change a student’s financial aid history.)

Courses for which academic amnesty is granted will:

1. remain on the student’s record (grade transcript)
2. not be included in the calculation of the student’s graduate grade point average
3. not be used to satisfy degree requirements

A request for academic amnesty by an applicant to the University of Louisiana at Lafayette Graduate School should be made to the Graduate Appeals Committee and must include:

1. a letter of application that sets forth reason and justification for the request for academic amnesty
2. a letter of support, with any condition deemed necessary, from the Graduate Coordinator for the program to which the applicant is seeking admission, endorsed by the Department Head and Dean of the College
3. all other materials required for graduate admission

Academic amnesty can be considered only if the graduate student applicant has not been enrolled in any college or university at the graduate level for at least two years prior to the effective semester of the amnesty. Academic amnesty can be considered only if the graduate student applicant is seeking admission as a degree- or certificate-seeking student. Academic amnesty does not apply to an individual course. Academic amnesty may be requested for all previous courses earned while enrolled as a graduate student at UL Lafayette prior to the semester that amnesty is granted. Academic amnesty may be granted to an individual seeking graduate admission only once. Once granted, academic amnesty may not be rescinded. All requests for academic amnesty will be considered on a case-by-case basis. Requests for academic amnesty do not consider requests to transfer graduate-level credits earned at another institution. For transfer of credit policies, see IV-D-1-6.

The Graduate School at the University of Louisiana at Lafayette does not automatically recognize academic amnesty granted to an applicant at another institution. Graduate student applicants granted academic amnesty shall be considered only for conditional admission.

Leave of Absence from Graduate Studies

Policy

A graduate student in good academic standing may request a leave of absence from graduate program for up to one calendar year. The request for a leave of absence must be made in writing using the Request for Leave of Absence from Graduate Studies form available from the Graduate School.

A Request for Leave of Absence from Graduate Studies form must be submitted to the Graduate School for review and approval at least thirty (30) days before the leave of absence is intended to commence, or the earliest date possible in extenuating circumstances. A leave of absence may not be granted retroactively.

A request for a leave of absence from graduate studies must address the specific reason(s) prompting the request and provide supporting documentation as appropriate. A leave of absence may be granted for medical reasons, family necessity or dependent care, and/or military service. A leave of absence due to financial hardship will not be considered.  

All requests are reviewed and approved on a case-by-case basis by the Dean of the Graduate School. For consideration and approval, the request must include written input from the student’s Graduate Coordinator, Committee Chairperson/Major Advisor (if already appointed), and Department Head. Notification of decision will be conveyed to both the student and the Graduate Coordinator.

Reinstatement from an approved leave of absence will occur at the beginning of the specified academic term. To request reinstatement from an approved leave of absence, the student should complete the Request for Reinstatement from Leave of Absence from Graduate Studies form and submit it to the Graduate School. Students who fail to petition to return after an approved leave of absence will be required to apply for readmission in order to return and to follow the requirements printed in the University Catalog in effect at the time of re-entry into the University.

Important Considerations:

An approved leave of absence ensures that a graduate student is allowed to continue the degree program requirements as printed in the University Catalog in effect at the time of admission; that is, it offers an exception to requirement that stipulates a readmitted graduate student must follow the requirements printed in the University Catalog in effect at the time of re-entry.

An approved leave of absence extends the allotted time limit toward degree completion. The semester(s) of an approved leave of absence will not be counted toward time to degree and/or academic milestone deadlines such as Application for Admission to Candidacy.

An approved leave of absence does not automatically cancel any registrations. If a graduate student is registered/enrolled for the semester(s) included in the approved leave, they must cancel the registration(s) and/or formally withdraw from courses. Failure to do so will result in assessment of tuition/fees and assigned grades for the course(s).

During an approved leave of absence, a graduate student will be regarded as a “non-enrolled student” and will not have access to University faculty, facilities, resources, or services designed or intended only for enrolled students (with the exception of University email); receive a graduate assistantship, fellowship, or financial aid from the University; or register for courses at any level.

Graduate students receiving funding of any kind should be aware of certain consequences of a leave of absence:

As noted above, graduate student on approved leave may not hold an assistantship or fellowship. Moreover, approval of a leave of absence does not assure that a graduate program, the Graduate School, or other University unit will be in a position to provide assistantship or fellowship funding upon a return to graduate studies. While the Graduate School shall encourage funding consideration, graduate students returning after an approved leave of absence must work with their Graduate Coordinators and appropriate faculty to resume graduate studies and to initiate new funding requests.

A graduate student who receives funding from a source outside the University should consult with that funding agency to learn about any effects a leave of absence might have.

Graduate students on approved leave are not eligible for federal financial aid and, in some cases, student loans may not be deferred for a leave of absence. Students should consult with the Office of Financial Aid prior to applying for leave and also as they return to graduate studies.

International graduate students who are considering applying for a leave of absence are strongly advised to consult with the Office of International Affairs to determine the impact a leave will have on VISA status.

Graduate students on an approved leave of absence may not fulfill any degree requirements during the time on leave. If a student plans to be away from the University to work on a thesis, dissertation, or other degree requirements, this would not constitute a leave of absence.

General Requirements for Graduate Degrees

1. It is the responsibility of each graduate student to ascertain and meet the degree requirements of the Graduate School.
2. Each student must be officially accepted as a degree student, as specified in section II.A.
3. Each degree student must present satisfactory scores on the GRE or the GMAT.
4. Each degree student must apply for admission to candidacy in accordance with the deadlines specified in the regulations governing the degree in question. Therefore, each degree student must be recommended for the degree by the Graduate Council.
5. Each degree student must satisfactorily complete the required comprehensive, general, and/or final examinations.
6. Each degree student must meet the appropriate residence requirements.
7. Each degree student must meet minimum grade requirements, complete all prescribed courses, and fulfill all departmental requirements.
8. Each degree student must complete the Graduation Check-List and return it to the Graduate School by the end of the first week of the last semester of graduate work.
9. Each degree student must pay the diploma fee by the end of the first week of the last semester of graduate study.
10. A candidate for a graduate degree must be present at the graduation exercises at which the degree is scheduled to be conferred, unless excused in advance in writing by the Dean of the Graduate School.

Outside Observers for Thesis/Dissertations Defenses and Synthesis Project Presentations

Outside observers are objective representatives of the Graduate Faculty who are tasked with reporting to the Graduate School on the fairness and rigor of thesis/dissertation defenses and synthesis project presentations, at both the master’s and doctoral levels. Outside observers are not members of the defense committee; thus, while they should be present for the entire defense/presentation, including any committee deliberations, they should not participate in those deliberations or vote on the outcome of the defense/presentation.

This outside observation is designed to ensure that the university’s procedures are properly followed, that students are treated fairly, and that the rigor of graduate defenses/presentations are appropriate to the degree sought. Moreover, outside observation contributes to the university’s scholarly community and enhances interdepartmental connections.

The Dean of the Graduate School is charged with assigning outside observers according to the following policies.

1. Any stakeholder in a specific defense/presentation (including the student, a member of the defense/presentation committee, a department- or college-level official, the Graduate School, etc.) can confidentially request an outside observer be assigned by completing the Graduate School Outside Observer Request Form.
2. Any college, department, or graduate program can request that an outside observer be assigned to all of its defenses/presentations.
3. Defenses/presentations in recently established programs will automatically be assigned an outside observer.
4. The Dean of the Graduate School will automatically assign an outside observer to a random and representative sampling of defenses/presentations that would not otherwise be observed.
5. All outside observers must be members of the UL Lafayette Graduate Faculty.

Accelerated Bachelor’s/Master’s Combined Curriculum Plan of Study

The Accelerated Bachelor’s / Master’s Combined Curriculum Plan of Study (ABM plan of study) offers high‐achieving undergraduate students at UL Lafayette the opportunity to earn both the baccalaureate degree and master’s degree in less time and at less cost. It does so by allowing these exceptional students to count up to 9 graduate credit hours (in a 30‐ or 33‐hour master’s degree program) or 12 hours (in a 36‐hour or greater master’s degree program) toward both degrees.

Application and Admission Requirements

Undergraduate students must be formally admitted to an ABM plan of study by the Graduate School prior to registration in any graduate‐level course.

To be eligible for admission, students must:

• be in senior standing with a minimum of 90 credit hours and lacking no more than 30 semester hours to complete the baccalaureate degree
• have completed at least 24 hours of coursework at UL Lafayette, if a transfer student
• have a minimum overall undergraduate GPA of 3.2

Because English language proficiency, GRE, and/or GMAT exams, and letters of reference are tools used to facilitate admission decisions, these requirements are eliminated for students formally accepted into an ABM plan of study to pursue the identified master’s degree program unless specified by the graduate degree program.

Students applying under these circumstances must meet all other application and admission requirements (including program‐specific requirements) with the exception of holding a baccalaureate degree.

Application requires that students:

• complete an “Application for Admission to an Accelerated Bachelor’s / Master’s Combined Curriculum Plan of Study”
• secure approval from the Undergraduate Advisor, Graduate Coordinator, and Department Head in the degree‐granting department as well as their Academic College Dean and the Dean of the Graduate School
• upon completion of the baccalaureate degree, apply for regular admission to the Graduate School by submitting an additional online application, application fee, official transcripts from other colleges or universities attended as required by the Graduate School, and any additional program‐specific application materials required by the individual degree program

Students admitted under these circumstances are admitted provisionally to the Graduate School. Upon completion of the baccalaureate degree, participating students must apply for regular admission to the Graduate School. Upon review of the application and confirmation that the student has met ABM plan of study requirements (including conferral of the baccalaureate degree), provisional admission is changed to regular admission for the academic term following conferral of the baccalaureate degree.

Grade, Credit, and Time Requirements

• No more than 9 graduate credit hours (in a 30‐ or 33‐hour master’s degree program) or 12 hours (in a 36‐ hour or greater master’s degree program) may be double counted toward the requirements of both degrees. Only graduate‐level courses may be counted toward graduate degree requirements.
• ABM students may register for a maximum of 6 hours of graduate credit per semester and total combined registration, both graduate and undergraduate, may not exceed 16 credit hours during a regular semester or 9 credit hours during a summer session.
• ABM students must earn a grade of B or better in all double‐counted graduate‐level courses. Graduate courses in which a grade lower than B may be counted toward satisfaction of the baccalaureate degree requirements but not toward the master’s degree requirements.
• ABM students must maintain an overall graduate GPA of 3.0 or higher, earn a grade of B or better in all ABM graduate‐level courses, and follow the approved ABM plan of study. If a student falls below an overall graduate GPA of 3.0, does not follow the approved ABM plan of study, or completes the baccalaureate degree requirements with an overall undergraduate GPA of less than 3.0, the student cannot double‐count graduate credit hours and is ineligible to continue in the ABM plan of study.
• No more than 12 graduate credit hours may be earned while still completing requirements for the baccalaureate degree.
• ABM students retain their undergraduate status, and thus shall be assessed undergraduate tuition and fee rates, until they are awarded the baccalaureate degree. They are not eligible for graduate assistantship or fellowship appointments, graduate scholarships, graduate‐level student worker pay rates, or financial aid for graduate studies until the baccalaureate degree has been conferred.
• ABM students cannot opt to bypass the bachelor’s degree. The baccalaureate degree must be awarded following completion of the undergraduate degree requirements and at least two semesters before the graduate degree is awarded.
• At the time of application for the baccalaureate degree, students must apply for regular admission to the Graduate School. Upon review of the application and confirmation that the student has met ABM requirements including conferral of the baccalaureate degree, provisional admission is changed to regular admission to graduate studies for the academic term following conferral of the baccalaureate degree.
• All master’s degree requirements must be completed within six calendar years following admission to the ABM plan of study.
• ABM students may withdraw voluntarily from the ABM plan of study at any time. To do so, they must notify the Graduate School in writing. A copy of the request to withdraw should be sent to their Undergraduate Advisor and Graduate Coordinator.
• If an ABM student voluntarily withdraws from the ABM plan of study, does not meet the ABM continuation requirements, completes the baccalaureate degree requirements with an overall undergraduate GPA of less than 3.0, requests admission to any other graduate program, does not complete the approved master’s degree requirements within the prescribed time, or otherwise becomes ineligible, the student cannot double‐count graduate credit hours. In such instances, graduate credits earned as an ABM student would be counted toward satisfaction of the bachelor’s degree requirements but not toward the master’s degree requirements.

Subject to approval by the normal curriculum review processes, individual graduate programs may set higher standards or require additional criteria for application, admission, and continuation for an accelerated bachelor’s / master’s combined curriculum plan of study.