4. GENERAL ACADEMIC REGULATIONS - GRADUATE STUDENTS
REGISTRATION PROCEDURES
Academic Advising
UTSA views sound academic advising as a significant responsibility in educating its students. Academic advisors assist students in developing intellectual potential and exploring educational opportunities and life goals.
Many individuals within the UTSA community contribute to the advising process, including faculty and staff academic advisors. Students also are encouraged to develop mentoring relationships with faculty for additional information and support.
Students are responsible for seeking adequate academic advice, for knowing and meeting degree requirements, and for enrolling in appropriate courses to ensure orderly and timely completion of their degree programs. Frequent advisor contact provides students with current academic information and promotes progress toward educational goals. For more information on academic advising in their departments, graduate students should contact the Graduate Advisor of Record.
Registration for Classes
Students who attend classes at UTSA must be officially registered or approved to audit a course. Registration instructions are online each semester in ASAP (Automated Student Access Program). Questions regarding registration should be directed to the Enrollment Services Center or the Office of the Registrar.
UTSA does not guarantee the availability of particular courses or sections, and admission to classes is permitted only until the maximum number of students allowable in any section has been reached. UTSA reserves the right to cancel any course or section in which the number of registrants does not warrant its continuation.
A student is not permitted to register for classes offered in two consecutive time periods on different campuses, one at the Main Campus and the other at the Downtown Campus, unless there is at least a 40-minute period of time between the end of the first class and the beginning of the second class or the student has received special permission from the Dean of the college of his or her major to register for the two consecutive classes. A student in violation of this policy will have the class scheduled in the second of two consecutive time slots automatically dropped by the University.
Late Registration
Late registration permits students who have been admitted to UTSA to register for classes during an allotted time just prior to and at the beginning of the semester as indicated each semester in the online registration calendar. Since many courses will have been closed at capacity, late registrants may need to select their courses from a reduced schedule. Students are not permitted to register after the close of the late registration period, except in extenuating circumstances. See the section “Adding Courses After Late Registration.”
Adding Courses After Late Registration
Adding a course after the Late Registration period requires the approval of the course instructor and the chair of the department offering the course. After the Census Date in any semester, students may not add courses except in extremely rare and extenuating circumstances as approved by the Dean of the college offering the course and by the Dean of the Graduate School. For information on Census Date and deadlines for adding classes, students should refer to the University Calendar or the online registration calendar for each semester.
Undergraduates seeking to register for or to add a graduate course in any of these time periods must obtain the special approvals specified in the section “Enrollment in Graduate Courses” in chapter 1, Bachelor’s Degree Regulations, of the UTSA Undergraduate Catalog.
Maximum Hours of Enrollment in Summer Terms
The Texas Higher Education Coordinating Board sets limits on the number of semester credit hours in which a student may enroll during a semester where the courses are offered in a shortened format. Therefore, students may enroll in no more than 3 semester credit hours in a three-week summer term, no more than 4 semester credit hours in a four-week summer term, no more than 6 semester credit hours in a five-week summer term, and no more than 12 semester credit hours in a ten-week summer term. In particular, a student may enroll in no more than 3 semester credit hours in the May Mini-mester.
A student may enroll in no more than 15 semester credit hours during an entire Summer Semester, regardless of the combination of terms.
Dropping Courses
Students may drop courses from their schedules for a limited time each semester. The online registration calendar for each semester indicates the deadlines for students to drop courses each term.
Courses officially dropped before the Census Date do not appear on a student’s transcript. See the online registration calendar each semester for Census Dates.
Students who drop courses between the Census Date and the Automatic “W” Date have a record of the courses on their transcripts with an automatic grade of “W.” See the online registration calendar for the Automatic “W” Date. The change becomes official after it is processed by the Office of the Registrar.
It is the student’s responsibility to drop a course by the appropriate deadline. If a student fails to drop a course, even if the student does not attend the course, he or she will receive a grade of “F” in the class.
Faculty and staff will not drop a student from a course automatically for nonattendance; the student must initiate the process and complete any necessary steps to ensure that the class is dropped.
Under certain circumstances, students may be dropped from courses administratively by college deans. Students who do not meet course prerequisites or who fail to attend a course prior to Census Date may be dropped from courses. If a dean determines that a student should be dropped from a course for these or other documented circumstances, the student will be notified by the college overseeing the course. Students cannot assume that they will be automatically dropped from any class for failure to attend or failure to pay tuition and fees. Students are still responsible for dropping courses by the official deadline or they will receive a grade of “F” in the class. Students are responsible for checking their schedules on ASAP and for checking their official UTSA email accounts to determine if they have been dropped from class.
After the Automatic “W” Date, a student may not drop a course except with the approval of the Dean of the college in which the course is offered and then only for urgent and substantiated, nonacademic reasons. Students who want to drop all classes after the semester begins should refer to the section “Withdrawal from the University” in this chapter.
Auditing Courses
UTSA students and nonstudents who wish to audit a course may do so with the approval of the instructor and the chair of the department in which the course is offered, provided there is space in the classroom after all registered students have been accommodated. The minimum enrollment in a course must be reached without auditors.
Auditing entitles a student to listen and observe. Participation of an auditor in class is at the discretion of the instructor. No UTSA credit is granted for courses that are audited; no official record is made of enrollment in classes on an audit basis. Due to the format of studio/laboratory use, auditors are not approved for art courses. Students not enrolled in courses at the University are not allowed to audit courses that require the use of the University computing system.
All auditors must submit an Audit Course Form to the Enrollment Services Center. A UTSA student pays an auditing fee of $25 per course. Auditors who are not registered UTSA students must pay an auditing fee of $50 per course. Persons over 65 years of age are permitted to audit without paying an auditing fee.
Permission to audit must be obtained and fees paid beginning the first day of class through the Census Date. Students who register for a course and later want to change the course to an audit must officially drop that course before submitting an Audit Course Form.
Nonstudent auditors who want library privileges may receive them by completing a Friends of the UTSA Library application at the circulation desk in the UTSA Library and paying a nonrefundable fee. There are limits on the services offered to Friends of the UTSA Library cardholders; further details are available from the circulation desk.
Nonstudent auditors who want UTSA parking privileges must register their vehicles and purchase a parking permit. To purchase a parking permit the nonstudent auditor should go to the University Parking and Transportation Services Office with their validated Audit Course Form.
Cancellation of Enrollment
Students who fail to fulfill admission, registration, or financial requirements or who otherwise fail to adhere to academic regulations may have their enrollment for the semester canceled. Students may apply for readmission for a subsequent semester provided they have resolved the cause of cancellation.
Withdrawal from the University
Continuing students who wish to withdraw (drop all courses for which they are enrolled during a specific semester) from the University before the first class day of the Fall or Spring Semester may do so via ASAP. Students who wish to withdraw from the University before the start of Summer classes may withdraw via ASAP through the Friday prior to the start of the May Mini-mester. All other Summer withdrawals must be completed as stated in the following paragraph.
Students who find it necessary to withdraw (drop all courses for which they are enrolled during a specific term) from the University after the term begins must complete a Withdrawal Form at the Enrollment Services Center. The Withdrawal Form is available on the Registrar's Web site.
Students may not withdraw from the University later than the third class day preceding final examinations in the Spring and Fall Semesters. Students who officially withdraw from the University after Census Date receive grades of "W" in all classes.
Students who withdraw from all classes are subject to the University’s academic probation and dismissal regulations. Students withdrawing should refer to the regulations on refunds of tuition and fees, readmission policies, and requirements for maintaining registration.
Withdrawal for Military Service
A student who withdraws as a result of being called to active military service may choose (1) to receive a refund of tuition and fees for the semester; (2) if eligible, to be assigned an incomplete (IN) in each course (refer to section “Explanation of Credit, Grading System, and Symbols” in this chapter); or (3) at the instructor’s discretion, to receive a final grade in courses where he or she has completed a substantial amount of coursework and has demonstrated sufficient mastery of the course material.
Medical and/or Mental Health Withdrawal from the University
Students who encounter a significant, unforeseeable and/or highly unusual challenge related to medical or mental health issues, which makes the student unable to effectively participate in their educational program, may withdraw from classes (or in extremely rare circumstances, reduce their course loads) at the University without excessive or unnecessary financial and/or academic penalty. A Medical or Mental Health (M/MH) Withdrawal from the University should be used only when no other options are available to the student. Such withdrawals can be granted only for the current semester or the semester immediately preceding the current semester; no other “retroactive” withdrawals are allowed.
Students should refer to the Academic Calendar for the established withdrawal and drop dates. Students affected by the six-drop limit policy who find it necessary to drop some of their courses but not withdraw entirely from the University may petition to have the dropped courses exempted from the six-drop limit (see section “Six-Drop Policy” in this chapter). A student granted a M/MH Withdrawal or course load reduction will be assigned grades of “W” in the affected courses, unless the effective date of the withdrawal or course load reduction is on or before Census Date, in which case no record of the courses appears on the student’s transcript.
This option should be used only when there is a significant medical or mental health issue which requires the student’s withdrawal. Students will normally be limited to one M/MH Withdrawal during their academic career at UTSA, unless given special approval by the Dean of Undergraduate Studies (if an undergraduate student) or the Dean of the Graduate School (if a graduate student). Furthermore, any challenges a student may face as a result of their issues will be identified by the appropriate Service Director (Director of Student Health Services for a medical health issue or Director of Counseling Services for a mental health issue or their respective designees) during the withdrawal process and recommendations will be provided to the student in an effort to ensure the student is able to continue their academic pursuits without further interference once they decide and are permitted to return to UTSA.
Medical/Mental Health Withdrawal Request Procedures
Requests for M/MH Withdrawals must be submitted in writing to the appropriate service office (medical withdrawals should be submitted to Student Health Services; mental health withdrawals should be submitted to Counseling Services). Such requests must be accompanied by supporting documentation from a licensed doctor, physician, medical professional or mental health professional who has recently evaluated the student, or preferably, provided long-term care to the student. Documentation from a recent hospitalization, if relevant, should also be provided to the appropriate Service Director (or their designee) for review. All documents and any other requests made by the Service Director (or their designee) must be provided or completed within one month of the initial request. If the request is not completed within one month, the file will be closed and no further action will be taken regarding the request.
The appropriate Service Director or their respective designee will review the request and the supporting documentation to determine whether the medical or mental health issue adversely affected the student’s ability to function regarding their academic endeavors so as to warrant the student’s withdrawal under this policy. Upon that review, the appropriate Service Director or their respective designee will provide a written recommendation to the Dean of Undergraduate Studies (for undergraduate students) or the Dean of the Graduate School (for graduate students) reflecting that determination. The appropriate Dean will have one month to complete their decision. The student will be notified of the decision in writing in a manner consistent with the policies and procedures established by the Deans’ offices.
The Dean makes the final determination regarding the request for a withdrawal and any grade changes that may result. Any refund of tuition and fees will follow the University’s Refund Policy for Withdrawal or Dropped Courses (see Chapter 3 of this bulletin) at the time of the effective date of the withdrawal. The effective date of the withdrawal will be determined by the Dean of Undergraduate Studies or the Dean of the Graduate School. When necessary, the Financial Services and University Bursar office will determine whether and to what extent a refund will be granted.
Students may appeal the denial of a M/MH Withdrawal by submitting the appeal in writing to the Executive Director of Student Health and Counseling Services. All appeals will go back to the Dean of Undergraduate Studies or the Dean of the Graduate School for review. The Dean’s decision will be final.
Request to Return following a Medical/Mental Health Withdrawal
Students who are granted a M/MH Withdrawal and wish to return to UTSA must submit their request for re-enrollment in writing to the appropriate Service Director or their respective designee. Such requests must be supported by a current release of information form from a licensed doctor, physician, medical or mental health professional who has recently evaluated the student, or preferably, provided long-term care to the student. The respective Service Director or their designee has the authority to require a current and comprehensive assessment of the student. The respective Service Director or their designee will evaluate the information provided by the primary provider to ensure that it supports the student’s re-enrollment, and will forward a written recommendation to the appropriate Dean. The Dean will inform the student, in writing, of his or her decision as to whether the student’s return is appropriate. In addition, before being allowed to re-enroll, students must correspond with the Director of the respective service and/or the Director of Disability Services in order to best address any possible needs the returning student may have and to facilitate and potentially maximize the student’s chances of a successful return.
Confidentiality of Medical/Mental Health Withdrawal Requests
The student’s written request for the withdrawal as well as the Service Director’s recommendation will remain the responsibility of the respective service involved to maintain, while only the Dean’s decision will become part of the Student’s Education Record. Generally, medical and mental health background information is not shared with the respective Deans unless a special request has been made by the Dean. Deans will keep all shared medical and mental health related information confidential. Any supporting medical or mental health documentation will be considered confidential and treated with the same confidentiality offered other clients of Student Health Services and Counseling Services.
English Language Assessment Procedure
The English Language Assessment Procedure (ELAP) is a mandatory UTSA assessment for incoming international students whose Test of English as a Foreign Language (TOEFL) scores are between 500 and 600 (paper version) or 61 and 100 (Internet version). ELAP tests academic language skills in the areas of reading, writing, listening, and speaking. The test is administered during orientation week at no charge to the student. A registration hold is placed on students until the test is successfully completed.
Students who are required to take English for International Students (EIS) classes and do not register for them or drop them before they are successfully completed will be withdrawn from the University and will jeopardize their visa status. Once students successfully complete the EIS classes, the registration hold is removed from their record.
RECORDS AND CLASSIFICATION OF STUDENTS
Classification Terms
Graduate Degree-Seeking Student. A student who is admitted to a graduate degree program, unconditionally, conditionally, or conditionally on academic probation.
Special Graduate Student. A student who is admitted to UTSA for the purpose of enrolling in graduate and/or undergraduate courses in one or more colleges of the University without entering a degree program.
Non-Degree-Seeking Graduate Student. A student who registers for courses but does not intend to work toward a degree at UTSA.
Note: A graduate student who wishes to work on a program to meet the requirements for teacher certification or for a certificate endorsement must be admitted as a graduate degree-seeking student or special graduate student (not a special undergraduate student). He or she must apply to the College of Education and Human Development Advising and Certification Center for an official analysis of the requirements that must be met before he or she can be recommended for certification.
Time Status Terms
| Number of Credit Hours Enrolled | ||
|---|---|---|
| Graduate Time Status | Fall/Spring | Summer |
Full time |
Nine or more semester credit hours |
Five or more semester credit hours |
Three-quarter time |
Six to eight semester credit hours |
Not Applicable |
Half time |
Four to five semester credit hours |
Three to four semester credit hours |
Less than half time |
Fewer than four semester credit hours |
One to two semester credit hours |
Verification of Enrollment and Degree
UTSA student enrollment and degree verifications are reported by the National Student Clearinghouse (NSC). For students on financial aid this means that UTSA electronically submits enrollment verification statuses to the NSC at several key periods during the semester to keep their enrollment status up to date with loan guarantors, services, or lenders. The NSC also provides enrollment status and deferment information to the Department of Education’s National Student Loan Data System. This service provides for more efficient processing of enrollment information for financial aid loans.
The NSC also provides enrollment and degree verification for nonlending institutions, such as travel agencies, health care companies, and prospective employers. Students who do not want to have their directory information, such as enrollment and degree status, verified in this manner should contact the Office of the Registrar to request that this information be kept confidential.
Transcripts
Official transcripts of all coursework taken at UTSA may be requested at the Enrollment Services Center or online.
While enrolled at UTSA, students who attend other colleges are required to submit official academic transcripts to Graduate Admissions from every college attended at the end of the semester during which coursework was undertaken, even if courses have been withdrawn. This includes concurrent enrollment while attending UTSA. Failure to do so may result in the rejection of the transcript request, cancellation of enrollment, permanent dismissal from UTSA, or other appropriate disciplinary action. Transcripts from other institutions submitted to UTSA become the property of the University and are not reproduced or mailed to other institutions, agencies, or individuals as an official transcript.
Official transcripts will not be issued for students who have a financial obligation or other commitment outstanding to the University until the obligation is cleared.
Release of Academic Records
All official certifications with regard to the academic performance or status of a student or former student of UTSA are made by the Office of the Registrar.
UTSA transcripts and other information from a student’s academic record are released by the Office of the Registrar only upon written request from the student or other person authorized by law under the Family Educational Rights and Privacy Act (FERPA) of 1974. Exceptions may be made in response to a subpoena or court order, under other circumstances as allowed under FERPA, or as provided in the policy on releasing directory information set forth in chapter 5, Administrative Policies and Procedures, of this bulletin.
Catalog of Graduation
Graduate students have six years from their term of original registration as degree seeking to complete a graduate degree program under the catalog in effect at the time of initial registration at UTSA, provided they are continuously enrolled at UTSA. If a student drops out for one or more long semester (Spring or Fall), he or she has the option of reenrolling under a subsequent catalog. These students will have six years to complete degree requirements under the new catalog. In the event that certain required courses are discontinued, substitutions may be authorized or required by the appropriate Graduate Program Committee.
Degree requirements may be changed from one catalog to the next. The student is normally bound by the requirements of the catalog in force at the time of his or her first registration; the student may choose, however, to fulfill the requirements of a subsequent catalog, with approval of the Graduate School.
Change of Major, Degree, or Classification
Students who wish to change their majors, degree objectives, or classifications can access the required forms on ASAP. The change is not official until the student is admitted to the new degree program or certification program. Classification changes (e.g., special graduate to degree-seeking) requested during any semester will not be effective until the following semester. A fee of $5 is assessed each student changing their major to defray administrative processing costs.
Change of Name
A student’s name on official records at UTSA is the name under which the student applied for admission, unless a Name and ID Number Change Form has been processed through the Office of the Registrar. The official University transcript will carry the current name and the most immediate previous name, if any. Name and ID Number Change Forms should be supported by appropriate legal documentation.
Change of Address
Currently enrolled students who have changed their addresses must notify the Graduate School on the appropriate form or on the UTSA Web site in ASAP. Official notification of change of address is necessary for proper identification of student records and for accurate mailing of correspondence and information pertaining to graduation requirements. Students who are applying for graduation will specify on the Application for Graduation the address where their diploma is to be mailed. This does not change the official mailing address with the University.
COURSES
Course Numbering System
All courses are designated by four-digit numbers following a two- or three-letter abbreviation of the subject of the course. The first digit indicates the level of the course. Courses beginning with “0” are developmental education courses and may not be counted toward a degree. Courses beginning with “1” or “2” are lower-division (freshman and sophomore level). Courses beginning with “3” or “4” are upper-division (junior and senior level). Courses beginning with a “5” or higher are graduate-level courses.
The second and third digits in the course numbers are used within the colleges by each department to distinguish individual courses. The fourth digit indicates the semester-credit-hour value of each course.
The number of lecture and laboratory contact hours per week are provided in parentheses in the course description sections of the UTSA Graduate Catalog immediately following the course number and title. For example, (3-0) indicates three hours of lecture and zero hours of laboratory per week.
Prerequisites
Prerequisites are stated for many courses listed in the UTSA Graduate Catalog. Prerequisites advise students of the background expected of all students in the course. It is the student’s responsibility to be sure that all prerequisites are met before enrolling in any course. When a student has not met the specific prerequisites listed, he or she may, under special conditions, obtain permission to register from the instructor of the course. Some colleges may also require the permission of the Department Chair and the Associate Dean. Students who do not meet prerequisites for a course and do not have the appropriate permissions to register may be dropped from the course.
Extended Education Courses
The Office of Extended Education develops and presents seminars, online courses, conferences, and programs for the general public, professionals, governmental agencies, and businesses. It also provides specialized training to businesses, government agencies, and nonprofit organizations needing customized programs for their employees. These courses are not offered for academic credit. For information, contact the Office of Extended Education.
Distance Learning Courses
UTSA participates in the UT TeleCampus. Degree-seeking UTSA students taking courses through this system that are not hosted by UTSA must still meet all UTSA residence requirements. For information on the UT TeleCampus, see chapter 6, Academic Resources and Student Services, of this publication or the UT TeleCampus Web site.
Independent Study Courses
No more than six hours of independent study courses or directed research, regardless of discipline, will apply toward a degree.
GRADES
Explanation of Credit, Grading System, and Symbols
Hours Attempted. The number of hours attempted is the total number of semester credit hours for which a student has enrolled and received grades of “A,” “B,” “C,” “D,” “F,” “W,” or “CR” except as provided for repeated courses.
Hours Earned. The hours earned by a student are the number of semester credit hours in which grades of “A,” “B,” “C,” “D,” or “CR” have been received.
Grade Point Average. The UTSA grade point average is determined by dividing the number of grade points earned at UTSA by the number of for-credit semester credit hours attempted at UTSA. Credits and grades for work completed at other institutions or credits earned by examination are not included in the UTSA grade point average.
Students who are in a UTSA-hosted degree program through the UT TeleCampus and declare UTSA as their home institution will have the courses taken at other institutions through the UT TeleCampus listed on their UTSA transcript and counted in their UTSA grade point average. Other credit courses taken through the TeleCampus count as transfer credit and apply to a UTSA degree as determined by the student’s academic advisor.
The following table explains UTSA grade symbols.
| Grade Symbol | Grade Points | Meaning of Grade Symbol |
|---|---|---|
| A | 4 | Outstanding |
| B | 3 | Above Average |
| C | 2 | Average |
| D | 1 | Below Average (see Academic Probation) |
| F | 0 | Failure (see Academic Dismissal) |
| CR | 0 | Credit. Indicates successful credit by examination (see Credit by Examination) or through faculty evaluation of selected internships and practica. |
| NC | 0 | No Credit. Indicates unsatisfactory progress. |
| W | 0 | Withdrawal. Indicates that the student was passing at the time of withdrawal or drop. |
| IN | 0 | Incomplete. Assigned at the discretion of the instructor; see details below. |
| NR | 0 | No Report. Assigned only by the Registrar when unusual circumstances do not allow a student’s grade to be entered by the deadline for processing grades. It is replaced with the official grade as soon as possible. |
| EX | 0 | Expelled |
| RP | 0 | Research in Progress. Used to denote research in progress only for MOT 6933, MUS 6903, MUS 6913, and Master’s Thesis and Doctoral Dissertation courses. When the project, thesis, or dissertation is complete, the “RP” grades will be changed to letter grades up to the maximum number of semester credit hours approved for the specific degree. |
Credit/No-Credit. Students may earn “CR” or “NC” grades only for specific courses listed in the UTSA Graduate Catalog as graded on a credit/no-credit basis.
Incomplete. The grade “IN” is given by an instructor to indicate that some part of the work of a student in a course has, for good reason, not been completed, while the rest of the student’s work in the course was satisfactorily completed. The Incomplete allows a student to complete the course without repeating it. A grade of Incomplete may not be assigned when a definite grade can be given for the work done. The student must have been in attendance at least three-fourths of the term to receive a grade of “IN.”
Whenever a grade of Incomplete is assigned, the instructor is required to submit requirements for removal of the Incomplete. During the regular grading period this is done electronically. After the grade submission deadline, a Requirements for Removal of Incomplete form must be submitted to the Dean’s office. The Dean’s office will then submit the form to the Office of the Registrar.
Incomplete work must be made up no later than the end of the final examination period one year from the semester the Incomplete was received and before the student’s graduation. If the work is not completed within this time, the “IN” remains on the student’s record, and credit may be earned only when the student reenrolls in the course and completes the entire course satisfactorily. The time limit does not apply to graduate-level thesis, internship, or dissertation courses, except that an “IN” cannot be removed after a degree is awarded. The time limit does apply to all other graduate courses, including special problems and independent study courses.
IN NO CIRCUMSTANCES WILL GRADES BE CHANGED AFTER ONE CALENDAR YEAR.
Repeating Courses
Courses designated “may be repeated for credit” in the catalog may be repeated with both semester credit hours and grade points earned being counted. Otherwise, students at the graduate level may not elect to repeat courses for the purpose of raising a grade. However, when a course was taken more than six years ago, or upon the recommendation of the appropriate Graduate Program Committee, the course may be repeated; in such cases, both grades in the course appear on the transcript and both are counted in the student’s grade point average. Only semester credit hours for the repeated course may be counted toward the degree.
Administrative Procedures
Reporting of Grades by Faculty
Final grades are reported by course instructors every term and are due 48 hours after the final examination. Final grades cannot be withheld nor can reporting of them be deferred.
Grade Reports
The Office of the Registrar compiles final grades after the close of each semester and each summer term. Grades are available in ASAP via UTSA’s Web site. Students who are removed from, placed on, or continued on academic probation and students who are dismissed from UTSA will receive notification from the Office of the Registrar.
Transcripts may be withheld from any student who owes tuition and fees to the University.
Change of Grades
Individual faculty members retain primary responsibility for assigning grades and evaluations. The faculty member’s judgment is final unless compelling evidence shows discrimination, differential treatment, or factual mistake. Under unusual circumstances, however, grades may be assigned or changed by someone other than the faculty member. Grades may be changed or assigned through administrative channels in the following procedure:
-
Circumstances when an assigned grade of “A,” “B,” “C,” “D,” or “F” might be changed. In this case, the formal appeals process stated in this bulletin must be initiated by the student. Because a grade change of this type is related directly to issues of academic freedom, a committee composed of qualified faculty should be appointed by the appropriate Graduate Program Committee to assess the academic merits of the appeal. The committee report should weigh heavily in the subsequent administrative review by the Department Chair, College Dean, and Graduate School Dean. Grades may be changed only if compelling evidence demonstrates discrimination, differential treatment, or factual mistake.
- Circumstances when an assigned grade of “IN” or “NC” might be changed. Under unusual circumstances, a faculty member of record may be unable to assign grades in a timely manner. Examples include death or incapacitation of a faculty member; a faculty member who permanently leaves the University and refuses or fails to respond; and a faculty member who is on leave and cannot be reached.
Additional work performed by a student may not be used to raise a grade that has been reported to the Office of the Registrar.
IN NO CIRCUMSTANCES WILL GRADES BE CHANGED AFTER ONE CALENDAR YEAR.
Class Participation Policy
Students are expected to regularly attend and participate in all meetings of courses for which they are registered. The instructor is responsible for communicating the participation requirements for each course to students. With the exception of UTSA policies on class absences related to observance of religious holy days, active military service, or attendance at an official University-sanctioned student activity, the instructor determines classroom participation requirements and policies on making up work missed during an absence.
Students may be excused from attending classes or other required activities, including examinations, to attend an official University-sanctioned student activity (as defined in the Handbook of Operating Procedures) or for the observance of a religious holy day, including travel for that purpose. A religious holy day is a day observed by a religion whose places of worship are exempt from property taxation under § 11.20, Tax Code. A student whose absence is excused for attending an official University-sanctioned student activity or for religious holy day reasons may not be penalized for the absence and shall be allowed by the instructor to take an examination or complete an assignment from which the student is excused within a reasonable time after the absence.
Students may be excused from attending classes or engaging in other required activities, including examinations, in order for the student to participate in active military service to which the student is called, including travel associated with the service. A student whose absence is excused under the Texas Education Code, § 51.9111, may not be penalized for the absence and shall be allowed by the instructor to complete an assignment or take an examination from which the student is excused within reasonable time after the absence. The excused absence is permitted only if the student will not miss more than twenty-five percent of the total number of class meetings or the contact hour equivalent (not including the final examination period) for the specific course or courses in which the student is enrolled at the beginning of the period of active military service (19 Texas Administrative Code, § 4.9).
If a student has to miss class excessively due to illness or other unforeseen circumstances, it is his or her responsibility to notify the instructor as soon as possible. A student who enrolls in a course and does not attend is considered absent from class until they officially drop the course. A student who does not attend class and fails to drop the course by the specified deadline listed in the online registration calendar will receive a grade of “F.”
Academic and Grade Grievance Procedure
In resolving any student grievance regarding grades, evaluations or other academically-related concern or incident regarding a faculty member, the student must first make a serious effort to resolve the matter with the faculty member with whom the grievance originated. It is University policy that individual faculty members retain primary responsibility for assigning grades and evaluations. The faculty member’s judgment regarding grades and evaluations is final unless compelling evidence shows discrimination, differential treatment, factual mistake, or violation of a relevant University policy. In resolving a student grievance regarding other academically-related issues involving a faculty member, the student must follow the same process as used when grieving a grade or evaluation. If the matter is not resolved, the student may file a formal grievance, in writing, with the Department Chair. The student must file the grievance with the Department Chair within 90 calendar days from the end of the semester in which the grade was assigned or the other concern or incident occurred.
The Department Chair will communicate his or her decision to the student and forward a copy to the Dean of the College. The student may appeal the decision to the Dean of the College and then, if an undergraduate student, to the Dean of Undergraduate Studies, and if a graduate student, to the Dean of the Graduate School. Appeals must be submitted on the Student Academic and Grade Grievance Form. The decisions of the Deans of Undergraduate Studies and the Graduate School are final. The administrator handling the appeal at each level will notify individuals involved, including those who have already ruled on the appeal, once a decision has been rendered.
IN NO CIRCUMSTANCES WILL GRADES BE CHANGED AFTER ONE CALENDAR YEAR.
Student Study Days
At the end of each Fall and Spring Semester, two days prior to the beginning of the final examination period are designated as Student Study Days. Classes do not meet during Student Study Days. Furthermore, Student Study Days are not to be used as dates on which papers are to be turned in, examinations are to be given, quizzes are to be scheduled, review sessions are to be held, or for any other class-related activities, other than office hours.
ACADEMIC STANDING
A student’s academic standing, whether the student is a doctoral student, a graduate degree-seeking student, a special graduate student, or a non-degree-seeking graduate student, is defined as good standing, academic probation, or academic dismissal.
Good Standing
Good standing is the absence of any contingency that would result in the student’s being on academic probation or academic dismissal.
Academic Probation
Academic probation describes the standing of a student at the graduate level who is in one of the following categories:
- A student who fails to achieve a grade point average in any term at UTSA of 3.0 or higher, irrespective of level of courses taken.
-
A student who received a grade of “D” in any course in a term.
- A student who does not meet all requirements for unconditional or regular admission and who, by special action, is admitted on academic probation.
-
A student who has been reinstated following academic dismissal.
- To graduate, all graduate students must have a grade point average of at least a 3.0 (on a 4.0 scale).
Academic probation is cleared only when none of the above criteria apply and when the student achieves an overall grade point average of 3.0 as a graduate student at UTSA. Students on academic probation are encouraged to discuss their status with their academic advisors.
Academic Dismissal
Academic dismissal occurs:
- when a student at the graduate level earns a grade point average of less than 2.0 in any term
- when a student at the graduate level earns a grade of “F” in any course
- when a student at the graduate level is admitted on probation with conditions and fails to meet a condition
- when a student at the graduate level who is on academic probation during a term would again be placed on academic probation under the provisions of academic probation set forth above. If, however, the student’s UTSA grade point average for the term is at least 3.0, he or she will continue on academic probation.
Graduate Reinstatement
A student who has been dismissed academically may petition for reinstatement after one long semester (Fall or Spring) has elapsed from date of dismissal. Under exceptional circumstances, a petition may be considered earlier. A letter containing all explanations, recommendations, or doctors’ statements in support of the student’s request for reinstatement should be submitted to the Dean of the Graduate School on or before June 15 for Fall Semesters, October 15 for Spring Semesters, or March 15 for Summer Semesters.
The Graduate School prepares the petition for reinstatement and submits it to the Department’s Graduate Program Committee. The Graduate Program Committee will review the petitioner’s letter and academic record and make a recommendation concerning reinstatement to the Dean of the Graduate School. If the Petition for Reinstatement is disapproved, the student may not file another petition until the following semester.
GRADUATION
Graduation Dates
Degrees are awarded at the end of each Spring, Summer, and Fall Semester. Commencement ceremonies are held in May and December at the end of the Spring and Fall Semesters. With the exception of doctoral students, students who graduate at the end of the Summer Semester may participate in either the May or the December commencement ceremony. Doctoral students may participate in the December Commencement ceremony.
Doctoral students may participate in commencement ceremonies only after completing all requirements for graduation, including the successful defense of the dissertation and subsequent acknowledgement by the Graduate School of all required documentation. Specifically, a doctoral student intending to graduate in the Summer Term and who has not completed the successful defense of the dissertation and filed the appropriate documentation with the Graduate School may not participate in the Spring Commencement ceremony. Summer Term graduates are welcome to participate in the December Commencement ceremony following their Summer Term graduation.
Information regarding Graduation and Commencement is available at www.utsa.edu/registrar/graduation.cfm.
Applying for the Degree
It is the student’s responsibility to officially apply for his or her degree by submitting an Application for Graduation online through ASAP. Students must read and follow instructions carefully to ensure the application is accurate and successfully submitted. When the application has been accepted, students receive a confirmation number. Students having problems submitting the application should contact Graduation Coordination at graduationcoordination@utsa.edu.
While enrolled at UTSA, students who attend other colleges are required to submit official academic transcripts to Graduate Admissions from every college attended at the end of the semester during which coursework was undertaken, even if courses have been withdrawn. This includes concurrent enrollment while attending UTSA. Failure to do so may result in the rejection of the graduation application, cancellation of enrollment, permanent dismissal from UTSA, or other appropriate disciplinary action.
The following are deadlines for submitting an application for graduation. Dates are for the semester in which the student expects to graduate:
- September 15 for the Fall Semester
- February 15 for the Spring Semester
- June 15 for the Summer Semester
- Summer candidates wishing to participate in the May ceremony must apply by February 15.
Students who apply for the degree in a given semester but do not fulfill all requirements must file a new degree application on or before the appropriate deadline for the next semester in which they intend to graduate.
A student who completes all degree requirements but fails to apply for the degree may obtain a Letter of Degree Awarded from Graduation Coordination after the close of the semester in which all degree requirements are met.
Students who receive services from the University, including faculty supervision, during the semester in which they have applied to graduate must enroll for that semester.
Applying for a Graduate Certificate
It is the student’s responsibility to apply for his or her certificate by submitting a completed Application for Graduate Certificate to the Enrollment Services Center no later than September 15 for the Fall Semester, February 15 for the Spring Semester, or June 15 for the Summer Semester (see UTSA Graduate Catalog). The application of any student applying for a certificate after the established deadlines will be processed the following semester. The application form is located at www.utsa.edu/registrar/forms.html. Students with questions about the application should contact Graduation Coordination at graduationcoordination@utsa.edu.
ACADEMIC HONESTY
Ethical Standards
The University can best function and accomplish its objectives in an atmosphere of high ethical standards. All students are expected and encouraged to contribute to such an atmosphere in every way possible, especially by observing all accepted principles of academic honesty. It is recognized, however, that a large university will include a few students who do not understand, appreciate, or practice these principles. Consequently, alleged cases of academic dishonesty involving UTSA students will inevitably occur.
Academic or scholastic dishonesty includes, but is not limited to, cheating, plagiarism, collusion, the submission for credit of any work or materials that are attributable in whole or in part to another person, taking an examination for another person, any act designed to give unfair advantage to a student, or the attempt to commit such acts. Academic dishonesty is a violation of the Student Code of Conduct and is addressed in Appendix B, Sec. 203, of this bulletin.
Students are not at liberty to disregard previous college work attempted. All students transferring to UTSA must list all colleges attended on their UTSA application for admission. While enrolled at UTSA, students who attend other colleges are required to submit official academic transcripts to Graduate Admissions from every college attended at the end of the semester during which coursework was undertaken, even if coursework has been withdrawn. This includes concurrent enrollment while attending UTSA. Failure to do so may result in the rejection of the admission application, withdrawal of any offer of acceptance, cancellation of enrollment, permanent dismissal from UTSA, or other appropriate disciplinary action.
Fraudulent Degrees
Under Chapter 61, Subchapter G, of the Texas Education Code, it is illegal to use a fraudulent or substandard degree for gaining admission into an educational program, presenting oneself to the public as an expert, gaining employment or promotion, or gaining a governmental position with authority over others. Violation of this subchapter is a misdemeanor and falls under the Deceptive Trade Practices Act.