In
addition to the requirements of the MBGB Graduate Program, the UCI Graduate
Council has drafted and approved specific requirements and regulations for
graduate study towards the Doctor of Philosophy degree at UCI. All students at
UCI will be held to these requirements and regulations. These have been copied
from the RGS Graduate Student Handbook and are detailed below:
For a graduate student, only the grades A+, A, A-,
B+, B, and S represent satisfactory scholarship, and only course work in which
these grades are received may be applied toward degree requirements. However,
one UCI course in which a grade of B- is earned may be accepted by the
petition process in partial satisfaction of the degree requirements if the
student has a grade point average of at least 3.0 in all courses applicable to
the degree. A grade point average below the B level (3.0 on a 4.0 scale) is
not satisfactory, and a student whose grade point average is below that level
is subject to academic disqualification.
Courses in which a grade below a B or a grade of U
was received may be repeated only once. For the first 8 units of repeated
graduate course work, only the most recently earned grades will be used in
computing the student’s grade point average; thereafter, both the earlier
and later grades will be used.
The grade Satisfactory/Unsatisfactory may be assigned
to all participants in a graduate course with the prior approval of the
Graduate Council. With the consent of the academic unit involved, individual
study and research, or other individual graduate work undertaken by a graduate
student may be evaluated by means of the grades Satisfactory or
Unsatisfactory. A student cannot elect (S/U) grading. This grade is assigned
by the instructor in accordance with the academic regulation cited above. A
grade of (S) is equivalent to a grade of B (3.0) or better. No credit is given
for a course in which a grade of (U) was assigned.
The grade Incomplete (I) should be given only when a
student's work is satisfactory but is incomplete because of circumstances
beyond his or her control, and the student has been excused in advance from
completing the quarter's work. An Incomplete grade should be removed as soon
as possible, and the number of ‘Incomplete’ grades accumulated by a
student should be monitored and limited carefully. Although ‘Incomplete’
grades do not affect the student's grade point average, they are an important
factor in evaluating academic progress. The maximum amount of time that an
instructor may allow for making up incomplete work is three quarters of
enrollment, but stricter limits may be applied. If not made up within the time
allowed, an (I) grade is recorded permanently.
By action of the Irvine Division of the Academic
Senate amending Irvine Regulation 440, the Registrar will record on a
student's permanent academic record a (W) notation for each course the student
drops after the end of the sixth week of instruction in a quarter. Courses in
which a (W) has been entered on a student's transcript will be disregarded in
determining the grade point average.
The policy of the Graduate Council is that a graduate
student shall have the option of a second examination in the event of an
unsatisfactory performance on critical examinations, including first-year
Ph.D. qualifying examinations, the Ph.D. candidacy examination, and the final
examination on the Ph.D. dissertation. The second examination may have a
format different from the first, but the substance ordinarily should be the
same. A student whose performance on the second attempt is also
unsatisfactory, or who does not undertake a second examination within a
reasonable period of time, is subject to academic disqualification.
A graduate student may repeat (once) a course in
which a grade below B (3.0) or a grade of (U) was received. Only the most
recently earned grade is used in computing the student's grade point average
for the first eight units of repeated work; thereafter, both the earlier and
the later grades are used. All units attempted and grades received remain part
of the permanent record of the student.
A graduate student is expected to make satisfactory
progress toward an approved academic objective, as defined by the faculty of
the program in accordance with policies of the Graduate Council, and to
maintain a satisfactory grade point average for all work undertaken while
enrolled as a graduate student. It is important that the academic record of
the student be assessed each quarter to confirm satisfactory progress. The
Graduate Dean should be informed of any action taken with regard to a
student's academic record, and provided copies of any related correspondence
with the student. Satisfactory progress is determined on the basis of both the
recent academic record and overall performance. Student records should be
reviewed with special attention to the following items:
1. At least a 3.0
cumulative grade point average.
2. Appropriate action
taken on all Incomplete or (NR) grades.
3. Course enrollment
each quarter for at least 12 graduate or upper-division units of credit,
including credit for supervised teaching and research, unless part-time status
or a Leave of Absence has been approved in advance by the Graduate Dean. In
approved part-time status, enrollment for 8 units of credit toward the degree
is expected each quarter.
4. Number of
upper-division and graduate units completed toward degree requirements each
quarter is at least 8 and no more than 16, unless an exception has been
approved in advance.
5. Time in residence
without advancement to candidacy for the Ph.D. within acceptable limits
(ordinarily, no more than four years).
A
graduate student who has not demonstrated satisfactory progress is not
eligible for any academic appointment, such as Graduate Student Researcher, or
Teaching Assistant, and may not hold a fellowship or other award which is
based upon academic merit.
a. An overall grade
point average below 3.0; or
b. A grade point average
below 3.0 in two successive quarters; or
c. Fewer than 24 units
completed and applicable toward the advanced degree requirements in the last
three quarters; or
d. Failure to complete
required courses or examinations satisfactorily within the period specified by
the graduate program; or
e. Failure to pass a
required examination in two attempts; or
f. The appropriate
faculty committee's evaluation that there has not been satisfactory progress
toward completion of the thesis or dissertation.
Unsatisfactory academic
progress may be determined on the basis of explicit requirements, but the
professional judgment of the faculty upon review of all graduate work
undertaken by the student is paramount.
It is very important to give students an early
warning of unsatisfactory progress. Faculty advisors are urged to be direct in
communicating with students having academic difficulties. Notices of
unsatisfactory progress should be in writing to the student, with a copy
retained in the academic unit files and a copy sent to the Graduate Dean. If
requested to do so, the Graduate Dean will send a notice of unsatisfactory
progress to the student. The purpose of the notice of unsatisfactory progress
is to provide the student with a period of time (usually at least one quarter)
in which to make the necessary improvement in their academic status, and
successfully complete their graduate studies.
After consultation with the student's academic unit,
the Dean of Graduate Studies may disqualify a student because of
unsatisfactory academic progress. Graduate students are officially
disqualified only by the Graduate Dean, with one exception: if a department
has determined that a student who has been admitted to a Ph.D. program should
receive a terminal Master's degree, the department may notify the student in
writing that he or she will not be allowed to continue for the doctorate. The
Graduate Studies Office should receive a copy of this correspondence.
Most
graduate programs require all graduate students pursuing the Ph.D. to acquire
teaching experience at the post-secondary level under faculty supervision.
This requirement is usually satisfied by service as a Teaching Assistant in
undergraduate courses.
All new and returning students are required to
complete and submit to the Registrar's Office a Statement of Legal
Residence to determine their residency status. Questions about California
residence, regarding out-of-state tuition fees, should be directed to the
Residence Deputy in the Registrar's Office.
A graduate student is expected to enroll for each
regular academic session (fall, winter, and spring quarters) until all
requirements for an advanced degree or credential have been completed,
including final examinations and the submission of an approved thesis or
dissertation. Registration at UCI consists of two separate steps: payment of
fees, and enrollment through TELE, the telephone registration system. Both
steps must be completed for the student to be officially registered.
Registration procedures are outlined in the Schedule of Classes. Students are
responsible for ensuring that their course enrollment is correct and completed
by the sixth week of each quarter. Unless granted a Leave of Absence or
approval to pay the Filing Fee in lieu of registration, a graduate student who
does not register (pay fees and enroll in classes) for any quarter will be
considered to have withdrawn from the University, and student status and
candidacy for any degree will lapse. A notice of lapse in student status will
be sent to the "student" by the Office of Graduate Studies at the
end of the quarter.
Policy:
A graduate student is expected to enroll for each
regular academic session unless a formal leave of absence is granted. A
student who has not attained the academic objective for which he or she was
admitted and who fails to enroll or secure a formal leave, loses all graduate
standing in the University. A leave of absence up to one year's duration may
be granted if consistent with the student's academic objective and approved by
both the Graduate Advisor and/or the Associate Dean (both signatures are
required by the Schools of Engineering, Humanities, Social Sciences, and
Social Ecology) and the Dean of Graduate Studies after review of the student's
academic progress.
An academic leave of absence is intended to cover the
temporary interruption of the student's academic program for appropriate
reasons consistent with the student's academic program and University policy
and guidelines. The student who will be absent from the campus while
continuing to pursue graduate research or scholarly activity should register
(in absentia if outside of the State of California). The student who must
leave the academic program for more than three quarters should withdraw and
apply for readmission at the time he or she expects to resume graduate study
at UCI.
Guidelines:
1. A leave ordinarily may be granted when a student is
to be away from the University of California for any of the following reasons:
(a) serious illness or other temporary disability; (b) enrollment at another
educational institution; (c) concentration on an occupation not directly
related to the student's academic program; (d) responsibilities related to
family obligations; or (e) temporary interruption of the student's academic
program for other appropriate reasons.
2. Leaves of absence are limited to a total of three
regular academic quarters.
3. Leaves of absence cannot be granted retroactively,
prior to the beginning of the current quarter.
4. A leave of absence may not be granted if a student
has not completed at least one quarter's work, or has not demonstrated
satisfactory academic progress (please refer to the section on Satisfactory
Progress).
5. A leave of absence may be terminated before the end
of the approved leave period. Special approval is required for registration
after the second week of instruction.
Related
Policies:
1. While on a leave of absence, a student is not
eligible for University fellowship support, University research grants, or
financial aid. Leave of absence status may also affect eligibility for student
housing. Students living on campus who are contemplating leave of absence
should check with their housing office for information.
2. A student on leave may not hold an appointment as a
Graduate Student Researcher, Teaching Assistant, or similar academic
employment, and may not be employed by the University in any other capacity
unless an exception is approved by the Graduate Dean.
3. A student on leave cannot take qualifying
examinations for advancement to candidacy or final examinations for the
degree. Ordinarily, unless an exception is approved in advance by the Graduate
Dean, students may not receive academic credit for work done at another
institution during the leave period.
4. Visa restrictions ordinarily preclude leaves of
absence for students who are not permanent residents or citizens of the US.
5. A Cancellation/Withdrawal form must accompany the
request if fees have been paid for the quarter the leave of absence is
requested. The refund schedule is printed on the back of the form. The
effective date for the refund is the date the form is submitted to the Office
of Graduate Studies.
Procedures:
The
Request for Academic Leave of Absence must be recommended by the
student's academic unit and approved by the Dean of Graduate Studies. Forms
should be submitted prior to the registration deadline (there is a grace
period to the end of the second week of classes) for the quarter requested in
order to avoid the payment of late service fees if the leave is not approved.
A request for leave submitted after the end of the second week of classes must
be accompanied by an explanation of the circumstances justifying the late
request.
Full-time academic enrollment ordinarily is expected
of graduate students at the University of California. Full-time study is
defined as enrollment for at least 12 units of upper-division or graduate
academic credit per quarter, including credit for supervised research or
teaching. Graduate students may enroll in lower-division courses with the
approval of their academic advisor, but such courses are not considered to be
part of any graduate program. Full-time academic enrollment is required of all
graduate students holding University-administered fellowships or academic
appointments (TA's, GSR's, Associates).
Graduate students ordinarily should not enroll for
more than 12 units per quarter in graduate courses, or 16 units in
upper-division courses, or a proportionate number in combination. Course loads
in excess of 16 units of graduate and/or upper-division credit must be
approved in advance by the student's Graduate Advisor and will be monitored by
the Graduate Dean.
If a student plans to withdraw after completing all
academic work for the latest quarter of enrollment and prior to enrollment and
fee payment for the subsequent quarter, a written notice of intent is
appreciated but not mandatory. A student in good academic standing who intends
to return within three quarters may apply for a Leave of Absence to avoid a
lapse of student status.
A student who decides to leave the University after
paying fees and enrolling for a regular academic session and before the end of
that quarter, and wishes to cancel enrollment in all classes, must file the
Cancellation/Withdrawal form. This form may be obtained from the Registrar's
Office or the Office of Graduate Studies. Failure to do so will result in the
assignment of failing grades in all courses in which the student is enrolled,
and will jeopardize further academic standing.
Ordinarily, the Cancellation/Withdrawal form is
submitted in person to the Office of Graduate Studies. In case of serious
illness or an emergency, the Office of Graduate Studies should be notified by
mail or telephone as soon as possible, so that appropriate and timely
assistance may be provided.
A student in good academic standing who intends to
return within a year may request a Leave of Absence to avoid a lapse of
student status. The student who withdraws and has not been granted a Leave of
Absence by the Graduate Dean must be readmitted in order to resume graduate
study. Readmission must be approved by the graduate program the applicant
wishes to enter (or reenter) and by the Graduate Dean. Readmission does not
imply that all previous academic credit and examinations will be accepted, and
does not reinstate a student as a degree candidate.
Graduate student status will lapse if a student fails
to pay required student fees and/or register by the end of the quarter, or if
a Leave of Absence has not been approved. Student status may also lapse due to
failure to comply with provisions of admission. A student who has failed to
maintain his or her status will be officially notified by the Office of
Graduate Studies. This written notice of lapse of student status will be sent
at the end of the quarter in which the student did not pay fees and/or enroll.
Prior to resuming graduate study at the University, a
student who previously withdrew or who failed to meet the continuous
registration requirement must request readmission to the Office of Graduate
Studies by submitting an Application for Admission with the
non-refundable $40 application fee.
Re-admission may be granted by the Dean of Graduate
Studies on the recommendation of the academic unit. If readmitted, a student's
previous academic work will be applied toward the requirements for an advanced
degree only with the approval of the Graduate Advisor and the Graduate Dean. A
readmitted student must satisfy the academic requirements in effect at the
time of readmission.
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