General Policies, Procedures and Requirements

The general policies, procedures and requirements for advanced degrees are stated below; however, each program has specific degree requirements. These specific requirements are detailed in the program descriptions that follow this section. These requirements must be consulted so that the graduate student can be fully apprised of the conditions he/she must meet in order to receive an advanced degree.

The policies and regulations described in this catalog cannot be superseded or invalidated by either oral or written agreement with faculty, staff, or administrators unless a variance is confirmed in writing by the Vice Provost for Graduate Affairs, in consultation with the Graduate Council.

Registration

Students may register for courses during the priority early registration period before the beginning of the semester. A student’s first opportunity is based on classification and alphabetic rotation. The early registration period is then followed by regular and late registration. The registration calendar for any term is published online by the office of the registrar. Initial registration and any later registration changes are usually completed by students through the registration link of the CourseLeaf PATH online portal.

Initial registration must be completed by the date announced by the registrar, typically the fifth day of classes. Students may make adjustments to their course schedule until the end of the first week for regularly scheduled fall and spring courses. For summer courses and courses with atypical duration, the last date to adjust schedules is specified by the registrar in the official registration calendar. This last day to adjust schedules is referred to as the last day to drop/add.

Students may add courses to their schedules until the last day to drop/add. No signature or other authorization is required if the added course is open for enrollment, if students meet all course prerequisites, and if such additional courses do not raise the students’ credit‐hours for the term above the maximum allowed by the students’ enrollment unit or academic standing. If the addition increases the tuition cost for the semester, the additional payment must be settled with the university bursar by the last day to drop/add.

Students can place their names on the waitlist for a course that is closed. Students are automatically moved from the waitlist to registration in the course as spaces open until the end of the first week of classes. Students may add their names to the waitlist until the third day of classes for regularly scheduled fall and spring courses, and the first day of classes for summer courses.

Students may drop a course from their schedule until the last day of drop/add. Courses that are dropped during the regular registration period are not listed on the transcript. Students should consider how dropping a course will affect their progress toward their degree and their financial aid eligibility. Students who stop attending a class but fail to complete the drop process, regardless of the date when they stopped attending the course, will be given the grade of F for the course. Students who do not wish to remain enrolled in a course must officially drop or withdraw from the course in accordance with University deadlines and procedures. Ceasing to attend or participate does not constitute official withdrawal and does not, by itself, eliminate tuition or fee obligations.

Students may attend, access, or participate in a course only if they are officially registered for that course. Students may not participate informally in a course, including attending class meetings, accessing course materials or activities, or otherwise engaging in course instruction, without being registered.

Students who wish to enroll in concurrent courses at another institution should consult their academic advisor before registration to ensure proper enrollment and recording of courses. Students in good standing who have earned a minimum of twelve hours may be able to cross-register at other universities in the Kentuckiana Metroversity consortium. Cross registration is permitted on a space-available basis at the discretion of the member institutions. The combined program of work in all institutions may not exceed the maximum course load permitted for students at the University of Louisville. Failure to follow these guidelines may result in loss of credit or in ineligibility to transfer the credits from the other schools toward the requirements for graduation.

The University of Louisville uses an online web registration system. The schedule of courses for each term may be reviewed at Schedule of Classes.

Students must first contact their graduate advisor or Director of Graduate Studies to discuss course selections. Students in good standing and admitted without conditions may proceed with the registration process. If, however, a student has been admitted with conditions, or is in probationary status, the student must contact the Director of Graduate Studies regarding the implications of the admission status.

Final Examinations

For courses offered the full length of the term, whether taught in person, blended, or synchronous online, comprehensive final examinations must be administered only on the date and time prescribed in the university final exam schedule. For courses offered less than the full length of the term (e.g. 5 week or 8 week Fall/Spring courses), comprehensive final exams may be given on the last day of class.

Comprehensive examinations may not be given on the last regular day of class or during the reading period. No mandatory activities or assessments of any kind may be scheduled during the reading period. Examinations which cover a limited portion of the coursework may be given during the last regular class period. Longer final cumulative assessment instruments may be assigned at any time but must be completed by the date and time prescribed in the university final exam schedule. Students must be notified of the type of examinations to be given in the course as well as each examination’s percentage of the course grade. This information, along with scheduled dates and times, should be included in the course syllabus.

Comprehensive final exams in online-asynchronous courses may be given at any time during the university final exam period. Please note, online final exams in online-asynchronous courses should be conducted asynchronously. An availability window of no less than 24 hours should be provided during which students must start and finish the exam.

A student with more than two final examinations scheduled on the same date or for whom two examinations have been scheduled for the same time should speak with their instructors about possible alternate examination times. If no resolution can be found, the student should consult with their unit Dean who will ensure that the student’s examination for the class with the lowest total enrollment is rescheduled. Students must request this rescheduling from the appropriate instructor in writing at least two weeks prior to the scheduled examination.

Full-Time Study

Full-time study for graduate students is defined as enrollment in:

Nine (9) credit hours during the Fall semester, OR
Nine (9) credit hours during the Spring semester, OR
Six (6) credit hours during the Summer semester, OR
In degree candidacy status.

Full-Time Study for University Fellows and Graduate Assistants

All University Fellows and Graduate Assistants receiving financial support must be enrolled as full-time students during the period for which they are receiving support.

Workload Limitations for Graduate Assistants

Graduate assistants appointed as Graduate Research Assistants (GRAs), Graduate Teaching Assistants (GTAs), or Graduate Service Assistants (GSAs) are limited to 20 hours of work per week in duties associated with their assistantship. Under limited circumstances, a student may be approved to work up to an additional 9 hours per week and receive compensation for that work. Any additional work must provide meaningful professional development that is directly related to the student's academic or career goals.

Requests for additional work that would exceed the federal 20-hour limit will not be approved for students in F-1 status. These restrictions are established by federal immigration regulations and cannot be waived by the university. In limited circumstances, an F-1 student may be eligible to participate in Curricular Practical Training (CPT) involving employment that is an integral part of their established curriculum. However, participation is subject to federal regulations and university approval.

Workload waivers are normally approved for a single semester. The student's department chair or director of graduate studies must submit a new GA Workload Waiver form for each semester in which additional work is requested.

Course and Program Instructional Delivery Modalities

Course Delivery Modalities

The University of Louisville adheres to the definition of Distance Education as detailed within the Code of Federal Regulations. The university offers the following course modalities:

In-Person: A course in which instruction takes place exclusively in-person whereby the student(s) and instructor(s) meet on campus or at an approved off-campus location.

Online: A course in which instruction takes place exclusively through distance education to students who are separated from the instructor notwithstanding in-person non-instructional requirements, including orientation, testing, and academic support services.

Online, Asynchronous: Online courses where students complete assignments and engage with instructors at their own pace, within defined timeframes, utilizing the university’s learning management system.
Online, Synchronous: Online courses with scheduled class meetings where students and instructors engage virtually, in real-time, through university approved web-conferencing software.

Notes:

For online courses, required assessments may use an approved in-person proctoring arrangement at a location reasonably accessible to the student. Students may also request to use an in-person proctoring arrangement. In-person proctoring does not, by itself, change an online course's modality.
For online-asynchronous courses, required assessments may use an approved in-person proctoring arrangement, provided students are given an assessment window of at least 24 hours and simultaneous participation with the instructor or other students is not required.

Blended Learning: A course in which the majority of instruction takes place as described in the definition of distance education but also has in-person instructional requirements.

Program Delivery Modalities

University of Louisville strives to provide flexibility in program delivery. In any given term, many programs offer classes that are available as in-person, online, or blended modality.

Students who are seeking a specific modality for courses in a program should review the schedule of classes carefully. Programs that can be completed entirely online will be identified on the Overview tab of the academic program’s catalog page. Unless specifically stated on the Overview tab of an academic program’s catalog page that a program may be completed entirely through a single modality, students should expect their program to be completed through courses offered in various modalities.

An Online program may include required experiential learning—such as clinicals, practica, internships, co-ops, field experiences, or student teaching—that requires physical participation at an approved placement site. Enrollment in an Online program does not guarantee that experiential requirements may be completed remotely. The degree program, employer, or other placement organization may require physical participation at an approved location.

Enrollment in an online degree program is not the same as choosing to take online courses. Students enrolled in an in-person degree program may take online, in-person, or blended courses and pay tuition based on their residency status (Resident or Non-Resident), unless otherwise noted. Students enrolled in a 100% online degree program through Online Learning are subject to the tuition rates established for that online program. The distinction is based on the degree program in which the student is enrolled, not the modality of the individual courses they take.

Catalog Year

The university issues a catalog annually in conjunction with the start of the summer term, and the degree requirements stated in the annual issue apply to all students who matriculate during that year. These requirements constitute the “catalog year” for those students and set their degree requirements as long as they are enrolled without a break of more than two calendar years. In other cases, a student may elect to follow the requirements of a later catalog year. The student’s advisor will assist in identifying the need and benefit of such an election. The advisor must record this election in the student’s permanent record.

Students may petition for a variance from the stated degree requirements of their catalog year. A variance must be reviewed by the Director of Graduate Studies or Department Chair, and the unit dean or their designee. The final decision is made by the Vice Provost for Graduate Affairs.

Students readmitted after two or more calendar years must reapply for admission. If readmitted, they are subject to the catalog year requirements in force at the time of their readmission.

Continuous Enrollment

Continuous enrollment is defined as being registered in both Fall and Spring if registering for course work. If a student has been admitted to either masters or doctoral degree candidacy, continuous enrollment in candidacy status is required for the Fall, Spring and Summer terms (only one term of registration is required in summer terms). Students must be enrolled during the semester in which they wish to graduate.

Course Loads

Normally, the maximum number of credit hours that may be taken in a regular semester is twelve (12). The maximum number of credit hours that may be taken in the Summer session (both terms) is twelve (12), including research hours.

Overloads

A student who wishes to enroll in more than the maximum number of credit hours must petition the unit dean to obtain permission.

Auditing Courses

Students are responsible for tuition and applicable fees for all courses for which they are registered, including courses taken on an audit basis. Auditing at the graduate-level is available only to students who are enrolled in a graduate program. A student who wishes to audit a course must obtain permission from the course instructor and the director of the program in which the student is enrolled using the proper form provided by the Office of the Registrar. Auditing a course will not satisfy a prerequisite for a graduate course or a degree requirement.

Transfer of Credit

UofL generally accepts transfer credits earned at postsecondary institutions that are institutionally accredited by an agency recognized by the U.S. Department of Education (USDE).

The number of credit hours transferable, upon request, is six (6). Up to six (6) additional credit hours may be petitioned, provided that these additional hours are not credits earned by extension, thesis or practicum and provided also that the residency requirement of 24 semester hours is maintained by the addition of University of Louisville credits to the total program.

Course work taken more than three years prior to the student's application to a graduate program will not normally be considered for transfer; however, such requests will be reviewed by the Vice Provost for Graduate Affairs upon recommendation by the department chair and the unit dean.

The course work being considered for transfer must have been taken while the student was enrolled in an accredited graduate or professional school and must be evaluated for transfer by the Director of Graduate Studies in which the student is seeking additional graduate work. Six (6) credit hours may be transferred from a previously earned master's degree toward a doctoral degree or a second master's degree, subject to the approval of the degree program and the unit dean. Hours earned toward a culminating experience such as a thesis, practicum, or internship shall not be transferable to the second master's degree. Only courses in which the student earned grades of B or better will be considered for transfer. Hours and quality points earned at other institutions are not included in the calculation of a student's grade point average.

Courses in which grades of P were earned must have the approval of the unit dean in order to be transferred.

Transfers of graduate credit from constituent schools and colleges of the University of Louisville are not subject to the above limitations on transfers but require the recommendation of the department chair and the approval of the unit dean. Upon approval of the graduate program, students may apply the coursework from no more than one certificate program towards a graduate degree program.

Satisfactory Progress

All graduate students are expected to make steady and satisfactory progress toward the completion of degrees. Students who are not enrolled for a period of more than 12 months will be considered to have withdrawn from the program. Students who seek to return after such a period of time must contact the graduate program director. Based on the request of the graduate program, the unit dean will consider the student for readmission.

Satisfactory progress also requires maintaining the standards of academic and professional integrity expected in a particular discipline or program and, in some disciplines, may include demonstration of the ability to function as a professional practitioner. Failure to maintain these standards or demonstrate such abilities may result in the student's termination from the program.

Degree Candidacy

Students enter Degree Candidacy upon completion of all course work, qualifying exams, required research credit hours and other co-curricular requirements. Students who are enrolled in degree candidacy are considered full-time students. While in Degree Candidacy, it is the responsibility of both student and mentor to maintain contact to ensure continuous progress towards the completion of the degree. In some cases, a master's student may complete the requirements of a degree program without the need to enter Degree Candidacy.

Although students must complete all required courses before entering Degree Candidacy, in rare cases students may be approved to take an additional specialized course, e.g., a course offered by visiting or new faculty, while in Degree Candidacy (in those cases payment of both the candidacy fee and the course tuition will be required). A variance request submitted to the Graduate School must be approved in advance of the student enrolling in the additional course.

When all other degree requirements are met, students may enroll in Degree Candidacy in order to meet the requirement that all students must be enrolled during the semester in which they wish to graduate.

Degree Programs must inform the Vice Provost of Academic Affairs when students have met all requirements and are ready to enter Degree Candidacy. Once a student is admitted to candidacy, enrollment in Degree Candidacy status must be continuously maintained year round (i.e. Fall, Spring, and Summer) until the degree is awarded. The only exception to this policy of continuous enrollment is if the unit dean and the Vice Provost of Graduate Affairs have granted the student a formal leave of absence.

Once a student initially enrolls in Degree Candidacy, the Registrar will automatically enroll the student in Degree Candidacy until the student applies to graduate, with the exception of the following:

Failure to pay the candidacy fee will cancel a student's enrollment.
If a student has any type of hold on the account, the student will no longer be enrolled automatically in Degree Candidacy. To reestablish enrollment in Degree Candidacy, students will be required to pay the candidacy fee for each semester during which candidacy was voided and/or not maintained. To restore Degree Candidacy, the student must contact the Director of Graduate Studies in their degree program.

Time Limitations for Degree-Seekers

Master's students must complete the degree requirements within six years of beginning the program of study. Doctoral students have four years after passing the qualifying exams to finish all other degree requirements. While granting an extension of time is rare, requests for extension of time must be submitted in writing to the Director of Graduate Studies of the student's department. Once reviewed by the department, the request is forwarded to the unit dean, and then to the Vice Provost for Graduate Affairs with supporting documentation for review. Students must be considered in good standing for the request to be considered.

Academic Standing

Good Standing

A graduate student is in good standing as long as the graduate grade point average is 3.0 or higher on a 4-point scale. A student must be in good standing in order to receive a degree.

Academic Probation

Any student with a semester GPA below 3.0 will receive an academic warning from the Graduate School. A notification will be sent to the student as well the student's graduate program. Should a student's cumulative GPA fall below 3.0, the student will be placed on academic probation until the student regains a 3.0 average (which is required to graduate). Ordinarily students are not permitted to continue on academic probation for more than one semester, but upon request of the student's graduate program, the unit dean may submit a variance request to the Vice Provost for Graduate Affairs to approve continuation of academic probation beyond a single semester. Students on academic probation for more than one semester risk dismissal from the graduate program.

Graduate programs have the prerogative to establish more stringent criteria for which students may be placed on academic probation.

Academic Dishonesty

Plagiarism, cheating and other forms of academic dishonesty are serious violations of academic conduct and may result in permanent dismissal. Students are expected to be familiar with the various forms of academic dishonesty as explained in the Code of Student Rights and Responsibilities. A plea of ignorance is not a defense against the charge of academic dishonesty.