Graduate Policies and Procedures

The general academic regulations of the University that apply to graduate degrees and certificate programs are developed by the Faculty Senate Graduate Committee and administered by the College of Graduate Studies (COGS). Under this general regulatory structure, each program is locally administered by an academic unit within one of the eight colleges of the University. Although an academic unit may develop local regulations for a specific program under its control, the local regulations must be consistent with the general regulations and are; therefore, subject to review and approval by the Faculty Senate Graduate Committee. It is the responsibility of the Graduate Faculty and each graduate student to become thoroughly familiar with all regulations that govern the graduate program in which they participate.

Academic Common Market - Graduate

Students from a number of states may be eligible for an out-of-state fee waiver based upon the Academic Common Market agreement that Georgia shares with these participating states. If a student majors in disciplines at Georgia Southern University that are not available in their home states, they may be eligible for the waiver.

Academic Intervention Policy

A graduate student who is on probation with an academic program, or has just been reinstated, will be placed on academic intervention until the student is no longer on probation. While on academic intervention, the student must complete an Academic Improvement Plan (AIP) under guidance of an assigned university official. The AIP is developed by the student and university official and may include, but is not limited to, participation in workshops, assessments, and progress meetings. The student’s progress on the AIP will guide the academic program when making decisions on academic exclusion or appeal for reinstatement.

Questions regarding requirements for the AIP should be directed to the Academic Success Center.

Academic Standing Policy

Academic Performance

Every graduate student must meet all the academic performance requirements as set forth by the program and the College of Graduate Studies to be in good standing.

Graduate Required Academic Standing

Graduate students must maintain an institutional minimum cumulative graduate GPA of 3.0 or higher, with some programs having higher requirements, in the graduate program on all graduate work and in the Program of Study to graduate. Students should check with their program and/or program director to see if the program has different policies related to academic standing.

Graduate students are ineligible to graduate with grades of “I” or “IP” on their graduate academic record.

Choice of Graduate Catalog Requirements

A student enrolled in a graduate degree or certificate program may choose to meet the requirements for that program as defined in any annual edition of the graduate catalog in effect for the semester the student was admitted to and enrolled in the program. The program requirements so specified will be used to evaluate the Program of Study and in the final degree or certificate program audit.

Academic Requirements Adjustment

Should program academic requirements change after a student is admitted to and enrolls in the program, the student may opt to change to the new program requirements. However, the student may not mix old and new requirements.

Earning a Duplicate Degree

A student with a master’s, education specialist, or doctorate earned from GSU or another institution may earn the same degree in the same field or in a different field at Georgia Southern University. The rules governing transfer credit for the first degree will apply.

Right of Appeal

You have the right to appeal any academic policy or requirement if either of the following conditions is present:

• extenuating circumstances make it impossible for you to comply with the policy or requirement, or
• an undue hardship would result from a strict application of interpretation of the policy or requirement.

Please note, however, that extenuating circumstances must be beyond your control and that undue hardship must be a condition far more serious than simple inconvenience. Documentation will be required and the timeliness of the appeal will be taken into consideration.

To appeal an academic policy or regulation (except a change of grade appeal) the student must complete and submit the online web based appeal form at Graduate Student Academic Appeal. Information regarding required documents to support an appeal for reinstatement is found at that website. A student may attach document files to the appeal form. Appellants may track the status of their appeal through the online website.

Academic Appeal Procedures

The responsibility of the College of Graduate Studies is to review an academic appeal for procedural fairness and to maintain and protect the rights of the graduate students, graduate faculty, and institutional policy. Within the limits set by faculty and administrative policy, members of the graduate faculty and graduate administrators act in good faith within the area of their academic expertise, provided their decisions are consistent with general policies established by the College of Graduate Studies and the Graduate Committee or its representative bodies. Graduate programs may utilize their own program, department or college-level process to consider an appeal and other measures required to assess the circumstances of a student’s request for an appeal. In any event, the appeal process must not conflict with the College of Graduate Studies Policy on Academic Appeals.

Subject to these limitations, the College of Graduate Studies will assume that actions taken by the graduate faculty of the program or department concerning course requirements, graduation requirements, and similar matters are final and binding with all parties concerned. Only if it is found or determined by the College of Graduate Studies that the department, program, or academic college did not follow documented procedures, or that the student’s appeal did not have a fair review, or that there is evidence on the part of the faculty which may be perceived to have materially affected the academic decision, will a decision imposed by the academic unit be subject to reversal by the College of Graduate Studies.

Student Appeal Steps

Step 1

Graduate students wishing to appeal must complete and submit their appeal online through the Graduate Student Academic Appeal portal. The appeal will be directed to the student’s graduate program director who must review and take action on the appeal by indicating their appeal decision at the appeal portal. In some instances, the appeal may then be forwarded to the Department Chair and then the Dean of the relevant College for review. Normally, the Program Director’s decision will be reviewed by the Dean of Graduate Studies or their delegate acting on behalf of the Dean. A favorable appeal decision by the Program Director will indicate approval of the appeal unless the decision is determined to be counter to JNACOGS policy. If determined to be counter to JNACOGS policy, the Dean of Graduate Studies will consult with the Program Director regarding the best action to be taken on the appeal. The student would then be informed of the appeal decision by the Dean of Graduate Studies. The student may review the Program Director’s appeal decision at the web Appeal Portal.
 

Step 2

If the Program Director’s decision is not acceptable to the student, the student may choose to appeal the Program Director’s decision to the Department Chairperson after notification of the Program Director’s appeal decision. The student’s appeal to the Department Chair must contain:

1. an explanation specifying the points on which the student disagrees with the program director’s decision; and
2. all evidence supporting the student’s perspective.

The Department Chair’s decision will be recorded on the web Appeal Portal.

Step 3

If the student does not accept the appeal decision by the Department Chair, the student may elect to appeal to the next appeal level. To do so, the student must direct the appeal to the Academic College Dean. The student’s appeal to the Academic College Dean must contain:

1. an explanation specifying the points on which the student disagrees with the department chair’s decision; and
2. all evidence supporting the student’s perspective.

The Academic College Dean will review the appeal and submit their decision. The Academic College Dean may review the decisions of the Department Chair and the Program Director and/or discuss the appeal with the Department Chair and/or Program Director prior to rendering the decision.

Step 4

If the student does not accept the decision of the Academic College Dean, the student may appeal the decision to the Dean of Graduate Studies. The student’s appeal to the Dean of Graduate Studies must contain:

1. an explanation specifying the points on which the student disagrees with the Academic Dean’s decision; and
2. all evidence supporting the student’s perspective.

The Dean of Graduate Studies may charge a subcommittee of the Graduate Committee (hereafter referred to as the Appeals Subcommittee) to review the student’s appeal. The Appeals Subcommittee will consist of a five (5) member ad hoc panel drawn from members of the Graduate Committee. The Graduate Student Organization member of the Graduate Committee shall be an ex-officio member of the Appeals Subcommittee. In accepting to serve as a member of the Appeals Subcommittee, each member of the subcommittee shall declare that no actual or perceived conflict of interest exists between the member and any party involved in the appeal.

The Appeals Subcommittee will convene within fifteen (15) working days of the request of the Dean of Graduate Studies. If the appeal is submitted to the Dean of Graduate Studies during the summer, the subcommittee’s review may, at the discretion of the Dean of Graduate Studies, be delayed until after the beginning of the academic year. The subcommittee will review all available documentation, written responses to prior decisions, and convene interviews with individuals, necessary to determine whether the action(s) being appealed by the student were arbitrary, capricious, or contrary to University policy. A recommendation will be made within fifteen (15) working days after the Appeals Subcommittee’s review of the materials or following the conclusion of the Appeals Subcommittee meeting(s), whichever is later. This recommendation shall be transmitted to the Dean of Graduate Studies. The Dean of Graduate Studies shall render a decision following receipt of the Appeals Subcommittee recommendation. The decision of the Dean of Graduate Studies will be recorded in the web Appeals database for viewing by the student. The Dean of Graduate Studies may elect to forward notice of the decision to others who have been involved in the appeal process to this stage.

Step 5

If the student does not accept the decision of the Dean of Graduate Studies, the student may make a final appeal to the Provost and Vice President for Academic Affairs (hereinafter Provost). The student’s appeal to the Provost must contain:

1. an explanation specifying the points on which the student disagrees with the Appeals Subcommittee’s decision (step 4 above); and
2. all evidence supporting student’s perspective.

The Provost shall review all materials and documentation of the prior appeals and shall render a decision.

All appeal decisions and recommended actions by the Provost are considered actionable and final.

Border County Fee Waiver

Graduate students who are legal residents of an out-of-state county bordering a Georgia county in which the reporting institution or a Board approved external center of the University System is located may apply for a waiver of non-resident (out-of-state) tuition assessment. Georgia Southern University graduate students who live in an out-of-state county that borders Chatham County in Georgia, (Jasper and Beaufort, SC) and attend classes at the Armstrong Campus in Savannah are eligible for this waiver.

Continuous Enrollment Requirements

Once you have been admitted to and begun your graduate program, you are expected to enroll each long semester (fall and spring term; summer is optional unless required by your program) in order to make progress toward your degree. 

For doctoral students, this is a requirement once you begin your studies. 

At the doctoral level, you are expected to stay continuously enrolled until the conclusion of your program. Prior to candidacy, doctoral students should enroll in a minimum of 3 credit hours per semester (summer is optional unless required by the program). Once you successfully advance to candidacy, you, as a doctoral candidate, must enroll in at least one graduate credit (dissertation credits) each long semester, except summer, unless summer is the graduating semester. Please refer to your program for any program-specific continuous enrollment policies. At any point you do not stay continuously enrolled, you will be required to reapply for program admission. 

The Jack N. Averitt College of Graduate Studies understands that you may need to interrupt your progress toward your degree by not enrolling or “stopping-out” for a short period of time due to personal or family reasons. Stopping-out policies vary for different categories of degree programs. Please see below for information specific to your situation.

If you are a doctoral student:

Once admitted to a doctoral program, you are required to be continuously enrolled during long (fall and spring) semesters. However, you may take an approved non-medical leave of absence during graduate study under certain conditions (personal or family emergencies) and for certain periods of time (no less than a semester and no more than three long semesters). A leave of absence must be approved by both your graduate program director/ advisor and the Dean of the graduate college. A leave of absence cannot be approved retroactively or for a semester that has already begun. You can review the additional details of the non-medical leave of absence here in the university catalog. An appeal for non-medical leave can be submitted to the Graduate Student appeals system. Please note if you exceeded the time limit outlined by your doctoral program to complete a doctoral degree, you will need to appeal for a time-to-degree extension. 

If you are unsuccessful with your first attempt to reach doctoral candidacy, your program may recommend that you take a non-medical leave of absence before retaking your candidacy exam. Please be sure to speak with your program director/advisor regarding this situation. 

If you are a master’s degree student or specialist degree student:

While there is an expectation of enrollment each semester in order to make progress toward your degree, there is no specific continuous enrollment requirement. However, if you plan to be out more than 1 semester, it is recommended that you submit for a non-medical leave of absence. In those cases, you may complete the non-medical leave of absence appeal for approval from your program and the Dean of the Graduate College. Please note if you have exceeded the seven-year time limit to complete your degree, you will need to complete a request for a time-to-degree extension. If you do not complete a leave of absence request and you do not enroll in 3 consecutive semesters (including summer), you will become inactive and will be required to reapply to your graduate program. 

Medical Leave of Absence 

In some cases, a medical leave of absence is recommended. To learn more about this process, please review the requirements to request a medical leave of absence.

Correspondence Study

Credit taken by correspondence study or for continuing education units (CEUs) or as experiential learning or extension credit are not permitted to be counted toward degree program requirements.

Degree Requirements

To be eligible to be awarded the degree, the student must successfully complete all degree requirements including the minimum number of credit hours required for the degree, successfully pass the comprehensive or terminal examination (if required), successfully defend the thesis (if required), have an approved program study on file in the College of Graduate Studies, must have applied for graduation by the graduation application deadline, and have satisfied all non-academic requirements cleared by the Office of the Registrar.

To be awarded a degree, the student

1. must not be on academic probation;
2. must defer to the individual program for cumulative graduate grade point average (GPA) requirements;
3. must have an approved program of study or DegreeWorks audit on file in the College of Graduate Studies;
4. must meet all the requirements of the College of Graduate Studies and the student’s academic program area;
5. have no grades of “I” or “IP” on the graduate transcript; and
6. if enrolled in a program that requires a final comprehensive examination, exit assessment, thesis, and/or residency, satisfy requirements stipulated by the program.

Degree Time Limit

Master’s and Education Specialist Programs

The time limit to complete a master’s and/or Education Specialist degree is seven years. Courses counting toward the degree may not have been taken more than seven (7) years prior to the degree completion date.

Doctoral Programs

The time limit to complete a doctoral degree varies by program. Doctoral students should consult with their respective department/college regarding the time limit for their individual program.

Enrollment in Dual Programs

A graduate student at Georgia Southern University may be enrolled in more than one Master’s or more than one Education Specialist program at the same time providing they have met all admission requirements for each program and have been recommended for admission in each program. All requirements for each program must be met. Students should consult with each program area to determine program requirements.

Exclusion

A graduate student will be denied continued enrollment at Georgia Southern University for any of the following reasons:

• failure to meet the conditions of academic probation;
• failure to meet the conditions of Provisional Admission;
• failure to meet specified academic requirements as set by the department offering the program;
• failure to comply with the Academic Dishonesty section of the Student Conduct Code; and/or
• non-degree admission to the same major from which the student was excluded is not permitted.

Full-Time/Half-Time Enrollment

Full-Time enrollment Fall/Spring Semester is nine (9) credit hours for all programs except:

Full-Time enrollment for Summer Semester is six (6) credit hours for all programs except:

Half-Time enrollment Fall/Spring Semester is five (5) credit hours for all programs except:

Half-Time enrollment Summer Semester is three (3) credit hours for all programs.

Course Load

The standard maximum credit course load per semester is:

Simultaneous Enrollment in More Than One Graduate Program

A graduate student at Georgia Southern University may be enrolled in more than one Master’s or more than one Education Specialist program at the same time providing they have met all admission requirements for each program and have been recommended for admission in each program. All requirements for each program must be met. A student is permitted to count up to 9 credit hours from one previously earned master’s degree or education specialist degree, toward the requirements of the second Master’s or Education Specialist providing the courses are approved and recommended by the student’s advisor for the second program.

Grade Requirements

Graded Work

For graduate credit hour, the grade in a course must be a minimum grade of “C.” To be awarded a graduate degree, the student:

1. must not be on probation;
2. must have a cumulative GPA of 3.0 or higher on all graduate course work attempted and on course work on the program of study;
3. must meet all the requirements of the College of Graduate Studies, the student’s academic program area, and the student’s supervisory committee; and
4. must be enrolled during the semester in which the degree requirements are completed if completing a thesis.

A student may not repeat any course for credit for which they have already received a minimum grade of “C” unless specifically permitted by the degree program department policy.

Satisfactory/Unsatisfactory Graded Work

Certain courses including thesis and internship credit hour may be graded on a satisfactory/unsatisfactory (S/U) basis. A grade of “S” indicates that credit hour has been given for completion of the credit hour and the credit hour may count toward degree requirements. A grade of “U” indicates unsatisfactory progress in the course and credit hour may not be counted toward degree requirements. Satisfactory/Unsatisfactory graded work is not computed in the grade point average.

In-Progress (IP) Grade

“IP” indicates that credit has not been given in courses that require an “IP” continuation of work beyond the semester for which the student signed up for the course. The use of these symbols is approved for dissertation and thesis credit and project courses. With the exception of Learning Support courses, these symbols cannot be used for other courses. These symbols cannot be substituted for an “I”.

Incomplete Policy

An incomplete grade (“I”) indicates that the student was doing satisfactory work but was unable to meet the full requirements of the course due to non-academic reasons. It is the student’s responsibility to contact the instructor to complete the remaining requirements of the course. The instructor is responsible for keeping a record of all “I” grades assigned and the justification as to why the professor assigned the student the “I” grade. An “I” should be removed during the following semester, but the instructor may allow the student up to one calendar year to remove the incomplete. The student must complete the requirements of the instructor who assigned the incomplete and should not re-register for the course. If the “I” is not satisfactorily removed by the end of the third semester (one calendar year), it will be changed to an “F” by the Office of the Registrar.

Graduate Academic Advisement

Philosophy

Georgia Southern University accepts the philosophy that faculty members should be involved in graduate student advisement whenever possible since they provide a necessary academic orientation to the process. It is important that the students have as much direct contact with faculty as possible, and advisement is a particularly individualized avenue of communication.

Definition of the Role of Graduate Advisors

Graduate advisors serve as resource persons, providing information about University graduate programs and institutional requirements. Advisors also serve as a link between students and the University community and refer them to areas of assistance. Program Directors also mentor students in their development of self-direction and career pathways.

Guidance for Graduate Students

Upon acceptance in a graduate program, a graduate student will come under the guidance of an advisor at the time of admission. A thesis, supervisory, or dissertation committee will be established by the student in consultation with the advisor in those programs in which a thesis or dissertation is required. Proper guidance of graduate students is of primary importance and a major responsibility of the graduate program directors and the graduate faculty.

Advisor

When the student is notified of admission to the College of Graduate Studies, a graduate faculty member in the student’s major field will be assigned as the advisor. A graduate student may request a change in advisor by contacting the Graduate Program Director of the program in writing. If the request is granted, the student will be notified in writing (email).

Graduate student advisors will assist in:

• helping the student plan a program of study in keeping with the student’s field and goals;
• approving course selection;
• reviewing and endorsing the Program of Study.

Students who are initially uncertain about their graduate program of study and graduate transient students may be advised by the College of Graduate Studies. International graduate students will be advised by a faculty advisor in their academic program. Graduate students with physical or developmental disabilities are encouraged to avail themselves of the services of the Student Accessibility Resource Center (SARC).

Graduate Courses

All courses carrying graduate credit at Georgia Southern University numbered 5000G and above are open to graduate students. Courses 6000 through 9999 are open to graduate students ONLY. Courses numbered 9000-9999 and above are open to doctoral students ONLY. Graduate courses numbered 5000G-5999G may not be counted toward doctoral degree program requirements.

At least 50% of the courses applicable to earn a degree must be courses in which enrollment is restricted to graduate students.

A maximum of 6 credits earned in “Independent Study” may apply toward a graduate degree, with the approval of the advisor, provided the student is classified under Regular admission when the credits were taken.

Dual-Listed Courses

A graduate student enrolled in a 5000 level course with a “G” suffix must complete all work required of students earning undergraduate credit plus substantial work at the graduate level to earn graduate credit for the course. Graduate students must enroll in the course section with the “G” suffix. Graduate students enrolling in the course section without the “G” suffix will have enrolled in the undergraduate section and will not receive graduate credit for the course.

Repeating a Course

Graduate courses in which a grade of “D” or “F” was earned will not count toward degree requirements and must be repeated if required in the degree program. A graduate student may not repeat any course for credit for which they have already received a minimum grade of “C” unless specifically permitted by the degree program policy. All Georgia Southern University graduate grades and credits attempted count toward the institutional cumulative GPA. This includes repeated courses.

Graduate Final Comprehensive Examination

A final oral examination or a comprehensive written examination or both may be required for a degree. The examination will be administered after the student has completed the program of study and other requirements or in the semester in which the candidate intends to complete them. Examinations may take the form of a defense of the thesis, an interpretation of other scholarly work, a portfolio of the student’s work, or a test of the student’s understanding of the field. The academic unit determines the format of the examination and, along with the supervisory committee for programs requiring a thesis, is responsible for its administration. The Department Chair, Graduate Program Director, or major professor is responsible for reporting the results of the examination and/or thesis defense to the College of Graduate Studies on the Report on Comprehensive Examination/Thesis Defense Form. Normally, final oral examinations will be given on campus. Exceptions can be made if requested by the student, recommended by the supervisory committee, and approved by the Department Chair or Graduate Program Director, and the College of Graduate Studies. In the case of an examination in which the participants are not all in the same location, any technology used to conduct the examination must support simultaneous oral interaction between the student and all members of the examining committee. Copies of the questions for all final written examinations must be filed with the academic unit. In the case of a candidate writing a thesis, the examination cannot be scheduled until the thesis committee certifies that a satisfactory copy of the thesis has been presented. Final examinations must be scheduled by the academic calendar deadlines for examinations and/or theses defenses and final submissions for the semester during which graduation is expected.

Inactive Status

A student who does not enroll for one semester is considered inactive and must have their enrollment eligibility updated through the Graduate Admissions Office to be eligible to re-enroll in the same program in subsequent semesters. A student who does not matriculate for three or more consecutive semesters must re-apply to (and be accepted into) a graduate program before being considered for re-entry by the College of Graduate Studies. In order to be allowed to resume graduate studies, the student must meet all requirements for entry in force at the time of the new application. Inactive students who seek to regain active status will not, however, be required to recreate materials submitted with their original applications and held in their files by the College of Graduate Studies. If allowed to regain active status, the formerly inactive student will be subject to all requirements in force in their graduate program and in the College of Graduate Studies at the time the student returns to active status. Students re-accepted into the program and who are at the dissertation writing phase of their program will be required to pay for any and all missed semesters under the continuous enrollment policy.

Independent Study

A maximum of six (6) credits earned in “Independent Study” may apply toward a graduate degree, providing the student was classified under “Regular” admission at the time the Independent Study courses were taken and providing the student’s advisor recommends the courses as part of the program of study.

Internal Credit Sharing Between Graduate Degrees

A graduate student is permitted to count up to 9 credit hours from one previously earned Master’s degree or Education Specialist degree, toward the requirements of the second Master’s or Education Specialist degree providing the courses are approved and recommended by the student’s advisor for the second program. Shared hours can only be shared one time.

**Non-course based credit might not be transferable based on individual program requirements.

Non-Medical Leave of Absence

A graduate student may request a non-medical Leave of Absence from the degree program. To request a Leave of Absence, one must complete the Graduate Student Academic Appeal. A Leave of Absence may be granted for up to one year. Registration is not required during the approved Leave of Absence period and the time to Degree completion will be suspended during the approved Leave of Absence period.

Off-Campus Research

Thesis/Dissertation committees must take adequate steps to ensure appropriate guidance of off-campus research. As a minimal requirement, the student must submit to the committee a well-formulated research plan, including objectives and methodology, and the committee must review and approve the plan before the student departs for the research site and indicate approval on the program of study. In addition, the committee may require the following.

1. The major professor and/or a competent local authority who can reliably guide the student provide continuing on-site supervision.
2. The student provides the thesis/dissertation committee with frequent, periodic estimates of performance and progress. The committee may also require that these be authenticated by a competent local authority.
3. The major professor carries out local inspections of the student’s activities.

Regardless of the location at which the research is conducted, the thesis/dissertation defense will normally be given on campus. Exceptions can be made if requested by the student, recommended by the thesis/dissertation committee, and approved by the Graduate Program Director, School or Department Chair, and the College of Graduate Studies. In the case of a defense or examination in which the participants are not all in the same location, any technology used to conduct the examination must support simultaneous oral interaction between the student and all members of the committee. When unusual circumstances arise in the guidance of off-campus students, thesis/dissertation committees should consult with the College of Graduate Studies.

Research conducted outside an academic program cannot be accepted for credit as part of a program of study.

Prior Learning Assessment

Prior Learning Assessment Policy

Georgia Southern University graduate programs may offer students an opportunity to obtain select graduate credit by Prior Learning Assessment (PLA). For programs opting-in, PLA is the means by which university credit can be awarded for learning gains resulting from experiences outside of the traditional university milieu. A maximum of 9 credit hours may be earned via PLA, with the total number of PLA credit hours earned and credit hours transferred from another institution not to exceed 9 credit hours.

A student’s eligibility for PLA will be determined by the department chair in collaboration with the subject area program faculty and approved by the College of Graduate Studies. The department will determine the number of semester hours of graduate credit for which a student may request eligibility. A student may be deemed eligible for PLA before or within the first semester of admission to one of the University’s graduate programs. Note: Eligibility for PLA does not guarantee program admission. Program admission and eligibility for PLA are separate and distinct decisions.

Graduate credit earned by PLA will be considered resident credit. A grade of “B” or better on any and all assessments is required to receive graduate credit. Graduate credit earned by PLA will be noted as “K” on a student’s Georgia Southern University transcript. Program faculty will determine the appropriateness of accepting PLA for their individual degree programs. Program faculty may also specify courses to be excluded or included for possible PLA credit.

Prior Learning Assessment Procedures

The procedure for seeking PLA credit is as follows:

1. Student petitions the department chair of the subject area before or within the first semester of program admission for an opportunity to demonstrate competence in the learning outcomes associated with a particular course or set of courses listed in the University’s Graduate Catalog.
2. The department chair or their designee will provide guidance to the student regarding how competence must be demonstrated, the acceptable timeframe for demonstrating competence, and the process of review (previously determined by department chairs in conjunction with program faculty members).
3. The student submits evidence of competence in the form and within the timeframe acceptable to the faculty of the program from which credit is sought. The evidence appropriate for each course under consideration for PLA will be determined by program faculty. Options include but are not limited to portfolios, exams, digital badges, or other means consistent with the learning outcomes of the course or courses at the program discretion.
4. The program faculty members will determine acceptable dates of evidence submission for each course or set of courses for which credit is sought via PLA.
5. The student will receive notification of performance results within a timeframe established by the program.
6. Students may appeal PLA decisions by following the procedures established by the university grade appeal process.

Probation

Good academic standing for graduate students is defined at the institutional and at the program level. Graduate programs may have specific academic standing policies, including, but not limited to GPA and course grade requirements that result in probation or exclusion. Students should refer to their program policies for specific details on academic standing requirements.  The College of Graduate Studies policy is intended as minimum guidance for programs with their own academic standing policies and as the official policy for graduate students from programs that do not have other academic standing policies. 

At the institutional level, a graduate student must maintain a cumulative graduate GPA of 3.0 to remain in good academic standing. Students whose cumulative graduate GPA falls below a 3.0 will be placed on academic probation.  If the subsequent term GPA is 3.5 or higher, and the cumulative GPA remains below a 3.0, the student will be allowed to remain on probation. If the cumulative GPA remains below a 3.0 after the completion of a subsequent semester, and the student fails to maintain a term GPA of 3.5 or higher, the student will be excluded from the program and is ineligible to continue graduate work. Only credit earned in graduate courses at Georgia Southern University may be used to repair GPA deficiency.

Removal from Academic Probation

A graduate student placed on academic probation will be returned to good academic standing providing the cumulative graduate GPA is raised to a 3.0 or the program minimum requirement for good academic standing. Students must be in good academic standing to be eligible for graduation.

Program of Study

Every degree seeking student who began the degree program prior to Fall 2010 must file with the College of Graduate Studies a Program of Study, a formal list of the courses the student intends to take to fulfill the requirements of the degree. The program of study should consist solely of courses directly related to the degree. Undergraduate courses may not be included on the Program of Study. Students in a degree program in which the requirements are the same as those under the 2010 - 2011 catalog should use DegreeWorks to document the degree completion. DegreeWorks approval is required by the Advisor as part of the requirements for graduation. A predefined note should be posted on the student’s DegreeWorks audit stating approval.

The Program of Study must be submitted by the student and signed by the Advisor, and Graduate Program Director or Department Chair before being submitted to the College of Graduate Studies for final approval. The POS must be submitted to the College of Graduate Studies not later than the end of the semester proceeding the expected graduation semester. Subsequent changes in the program will be submitted on an Amended Program of Study form or by filing a revised Program of Study that is signed by all persons as stated above. A revised Program of Study must be approved by the College of Graduate Studies before graduation.

Records

Student Records

Graduate Admissions maintains a permanent file for each student who has applied for admission to the College of Graduate Studies. The file will contain the application for admission, official transcripts, test scores, and any correspondence related to that application. Georgia Southern University maintains copies of all files electronically. Original documents are scanned electronically and stored. Once any application document is scanned and indexed to the electronic file, the paper document is destroyed per the procedures approved by the university system.

The Registrar’s Office maintains a file of your permanent transcript record and materials that document your transcript record. Your faculty advisor may maintain a file of advising records and correspondence.

Documents received by Graduate Admissions become the property of the University and are not to be made available for review to the student or third parties.

Transcript Records

The Registrar’s Office makes every effort to ensure that transcript records are up-to-date and accurate. You have the right to appeal any information on your transcript that inaccurately reflects your academic history. However, information on a transcript is changed only in extraordinary or extreme circumstances.

If there is an error or omission on your transcript, send a detailed description of the error or omission along with copies of the relevant documents to regrecords@georgiasouthern.edu or

The Office of the Registrar
PO Box 8092
Georgia Southern University
Statesboro, Georgia 30460, U.S.A.

Registration Policies

After you have been admitted as a graduate student, you will be assigned an advisor who can assist you in selecting appropriate courses. Prior to course registration, all students should and are encouraged to communicate with their advisor.

Registration is held at the beginning of each semester, including summer. The early registration period for each semester is posted on the university academic calendar. Students are encouraged to register early.

All registration may be completed on-line through the MyGeorgiaSouthern portal on the Georgia Southern University home page. To register on-line, you must have current admission eligibility and must have a Registration Access Number (RAN) for each semester. Graduate students may access their RAN through their MyGeorgiaSouthern homepage.

Certain programs may not permit on-line registration or may require that the student contact their advisor prior to on-line registration.

Registration and RANs

Graduate students are allowed to register on Georgia Southern University’s web system, WINGS (Web Interactive Network for Georgia Southern), each semester. In WINGS, the student will click on “Student”, then “Registration”, then click on “Check Your Registration Status, Time Slot and More.”

Before any student at Georgia Southern University registers for classes on WINGS, they must have a RAN. Graduate students will get their RAN from their MyGeorgiaSouthern account. Graduate transient students will also get their RAN from their MyGeorgiaSouthern account.

Registration for Continuing, New and Readmitted Students

Early registration begins on the date stated in the academic calendar at the front of this catalog or the academic calendar at the College of Graduate Studies Website or the Georgia Southern University Office of the Registrar’s Website.

To receive credit for a course, a student must be officially registered. Official registration includes registering and paying the appropriate tuition and fees.

Reinstatement Appeal

Students who are academically excluded from a degree program may appeal for reinstatement following exclusion. For detailed information regarding the graduate Academic Appeal procedures refer to the Academic Appeal procedures section of the Catalog. To appeal for reinstatement, the student must complete and submit the online web based Appeal Form. Information regarding required documents to support an appeal for reinstatement is found at the website. A student may attach document files to the appeal form. Applicants may track the status of their appeal through the online website. Students granted reinstatement will be placed on probation, regardless of GPA. Please refer to the Probation section of the catalog for more information on this academic standing.

Theses and Dissertations

A student completing a program in which a thesis or dissertation is required must undergo a process involving three primary steps on the way to satisfying the thesis or dissertation requirement. These steps must come in proper order, and each subsequent step cannot be undertaken until the student has successfully completed the prior step.

1. The thesis or dissertation is defended by the student before the appropriate program committee.
2. The student makes any modification(s) that may be required by the committee and submits the revised thesis or dissertation to the chair (or Co-chairs) or the committee (or designee) for a final reading approval if required.
3. The student submits the thesis or dissertation to the College of Graduate Studies for format check in the required electronic Thesis and Dissertation (ETD) (URL) style via the ETD web site by the format submission deadline - http://em.georgiasouthern.edu/registrar/resources/calendars/.

Theses and dissertation students must submit the dissertation in electronic format. The Electronic Thesis and Dissertation policies and procedures are discussed in detail on the College of Graduate Studies Website.

Following a successful thesis or dissertation defense, the candidate must make any corrections or changes to the thesis or dissertation document that are required by the defense committee. The student must submit the thesis or dissertation as an electronic file (ETD) required by the College of Graduate Studies for format review by the format review deadline http://em.georgiasouthern.edu/registrar/resources/calendars/.

Once the format check process is complete, satisfactory documents are sent on to the committee for their revisions and approvals. If more discipline specific format corrections are to be made, the student must make the changes and submit the final corrected electronic version to the College of Graduate Studies by the final submission deadline as posted for the semester. The student should check with their thesis or dissertation chair and committee members to determine if the committee chooses to re-review the document before final electronic submission to the College of Graduate Studies.

Thesis, Dissertation (Supervisory) Committees

A supervisory or thesis/dissertation committee is composed of three members of the graduate faculty who are approved by the College of Graduate Studies to serve on the committee and charged with the guidance of a student admitted to a specific graduate degree program. The committee must consist of a Chair (or Co-Chairs) and must have at least three voting members, inclusive of the chair. The committee Chair(s) must hold Graduate Faculty Member status and must be endorsed by the academic department in which the degree is housed. Additional voting members may be appointed to the committee, including no more than one non-Georgia Southern faculty, who must hold a terminal degree in their field of study. Non-Georgia Southern faculty must be approved through the College of Graduate Studies before serving as a member on a committee. If there are more than three voting members, there must be greater than 50% Georgia Southern graduate faculty representation. The majority of the committee membership must hold appointments in the academic unit responsible for the program.

Appointment of a Thesis or Dissertation Committee is initiated by the academic unit by submitting the Application for Approval of Thesis Topic and Committee Membership Form for thesis students or the Dissertation Committee Membership Approval Form for doctoral students. The form must include a recommended committee membership based on a reasonable match between student and faculty academic interests. Once the College of Graduate Studies is satisfied with the recommended committee, the College formally approves the committee and provides appropriate notifications. A change in committee membership can be made after initial appointment but only according to the  policies and procedures developed by the academic unit and only with the approval of the College of Graduate Studies. The committee membership recommendation form must be submitted to the College of Graduate Studies within two (2) weeks of the academic unit committee recommendation.