Courses offered for graduate credit are those listed in the graduate catalog or other official publications of the University. The determination of whether or not a particular graduate course fulfills degree requirements, however, is the responsibility of the individual graduate program. Courses numbered 500 through 599 are intended for graduate students and are also available to undergraduate students who have received permission of the instructor and their advisor. Courses numbered 600 through 699 are restricted to graduate students. Courses numbered 700 and above are intended for doctoral students and are also available to master’s-level graduate students who have received permission of the instructor and their advisor.
The following policies apply to all graduate programs.
Grades at the University are given in terms of letters, with the option of a plus or minus designation (with the exception of no A+), representing levels of achievement. The basis for determining a grade is the relative extent to which the student has achieved the objectives of the course. The student's work in each course is graded as follows: A–honors; B–basic competency; C–below competency; D–unsatisfactory; F–failure.
Other letter grades are as follows:
|P||Pass with a grade of B- or better in a pass-fail course.|
|LP||Low Pass with a grade of C+ or C in a pass-fail course.|
|F||Fail with a grade lower than C in a pass-fail course.|
|I||Incomplete: a temporary grade given when the student, because of extraordinary circumstances, has failed to complete course requirements. Incomplete grades must be resolved by the end of the subsequent fall or spring semester. If the incomplete is not resolved, the I grade will be converted to an F.|
|INC||Permanent Incomplete: When a temporary incomplete (I) grade is not resolved to a normal letter grade, a permanent incomplete may be assigned in extraordinary circumstances as determined by the instructor and the dean. In unusual circumstances wherein the faculty member is no longer available, the dean may exercise this function. The grade of INC has no impact on GPA; no credits awarded.|
|L||Stopped attending: The grade of L may be assigned to students who stopped attending a course without officially dropping the course. The grade of L will be computed as an F for purposes of the student’s grade point average.|
|MG||Missing Grade: Occasionally, faculty may fail to submit a grade for a particular student in a course. In this case, the Registrar’s Office will note this act by designating a missing grade, or MG, instead of a grade for the course. Missing grades must be resolved by the end of the subsequent fall or spring semester. If the missing grade is not resolved by the instructor, the MG will be converted to an F.|
|W||Withdrawal after the end of the add period through 60% of a course. If a student has not officially withdrawn before 60% of the course has been completed, an F will be assigned. The W notation may be obtained after completion of 60% of the course under unusual circumstances if so determined by the instructor and the dean. A threat of failure is not considered to be an unusual circumstance. The grade of W has no impact on GPA.|
|DG||Satisfactory progress after one semester of a two-semester course. Grade and credits to be given upon completion of second semester.|
|AU||Student attended courses on a noncredit, audit basis. (No impact on GPA.)|
Academic Integrity Policy
Everyone associated with the University of Southern Maine is expected to adhere to the principles of academic integrity central to the academic function of the University. Any breach of academic integrity represents a serious offense. Each student has a responsibility to know the standards of conduct and expectations of academic integrity that apply to academic tasks. Violations of student academic integrity include any actions that attempt to promote or enhance the academic standing of any student by dishonest means. Cheating on an examination, stealing the words or ideas of another (i.e., plagiarism), making statements known to be false or misleading, falsifying the results of one’s research, improperly using library materials or computer files, or altering or forging academic records are examples of violations of this policy that are contrary to the academic purposes for which the University exists. Acts that violate academic integrity disrupt the educational process and are not acceptable. Evidence of a violation of the academic integrity policy will normally result in disciplinary action. A copy of the complete policy may be obtained from the Office of Community Standards, 125 Upton Hall, Gorham, (207) 780-5242.
Academic Record Changes
Considerable care is taken to ensure that course registration and grades entered on a student’s permanent record are accurate. Any student who suspects an error has been made should take the matter up immediately with the Registrar’s Office. Records are assumed to be correct if a student does not report to the Registrar’s Office within one year of the completion of a course. At that time, the record becomes permanent and cannot be changed.
Permanent Academic Record
The permanent academic record is maintained by the Office of the Registrar for all students. While the grades may be reported unofficially to the student, academic dean, and advisor, the only true and valid documentation of academic work and student status is an official transcript of the academic record, stamped with the Registrar’s signature and embossed with the seal of the University. The transcript is available only with the signature of the student and will be released to that student or a designee only if there are no outstanding charges against his or her account with the Student Accounts Office. Other types of transcripts are: Unofficial—Issued Directly to Student; Placement Transcript provided for the student’s placement folder.
The University complies with the Family Rights and Privacy Act of 1974 (the Buckley Amendment). For the complete University Confidentiality Policy, consult the Confidentiality of Student Records Policy.
Grade Point Average
The academic standing of each student is computed by the Registrar at the end of every semester. The following table represents the rating scale:
|A||4.00 grade points per credit hour|
|A–||3.67 grade points per credit hour|
|B+||3.33 grade points per credit hour|
|B||3.00 grade points per credit hour|
|B–||2.67 grade points per credit hour|
|C+||2.33 grade points per credit hour|
|C||2.00 grade points per credit hour|
|C–||1.67 grade points per credit hour|
|D+||1.33 grade points per credit hour|
|D||1.00 grade points per credit hour|
|D–||0.67 grade points per credit hour|
|F||0.00 grade points per credit hour|
Grades and quality points are as listed above except "C" is below expected standard and "D" is not aceptable for graduate credit.
Students may self add classes of 12 or more weeks in length through the end of the first week of the semester, provided that there is space available in the class and the student has satisfied all associated requirements for the class. An instructor's signature, or departmental permission, is required in all situations where the student is unable to self-register. Classes that are less than 12 weeks in length, the period of self-add will be 7% of the class length (1 day for each 2 weeks of the class length).
Students who find that their names are not on the instructor's official list or listed in their semester enrollment in Mainestreet should check immediately with the Registrar's Office to make necessary corrections in the registration records.
Students may self drop from a course at any time before the end of the course. If the course is dropped during the first 2 weeks of a class that is 12 weeks or more in length, or during the first 14% of the class for classes less than 12 weeks in length, there will be no notation on the transcript.
-Classes that appear on the transcript dropped through 60% of the class will receive the grade notation of W.
-A student dropping a course after the 60% period will receive an F.
-The W notation may be assigned after 60% of the course has been completed under unusual circumstances if so determined by the instructor and the dean.
All students who register for a course and neither complete the course objectives nor officially withdraw according to any one of the procedures described above will be graded F or an L in that course and must assume all financial obligations associated with the course.
*****Please check your Maine Street Schedule in the Student Center and click on the icon (Academic Calendar Deadlines) before each class for the exact deadline dates. *****
Enrolling and Auditing
Students who register to audit a course receive no credit for the course but will have an audit grade recorded on their transcripts. Audit courses must be declared at registration.
The following policies apply generally to graduate programs. Consult each degree program for specific policies.
Credit for Undergraduate Work
Except for students enrolled in continuous undergraduate/graduate programs with defined articulation agreements, a graduate student may be able to apply up to six credit hours of undergraduate work to his or her graduate program according to the determination of the particular program of study. In all cases, the following conditions must be met to apply undergraduate credit to a graduate program:
- Coursework must be earned after the student has been granted matriculation status in a graduate program.
- Coursework must add breadth or depth to the student's program of study.
- Coursework is not of a remedial nature to correct a deficiency.
- No equivalent or comparable graduate course exists at the University of Southern Maine.
- Coursework receives prior approval of the student's advisor, course instructor, and graduate program director.
- Coursework is earned in upper-level undergraduate courses.
- Grade of B or better is earned for the coursework.
- Coursework meets all existing graduate course requirements except the course number requirement.
Students enrolled in 3+2 or 4+1 programs that have overlapping graduate and undergraduate components should consult their programs for specific policies.
Credit Previously Received for Graduate Coursework
Graduate courses used toward an undergraduate degree cannot be used toward graduate degree requirements unless there is a pre-existing articulation agreement, in which case a maximum of six 500-level credits can be applied toward both undergraduate and graduate degree requirements.
Extramural Course Credit
Courses taken at other institutions and the accompanying grades may be accepted as part of the graduate program provided they are taken after the student has matriculated and that prior approval is granted by the student’s advisor and program director. Extramural credit is not approved for: 1) courses which would not have received graduate credit if taken at the University of Southern Maine, 2) courses which are inappropriate for inclusion in the student’s program of study, 3) courses which exceed time limits prescribed for a particular degree program, and 4) courses in which a grade lower than B was received.
In certain circumstances a degree student may request a substitution or waiver of program requirements. The program director should be contacted if a substitution or waiver of a requirement is requested.
Requirements of Graduate Study
The requirement of a thesis is determined by each particular graduate program.
Oral and Written Comprehensive Examination
The requirement of an oral and/or written comprehensive examination is determined by each graduate program.
A master’s degree student may earn up to nine hours of independent study or directed study. Students in a Ph.D. program may earn up to fifteen hours of independent study or directed study. All independent study or directed study must be approved by the appropriate graduate program. Students are encouraged to consult with their faculty advisor regarding regulations governing independent study for particular programs. Non-matriculated students are not eligible for independent study or directed study.
Continuous Enrollment and Residency
Continuous enrollment requires that every graduate student must either be enrolled in coursework in his/her program (six credits per calendar year required); enrolled in GRS 601, 602, 701, or 702, options that are explained below; or be on a formal leave of absence, approved by the student’s program chair and on file with the Office of Graduate Studies. The following options aid students in maintaining continuous enrollment status. Enrollment in any of these courses requires authorization as noted on the approval form and by the Office of Graduate Studies.
Please Note: Electing the options below will not be reported on official USM student transcripts.
The GRS 601 option allows the student continued access to University services, including USM computers, library, and recreational facilities. Choosing this this option incurs applicable University fees for which the student is financially responsible. It is designed for students who are working on a capstone, thesis, or dissertation. GRS 601 does not grant a student part-time or full-time status for financial aid eligibility, University-funded fellowships, scholarships, graduate assistantships, loan deferment, or visa compliance. Enrollment in the GRS 601 option requires approval from the student’s faculty advisor or the program chair and is typically limited to two semesters.
The GRS 602 option permits master’s degree candidates registered for less than 6 credits to retain eligibility for financial aid, University-funded fellowships, scholarships, graduate assistantships, student health insurance, loan deferment, visa compliance, and access to University services, including USM computers, library, and recreational facilities. This course option is primarily intended for students who have completed coursework for the master’s degree, but have not completed their thesis or capstone. Enrollment in the GRS 602 option requires that students have certification of adequate academic progress by their program faculty advisor or program chair and approval from the Office of Graduate Studies.
The GRS 701 option permits doctoral degree candidates registered for less than 6 credits to retain eligibility for financial aid, University-funded fellowships, scholarships, graduate assistantships, student health insurance, loan deferment, visa compliance, and access to University services, including USM computers, library, and recreational facilities. Requirements include passing qualifying exams, receiving certification of adequate academic progress from the program chair and dissertation/capstone chair, and obtaining approval from the Office of Graduate Studies.
The GRS 702 option is for doctoral students who have passed their qualifying exams. The GRS 702 option allows the student continued access to USM computers, library, and recreational facilities. This option does not qualify the student for financial aid, University-funded fellowships, scholarships, graduate assistantships, loan deferment, visa compliance, or eligibility for USM student health insurance. Approval by the program chair is required for registration.
Leave of Absence
Leaves of absence may be granted for a variety of reasons, including but not limited to, extracurricular educational activities, illness, study-abroad opportunities, military deployment, maternity, and other personal circumstances. Time devoted to a leave of absence will count toward the authorized time limit for completion of degree requirements at the University of Southern Maine. Students with special circumstances should consult with their respective program to discuss options for revising the time frame needed to complete their study. In all cases, a signed Leave of Absence form must be sent to the Office of Graduate Admissions. Forms are available on the Office of Graduate Studies Web site at www.usm.maine.edu/grad.
Graduate students must satisfy the graduation requirements set out in the catalog, in effect when they first enroll as degree-seeking students at USM providing continuous enrollment is maintained. At the student's choice, a later catalog may be selected for graduation requirements; but a student may not select an earlier catalog.
The University will make every reasonable effort to honor the curriculum requirements appropriate to each student’s catalog year. However, courses and program requirements may change as a result of curricular review or actions by accrediting associations and other agencies.
Where program/degree requirement changes have occurred, reasonable substitutions will be made to facilitate degree/program completion.
The time limit for completion of a master’s degree begins from the date of first matriculation and is either five or six years, depending on the requirements of the particular graduate program. The time limit for completion of a doctoral program is no more than ten years from the date of first matriculation. In extenuating circumstances a student may petition the director of the graduate program for an extension of the time limit.
Each degree student will be assigned a faculty advisor upon admission to a program. Students are encouraged to maintain regular contact with their faculty advisor throughout their program of study.
The definition of satisfactory progress towards completion of a degree is determined by the particular graduate program. However, at the end of any semester in which the cumulative GPA falls below 3.0 (B average) the student will be placed on probation by the Office of Graduate Studies and must bring the cumulative GPA to 3.0 level within the time set by the graduate program (up to two semesters) or the student will be withdrawn from the program.
The development of original thinking and intellectual honesty are regarded as central to a graduate education. Although in the pursuit of these goals, students will continually consult existing works, it is expected that they will acknowledge the debt owed to others by citing all sources.
Plagiarism, the use without attribution of language, ideas, or the organization of ideas not one’s own, is a fundamental breach of basic academic principles and is prohibited in all courses. Unless group work is assigned, coursework is normally completed independently. If books, journals, magazines, or any other sources are reviewed and the ideas or language therein used, they must be cited. Where specific guidelines are not given, students should consult a reference source on proper notation.
Evidence of plagiarism will result in a grade of F for the assignment and may, at the discretion of the instructor, lead to an F in the course. In addition, further sanctions (i.e., censure, probation, suspension, or dismissal) may be imposed through the Student Conduct Code. The case of any student who admits to or is found guilty of a violation of academic integrity will be reviewed by the Student Conduct Code Review Board. The student will be subject to appropriate sanctions, including expulsion from the University. A copy of the USM Student Guide to Academic Integrity and/or a copy of the Student Academic Integrity Policy is available from the Office of Community Standards, 125 Upton Hall, Gorham, (207) 780-5242.
Withdrawal from the University of Southern Maine may be for personal reasons on the part of the student, academic reasons as determined by the program requirements, or by administrative decision.
- Student Withdrawal To withdraw from the University the student must notify in writing, the Registrar's Office and complete an exit interview with his or her advisor.
- Academic Withdrawal If a student has not made satisfactory academic progress toward fulfilling degree requirements (see above), he or she may be withdrawn from the University.
- Administrative Withdrawal A student may be withdrawn from a particular graduate program for reasons of a professional nature as determined by the program director or department chair.
Student Appeals and Complaints
To provide graduate students with assistance in resolving disagreements or complaints of a non-academic nature, the University has designated the Office of Graduate Studies (OGS) to respond to student inquiries. The mission of OGS is to provide impartial guidance to students in identifying the nature of their disagreement or complaint. OGS staff will guide students to the appropriate University policy or procedure to utilize in seeking resolution. The academic policies described below are not applicable to student complaints about unlawful discrimination or sexual harassment; however, an OGS representative can advise the student about the University policies and procedures to follow when student complaints of this nature arise. Please contact the assistant dean of Graduate Studies at (207) 780-4812 for more information on this process.
Academic Grade Appeal Policy
The purpose of the academic grade appeal policy is to provide a fair and speedy review of all student appeals of academic grades in graduate/professional programs at the University of Southern Maine; this policy will permit such appeals to be determined in a manner that reflects the interests of both the student and the instructor. The only matters reviewable under this policy are claims of prejudice on the part of an instructor in an academic exercise or activity for which a grade leading to academic credit is awarded, and/or evident and prejudicial error in the administration or grading method used for any paper, examination, performance, or other exercise or activity for which a grade leading to academic credit is awarded, provided that the academic judgment used in determining the merits of the grade to be awarded to such exercise or activity shall not be reviewable.
An appeal under this policy shall be carried out according to the following procedures:
- The student should present his or her claim, in writing, to the instructor involved and shall seek to have the matter resolved by the instructor. In no event shall there be a right of appeal hereunder for a claim presented to the instructor more than thirty days after a final grade is posted to the student’s record. The instructor must respond within fourteen days of receiving the appeal.
- If the student remains aggrieved by the decision of the instructor under Step 1, he or she may, within fourteen days after formal receipt of the instructor’s final decision, appeal, in writing, to the chairperson of the department or program director of the college in which the course or other exercise or activity is offered. The chairperson/program director must respond within fourteen days of receiving the appeal
- If the student remains aggrieved by the decision of the chairperson or program director of the department under Step 2, he or she may, within fourteen days after formal receipt of the chairperson’s or program director’s final decision, appeal, in writing, to the dean of the college in which the course or other exercise or activity is offered.
- The dean, after discussion with the student and instructor, may resolve the grievance by agreement or render a decision within twenty-one days of receipt of the written appeal. The decision may be (a) that the appeal be dismissed, (b) that a grade be changed or the student be allowed an opportunity to retake an examination or other exercise, or (c) that another appropriate remedy be administered.
- The student or the instructor may, within fourteen days of the receipt of the decision of the dean, appeal to the dean of Graduate Studies in writing, stating the reason for the appeal and delivering a copy of the writing to the opposing party and the dean. The opposing party may, within ten days of receipt of the reasons for appeal, reply in writing to the dean of Graduate Studies. The dean of Graduate Studies shall review the original claim, the written decision of the chairperson or program director and dean, and the written reasons for the appeal and reply. The dean of Graduate Studies shall, within twenty-eight days of receipt of the appeal and after reviewing the matter, prepare a written decision which shall uphold the decision of the chairperson, program director, or dean, or prescribe any other appropriate remedy. The dean of Graduate Studies’ decision shall be final and not subject to further review. Copies of the decision of the dean of Graduate Studies shall be delivered to the student, the instructor, and the chairperson or program director and dean. The total time for resolution from the first appeal to the final decision shall be less than 120 days. If a faculty member/administrator fails to address the appeal within the specified time frame, the student may take the appeal to the next level.
Appeals of Dismissal or Withdrawal
A graduate student has the right to appeal an academic dismissal or withdrawal by their academic program. Such an appeal of an academic dismissal or withdrawal must follow the appeals process as defined by the graduate program’s school or college, which must include a review by the Dean of the College as part of this process. It is the responsibility of the student to demonstrate a compelling case at each step of the appeal process. On appeal, the decision of a graduate program is presumed to be correct and final unless the student presents sufficient facts to establish that the due process was not followed. The question to be considered in the appeal is whether one or more of the following factors improperly entered into the program decision to dismiss or withdrawal of the student into the program: there was arbitrariness, capriciousness, a constitutional or statutory violation (complaints of discrimination are referred to the Office of Equity and Compliance), a material failure to follow procedures, or a substantial departure from accepted academic norms when the program decision was made, or there is new/additional information that could bear on the program decision. Students must be advised of the decision by the Academic Dean of the College in writing within 30 days of the student appeal. Within 14 days following receipt, in writing, of the decision by the dean, the student may appeal the decision to the Dean of Graduate Studies. The decision of the dean of Graduate Studies shall be rendered within three weeks of a student appeal of academic dismissal or withdrawal and shall be final. If a student withdraws or is withdrawn from the University during the first 14% of the course, there will be no courses or grades recorded. A student withdrawing or being withdrawn 14% of the course through 60% of the course will receive a W grade for each course on the transcript in which the student was enrolled. A student withdrawing or being withdrawn after 60% of the course will receive a grade of F. Under unusual circumstances, grades of W can be assigned after 60% of the course if approved by the instructor and the director of the program, and with final approval of the dean of Graduate Studies. Please contact the assistant dean of Graduate Studies at (207) 780-4812 with any questions about this appeals process, or for assistance with the process.
To be eligible for graduation from a graduate degree program a student must:
- Complete satisfactorily the number of graduate credit hours required in the program with a 3.0 grade average. All courses completed for graduate programs must be passed with a minimum grade of C; individual programs may set higher standards.
- Complete satisfactorily all program degree requirements as defined in the particular graduate program (e.g., thesis, comprehensive examination).
- Submit a completed application for graduation either through Student Self Service in MaineStreet; or obtaining an application for degree in the Registrar's Office; or on line at forms, www.usm.maine.edu/reg.
Certification for Graduation
Each graduate program is responsible for certifying fulfillment of graduation requirements by a student to the Office of Graduate Studies.
A master’s degree candidate may participate in a commencement ceremony only if he or she has applied for graduation and been certified to participate. In certain instances, students may participate in commencement prior to completing all the requirements; please check with your program for specific details. Doctoral students in programs requiring a dissertation may participate in commencement ceremonies and events if a defense has been completed and the dissertation has been approved subject to minor editorial revisions. Doctoral students in programs that do not require a dissertation may participate in commencement ceremonies and events if all requirements for the degree have been completed and approved. Applications for graduation may be obtained through the Registrar’s Office. Only doctoral candidates who have met all degree requirements for a May graduation (and August and December graduates from the PREVIOUS academic year) will he hooded at the graduation Ceremony. If you officially graduate in a future semester, you will be invited to the following years Graduation Ceremony.
Students may appeal a decision regarding graduation based on these policies. Contact the Office of Graduate Studies for procedures.