General Graduate Policies

Student Responsibility to Keep Informed

It is the student's responsibility to keep informed of all rules, regulations, and procedures required for graduate studies. Graduate program regulations will not be waived or exceptions granted because students plead ignorance of the regulations or claim failure of the adviser to keep them informed.

Student Responsibility for University Communication

To communicate in a more expedient manner, UCF uses e-mail as the primary means of notifying students of important university business and information dealing with registration, deadlines, financial assistance, scholarships, tuition and fees, etc.

To avoid missing important communications from the university, students must ensure that the university has an up-to-date "preferred" e-mail address, as well as both permanent and mailing (local) addresses.

It is critical that students maintain and regularly check their preferred e-mail account for official announcements and notifications. Communications sent to an address on record will be deemed adequate notice. The university does not accept responsibility if official communication is rejected or fails to reach a student who has not notified the university of a change of preferred e-mail or postal mailing address.

As an enrolled UCF student, you can sign up for your official Knight's E-mail account. The account is a version of Microsoft Hotmail, customized specifically for UCF students. If on file, Knight's E-mail will be your official UCF e-mail address that administrators and faculty will use to communicate important information regarding your academic career. In addition, your Knight's E-mail ID will give you access to various Microsoft Windows Live features including SkyDrive file storage, Microsoft Office collaboration software, instant messaging, blogging and much more.

University Admission Standards

The university seeks to enroll students of the highest quality. In addition, the university encourages applications from a diverse population and values diversity in our graduate programs. Admissions decisions are made by the academic programs on the basis of a wide variety of information submitted as part of the student's application package. Admissions committees consider factors such as students' academic qualifications, research and work experiences, professional goals and skills, match with program objectives and professional qualifications, the number of openings available in the program, and the resources available to support the student. An applicant's character, integrity and general fitness to practice a particular profession may also be considered in the admission process. Admission is limited and, in most programs, not all qualified students can be admitted.

In general, graduate admission to the university requires that students must have obtained (prior to the start of the term for which the student is admitted) the equivalent of a baccalaureate degree from a regionally accredited institution or from a recognized foreign institution. Students without the equivalent of a baccalaureate degree from a regionally accredited institution or a recognized foreign institution are not admitted to graduate degree programs, graduate certificate programs, or graduate nondegree status. All applicants for graduate admission must submit official Graduate Record Examination (GRE) scores (or General Management Admission Test [GMAT] for selected programs) and official transcripts for all academic work. In addition to the above, all admitted students must submit evidence to document their attainment of the following minimum requirements.

Minimum UCF Requirement

• 3.0 grade point average on a 4.0 scale (calculated for the last 60 attempted semester hours of baccalaureate degree) or
• Competitive test scores on the Graduate Record Examination
  

  or

  
  General Management Admission Test (for programs that require it)

NOTE: Official test scores must be submitted regardless of grade point average.

Test of English as a Foreign Language and International English Language Testing System

The Test of English as a Foreign Language (TOEFL) or International English Language Testing System (IELTS) is required when an applicant is from a country where English is not the official language or when an applicant's bachelor's degree is not from an accredited U.S. institution. The minimum UCF requirements for the tests are:

• TOEFL score of 220 (computer test or equivalent score on the paper test) or IBT (Internet Based TOEFL) score of 80
• IELTS score of 6.5

Individual programs may have additional admission requirements, as listed in other sections of this catalog.

Student Admissions Classifications

Degree-seeking Students

Regular Graduate Student—a graduate student who has been accepted into a graduate degree program with no conditions or provisions and is seeking a graduate degree. (Graduate certificates are not degree programs.)

Provisional Graduate Student—a graduate degree-seeking student who does not meet Board of Governors (BOG) criteria for grade point average or GRE/GMAT requirements, but for other reasons is accepted as a degree-seeking student by a program. A 3.0 Graduate Status GPA (see Graduate Status GPA in catalog) is required after the completion of 9 hours. Only 10 percent of all new students in any degree program may be Provisional.

Conditional Graduate Student—a graduate degree-seeking student who meets BOG criteria for admission, but has not submitted all required official documents. Conditions must be met by midterm of the first semester in order to register for future semester classes.

Restricted Graduate Student—a graduate degree-seeking graduate student who meets BOG criteria, but does not meet program requirements to be accepted as a Regular Graduate Student. Restrictions will be attached to the admission that will have to be fulfilled before the student is made a Regular Graduate Student.

Nondegree Students

A nondegree student is a student who has not been accepted into an academic program and is not seeking a graduate degree. Some students in this category are completing application requirements for a graduate program. Students who are allowed to take graduate courses in this category can only transfer nine credit hours into a graduate program with approval from their graduate adviser.

Regular Graduate Student—a nondegree student who has been admitted with no conditions.

Conditional Graduate Student—a nondegree student who has not submitted a final transcript. Transcripts must be received by midterm of the first semester in order to register for future semester classes.

Restricted Graduate Student—a nondegree student who was previously dismissed from a UCF degree or certificate program.

Graduate Certificate Students

A graduate certificate student is a student, either a degree-seeking graduate student or a nondegree student, enrolled in a graduate certificate program. If accepted into a graduate program, students in this status may, at the discretion of the program adviser, transfer the credit hours from a graduate certificate program into a graduate degree program.

Program of Study

A Program of Study is a listing of course work agreed to by the student and the degree program specifying course degree requirements. A specific Program of Study, which may vary from student to student, must be formulated jointly by the student and the appropriate committee or adviser in the program area and approved by the college prior to the completion of the ninth graduate semester hour. A Program of Study form (either a SASS audit or written form) can be obtained from the graduate program director or college graduate coordinator. This form should be prepared and signed by the adviser and student, then given to the graduate program director for review and filing in the student's permanent file. It must comply with the catalog current at the time it is proposed.

All graduate programs of study must include independent learning as part of course and other assignments. This may be accomplished by research papers and reports, evidence of reflective learning in individual portfolios, creation of original works, and/or demonstration of integration of knowledge as part of course work in a capstone course and other requirements for the degree.

The student and his/her advisory committee may make changes in the program of study at any time with approval of the graduate program director. However, once established, the program of study cannot be altered solely due to poor academic performance of the student.

Grade System

The university uses an alphabetic system to identify student grades and other actions regarding student progress or class attendance. This system, with a grade point equivalent per semester hour, is as follows:

Grades	Grade Points Per Semester Hour of Credit
A	4.00
A-	3.75
B+	3.25
B	3.00
B-	2.75
C+	2.25
C	2.00
C-	1.75
D+	1.25
D	1.00
D-	0.75
F	0.00
NC	- No Credit -

Other Actions

I	Incomplete
N	No grade reported by instructor
R*	(followed by grade) Repeated course (Grade Forgiveness)
S	Satisfactory (with credit)/Satisfactory Progress (Research, Thesis, or Dissertation)
T*	(followed by grade) Subsequently repeated (no credit)
U	Unsatisfactory (no credit)
W	Withdrawn
WF	Withdrawn Failing
WH	Health Form Withdrawal
WM	Medical Withdrawal
WP	Withdrawn Passing
X	Audit (no credit)

* "R" and "T" actions only apply to undergraduates.

The designation of "N" will be temporarily assigned by the Registrar's Office only in the case when a grade has not been submitted by the faculty by the "grades due" deadline. The designator will be replaced by the earned letter grade at the earliest opportunity in the semester that immediately follows. The "N" designator may not be assigned by faculty.

Grade changes other than medical withdrawals will be considered only during the semester immediately following the one in which the grade was assigned, except that grades assigned during the spring semester may be changed during either the following summer term or fall semester. A change in grade must be approved by the dean of the college or school. If an academic action such as dismissal or probation has been taken by the university before a grade change, the action will remain in effect regardless of the grade change. A grade will not be changed after a degree has been conferred.

Course Requirements

Course Levels of Graduate Work

7000-Level Courses—courses for doctoral students. Master's and nondegree students may enroll in 7000-level courses with permission from the program.

6000-Level Courses—courses for graduate students. Nondegree students should check with the colleges about their ability to enroll in 6000-level courses. Students in accelerated undergraduate/graduate programs should check with their academic adviser before registering for 6000-level courses. Undergraduate registration in 6000-level courses is allowed only in special situations with prior approval by the college. Undergraduate students must be within nine hours of graduation, have a minimum 3.0 GPA, and not register for more than a total of twelve hours in that term. See also the catalog section on Senior Scholars.

5000-Level Courses—courses for graduate students. Nondegree students and seniors may enroll in 5000-level courses with permission from the program.

Split-Level Classes

Although generally discouraged, UCF does allow departments to offer split-level undergraduate and/or graduate classes. In such cases, two courses approved for different levels of instruction (e.g., a 4000- and 5000-level course) are offered together in the same room, at the same time, and with the same instructor, but under two different course numbers. In limited cases, one of the courses may be from the undergraduate level and one from the graduate level. In general, split-level classes are restricted to situations where the enrollment in one of the courses would be insufficient to allow the course to be offered on a stand-alone basis. When such split-level classes are scheduled, the following conditions must be maintained:

• Both the graduate and the undergraduate courses must have been approved previously through the established university process for approving courses so that there are two separate and complete syllabi for each course, and the syllabi clearly demonstrate more advanced subject matter and expectations for the graduate course than the undergraduate course.
• Split-level classes must only be assigned to faculty members who meet the university-wide minimum qualifications for teaching graduate-level courses.
• Courses may not be combined into a split-level class if the course numbers of the two courses are more than one level apart. For example, 4000- and 5000-level courses may be combined into a split-level class; 4000-level courses may not be combined with 6000-level courses.
• No student may register to take for credit both the undergraduate and graduate courses concurrently.
• The graduate and undergraduate courses must have clearly different requirements and performance expectations. Graduate students must have course requirements or assignments that require more in-depth analysis and understanding of the topics, provide broader coverage of the content area, demonstrate higher knowledge and skills, and/or show greater independence of thought and application of concepts than what is typically required of undergraduate students. The level and amount of learning by graduate students must be equivalent to what is typically expected in 5000-level or higher courses. The different requirements and expectations must be spelled out clearly in the course syllabi for the respective courses.
• Documentation of split-level class offerings must be maintained in the college dean's office in expectation of future audits and reviewed by the Undergraduate and Graduate Deans before the courses can be taught as split level. Each time a new split-level class is offered, copies of both syllabi should be collected by the colleges and provided to the Undergraduate and Graduate Deans.

Language Requirements

Foreign language requirements shall be at the option of the individual departments or appropriate units consistent with their college regulations.

Credit by Examination or Waiver

Students who believe they have mastered the content of a graduate-level course should present a portfolio to the graduate program director documenting the learning experience. If the committee after examining the portfolio believes the student has mastered the content presented in a graduate-level course, the student should be allowed to demonstrate that mastery through examination. Examination credit may be used to satisfy program course requirements, but not credit hour requirements. Certain program requirements or courses may be waived at the discretion of a program, although the total hours required for the program must be satisfied.

Correspondence courses are not acceptable toward a graduate program of study; however, credit-bearing extension or continuing education courses may be accepted. The acceptance of courses from unaccredited agencies or institutions threatens the integrity and value of the graduate degrees awarded by UCF. Graduate-level course work demands the mastery of skills, theories, and concepts at a much higher level than undergraduate-level course work. Therefore, the university will not allow students to transfer course work from professional societies, independent agencies, employees, or companies unless they are ACE (American Council on Education) certified.

Thesis, Research Report, and Dissertation Grades

For thesis (XXX 6971 or 6973), doctoral dissertation (XXX 7980), and research report (XXX 6909) courses, satisfactory (S) or unsatisfactory (U) grades are used to reflect student progress in these courses. Should a student in a given term be given an incomplete (I), then this grade should be changed to an S or U, upon completion of the work. Other grades may not be assigned in these courses. Students who do not maintain satisfactory progress in their research, as determined by their thesis or dissertation advisory committee, may be placed on probationary status.

Full-time Enrollment Requirements

A full-time degree-seeking graduate student must take at least 9 credit hours in the fall and spring semesters. A half-time load is defined as enrolled in at least 4.5 credit hours in fall and spring terms. During the summer term, full-time is 6 credit hours and half-time is 3 credit hours. There are two exceptions to this policy:

1. For master's students pursuing a thesis option, full-time enrollment is defined as 3 hours per semester (including summers, without skipping a semester) of thesis course work (XXX 6971), after completion of all course work and until graduation. Students who wish to enroll in part-time hours should consult their adviser.
2. For doctoral students who have passed the candidacy exam and are registered for doctoral dissertation (XXX 7980) hours only, full-time is 3 hours per semester until graduation. Such students must continue to enroll in at least three dissertation hours each semester (including summers, without skipping a semester) until they successfully complete the dissertation and graduate. Students who wish to enroll in part-time hours should consult their adviser.

Graduate students receiving assistantships, tuition support, and fellowships must be enrolled full-time as degree-seeking students who maintain good academic progress.

Special Considerations:

All international students on F or J visas must maintain full-time, degree-seeking status, regardless of financial support received from the university. F and J visa holders should contact the International Services Center (ISC) to ensure that their enrollment conforms to the full-time definition for their visa status. International students should not change their course schedule or drop classes without advisement from the International Services Center. All international students who enroll in less than 9 hours per term must submit to ISC a Reduced Course Load Form that explains the nature of the reduced hours and must obtain approval from ISC (see www.intl.ucf.edu for Reduced Course Load Form). This requirement also applies to international students who are enrolled in less than 9 hours per term in thesis or dissertation hours.

Students who receive financial support from outside UCF and who have loan obligations are responsible for enrolling in the number of credit hours that meet the full-time or half-time criteria specified by the funding source. Enrollment certification is provided by the Registrar's Office based upon the UCF definition of full-time graduate status.

Students who do not satisfy these full-time enrollment requirements may have to start repaying student loans and will not qualify for graduate assistantships, fellowships or tuition support. Students receiving financial aid should refer to the Program Eligibility Charts on the Office of Student Financial Assistance website (http://finaid.ucf.edu) under "Receiving Aid" to determine their specific enrollment requirements.

Students receiving veterans benefits should contact Veteran's Affairs (www.va.sdes.ucf.edu) for additional information about course loads.

Nondegree-seeking students must be enrolled in 12 credit hours or more to be considered in full-time status.

Limited Nondegree Students Enrolling in Graduate Classes

All students who wish to enroll as limited nondegree students at the graduate level will be accepted as nondegree-seeking students at the graduate level. Students wishing to enroll should complete the online graduate application, pay the application fee, provide transcripts from previous institutions, and complete residency forms.

UCF Graduate Studies will make available the one-page nondegree graduate application form to those faculty who are meeting classes for the first time at an off-campus site or regional campus. Those meeting classes should collect the appropriate information and forms. These materials should be returned directly to UCF Graduate Studies, where they will be processed and students will be registered.

Students will be placed on hold for the following semester's registration, awaiting the transcript from a previous institution that verifies the bachelor's degree.

Academic Progress and Performance

Review of Academic Performance

The primary responsibility for monitoring academic performance standards rests with the degree program. However, the college and UCF Graduate Studies will monitor a student's progress and may dismiss any student if performance standards or academic progress as specified by the program, college or university are not maintained. Satisfactory academic performance in a program includes maintaining at least a 3.0 graduate status GPA (defined below) in all graduate work taken since admission into the program. Satisfactory performance also involves maintaining the standards of academic progress and professional integrity expected in a particular discipline or program. Failure to maintain these standards may result in dismissal of the student from the program.

Graduate Status GPA

A graduate status GPA will be calculated on the graduate courses taken at UCF since admission into each degree or certificate program, and used to monitor the student's progress in the program. The university requires that students must maintain a graduate status GPA of at least 3.0 or higher in order to maintain regular graduate student status, receive financial assistance, and qualify for graduation. This GPA requirement cannot be waived.

A graduate status GPA will be calculated on graduate courses taken at UCF while in nondegree status. Nondegree Students with GPAs below 3.0 after the initial 9 hours of graduate course work are subject to dismissal.

Please note that the graduate status GPA does not carry forward from one program to another or from nondegree into a degree or certificate program.

Probationary Status and Dismissal

Students whose graduate status GPA falls below 2.0 will be immediately dismissed from the degree program and will not be allowed to enroll in graduate courses unless they have been admitted to another graduate program or admitted as a nondegree student.

Students whose graduate status GPA drops below 3.0 but above 2.0 will be automatically changed to academic probationary status by the Division of Graduate Studies for a maximum of nine semester hours of letter-graded course work (Grades A-F). Unsatisfactory performance may also be indicated by a "U" grade in graduate course work. Under such circumstances the program may elect to place the student on academic probation.

Students will receive a notice of probation at the beginning of the probation and the notice of probation will be imprinted on the student's advising transcript. If the student has not attained a graduate status GPA of 3.0 of graded course work at the end of the probationary nine semester hours, he/she will be dismissed from the graduate program unless an approved Conditional Retention Plan is in place as described below. Students who have not remedied the unsatisfactory "U" performance, as defined by the program, may also be dismissed from the program.

The graduate program will also be notified at the time of probation and given an opportunity during the 9-hour probationary period to formally prepare a "Conditional Retention Plan" in consultation with the Appeals Subcommittee of the Graduate Council. The Conditional Retention Plan should show how the student can realistically regain his/her regular graduate status (GPA 3.0) within a reasonable time (usually one semester). It should also define the courses to be taken and the timing of the courses to regain his/her graduate status. In addition, the plan could include other conditions as necessary for the continued enrollment of the student in the program such as retaking courses requiring better performance, taking remedial course work in specified areas, or completing special projects to better prepare the student for success in the program. Ideally the student and the faculty should know exactly what conditions are required for the continued enrollment of the student. Failure to meet the conditions will result in dismissal without any further appeal of retention. An approved Conditional Retention Plan by the Appeals Subcommittee will usually include an extension of the probationary period, if needed, thus allowing the student to continue without interruption in his/her program even should the student fail to succeed in his/her initial probationary period.

International students placed on probationary status will be sent to the International Services Center for advisement regarding the immigration status implications of this action.

After dismissal, the following options are available:

OPTION A. The Program Appeals for Retention of the Student in the Next Semester After Dismissal.

The dismissed student may not take program-related course work during this appeal, which must occur within the next semester following dismissal. The appeal for retention should include reasons for readmitting the dismissed student, as well as provide a "Conditional Retention Plan" as described above. If the appeal is approved, students will be readmitted into the program under the "Conditional Retention Plan" in restricted status and failure to meet the conditions will result in dismissal without any further appeal of retention. Appeals for retention submitted during the summer may be delayed until the first Appeals Subcommittee meeting in the fall semester. An approved appeal for retention will allow the student to reenroll in the very next semester and not have a "dismissal" on his/her transcript.

OPTION B. The Dismissed Student Applies for Entry into the Program from Which He/She Was Dismissed.

In this case, the student must submit a complete new application (application fee, letters of reference if applicable, AND a statement describing why the student thinks he/she is more capable now to successfully complete the program). The program must submit a "Conditional Retention Plan" (as described above) if they choose to support the former student. The Conditional Retention Plan must be submitted to the Graduate Appeals Subcommittee and recommended for approval before an admissions decision is made.

A student that is admitted back into a program from which he/she was dismissed will continue to have the original dismissal denoted on the transcript and will continue with the same graduate status GPA that the student held prior to dismissal. Also, the student is admitted as a restricted student and must meet the conditions prescribed by the Conditional Retention Plan to enter regular graduate status.

Nondegree students who wish to be admitted back into nondegree status must submit a complete new application (application fee and statement describing why the student thinks he/she is more capable now to successfully complete the courses). Graduate Studies will submit the statement to the Graduate Appeals Subcommittee. It must be recommended for approval before an admissions decision is made.

OPTION C: Apply to Another Program.

This option is always available and requires a complete new application. Previously dismissed students accepted into new programs will be admitted under restricted status and have a new graduate status GPA (see Graduate Status GPA section above).

Students with a graduate status GPA of less than 3.0 seeking admission to a different graduate program will be admitted under restricted status with conditions as prescribed by the new program.

Dismissed students will not be allowed to enroll in graduate courses unless they have been admitted to another graduate program or admitted as nondegree students taking classes with permission from the department.

NOTE: Individual graduate programs may have more stringent grade requirements than described above. Students must abide by the academic performance standards of their graduate program.

Maximum Hours of Unsatisfactory Grades

A degree-seeking or nondegree student may earn a maximum total of six semester hours of "C" (C+, C, C-) or lower grades. A course in which a student has received these grades may be repeated to provide a better grade. However, both grades will be used in computing the GPA. There is no forgiveness policy on graduate grades. Exceeding six semester hours of unsatisfactory grades ("C+" and below or unresolved "I" grades) is reason for dismissal.

Incomplete Grades

A grade of "I" (incomplete) is assigned by the instructor when a student is unable to complete a course due to extenuating circumstances, and when all requirements can clearly be completed in a short time following the close of regular classes. In all circumstances where an "I" grade is received, the student and faculty member must complete an agreement form that specifies how and when the incomplete grade will be made up. This agreement form is submitted with the instructor grade rolls at the end of the semester, and a copy of this agreement is given to the college for further follow-up. For those students on financial assistance such as loans, the incomplete (I) must be made up by the agreement date. Failure to complete course requirements by that date may, at the discretion of the instructor, result in the assignment of an "F" grade, or a "U" grade for thesis, dissertation, or research report hours. It is the student's responsibility to arrange with the instructor for the changing of the "I" grade.

Grades of "I" must be resolved within one calendar year or prior to graduation, whichever comes first. Incompletes in regular course work left unresolved will be changed to "F" if not changed in the allowed time period, and this time period may be sooner for those receiving financial assistance. The exception to this is enrollment in thesis (XXX 6971) and dissertation (XXX 7980) hours where the incomplete grade will be allowed to continue until graduation. UCF fellowship students cannot receive fellowship funds while holding Incomplete grades and have thirty days from the issuance of the Incomplete to remedy it in order to continue to receive fellowship funds.

Continuous Attendance

Failure to enroll in three consecutive semesters (spring, summer, fall) is considered non-continuous enrollment.

1. Students are expected to maintain enrollment and to complete their graduate study expeditiously. A Special Leave of Absence should be requested when students anticipate they will not be enrolled for three consecutive semesters or more. If students are not enrolled in the university for a period of three consecutive semesters (spring, summer, fall) and do not obtain Special Leave of Absence approval for such interruptions in their programs of study, they will be discontinued and must reapply for admission. Readmission is not guaranteed.
2. All (domestic and international) students taking thesis or dissertation hours are required to be continuously enrolled (including summer) until the thesis or dissertation is completed.
3. Because of U.S. government regulations, international students must be enrolled every fall and spring semester. For students in this category, Special Leave of Absence is only available for documented medical reasons.
4. A student without an approved Leave of Absence who breaks continuous enrollment will lose the option of fulfilling the degree requirements originally listed in his/her official program of study already on file, and will instead fulfill the degree requirements listed in the graduate catalog in effect at the time the student resumes his/her attendance.

Special Leave of Absence

A Special Leave of Absence may be granted to a student in order to temporarily waive the continuous attendance requirement A student may request such a leave in cases where the student can demonstrate good cause (e.g., illness, family issues, financial difficulties, personal circumstances, employment issues). The specific reason for the Special Leave of Absence request must be indicated by the student on the Special Leave of Absence Form. A Special Leave of Absence will be granted only after approval from the Graduate Program Director for the student's program of study, College Graduate Coordinator, International Services Center (required for international students), and Division of Graduate Studies. The normal time limit for a Special Leave of Absence is three consecutive semesters. Application for a Special Leave of Absence must be filed by submitting the Special Leave of Absence Form no later than the end of the first semester of absence. Time spent in a Special Leave of Absence will not reduce the total time limitation for degree completion (see the policy regarding Time Limitation for Degree Completion in the master's, specialist, and doctoral policies). If a student fails to enroll in the semester following the last term in the approved Special Leave of Absence, the student will have failed to maintain continuous enrollment and must apply for readmission to the university.

Readmission

To file for readmission, students must complete a new application, submit the application fee, and update their residency information and health history (if applicable). Students should apply for readmission if they were previously admitted and enrolled in a graduate program but have been absent for three major semesters. For more information on readmission, please visit the Graduate Students website.

Academic Grievance Procedure

UCF Graduate Studies allows for petitions of university requirements and their academic matters. Academic matters are those involving instruction, research, or decisions involving instruction or affecting academic freedom.

The academic grievance procedure is designed to provide a fair means of dealing with graduate student complaints regarding a specific action or decision by a faculty member, program or college, including termination from an academic program. Academic misconduct complaints associated with sponsored research will invoke procedures outlined by the Office of Research.

Students who believe they have been treated unfairly may initiate a grievance. The procedure provides several levels of review, and at each level of review the participants are further removed and have a broader outlook than where the grievance originated. Procedures for initiating an academic grievance can be found at The Golden Rule www.goldenrule.sdes.ucf.edu/ (see section 11).

Petitions of Graduation Requirements Procedures

Students have the responsibility to familiarize themselves with policies and procedures of the university, college, and program. Students are responsible for knowing the degree requirements and following the policies that govern the academic program. However, when unusual instances arise, making it appropriate for students to request exceptions of existing graduate academic policies for graduate students, graduate students may petition the appropriate unit for an exception to this requirement. The procedures are:

• The graduate student completes a Graduate Petition Form, specifying the requirement and the exception desired to the graduate program director.
• The graduate program director may ask the program graduate committee to examine the necessary information. The program graduate committee will recommend a response to the petition to the graduate program director.
• The graduate program director will consider the input of the program graduate committee and make a recommendation about the exception at this level. The graduate program director will consider the input of the unit graduate committee and make a recommendation to the unit head about the petition. The unit head will then make a final unit decision about the petition at that level. If the exception requested is only a program requirement, then the petition decision is final at this level.
• Should the graduate student wish to appeal the decision of the program, either because the requirement is a college, school, or university requirement or further evidence is now available that would cause the program decision to be reconsidered, the student or program may request in writing to the college or school graduate coordinator (if this is the next most appropriate unit) or the Division of Graduate Studies (if this is the next most appropriate unit) that the petition be considered at this level. The college or school graduate coordinator may ask the college or school graduate committee to examine the information and consider the petition at a scheduled meeting. The college or school graduate committee will recommend a response to the petition to the college or school graduate coordinator.
• The college or school graduate coordinator will consider the input of the college or school graduate committee and make a recommendation about the exception at this level. The college graduate coordinator will consider the input of the college graduate committee and make a recommendation to the college dean about the petition. The college dean will then make a final decision about the petition at that level. If the exception requested is only a college, school, or program requirement, then the petition decision is final at this level.
• Should the graduate student wish to appeal the decision of the college or school either because the requirement is a college or university requirement or further evidence is now available that would cause the college or school decision to be reconsidered, the student may request consideration at the university level by requesting their college to submit the petition form to the Vice Provost and Dean of Graduate Studies. The Vice Provost and Dean may ask the Appeals Subcommittee of the Graduate Council of the Faculty Senate to examine the information and consider the petition at a scheduled meeting.
• The Vice Provost and Dean of Graduate Studies will consider the input of the Appeals Subcommittee of the Graduate Council and make a final decision about the petition for the university.

Degree or Certificate Completion

Application for Graduate Degree

Students planning to graduate in the next term must complete the Application for Graduation (Intent to Graduate form) in their college during Registration for their last term (see www.graduate.ucf.edu for form). Students who have not applied for graduation by the last day of classes in the term preceding the graduation semester may not be listed in the Commencement Program. If the student does not graduate in that term, a new application for graduation must be filed at the beginning of registration for the term of anticipated graduation. Graduating students must be enrolled at UCF during the term of graduation. Graduates may contact the Registrar's Office for Commencement ceremony and guest ticket information.

Assuming that the student is in good standing at the university, degrees will be awarded only after successful completion of the degree requirements stated in the Graduate Catalog under which the student plans to graduate and final recommendation from the faculty and dean of the respective college.

Application for Graduate Certificate

In order to be processed for completion of a graduate certificate program, students must file an application for completion (Graduate Certificate Completion form) with the office that offers the certificate program. The Graduate Certificate Completion form should be filed by the time that the student is registering for the final course in the certificate program, and such forms must be filed no later than the end of the semester in which the student enrolls in the last course required for the certificate program. Forms can be found on the UCF Graduate Students website (www.graduate.ucf.edu).

Thesis and Dissertation Requirements

An oral defense of an original thesis or dissertation is required with the approved thesis or dissertation being prepared in accordance with program, college, and university requirements. Academic dishonesty in thesis, research report and dissertation work may result in reversion to post-baccalaureate status or termination from the degree program. Our emphasis on academic honesty requires quotations or ideas of others to be accompanied by appropriate citations. The Graduate Studies Thesis and Dissertation Manual describes UCF's formatting requirements for theses/dissertations and outlines the steps graduate students must follow to submit their thesis or dissertation electronically. Graduate students can obtain the manual from the Graduate Students website (www.graduate.ucf.edu).

Additionally, the Thesis/Dissertation Office maintains online workshops to inform graduate students about procedures, deadlines, and requirements associated with preparing a thesis and dissertation.

All theses and dissertations that use research involving human subjects, including surveys, must obtain approval from an independent board, the Institutional Review Board (IRB), for this prior to starting the research. It is imperative that proper procedures are followed when using human subjects in research projects. Information about this process can be obtained from the Office of Research and Commercialization (www.research.ucf.edu). Failure to obtain this prior approval could jeopardize receipt of the student's degree.

Students who wish to complete their degree requirements in a given semester must take their oral defense and submit their final electronic copy by the dates shown in the Academic Calendar. All students are required to submit their thesis or dissertation electronically.

Certification of Degree Completion

The college of the degree program must certify through the college dean that all program and college requirements have been met. Degree certification forms (SASS audit forms or program of study with approval signatures) are forwarded to UCF Graduate Studies for final determination that all program, college, and university requirements have been met.

Certification of Graduate Certificate Completion

The college of the graduate certificate program must certify through the college dean that all program and college requirements have been met. Completed Graduate Certificate Completition forms (available at www.graduate.ucf.edu) are forwarded to UCF Graduate Studies for final determination of program, college, and university requirements. For each certificate program, the graduate program director will certify successful completion of the program's academic requirements. The certificate is mailed to the student unless the student or the graduate program requests other arrangements. Certificate recipients are not recognized at commencement.

Registration in Term of Graduation

A student must be registered in any term in which UCF faculty or administrative and professional time will be required (e.g., for review of thesis or research report by faculty or editorial staff, for completion of internships, or for comprehensive or other examinations). Therefore, unless the graduate program certifies to UCF Graduate Studies by the end of Late Registration (add/drop) that no UCF resources will be utilized, a student must be registered in the term of graduation.

Traveling Scholars

The university participates in the Board of Education Traveling Scholar Program (6C-6.07) enabling a graduate student to take advantage of special resources available on another campus but not available on the home campus (for example, special course offerings, research opportunities, unique laboratories, and library collections). A Traveling Scholar is a graduate student who, by mutual agreement of the appropriate academic authorities in both the sponsoring and hosting institutions, receives a waiver of admission requirements of the host institution and a guarantee of acceptance of earned resident credits by the sponsoring institution.

A Traveling Scholar must be recommended by his or her own graduate adviser, who will initiate a visiting arrangement with the appropriate faculty member of the host institution. After agreement by the student's adviser and the faculty member at the host institution, graduate deans at both institutions will be fully informed by the adviser and have the authority to approve or disapprove the academic arrangement. A student will register at the host institution and will pay tuition and/or registration fees according to fee schedules established at that institution. The Traveling Scholar Form (located at www.graduate.ucf.edu) must be used for documentation. This form must be completed by the student and approved by UCF Graduate Studies before any course work can be taken.

Each university retains its full right to accept or reject any student who wishes to study under its auspices. A Traveling Scholar will normally be limited to one term for a total of six credit hours taken as a traveling scholar at another institution.

A Traveling Scholar is not entitled to displacement allowance, mileage, or per diem payments. The home university, however, may at its option continue its financial support of the traveling scholar in the form of a fellowship or graduate assistantship with any work obligation to be discharged either at the home or at the host institution.

As part of the Traveling Scholars agreement, SUS institutions agree to accept one another's entrance requirements and credits. All Traveling Scholars are required to submit the Student Health History and immunization requirements according to UCF and Board of Governors policies. Credit is not automatically transferred into the graduate program of study. The student must request an official transcript be sent from the host institution to UCF Graduate Studies (Millican Hall 230, P.O. Box 160112, Orlando, FL 32816-0112; Phone 407-823-2766), and the graduate program director must complete the Program of Study so that the credits can be entered into the student database. Credits earned at another institution while in Traveling Scholar status will be considered resident credits and are not counted as "transfer" credits under the "nine-hour" rule. These hours may count toward UCF residency requirements if prior approval is obtained. Graduate students are not allowed to be traveling scholars in their final, or graduation, term except by prior approval of UCF Graduate Studies.

International graduate students who are registered at another educational institution besides UCF as a Traveling Scholar or transient student and therefore may not be enrolled full-time at UCF are required to complete a Reduced Course Load Form to satisfy SEVIS requirements of being enrolled full-time. International graduate assistants employed at UCF must be enrolled full-time at UCF.

Assistantship Opportunities

As part of a program's professional development plan for students, full-time graduate students may be offered the opportunity to gain experience as a Graduate Teaching Assistant (or Associate or Grader; GTA), Graduate Research Assistant (or Associate; GRA), or Graduate Assistant. See Full-time Enrollment Requirements for a description of the policy regarding full-time enrollment.

Assignments to these professional development activities are intended to supplement the student's academic program of study in order to give the student professional experiences that will enhance the student's development and prepare him/her for postgraduation employment. While these activities provide the opportunity for students to be graduate assistants, their overriding purpose is to help develop the skills, abilities, and professionalism of the student.

All graduate assistants (GTAs and GRAs) must be assigned to at least a half-time appointment (0.25 FTE assignment approximately equivalent to 10 hours per week). However, the standard assignment for graduate assistants is a full-time appointment (0.5 FTE assignment approximately equivalent to 20 hours per week). Students who desire more than a full-time appointment during fall and spring semesters or more than 30 hours during the summer semester must complete a Supplemental Assignment Form. UCF Graduate Studies will only grant exceptions to this policy in rare circumstances and for compelling reasons related to the student's professional development. Exceptions are granted only rarely during the first year of a student's program of study. Decisions are based on the student's academic record, the appointment FTE, the relationship of the assignments to the student's program of study, support from the graduate program director, and related factors.

Student FICA exemption Graduate assistants who are enrolled at least part-time (5 hours in fall, 5 hours in spring, or 3 hours in summer) will be exempt from FICA/Medicare taxes during pay periods that overlap with the academic term and during breaks of less than five weeks. Breaks longer than five weeks where graduate students are on a graduate assistant appointment but not enrolled will result in withholding FICA/Medicare taxes.

Academic Common Market Scholars

The University of Central Florida is a participating institution in the Academic Common Market (ACM) program with other southern universities sharing unique academic programs on the undergraduate and graduate level. However, the University of Central Florida only participates at the graduate level.

The Academic Common Market offers students the opportunity to enter degree programs that are not available in their home state, while still being eligible to pay in-state tuition rates. Students taking part in this program must be admitted by a participating university (notifying that university of their planned attendance as an ACM Scholar), and will need to obtain a letter of certification from their respective ACM state coordinator.

The first step is to contact your respective state coordinator for information on how to apply for the Academic Common Market. Contact information for state coordinators can be found on the following website: www.sreb.org/programs/acm/participating/states.asp.

After making contact with your state coordinator, if you are eligible for the ACM, you can apply to the University of Central Florida online through the website at www.graduate.ucf.edu. When filling out the Florida Residency Classification section, select the option that states "I am a Florida Resident for tuition purposes" and fill out the entire section. Before saving the page, you will need to add an explanation for your Florida residency. Please select the letter "N," which states "I am a Southern Regional Education Board's Academic Common Market graduate student."

Upon submission of your application, and your program's required admissions criteria, you will receive a decision from the program in which you have applied. If accepted, you can present that information to your state coordinator, who will then be able to provide UCF with a certification letter. With that letter, UCF will then be able to offer you Florida residency for tuition purposes.

The participating universities are located in the following states:

Alabama	Louisiana	Tennessee
Arkansas	Maryland	Texas*
Delaware	Mississippi	Virginia
Florida*	North Carolina	West Virginia
Georgia	Oklahoma
Kentucky	South Carolina

*Only Florida, North Carolina, and Texas participate at the graduate level.

For more information, please contact UCF Graduate Studies at 407-823-2766 (Millican Hall 230, P.O. Box 160112, Orlando, FL 32816-0112). Additional information on the Academic Common Market, including contact information for state coordinators and all available academic programs, can be found on the Southern Regional Education Board (SREB) website, www.sreb.org.

Proprietary and Confidential Information

It is the intent of the University to foster the professional development of its faculty and students. In particular, the proprietary and patent policies serve to protect the interests of UCF graduate students so that they can engage in research that will ultimately be published. In no circumstances should the University knowingly enter into agreement with outside agencies that would prevent the ultimate publication of the graduate student's work, as a thesis or dissertation or other means. These policies also help to clarify protections for intellectual property contained in theses/dissertations for students who engage in employment outside the University.

If thesis or dissertation work is supported by a contractual agreement with an outside agency, and provision was made in the agreement to delay disclosure of the study's results for the purpose of filing a patent or copyright, then this section describes procedures for handling the thesis/dissertation. (See also Patent and Invention Policy below for explanations of rights associated with patents and copyrights.)

1. Only for those theses and dissertations where a prior written agreement was made between UCF and an outside agency or where the University wishes to pursue a copyright/patent may publication of the thesis/dissertation be delayed, or in exceptional circumstances as determined by the University on a case by case basis. Review and delay of disclosure of the thesis/dissertation may take up to 6 months.
2. The review by the outside agency or by the University for the purpose of copyright or patent will follow the oral defense of the document. If it appears that the review process will delay certification of the degree or if the delay of disclosure is exercised, the certification process will be completed but the thesis or dissertation will not be released for up to 6 months.
3. No graduate degree will be awarded when the thesis or dissertation, after a reasonable interval, is not available to the public. If material is sensitive, classified, or will be patented, the thesis or dissertation will not be released for up to 6 months.
4. Contractual agreements that contain provisions for review and delay of disclosure shall be reviewed by the Office of Research and Commercialization. Exceptional cases may include a delay of disclosure for more than six months and/or review prior to the oral defense.
5. The student and the student's Adviser shall be informed of the possibility of the delay of disclosure at the time of appointment of the Adviser.

Patent and Invention Policy

The "Patent and Invention Policy" for graduate students is included here in its entirety. Departments and colleges should discuss this policy with graduate students at orientations.

PREMISE: UCF has three fundamental responsibilities with regard to graduate student research. They are to (1) support an academic environment that stimulates the spirit of inquiry, (2) develop the intellectual property stemming from research, and (3) disseminate the intellectual property to the general public. In most cases, UCF owns the intellectual property developed using university resources. The graduate student as inventor will according to this policy share in the proceeds of the invention.

1. University Authority and Responsibilities: Florida Statute Section 1004.23 authorizes the University to take any action necessary to secure letters of patents, copyrights, and trademarks on any work products and to enforce its rights therein. This policy applies to graduate students who are considered University personnel.



2. Definitions: For the purposes of this policy the following definitions shall apply:



1. A work includes any copyrightable material (other than journal articles) such as printed material, computer software or databases, audio or visual materials, circuit diagrams, mask works, architectural and engineering drawings, lectures, musical or dramatic compositions, choreographic works, pictorial or graphic works, and sculptural works.
2. An Invention includes any discovery, invention, process, composition of matter, article of manufacture, know-how, design, model, technological development, strain, variety, culture of any organism, or portion, modification, translation, or improvement of these items, and any mark used in connection with these items.
3. Instructional Technology Material includes motion pictures, film strips, photographic and other similar visual materials, live video and audio transmissions, computer programs, computer-assisted instructional course work, programmed exhibits, and combinations of the above materials, which were prepared or produced in whole or part by a graduate student, and which are used to assist or enhance instruction.
4. University Support includes the use of University funds, personnel, facilities, equipment, materials, or technological information, and includes such support provided by other public or private organizations when it is arranged, administered, and/or controlled by the University.
5. Student-generated Effort means that the ideas come from the graduate student alone outside the field or discipline for which the graduate student is employed by the University, the work was not made with the use of University support, and the University is not held responsible for any opinions expressed in the effort.
6. Research means the inquiry or examination in some field of knowledge undertaken to establish facts or principles that are true. Research, as used in this policy, does not include work done in an internship or coop setting where new knowledge in a field is not actively sought, but rather a setting that offers a real life experience for the graduate student.


3. Work(s)



1. Student-generated Effort—A work made solely by the graduate student, outside the field or discipline for which the graduate student is employed by the University, is the property of the graduate student, who has the right to determine the disposition of such work and the revenue derived from such work.
2. University-supported Efforts—If the work was not made solely in the course of student-generated efforts, the work is the property of the University, and the graduate student shall share in the proceeds therefrom.
3. Disclosure
1. Upon creation of a work that is potentially patentable, and prior to any publication, the graduate student shall disclose to the Office of Research and Commercialization any work made in the course of University-supported efforts, together with an outline of the project and the conditions under which it was done.
2. The Office of Research and Commercialization shall gather information to assess the relative equities of the graduate student and the university in the work.
3. Within 120 days after such disclosure, the Office of Research and Commercialization will inform the graduate student whether the university seeks an interest in the work.
4. The graduate student and the university shall not commit any act which would tend to defeat the university's or graduate student's interest in the work and shall take any necessary steps to protect such interests.


4. Invention(s)



1. Student-generated Efforts
   All inventions made outside the field or discipline in which the graduate student is employed by the university and for which no university support has been used are the property of the graduate student.
2. University-supported Efforts
   An invention made in the field or discipline in which the graduate student is employed by the university, or receiving university support, is the property of the university and the graduate student shall share in the proceeds therefrom.
3. Disclosure
1. A graduate student as inventor or co-inventor shall fully and completely disclose to the Office of Research and Commercialization all inventions which the inventor(s) may develop or discover while a graduate student of the University, together with an outline of the conditions under which it was done. With respect to inventions made during the course of approved outside employment, the graduate student as inventor or co-inventor may delay such disclosure, when necessary to protect the outside employer's interest, until the decision has been made by the outside employer whether to seek a patent.
2. The Office of Research and Commercialization shall inform the graduate student as inventor as well as all other inventors within 120 days of disclosure as to whether the University wishes to assert an ownership interest in the intellectual property.
3. The division of proceeds generated by the licensing or assignment of an invention, shall be according to the established royalty division set forth in the patent policy of the University of Central Florida Research Foundation.
4. The graduate student as inventor(s) and the University shall not commit any act which would tend to defeat the University's or inventors' interest in the invention and shall take any necessary steps to protect such interests.



5. Release of Rights
   
   At any stage of making the patent applications, or in the commercial application of an invention, if it has not otherwise assigned to a third party the right to pursue its interests, the Office of Research and Commercialization, may elect to withdraw from further involvement in the protection or commercial application of the invention. At the request of the graduate student in such case, the University shall transfer the invention rights to the inventor(s), in which case the invention shall be the inventor(s) property, and none of the costs incurred by the University or on its behalf shall be assessed against the inventor in whole or in part.



6. University Policy



1. The University has a policy addressing the division of proceeds between graduate students and faculty when the research is done and results in a dissertation, University Regulations, 6C7-2.029 Copyrights and Patents). The University also has a policy addressing the division of proceeds between UCF inventor(s) and the University (see University Regulations, 6C7-2.029). It is also contained in the Patents and Copyrights Policy of the UCF Research Foundation. This same division of royalties will apply in the disbursement of royalty income to graduate students as inventor(s), unless this has been negotiated in a separate contractual agreement.
2. All sponsored research done by graduate students enrolled at the University for and with companies must have a contractual agreement with UCF negotiated at the start of that research. Graduate students must be informed at the start of the research about any contractual agreements that would concern future publication of their research work.
3. Dissertation or thesis dissemination can be delayed because of patent or proprietary information concerns of a sponsor. This can occur when a prior contractual agreement has been entered into that includes provisions for a research sponsor's review between the sponsor and University. (See Proprietary and Confidential Information above in the Graduate Catalog.)

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