VI. General Academic Requirements & Grade Appeals

Grades and Index Requirements

1. A graduate student is expected to maintain a graduation index representing a B average (3.0/4.0 GPA.) or better.  Indices below this level are marked “less than good standing” on the transcript. Departments may require higher standards than the university; however, these must be clearly documented and communicated to students and consistently enforced.  Departments requiring higher standards, such as higher GPAs for probation, are responsible for managing them.  Only university-established thresholds for academic standing will be officially noted on the transcript.

Beginning with the posting of Fall 2015 grades, a graduate student who falls below a 2.0 semester GPA and/or possesses less than a 2.0 cumulative GPA will be on academic probation.  Any student on academic probation at the close of the Fall 2015 semester whose spring semester GPA and cumulative GPA (at the close of the Spring 2016 semester) falls below 2.0 will be dropped from the university. If a graduate student is on academic probation and EITHER the semester GPA or the cumulative GPA is 2.0 or above, the student will remain on probation.  Academic standing is not addressed during Summer Session.  Beyond the 2015-16 academic year, this University Senate-approved policy will be administered as follows:

• IF: Semester GPA and Cumulative GPA are ≥ 3.0 = Good Standing
• IF: Semester GPA or Cumulative GPA is 2.0 - 2.99 = Less than Good Standing
• IF: Semester GPA or Cumulative GPA is < 2.0 = Probation
• IF: On probation and both Semester GPA and Cumulative GPA are < 2.0 = Drop
• IF: On probation and Cumulative GPA is < 2.0 but Semester Index is ≥ 2.0 = Probation
• IF: On probation and Semester GPA is < 2.0 but Cumulative GPA is ≥ 2.0 = Probation
• IF:  On probation and Semester GPA is ≥ 2.0 and Cumulative GPA is ≥ 2.0 = Off Probation (Less than Good Standing may be applicable.)

Any grade changes made after the initial GPA calculations will result in a recalculation of GPAs and academic standing or drop status. However, Incomplete grades that are completed after initial GPA calculations will result in a recalculation of GPAs but not in a recalculation of academic standing or drop status.  Any graduate student appropriately dropped from the university must reapply. A graduate student who is academically dropped from the University for the first time is not eligible to enroll for at least one fall or spring semester. A graduate student who is academically dropped for the second time is not eligible to enroll for at least one year. For more information, see: http://www.purdue.edu/studentregulations/regulations_procedures/scholdeficiency.html

A graduate student also is expected to earn S grades for research registration.  Two consecutive sessions of U grades for research registration mandate that the department take formal action and inform the student, in writing, and the Graduate School with regard to discontinuation or conditions for continuation of the student’s graduate study.  In any event, the student’s progress should be reviewed each session by the student’s department.  The student’s progress also may be reviewed by the Graduate School.  Should the student fail to perform in either coursework or research on a level acceptable to the advisory committee, the departmental graduate committee, or the dean of the Graduate School, he or she may be asked to discontinue graduate study at Purdue.

Before the end of the 2nd week of each session of registration for XXXX69800 and  XXXX69900, a written set of minimum expectations (e.g. data set, draft of chapter, sampling plan, IRB, lit review, manuscript, objectives of proposal) will be submitted to the student by the departmental/program representative (faculty member, program chair) supervising the credits.  Ideally these expectations would be discussed and developed jointly by the student and departmental representative.  The expectations and deliverables should align with the number of credits that the student is registered for (i.e. greater expectations for more credits).  The student should acknowledge receipt of the expectations. If questions or concerns surface regarding expectations and credit load at any time throughout the semester, the student and departmental/program representative must discuss and record the concern to an agreed upon endpoint.  For a description of the grades, please see catalog.purdue.edu (Policy Section:  Grades and Grade Reports).

If a student is assigned U grade, prior to the start of classes the next session, the departmental/program representative must develop and communicate to the student, a plan for satisfactory continuation. The student is responsible for meeting with the departmental/program representative to discuss this plan.  Both the student and the departmental/program representative must acknowledge the corrective plan.

The graduation index for graduate students includes all grades earned in 50000- and 60000-level courses taken while enrolled as a graduate student, except FR, GER, RUSS, or SPAN 60100, 60300, or 60500 (Section VI-D-4), plus grades received in 30000- or 40000-level courses taken while in the graduate program (once they are approved as part of the graduate plan of study). When 30000- and 40000-level courses are listed on the approved plan of study, and completed with a B- or better grade, grades associated with those courses will be added into the graduation index.  If a student receives less than a B- in a 30000- or 40000-level course, then the course must be retaken or removed from the plan of study.

If a Purdue course taken by a graduate student is repeated for a grade, the Registrar’s Office will delete the first grade from a student’s graduation index, providing that specific course was originally taken while the student was enrolled as a graduate student.  Neither excess undergraduate Purdue courses nor courses transferred from another institution are used in computing the graduation index. 

Courses taken as pass/not pass or satisfactory/unsatisfactory are unacceptable on plans of study, with the exception of students in certain programs within the Krannert School of Management.  Beginning with new students enrolling in Fall 2017, Krannert master’s students may take up to 10% of the coursework required for Krannert program as pass/not pass provided that the student also completes a minimum of 30 credits of graded (C- or better) coursework for the program. Only elective courses may be taken as pass/not pass, and a “pass” grade must be earned for the course to count toward meeting the credit requirement of the degree as part of the 10% allowance. Grade option changes will not be approved by the Graduate School except in cases of a clerical or mechanical error during the normal drop/add period.  Coursework required for a degree will be complete when a student obtains grades for all courses on the plan of study that meet grade requirements of the department and the Graduate School.

2. Degree and Registration Requirements
   
   In order for a degree to be granted by the Purdue University Graduate School, it is important for a significant component of that degree to be directed by Purdue graduate faculty; therefore, the following registration requirements exist.  Registration is defined as formal enrollment in courses offered by Purdue University, including courses offered via distance learning technologies.  Courses include all Purdue University graduate courses approved by the student’s graduate committee, including formal coursework and research credits.
   
   In fulfilling degree requirements, a maximum of 18 credit hours (from one or more institutions) will be allowed from any one session. A maximum of 9 credits (from one or more institutions) taken during Summer Session, are permitted to fulfill graduation requirements. Beginning with new students enrolling in Fall 2016, Krannert master’s students may use a maximum of 19 credit hours taken during the fall and spring semesters and 13 credit hours taken during the summer session to fulfill degree requirements.
   
   The total number of hours of academic credit used to satisfy degree requirements consists of all graduate course credit hours with a grade of C- or better (B- or better for 30000- or 40000-level courses) that appear on the plan of study and the appropriate number of research credit hours (69800 and 69900) with grades of S that appear on the Purdue transcript. [See Section VII-B-1-a-(1) ]
   1. Master Degree
      1. At least one-half of the total credit hours used to satisfy degree requirements must be earned while registered at Purdue University.
      2. More than 50 percent of the Purdue credits must be earned through the campus where the degree is conferred.
      3. At least 30 total credit hours are required.
      4. With the exception of doctoral students who are re-classified as master’s students and leave the Graduate School with the master’s degree, 69900 credits may not be used towards the fulfillment of master’s degree requirements.
   2. Doctor of Philosophy Degree
      1. At least one-third of the total credit hours used to satisfy degree requirements must be earned while registered for doctoral study at Purdue University.
      2. At least 90 total credit hours are required
      3. A master’s degree or professional doctoral degree from any accredited institution may be considered to contribute up to 30 credit hours toward satisfying this requirement at the discretion of the student’s graduate program. (The intent of this policy is to provide colleges/schools, departments, and a student’s advisory committee with flexibility in determining what credits, [up to a maximum of 30 and earned from the master’s or professional doctoral degree] may be applied toward the Ph.D. degree. These credit hours are not subject to the “Five-Year Rule” that prohibits the use of out-of-date coursework on plans of study. See Section VII-B-1-a .).
      4. Under no circumstances may 69800 credits, other than as part of the 30 credits which may be used from a master’s degree, contribute toward the 90 credits required for a Doctor of Philosophy degree
3. Maximum Time Limits for Completion of Ph.D. Degree
   
   Each department should establish policies to assure that graduate students complete their Ph.D. degree programs in a period of time that is reasonable and commensurate with the practice of scholarship in that field.  Current policies governing the completion of the Ph.D. degree should be filed with the dean of the Graduate School.  In formulating completion policies, departments should give special consideration to the conditions that must be met before students can be recommended for research in absentia.  
    
4. Knowledge of a Language Other than English

   There is no Graduate School general requirement of knowledge of a language other than English for seekers of advanced degrees.  Some departments, however, do require a reading knowledge of one or more languages other than English.  This requirement may be indicated on the plan of study; however, the Graduate School does not monitor the satisfactory completion of any such requirements.

   If a department requires reading knowledge of one or more languages other than English, the department may stipulate its own method to be used by a student whose native language does not satisfy this requirement.  When a department wants the School of Languages and Cultures to administer the examination, evaluate the performance, and validate the competency, that department must consult with the School of Languages and Cultures a session in advance of the student’s deadline for establishing knowledge in a language other than English.

5. Overview of the Graduate School’s Grade Appeals Committee & Process

GRADUATE SCHOOL GRADE APPEALS COMMITTEE

The charge of the Graduate School Grade Appeals Committee is to assist both the students and faculty members who have been unable to resolve differences arising from the assignment of a final grade in a course offered by the school, typically GRAD courses. Graduate students appealing grades in graduate-level and undergraduate courses offered by departments/programs in other colleges/schools, should direct their appeals to those colleges. The committee will administer any submitted requests for grade appeals in accordance with University published procedures and schedules.

OVERVIEW OF THE UNIVERSITY GRADE APPEALS SYSTEM

Reference the Regulations Governing Student Conduct, Disciplinary Proceedings and Appeals (http://www.purdue.edu/studentregulations/student_conduct/regulations.html), Section E. Grade Appeals System:

1. Adoption by Faculty. The faculty of the University at the West Lafayette Campus has adopted the following procedures for grade appeals pursuant to the authority delegated to the faculty. The Board of Trustees hereby approves such procedures for the West Lafayette Campus.
    
2. General
    
   1. In the academic community, grades are a measure of student achievement toward fulfillment of course objectives. The responsibility for assessing student achievement and assigning grades rests with the faculty, and, except for unusual circumstances, the course grade given is final.
       
   2. The grade appeals system affords recourse to a student who has evidence or believes that evidence exists to show that an inappropriate grade has been assigned as a result of prejudice, caprice, or other improper conditions such as mechanical error, or assignment of a grade inconsistent with those assigned other students. Additionally, a student may challenge the reduction of a grade for alleged scholastic dishonesty.
       
   3. The only University authorities empowered to change grades are the instructor or, in the case of teaching assistants, the faculty member in charge of the course in question and the chairman/chairwoman of the University Grade Appeals Committee acting in behalf of the school and University grade appeals committees.
       
   4. Informal attempts must be made to resolve grade grievances and appeals at the lowest possible level - through the course instructor, through the department head, or through other informal procedures outlined by the college/school and/or department in which the course was taught.
       
   5. Graduate students who wish to appeal grades received in regular coursework may do so through the grade appeals system. Cases involving the decisions of graduate examination committees, the acceptance of graduate theses, and the application of professional standards relating to the retention of graduate students shall be handled by procedures authorized by the Graduate Council rather than the grade appeals system.
       
   6. When a student initiates a formal grade appeal, he/she should be prepared to state in what way his/her grade assignment was arbitrary, capricious, or otherwise improper. At that time, he/she may seek the assistance of the dean of students, the chairperson of one of the grade appeals committees, or his/her academic advisor.
       
   7. In appealing a grade, the burden of proof is on the student, except in the case of alleged academic dishonesty, where the instructor must support the allegation.

3. College/School Grade Appeals Committees

1. Each of the colleges/schools of Purdue University at the West Lafayette Campus will establish a Grade Appeals Committee to hear grade grievances and appeals that are not resolved informally at a lower level. Each committee will consist of two students (undergraduate or graduate corresponding to the status of the appellant), three members of the instructional faculty, and a non-voting chairperson. The chairperson of the committee will be an assistant or associate dean of the college/school appointed by the dean. The chairperson will be responsible for assuring adherence to established procedures, convening members for an appeal, and maintaining records. The chairperson has the authority to grant warranted time extension in the appeals process described below.
    
2. Voting members of the committee will be selected from a pool of at least eight students and eight instructional faculty. The pool of members of the committee will be selected according to school/college procedures in the spring (not later than May 1) to commence serving on the first day of the following fall semester. No member shall serve more than two consecutive terms in the pool.

GRADUATE SCHOOL GRADE APPEALS CALENDAR

The following information has been provided to illustrate the major activities and time periods associated with the grade appeals process associated with GRAD courses. The period may be shorter or longer, depending upon the circumstances of the case.

CALENDAR DAYS FROM BEGINNING OF FALL OR SPRING SEMESTER FOLLOWING THE ONE IN WHICH THE QUESTIONED GRADE WAS GIVEN:

Within the first 30 days
of following semester:      Preparation and submission of formal appeal to chair

Within 7 days:                  Instructor provides response

Within 7 days:                  Grade Appeals Committee determines if a hearing is warranted

14 days:                             If warranted, notification and scheduling of a hearing

75-90 days:                       Hold a Formal Hearing

90-105 days:                     Report Decision

GRADUATE SCHOOL GRADE APPEAL PROCEDURES

Created June 2018, according to the University Grade Appeals Committee memo of Feb 5, 1998.
 

PRIOR TO THE HEARING

1. When first approached by a student, the Graduate School Grade Appeals Chair (abbreviated as chair) will ensure that the student has reviewed the materials from the Office of Student Rights and Responsibilities about the process and filing an appeal (https://www.purdue.edu/odos/osrr/grade-appeal-process/).
    
2. When the chair receives the student’s written appeal, s/he shall provide the faculty member involved with a copy of the student’s written statement and request a statement in response. The faculty member shall furnish class records required to resolve the dispute along with a written response.
    
3. The chair shall contact the parties involved with the appeal and members of the committee to set a hearing date. If primary members of the committee are unable to attend, alternates shall be selected to constitute a full committee. All committee members should understand that grade appeals hearings are high-priority meetings. Any hearing held without a full committee, as described in the University Regulations, may be challenged based on procedural irregularity.
    
4. The chair shall furnish copies of the written statements to each committee member and involved parties in advance of the hearing. These materials are confidential and must be treated as such. They can be distributed only to those committee members who will hear the appeal and copies must be returned to the chair after the hearing.
   
   After receipt of the detailed written statement of appeal by the student, and the written response from the instructor, a preliminary meeting may be held with members of the Appeals Committee to determine if aa hearing is warranted.
    
5. The following schedule of events should be followed as closely as possible.

1. The involved faculty member should be notified of the appeal on the date a written appeal from the student is received by the school chair.
    
2. Written statements by the student and the faculty member should be distributed to committee members and involved parties within 7 days of the receipt of the written appeal.
    
3. Any preliminary hearing should be held within 14 days of receipt of the written appeal.
    
4. The chair will advise the involved instructor that he or she may request that the Graduate School Grade Appeals Committee hold a preliminary meeting to review the student’s allegations to determine if the allegations are within the jurisdiction of the committee, or if there is cause for a hearing.
   
   For the preliminary meeting the chair will determine which members of the Graduate School Grade Appeals Committee will hear the case. The committee shall consist of two graduate students and four members of the instructional graduate faculty.

6. The procedure described in the section entitled “Graduate School Grade Appeals Hearing Procedure” shall be followed during the hearing. A copy of this statement of hearing procedure shall be furnished to members of the committee and the involved parties in advance of the hearing.

DENIAL OF AN APPEAL HEARING

If, because of the preliminary hearing, the Graduate School Grade Appeals Committee determines to deny an appeal hearing to the student:

1. The chair will collect all material that was distributed, which may be deemed confidential by the chair.
    
2. The chair will send a written notice of denial to the instructor and to the student no later than 5 days after the conclusion of the preliminary meeting.
    
3. The chair will send, with the written notice of denial, a written notice advising the student that if he or she wishes to appeal the denial, he or she may file a written notice of intent to request a further appeal with the chair of the University Grade Appeals Committee, within 6 class days after the receipt by the student of the written denial notice.
    
4. The chair will maintain all records, reports, and items of evidence for at least one year.
    
5. The chair will be prepared to submit all case records to the University Grade Appeals Committee immediately upon their request.

VOTE FOR AN APPEAL HEARING

If one committee member at the preliminary hearing votes to hear the case, it will be continued to a formal hearing.

PREPARATION FOR THE APPEAL HEARING

If the preliminary meeting results in a vote to formally hear the appeal, the following steps should be followed:

1. The chair will determine a time, place, and date for a formal hearing.
    
2. The chair shall promptly give written notice of the hearing, with the time, date, and place to be held (which shall be held not less than five, and whenever practicable, not more than ten days after the receipt of such notice), to the involved instructor, the student, and the committee members who will hear this case.
   1. A copy of the student’s detailed statement, as well as the procedures and sequence of events to be followed in conducting the hearing should accompany written notice of the hearing to the instructor.
   2. Written notice of the hearing to the student should be accompanied by the instructor’s statement if submitted; the procedures and the sequence of events to be followed in conducting the hearing; and at the chair’s discretion, all or part of the instructor’s grading records.
   3. A written notice of the hearing to the committee members should be accompanied by the instructor’s, student’s, and witnesses’ statements, and the sequence of events to be followed in conducting the hearing.

3. Because the hearings are administrative and not judicial in nature, the student and the instructor may not be represented by a lawyer. However, the student and the instructor may be represented by advisers of their choice, and have witnesses present for questioning (see below). The chair shall determine the number of individuals that can be conveniently accommodated.
   1. The student and instructor shall inform the chair of his/her intention to have advisors as representation, or witnesses present, at least five days before the time of the hearing.
   2. The witness shall submit to the chair a general outline of his/her testimony, along with the student’s or instructor’s written statement, at least five days before the time of the hearing.
   3. The testimony of the witness during the hearing must be relevant to the issues in question.

4. The hearing will be held.

SCHOOL GRADE APPEALS HEARING PROCEDURE

Note: Proceedings in Steps II through V must be recorded.

AT THE HEARING

1. Closed Session: Prior to the hour scheduled for the hearing, the committee shall meet in closed session to identify the issues in the case. Specific points that require clarification should be identified.
    
2. Statement by Chair: The involved parties shall then be admitted to the hearing, which will open with a statement by the chair that describes the committee’s understanding of the relevant issues and, where appropriate, those issues considered irrelevant. The chair shall identify both parties, advisors, and witnesses present, and the members of the Graduate School Grade Appeals Committee. The chair shall then ask the student and faculty member to identify and clarify any issues that have been overlooked and/or justify consideration of issues the committee has identified as irrelevant. Under normal circumstances, if the duly notified student does not appear for the hearing, the complaint shall be dismissed, the case closed, and these actions not subject to further hearing or appeal. (Abnormal weather conditions, emergency situations, or other unavoidable circumstances would not be considered normal circumstances.) If, however, a duly notified instructor does not appear, the hearing will continue on the presumption that there is no desire to challenge the evidence or witnesses presented by the student.
    
3. Open Questioning: During this period the student, faculty member, and/or committee members may ask questions of either involved party and/or their witnesses.
    
4. Summary Statements: After questions have ceased, or when the chair is satisfied that additional questions will not provide further clarification of the issues, the student and faculty member will be given an opportunity to make summary statements. Such statements should be brief and in no case, exceed 5 minutes.
    
5. The chair will inform the parties that they will receive a written report of the committee’s decision no later than 15 days after the conclusion of the hearing; and that both parties have a right to file a written notice of intent to request a further appeal with the chair of the University Grade Appeals Committee, if either is unsatisfied with the decision.
    
6. Closed Hearing: At this point, interested parties and witnesses shall be dismissed and committee members shall deliberate the outcome in a closed session.
    
7. Balloting: After deliberations, a secret ballot shall be taken and the vote recorded. The chair announces the decision of the committee. The chair does not normally vote (except in the case of a tie or other extenuating circumstances as determined by the chair). The decision is based on a majority vote.
    
8. Reporting: The chair shall designate one member of the committee to prepare a written statement of the committee’s decision (including the vote of the committee), the basis for the decision, and the reasoning used by the committee to reach the decision. A copy of this report and the taped record of the hearing shall be kept on file by the chair. Copies of the report shall be sent to: the student, the faculty member, and the chair of the University Grade Appeals Committee.

AFTER THE HEARING

1. The chair shall collect all copies of the written statements from the committee.
    
2. The chair shall retain the tape recording of the hearing, one copy of all written materials pertaining to the case, and the report of the committee’s decision for a period of at least one year.
    
3. The chair shall submit a copy of the report of the committee’s decision to the chair of the University Grade Appeals Committee. In the event of an appeal of the decision, the chair shall provide copies of all materials pertaining to the case to the chair of the University Grade Appeals Committee. (The report should be sent no later than 14 days after the conclusion of the hearing.)
    
4. The written report of the committee’s decision shall be accompanied by a written statement advising both parties that if either wishes to appeal the Graduate School Grade Appeals Committee’s decision, they must file a written notice of their intent to appeal with the chair of the University Grade Appeals Committee within 6 class days after the receipt by the student or instructor of the written report of the School Grade Appeals Committee’s decision.