Graduate Academic Policies

General Regulations

The following general regulations govern the doctoral, educational specialist, and master’s degrees as well as graduate certificate programs unless otherwise indicated here or in the departmental or programmatic sections of this Bulletin.

Student Responsibilities and Expectations

Graduate students are expected to conform to the rules and regulations of the University of Montevallo. Graduate students are responsible for meeting the requirements for a degree or certificate and are required to uphold the professional behavior and ethics expected of their profession. Additional expectations and consequences for each graduate program may be outlined in each program’s handbook.

Attendances and Absences 

The University expects students to attend all classes for which they are enrolled. Instructors may establish specific regulations governing class attendance and will provide course attendance guidelines to students at the beginning of each term.

Advising and Program Planning

The University of Montevallo maintains a systematic and effective program of graduate academic advising. The departments with graduate programs at the University make decisions regarding the assignment of academic advisors who monitor the systematic academic progress of each graduate student via permanent records and an online student information system that includes a degree audit program.

After all transcripts have been received and evaluated, accepted students are assigned an advisor in the department in which they plan to major. Students should meet with their advisor immediately to plan a program of study. Any student who registers for courses without an approved program of study does so with the understanding that the courses they are taking may not apply toward the degree. Full responsibility for monitoring the program of study rests directly with the student. The student will be advised and evaluated according to the program on file. Therefore, students may not take courses from another program without written permission from their program advisor. A check of the program of study’s accuracy will be completed when students apply for degree conferral.

The advisor will utilize admission materials and other information to discover any points in a student’s preparation that may need strengthening, as well as special competencies that can be further developed. To correct deficiencies in preparation, it will sometimes be necessary for students to take undergraduate courses for which no graduate credit will be given.

Graduate students, in consultation with an advisor, are responsible for ensuring that they register for only those courses that are explicitly listed on their program of study.  Enrolling in courses not listed on their program of study may have financial implications for the student. 

Degree Evaluation

Updated degree evaluations for all enrolled students are available by accessing Banner Self Service at any time. Instructions for accessing and understanding the online degree evaluation are available on the Registrar’s Office webpage. Any questions concerning degree evaluations should be directed to the student’s academic advisor or Graduate Program Coordinator.

Orientation

Individual departments provide an orientation program for all part-time and full-time graduate students. This orientation program is evaluated regularly and used to enhance effective assistance to students.

Change of Program

Admission to graduate studies is for a specific program. When a student desires to change their degree or major, an application for the change must be made with the Graduate Studies. Such applications are considered the same as new applications, although application criteria already on file will not need to be resubmitted.

Residency

All master’s and specialist degrees are equivalent to at least 1 year of full-time graduate study, based on 9 hours established as a “full-time” minimum course load and 15 hours as a maximum course load. The minimum hours required for a degree can then be distributed across no less than 2 regular semesters (fall and spring) and 1 summer semester, constituting 1 calendar year.

Doctorate are equivalent to at least 2 years of full-time graduate coursework before candidacy, based on 9 hours established as a “full-time” minimum course load and 12 hours as a maximum course load. The minimum hours required for a degree can then be distributed across no less than 4 regular semesters (fall and spring) and 2 summer semesters constituting two calendar years. Once a student reaches candidacy, a minimum of 1 year is required to complete the dissertation. The total minimum completion time for a doctoral student is three years.

Curriculum Requirements

The curriculum requirements for various programs are outlined in the departmental sections of this Bulletin. Exceptions to these requirements may be made through or by the appropriate department chair and college dean. No change may compromise the intent of the requirements.

Electives

Where a program permits, elective hours must be selected with the approval of the advisor.

Non-Academic Credit

The University of Montevallo does not award academic credit for non-academic pursuits such as continuing education courses, “life experience,” or any other course work taken on a non-credit basis.

Slash-Listed Courses

The expectation for slash-listed courses (e.g., 4XX/5XX, 5XX/6XX) is that the curriculum allows for enrollment of students of different levels (e.g., undergraduate and master’s, master’s and specialist, specialist and doctorate, etc.) while ensuring “that there is a clear distinction between the requirements” of students from different levels (SACSCOC Resource Manual (2018), p. 87). The expectation for the rigor of graduate programs and courses is that they will be progressively more advanced and complex in content. The graduate program and course approval/change forms require rationale and documentation that the graduate program and courses are designed to: 

• include knowledge of the literature of the discipline; and 
• ensure ongoing student engagement in research and/or appropriate professional practice and training experiences” (Standard 9.6 Post-baccalaureate rigor and curriculum). 

The documentation for slash-listed courses at any level must include distinct course outcomes and assignments using a separate syllabi or specific language in the same syllabi; one set of outcomes and assignments for the lower level, and a distinct, more rigorous set of outcomes and assignments for the higher level.

A graduate student who earned credit for a slash-listed course at a lower level may not enroll in the same class for graduate credit at a higher level. Exceptions may be granted for courses in cases where the current topic is substantially different from the topic in the previously earned attempt or a course that is required for educator certification. Undergraduate courses may not be slash-listed with specialist or doctoral level courses.  

Transfer Credit

A maximum of 12 semester/15 quarter hours of previously completed graduate course work may be evaluated for program application at the applicant’s request during the application and admission process. Such credit must have been earned at a regionally accredited institution within 10 years of admission to the University of Montevallo. Courses or programs with content that experience more frequent updates may be subject to exceptions to the transfer credit policy to ensure candidates are presented with information that is current and relevant to the discipline. The program faculty make all decisions regarding the acceptance of coursework via the program’s coordinator. Graduate Studies will collect all necessary documentation during the admission process to evaluate transfer credit and forward it to the program coordinator and the Director of Teacher Education Services, when applicable. No course may be transferred with a grade lower than B or with a grade of pass/fail. Once the student has been admitted, any requests for transfer credit will be initiated through the student’s advisor. 

Students may request that coursework from a previously earned Ed.S. degree be evaluated to count as course credit toward a doctorate. Requests for using Ed.S. level courses will be assessed case-by case and may not be subject to the 10 year transfer credit policy provided the applicant has stayed current in their discipline of study as demonstrated by their admission portfolio

Previous graduate college coursework will not be considered for transfer credit from any postsecondary institutions not fully accredited by one of the six regional accrediting associations. Transfer credit practices are consistent with the guidelines of the American Association of Collegiate Registrars and Admissions Officers (AACRAO).

Transient Credit

A student enrolled in the graduate program at the University of Montevallo may, with the written approval of their advisor and college dean, be allowed to attend another university as a transient student, provided the total number of hours taken at other institutions does not exceed 6 semester hours. Without such written approval, the University of Montevallo is under no obligation to allow credit for the courses taken. It is the responsibility of the student to see that an official transcript of the credits earned is sent to the University immediately following completion of the course(s). No course may be transferred with a grade lower than a B.

Academic Progress 

A graduate student pursuing a degree must maintain the minimum program GPA (or higher) as shown in the chart below. The program GPA includes all graded attempts of graduate-level courses taken to fulfill program requirements, including all courses taken at the University and approved transfer credit. The program GPA excludes coursework that was repeated under the graduate grade forgiveness policy.  The University calculates GPAs on a 4.0 scale. A student pursuing two graduate programs consecutively must maintain individual program GPAs as listed. A  student pursuing a second or additional graduate degree at the University must also maintain the program GPA as listed. A student admitted conditionally must meet all program GPA requirements set by the program during the admission process in order to continue enrollment.

Academic Warning

A student who does not meet the minimum GPA as required by their program (listed above), will be placed on Academic Warning.

Students enrolled in nine (9) or more credit hours for the semester after their GPA drops below the required retention GPA have one semester to raise their GPA to the required average. Students enrolled in less than nine (9) credit hours can increase their GPA to the required average over the next nine (9) credit hours of coursework. Students whose GPA drops below the retention GPA and for whom it is not mathematically possible to attain the required retention GPA in the remaining credit hours will be dismissed from the University. The calculation of mathematical possibility will include courses that could be retaken utilizing the Grade Replacement policy. Individual programs may have programmatic restrictions on re-taking courses.  

If a student completes nine (9) credit hours of coursework over multiple semesters, exceeding the nine (9) hours allowed in the second or subsequent semester is permissible. Academic progress will be determined at the end of the semester in which the nine (9) hours are completed. Academic Warning will be noted on the student’s academic transcript. Academic Warning may restrict registration for the subsequent term.  

Students who are placed on Academic Warning are required to meet with the Director of Graduate Studies (and the Director of Teacher Education Services for CEHD certificate programs) no later than one week into the semester in which they are placed on Academic Warning to develop a Professional Development Plan (PDP). PDPs developed in the Graduate Studies Office focus on graduate policies related to academic progress monitoring and complement any departmental or college academic success planning. In all Graduate Studies PDPs, the student will be directed to consult with their advisor to discuss programmatic goals and information once the PDP is in place. Following the PDP meeting, a copy of the PDP will be provided to the student’s advisor, program coordinator, department chair, and dean. In the CEHD, the Director of Accreditation and Assessment and the Director of Teacher Education Services will also receive a copy. Student progress toward the goals of the PDP and any college/departmental plans will be considered for reinstatement. 

Students who remain on Academic Warning for multiple semesters (e.g., due to part-time enrollment or reinstatement) must report the progress of their PDP to Graduate Studies within ten (10) days of the notification of their continuation on Academic Warning if they are enrolled in the following semester. If a student is not enrolled in the next semester, students should report their progress at least five (5) days before the next semester they are attending. While students will be allowed to continue taking classes for their program on Academic Warning, they will not be permitted to graduate until they are in good standing with the University. 

Academic Dismissal

Any student on Academic Warning who does not improve their GPA as required by their program (listed above) within the warning period will be placed on Academic Dismissal and withdrawn from the University. Any consideration for program continuation after dismissal must be recommended by the Department Chair, approved by the Dean, and is subject to programmatic policies and procedures. The decision of the Dean is final.

Additionally, a student admitted conditionally who fails to meet all requirements set by the program during the admission process within the stated time-frame will be dismissed from the program.

Dispositional or Academic Integrity Violations  

It is also possible for a student to be dismissed/expelled due to academic integrity violations or programmatic dispositional concerns. The Academic Integrity policy governs dismissals/expulsions resulting from Academic Integrity violations, while individual graduate programs govern the dispositional process for their program. Dispositional concerns refer to the personal qualities, attributes, and characteristics deemed essential for success in a particular field or profession. These concerns go beyond academic achievement and technical skills, focusing on professionalism, integrity, empathy, resilience, communication skills, teamwork, and cultural competence. Individual graduate programs determine the assessment of participants to ensure that candidates possess the qualities necessary to excel in their chosen profession. Programs may outline how dispositional concerns are adjudicated in their program handbooks OR use the academic suspension/dismissal process as outlined to address student dispositional concerns. Students expelled/dismissed from one graduate program due to academic integrity/dispositional concerns may not be eligible for other graduate programs at the University. 

Graduate Special Conditions Extracurricular Activity Appeal

Students who are not in good academic standing may not be eligible to participate in certain extracurricular activities. If a student is ineligible for participation in an extracurricular activity due to not being in good academic standing, the student may submit a written appeal to the Dean of the student’s college. The Dean will consult with the student’s academic advisor, professors, and the faculty/staff representative (if applicable) for the student group. After consultation, the College Dean will then decide on the student’s eligibility for extracurricular activities. The decision is final.

Reinstatement after Dismissal

If a student has been dismissed from the University for academic or dispositional reasons, reinstatement/readmission requires the approval of the respective College Reinstatement Committee. Reinstatement, if approved, may be based on specific conditions and is subject to the regulations and standards in effect at the time of the re-enrollment. Students requesting reinstatement to the program after more than two years (one semester or more for the Master of Science in Speech-Language Pathology) must also adhere to graduate readmission procedures. Reinstatement must be requested before applying for readmission. A student who is dismissed from one graduate program and desires admission to another must complete the reinstatement process within the new college and meet all admission standards of the new program to be admitted. Students in programs with dispositional procedures will be subject to all guidelines and procedures in the program handbook. Programs, as defined in their handbook, may choose not to allow requests for reinstatement after dismissals for dispositional concerns. 

Reinstatement Committee 

College Reinstatement Committees review petitions submitted by students pursuing graduate programs offered by the college; these committees consider all reinstatement petitions. College deans appoint Reinstatement Committees of at least three members, usually department chairs or other college leaders. The membership of this committee may change based on the reinstatement requested. The committee membership should always include representation from the student’s program. In addition to reviewing the student’s petition, Reinstatement Committees that review requests for reinstatement should review documentation provided by Graduate Studies and faculty/staff from the student’s program. Reinstatement Committees can choose the following options: 

• Reinstatement of the student with an Academic Warning or probationary status. 

• Suspension (see the section on Suspension) of the student for at least one regular semester and then reinstatement with an Academic Warning or probationary status. 

• Permanent dismissal of the student.   

Probationary Standing 

If a student is dismissed for dispositional concerns and the college reinstatement committee decides that the student will be reinstated, the student will be placed on probationary standing with the University. The student will remain on probation for one regular semester (fall or spring). At that time, the program faculty will determine if the student returns to good standing with the University. Registration may be restricted for the subsequent term.  

Students placed on probationary status must meet with the Director of Graduate Studies no later than one week into the semester, during which they are placed on probationary status to develop a Professional Development Plan (PDP). PDPs developed in the Graduate Studies Office focus on graduate policies related to their probationary standing. In all Graduate Studies PDPs, the student will be directed to consult with their advisor/program to discuss programmatic goals and information once the PDP is in place. Following the PDP meeting, a copy of the PDP will be provided to the student’s advisor, program coordinator, department chair, and dean. Student progress toward the goals of the PDP and any college/departmental plans will be considered for revision to the probationary status. If, after one semester, the student does not make sufficient progress to remove the probationary standing, they will again be dismissed from the University. Students will not be permitted to graduate while on probationary standing with the University. 

Suspension  

Suspension may result from a student’s failure to maintain their program’s required retention GPA, an academic integrity violation, or a programmatic dispositional concern. The Academic Integrity policy governs suspensions resulting from Academic Integrity violations, while individual graduate programs govern the dispositional process for their program. (See the Dispositional or Academic Integrity Violations section for more information.) Programs may outline how dispositional concerns are adjudicated in their program handbooks OR use the academic suspension/dismissal process as outlined to address student dispositional concerns. Students suspended from one graduate program due to academic integrity/dispositional concerns may not be eligible for other graduate programs at the University.   

The College Reinstatement Committee may suspend the student as an alternative to dismissal. Suspensions usually last one semester, but the Committee could recommend a different duration if warranted by the student’s program/situation.  

A student may not attend the university during the suspension period. Students should be aware that once suspended from the University, they may no longer be making Satisfactory Academic Progress (SAP) as required for continued receipt of financial aid. Students must apply separately to the Student Aid Office to regain financial assistance. A student may not transfer to the University any credits earned at another college or university while on suspension. Students returning from suspension must meet with the Director of Graduate Studies within the first two weeks of the semester; during which they return to review all graduate policies related to degree completion. The Graduate Studies Office will complete an additional Professional Development Plan (as described above) for the student during this meeting. Individual programs may have additional requirements for students returning from suspension. 

Reinstatement Criteria 

Students who wish to be considered for reinstatement for the next semester following a dismissal must apply for reinstatement through Graduate Studies within ten (10) days of dismissal notification. To apply for reinstatement, the following criteria must be met: 

• It must be mathematically possible for the student to attain the required retention GPA in the remaining credit hours of the program.  

• The student’s program allows reinstatement petitions for dispositional dismissals (as outlined in the program handbook).  

• Students enrolled in dual programs must apply for reinstatement separately for each program. Applications not submitted within the required timeframe may not be considered until the following semester. 

Reinstatement Petition Process 

1. Graduate Studies will send the student’s application for reinstatement and all corresponding documentation to the College’s Reinstatement Committee.  

2. The Reinstatement Committee will review the student’s petition and consult with the advisor or program coordinator of the student’s program. The Reinstatement Committee may also require a meeting with the student.  

3. The Committee may approve the petition, approve it with stipulations, or disapprove it. Stipulations may include temporary suspension, limiting the number of courses the student may take, specifying the GPA the student must earn in the next semester, or other criteria recommended by program faculty.  

4. The Committee will notify Graduate Studies of their decision.  

5. Graduate Studies officially notifies all University employees of the decision on the student’s petition, including the student’s advisor, program coordinator, dean, department chair, Registrar’s Office, Student Aid Office, and other administrative offices as appropriate. 

6. Graduate Studies will then notify the student of the Reinstatement Committee’s decision. 

7. If the Reinstatement Committee denies the student’s petition, the student may appeal in writing to the college Dean. The decision of the Dean is final. The Dean will communicate their final decision to the student, the Graduate Office, the Registrar’s Office, the Student Aid Office, and other administrative offices as appropriate. 

If the student is reinstated after an academic dismissal, they will be placed on Academic Warning and have nine (9) credit hours to return to good standing, as outlined in the Academic Warning section above. If the student does not return to good standing within nine hours, the student will again be dismissed from the University.  

If the student is dismissed a second time, the student must complete a suspension period (see above) before they are allowed to apply for reinstatement. The College Reinstatement Committee will only consider an appeal for a second reinstatement once the student has been out of school for at least one semester. Graduate students are not allowed a third dismissal/reinstatement. 

Final Semester GPA

Students must meet the minimum grade point average as required by their program (listed above) to be considered a candidate for graduation.

The graduating GPA for a student earning a first graduate degree is equal to the cumulative program GPA which includes all graded attempts of courses taken to fulfill program requirements, including all courses taken at the University and approved transfer credit. The program GPA excludes coursework that was repeated under the grade forgiveness policy.

The graduating GPA for students pursuing their second graduate degree at the University is equal to the cumulative program GPA earned after the first graduate degree conferral.

Students pursuing more than one graduate program at a time will (with concurrent completion and conferral) have two graduating GPAs noted on their official transcript - each one equal to each program GPA.

Grading

Grades represent the instructor’s assessment of the student’s performance on classroom and laboratory assignments, as well as on essays, research papers, projects, classroom presentations, examinations, etc. Grades and grade points are earned and recorded as follows:

The minimum passing grade for a graduate course is a “C.” More-specific grading policies and criteria are published in individual course syllabi. Individual program courses may have higher minimum passing grades as defined by the program handbook.

Prior GPA Calculations and Grading Codes

Prior to Fall 1985, the University granted semester credit on a three-point scale. Students who began their academic career under the three-point scale were allowed to continue under this system. Beginning in fall 1985, the University granted semester credit on a four-point scale.

Additionally, the following grade codes may appear on official academic transcripts but are not currently used by the University:

Viewing Final Grades

Students’ final grades are posted to their academic history and are viewable through Banner Self Service at the conclusion of each semester’s final grading period.

Repeated Courses

A graduate student may repeat a previously completed course one (1) time to improve the grade and the institutional and program GPAs. Both attempts will be recorded on the student’s official academic transcript and will count in both attempted and GPA hours (unless the Grade Replacement Policy applies). However, only the most recent attempt will apply toward earned hours. Repeated courses may only be taken at the University of Montevallo.

Grade Replacement

A graduate student who is repeating a course in an attempt to improve the institutional, cumulative, or program GPA may request a grade replacement. Graduate Students may request this option only twice in their program and only once per course. Due to accreditation or licensure, some graduate programs may not allow grade replacement or may have additional qualifications. Students should always consult with their academic advisor or graduate program coordinator before requesting a grade replacement.

Grade replacement is not automatic nor guaranteed. Students must request a grade replacement before the end of the drop/add period of the semester or part of the term in which they are repeating the course, and it must be approved by the academic advisor, department chair, Director of Graduate Studies, and Registrar’s Office. Students should visit the Graduate Studies webpage for more information about grade replacement. 

Grade replacements will not be approved for courses taken at another institution, for failing grades due to academic dishonesty or plagiarism, or after the student has completed the degree program. Once processed, grade replacement request may not be revoked.

If approved, both attempts will be recorded on the student’s official academic transcript, and both will count in the attempted hours. However, only the most recent attempt will apply toward GPA and earned hours. Courses may only be repeated at UM.

By policy, a graduate student must repeat the exact same course under this policy. An exception may be granted if all the following conditions are met:

1. The course to be repeated is a program elective (not a specifically required course)
2. Circumstances beyond the student’s control prevent them from retaking the same course before expected program completion (e.g., the course was not offered or was renumbered, or scheduling conflicts existed between the original course and other courses required for the program)
3. The student’s academic advisor or program coordinator identifies a suitable course (e.g., exact or similar content, objectives, assignments, etc.) to be substituted in the place of the first course taken and this substitution is approved by the dean of the college in which the student is enrolled.

Incomplete Grades

Grades of I (incomplete) may be given when students who, because of circumstances beyond their control, are unable to complete coursework that is assigned and/or due during the last 15 calendar days of long semesters or the last five (5) calendar days of the May and summer terms. It is the student’s responsibility to arrange completion of remaining requirements.

All incomplete work must be finished by a date determined by the instructor and not later than the conclusion of the next long semester (i.e., for fall semester incompletes, no later than the last day of the following spring semester; for spring term, May term, and summer term incompletes, no later than the last day of the following fall semester). Otherwise, an incomplete grade automatically becomes an F.

In Progress Grades

A grade of IP (In Progress) may be assigned only in designated courses and will be updated upon completion of the coursework. Designated courses may include more than one enrolled attempt and more than one semester of enrollment.

Grade Appeals

The University of Montevallo respects the right and professional responsibility of faculty members to assign grades based on their professional judgment of student performance. 

This procedure is designed to provide students at the University of Montevallo with clear instructions for appealing the assigned grade for an individual assignment (individual grade) or a course (final grade) and is valid for undergraduate, graduate, on-campus, on-line, degree-seeking, temporary, dual enrollment, and enrichment students. 

This procedure does not apply to individual or final grades assigned as a result of an academic integrity incident. Instead, the student should follow the process outlined in the Academic Integrity Policy and procedure. 

Procedure to appeal a grade 

Students who believe that an assigned grade is unfair or incorrect should take the following steps: 

1. The student must first confer with the faculty member involved to review their academic work and its assessment in an attempt to resolve issues informally. 
2. If the student is not satisfied and wishes to continue the appeal, they will request a Grade Appeal Form from the chair of the department offering the course.  This form must be completed and submitted to the department chair within 10 business days of the date the student is notified of the individual grade or within 20 business days of the posting of the final grade. The form must be submitted with an attached written statement of the rationale/basis for the appeal and any supporting materials such as graded work, assignment instructions, and/or course syllabus.  The written appeal must state clearly the reason(s) for the appeal of the grade and the desired remedy. 
3. The Department Chair will review the documents submitted by the student and will discuss the case with the faculty member who will be given a copy of the written appeal. Within five (5) business days of receiving the student’s appeal, the Chair will contact the student to schedule an appointment.  The Chair’s decision will be rendered at the conclusion of the conference with the student or within five (5) business days after the meeting. Note this may be delayed if the University is closed or during a semester or summer break. If the Department Chair supports the student’s appeal, the faculty member will be asked to reassess the student’s grade.   
4. If the Department Chair does not support the student’s appeal or the Department Chair does support the student’s appeal and the faculty member declines to change the student’s grade, the student may appeal to the dean of the college offering the course. At the student’s request, the Department Chair will send all materials to the college Dean, who, after discussion with the Chair and the faculty member, will schedule an appointment with the student.  The Dean may or may not request that the Chair and faculty member attend the conference.  The Dean will make a decision at the conclusion of the conference or within five (5) business days after the meeting. Note this may be delayed if the University is closed or during a semester or summer break. If the Dean supports the student’s appeal, the faculty member will be asked to reassess the student’s grade. The decision to change the grade will remain with the faculty member unless the Dean has clear, convincing, and objective evidence that the grade has not been calculated according to criteria communicated to students by the instructor.  

Other information:

Business Day - A business day is any day the administrative offices of the college are open for business.  

Timeliness - Every effort will be made to address complaints in a timely manner. However, students should be aware that action on complaints filed after the end of the semester or part of term, while the University is closed, or during a semester break may be delayed.  

Every attempt will be made to resolve appeals by the end of the semester in which they are filed for individual grades or by the beginning of the next semester for final grade appeals 

Relationship to the Academic Integrity Policy - If a student incurs an academic integrity violation and the student accepts the consequences (or the student’s appeal, if any, is rejected), then any grade penalty resulting from said violation cannot be used as a basis for any future grade appeals. In this situation, only grades that are not related to the student’s academic integrity violation are eligible for grade appeals. On the other hand, if a student’s appeal of an academic integrity violation is accepted, then any grade that had been impacted by the consequences of the academic integrity violation is again eligible for grade appeals. Note that student appeals of academic integrity violations can only be made within the time limits stated in the Academic Integrity policy. Also, students must appeal an academic integrity violation in a course, and the appeal must be resolved in the student’s favor, before the student may appeal any grades impacted by said violation. (See Academic Integrity Policy.) 

Academic Integrity Policy

Students at the University of Montevallo uphold the values of the University by refraining from every form of dishonesty in college life and by doing all that is possible to create a spirit of honesty and integrity on campus.  

Students are expected to follow the behaviors within the Student Code of Conduct, but this policy specifically addresses academic misconduct.  

As stated in the Fledgling Academic dishonesty is defined as cheating or plagiarism. Cheating is the giving or receiving of unauthorized aid, whether written, oral or otherwise, in order for a student to receive undeserved credit for work that is their own responsibility. Plagiarism occurs when a student uses the words or the ideas of another without acknowledging that they belong to someone else. 

Briefly, there are five main ways in which a student can commit plagiarism: 

• Using the exact words of another person’s work/writing without acknowledgment of the source through the use of quotation marks and correct citation/documentation 
• Rephrasing a passage by another writer without giving proper credit
• Using someone else’s facts or ideas without acknowledgment 
• Using a piece of writing for one course that was already used in a previous course (or in courses in which one is simultaneously enrolled) without express permission from both instructors to do so 
• Presenting fabricated or falsified citations or materials 
• Students may not give or receive unauthorized aid in completing academic work and meeting academic requirements. Only the faculty member teaching the course can authorize assistance, use of resources, etc. Students who are uncertain about whether conduct would constitute academic dishonesty are responsible for seeking clarification from the faculty member prior to engaging in such conduct.  Accountability measures for academic dishonesty are determined based on the seriousness of the offense and on whether the student has a record of other instances of academic dishonesty. If the academic dishonesty pertains to a non-course degree requirement, such as a standardized examination, then the student may fail to receive credit for the degree requirement for which the violation occurred. The consequences for the violation of a non-course degree requirement may be imposed by the appropriate department chair or college dean. 

If the academic dishonesty pertains to an assignment in a course, the faculty member teaching the course in which the violation occurred may determine the course-based consequences, e.g., an academic integrity development plan, a zero on the assignment, a grade of F in the course, etc. 

In addition to these consequences, the faculty member or academic administrator should refer all serious academic integrity violations to the Office of the Provost for record keeping and/or possible further sanctions via the Academic Dishonesty Incident Report. (Individual faculty members may define what constitutes a serious academic integrity violation in their course(s), provided that their definition is included in the course syllabus.) 

The Office of the Provost will serve as the central recording center for all Academic Dishonesty Incident reports. Thus, if a student has multiple violations on record, the Office of the Provost may take action as they deem appropriate, e.g., by recommending an Academic Integrity Development Plan, referring the case to the Academic Integrity Council, implementing the Academic Integrity Council’s recommended disciplinary action (such as suspension or expulsion), etc. 

The following is an outline of the process for resolving allegations of academic dishonesty. (The Academic Integrity Council, in collaboration with the Provost, Deans, and Chairs, is charged with determining and communicating the full procedure.) 

1. The instructor responsible for the course at the time of the incident will determine the appropriate course-based consequences AND complete the online Academic Dishonesty Incident (ADI) form as soon as possible, but within 21 business days from the date the assignment was graded.   
2. Upon filing the online Academic Dishonesty Incident form, the instructor of record will note whether the referral is for record keeping only (“Faculty Discretion”) or for further review and consideration by the Academic Integrity Council (“Disciplinary Referral”). An instructor who recommends Disciplinary Referral can also recommend an appropriate disciplinary action for the student. 
   1. Notice of the Academic Dishonesty Incident report will automatically be distributed to the instructor of record, the chair of the department in which the incident occurred, the dean of the College, the Dean of Students, and the Registrar. 
   2. After two “Faculty Discretion” referrals for the same student, the Office of the Provost will automatically refer the case for further consideration by the Academic Integrity Council. (Moreover, in response to multiple violations by the same student, further disciplinary measures may be taken at the discretion of the Provost’s Office.) 
   3. If necessary, a hold will be placed on the student’s account until the case is fully resolved, thereby prohibiting the student from dropping or withdrawing from the course. (See point 9c.) 
3. The Provost’s Office will promptly contact the student via email to inform them that an Academic Dishonesty Incident form has been filed. This email will state the charges against the student and include copies of any documentation of the incident. Once this email has been sent to the student’s official UM email address, the student is considered to have been notified of the charges. (The faculty member who filed the Academic Dishonesty Incident form will be copied on this email as well.)
   1. If the instructor responsible for the course chooses to refer the case for “Faculty Discretion” and no further action is taken, the Provost’s Office will inform the student of this. The Provost’s Office will also warn the student that any further incidents will merit further action. 
   2. If the instructor responsible for the course chooses to refer the case for “Disciplinary Referral,” or if the case is automatically referred to the Academic Integrity Council, the Provost’s Office will notify the student of the situation and inform them that a hearing will take place. 
   3. Once the student has been notified of the academic dishonesty charge, the course-based consequence(s) determined by the instructor will be carried out. 
   4. The student may discuss the academic dishonesty charge with their instructor if desired. The discussion should take place either (i) via email or (ii) in person with another faculty member, or the department chair, as a witness to the discussion. (Instructors may choose the format of the discussion and may also ask to initiate the discussion.) 
4. In cases of “Disciplinary Referral” or automatic referral, the Academic Integrity Council will call a hearing according to their procedures. The accused student should attend the hearing; however, the hearing will take place even if the student fails to attend. 
5. Upon completion of the hearing, the Academic Integrity Council may recommend accountability measures at their discretion.  Depending on the severity of the allegation and/or the number of allegations, these measures may include, but are not limited to:  
   1. No further action 
   2. Targeted instruction and/or guidance 
   3. A zero on the assignment 
   4. An F in the course 
   5. Suspension 
   6. Expulsion 
6. The Academic Integrity Council will forward its recommendation to the Provost’s Office.  Upon approval from the Provost’s Office, appropriate course-based actions and/or administrative actions will be carried out, and notification will be sent to the student, the student’s advisor, the instructor, the Department Chair, the Deans of the college in which the incident occurred and the college in which the student is enrolled, the Dean of Students, and other appropriate parties (Registrar, Director of Graduate Studies, Director of Housing and Residence Life, etc.).   
7. Students who wish to appeal the course-based consequences determined by their instructor must do so by contacting the Office of the Provost within 5 business days of being notified of the academic dishonesty charge to request that the case be reviewed. If the instructor who submitted the Academic Dishonesty Incident report selected “Faculty Discretion” (and the case was not automatically referred to the Academic Integrity Council), the appeal will be reviewed by the Academic Integrity Council; if the instructor selected “Disciplinary Referral” or the case was automatically referred to the Academic Integrity Council, the appeal will be reviewed by the Office of the Provost (or designee). The process outlined below will be followed: 
   1. The faculty member will be informed of the pending appeal. 
   2. The appropriate reviewer(s) will make a determination of the validity of the charges.   
      1. If the reviewer fails to find sufficient justification for the charges, then the Office of the Provost will inform the student, the instructor, the Department Chair and the Dean.  The instructor will be asked to reassess the assigned grade, or reassess the course-based consequences, etc., and will be notified that he or she may be in an untenable legal position if he or she elects not to do so.  The faculty member’s reassessment of the grade/consequence may or may not result in a different grade depending on the quality of the student’s performance on the assignment(s). 
      2. If the reviewer finds that the charges are justified, the Office of the Provost will notify the student, the student’s advisor, the instructor, the Department Chair, the Deans of the college in which the incident occurred and the college in which the student is enrolled, the Dean of Students, and other appropriate parties (the Registrar, the Director of Housing and Resident Life, etc.) of the outcome of the appeal.  In the case of a student appeal of a faculty-imposed consequence, the reviewer may not impose a consequence stronger than the initial one. 
8. In the case of “Disciplinary Referral” (or automatic referral), students who wish to appeal the recommendation of the Academic Integrity Council must submit a written formal appeal to the Office of the Provost within 5 business days of the announcement of the Academic Integrity Council’s decision. The Office of the Provost, or designee, will make a decision on the appeal; this decision will be final. 
9. When an academic dishonesty charge is filed against a student in a course, that student’s eligibility for withdrawing from the course is determined as follows: 
   1. If, in the final outcome of the case (taking into account the result of any appeals), the student is given the consequence of “F in the course,” then the student cannot evade this consequence by withdrawing from the course. In this situation, the student will not be allowed to withdraw from the course under any circumstances, including circumstances which would normally constitute grounds for “Withdrawal for Extenuating Circumstances.” 
   2. If the final outcome of the case (taking into account the result of any appeals) still allows the student to receive credit for the course, then the student’s eligibility for withdrawal depends upon the timing of the incident and/or the timing of the final conclusion of the case: 
      1. If the case fully concluded on or before the last day to withdraw, then the student may choose to withdraw, provided that they do so on or before the last day to withdraw. In this situation, if the student does not withdraw on or before the last day to withdraw, then they can no longer withdraw unless they are approved for “Withdrawal for Extenuating Circumstances.” 
      2. If the academic dishonesty incident took place on or before the last day to withdraw, but the final conclusion of the case occurred after the last day to withdraw, then the student has a window of 5 business days after the final conclusion of the case in which the student may choose to withdraw. After that window of 5 business days has passed, the student cannot withdraw unless they are approved for “Withdrawal for Extenuating Circumstances.” 
      3. If the academic dishonesty incident took place after the last day to withdraw, then the student cannot withdraw unless they are approved for “Withdrawal for Extenuating Circumstances.” 
   3. If a student may ultimately receive an “F in the course” as a consequence of an academic dishonesty charge, e.g., 
      1. The faculty member filing the Academic Dishonesty Incident form chooses “Faculty Discretion” with the course-based consequence of “F in the course”; 
      2. The faculty member chooses “Disciplinary Referral”; or 
      3. The case is automatically referred to the Academic Integrity Council, then a hold will be placed on the student’s account (temporarily preventing the student from dropping/withdrawing from the course) until the case, including any appeals, is fully resolved. After the case is fully resolved, the student’s eligibility for withdrawal is determined by the rules laid out in points 9a and 9b. 
   4. If a student allegedly committed an academic integrity violation but withdrew from the course before an ADI form could be filed, then the instructor can still file an ADI form against the student (provided that the form is filed in a timely manner) and the ADI resolution procedure will still be followed. 
10. If a student incurs an academic integrity violation and the student accepts the consequences (or the student’s appeal, if any, is rejected), then any grade penalty resulting from said violation cannot be used as a basis for any future grade appeals. In this situation, only grades that are not related to the student’s academic integrity violation are eligible for grade appeals. On the other hand, if a student’s appeal of an academic integrity violation is accepted, then any grade that had been impacted by the consequences of the academic integrity violation is again eligible for grade appeals. Note that student appeals of academic integrity violations can only be made within the time limits stated in this policy; see points 7 and 8. Also, students must appeal an academic integrity violation in a course, and the appeal must be resolved in the student’s favor, before the student may appeal any grades impacted by said violation. (See Grade Appeals.) 

Rights of the Accused Student: 

1. To be informed of the charge against them, to receive copies of any documentation supporting the charge, and to be informed of any recommended accountability measures 
2. To be informed of the date and time of a hearing, if necessary, and the procedures involved 
3. To present witnesses, documentation and other evidence at the hearing, and to have an advocate present 
4. To continue in the course without prejudice until the outcome of the hearing 
5. To appeal the decision 

Rights and Responsibilities of Faculty, Staff, and Administration: 

1. To establish norms of conduct related to academic integrity in their classrooms and assign grades accordingly 
2. To help promote a culture of academic integrity by reporting suspected violations of the Academic Integrity Policy 
3. To be informed of the procedures of the Academic Integrity Council 
4. To be present (either by choice, or as required by the Academic Integrity Council) at any hearing related to a charge of academic dishonesty levied by the faculty 

Other information: 

Business Day - A business day is any day the administrative offices of the university are open for business. 

Timeliness - Every effort will be made to carry out the ADI resolution procedure (including review of any appeals) in a timely manner. However, the procedure may be delayed due to factors such as the semester (or part of term) ending, the university being closed, or semester breaks. 

Registration and Academic Credit

Academic Year and Semester

The University operates on the semester calendar. The University Calendar is divided into Fall (16 weeks), Spring (16 weeks), and Summer (13-14 weeks) semesters. Further, the Summer semester may include up to five parts-of-term: Full Summer (13-14 weeks), May (3 weeks), Summer I (4-5 weeks), Summer II (4-5 weeks), and Combined Summer I and II (8-10 weeks). 

Important dates and deadlines, including all semester beginning and end dates are listed in the University and Academic Calendars available on the University’s website.

Credit Hour

The University operates on the semester credit system using the standard Carnegie unit of 750 minutes of instruction per credit hour. Therefore, a standard one-credit course consists of 750 minutes of instruction and a three-credit course 2250 minutes of instruction, including the final exam period. Courses delivered in hybrid or online format ensure equivalent learning outcomes.

Consistent with the federal definition of a credit hour, it is acceptable to replace sessions of equivalent instruction and- /-or examination with alternative forms of coursework (e.g., laboratory work, practicums, out-of-class assignments and projects, assigned readings, problem sets, discussion questions, service learning experiences, a “capstone” project, etc.).

Course Numbering 

The number of a course indicates its appropriateness to a student classification level as follows: 

• 100-199                Undergraduate                 Freshman/Lower 

• 200-299                Undergraduate                 Sophomore/Lower 

• 300-399                Undergraduate                 Junior/Upper 

• 400-499                Undergraduate                 Senior/Upper 

• 500-599                Graduate                          Masters/Graduate Certificate 

• 600-699                Graduate                          Educational Specialist/Post-Masters 

• 700-799                Doctorate                         Doctorate 

• 800-899                Doctorate                         Dissertation                 

Registration Procedures

The schedule of classes, registration procedures, and registration dates are available on the University’s website for each semester prior to academic advising.

Each semester, current students may register for the subsequent semester after meeting with their advisor. Students register themselves using Banner Self Service. Schedules of students who do not submit payment by the payment deadline listed on the University and Academic Calendars may be dropped. Registration instructions are available on the Registrar’s website.

Formal degree requirements that include zero-credit hour requirements are not acceptable. Exclusions include the transcription of zero-credit-hour courses outside a program’s formal degree requirements. Some programs require students to complete a zero-credit-hour course to record a student’s co-curricular engagement, or other accomplishments occurring outside of a formal academic classroom or laboratory setting (e.g., recital/performance attendance, benchmark achievement, portfolios, research, experiential learning, service learning, presentations, or completion of capstone exams or certifications on the academic record). Also, students may enroll in certain ensemble, production, service learning, or similar courses for zero credit when the experience is not a degree requirement for the student’s program. 

Cancellation of Courses

The University reserves the right to cancel any course. Course cancellation decisions are made by the dean of the college in which the course is offered. Students will be notified of any canceled classes in which they are enrolled through UM email.

Maximum Course Load per Semester or Part of Term

Full Semesters (Fall, Spring, Summer) - 15 credit hours

Summer Parts of term also have individual maximums:

May - 3 credit hours maximum

Combined Summer - 10 credit hours maximum

Summer I - 7 credit hours maximum

Summer II - 7 credit hours maximum

Maximum enrollment limits include courses taken concurrently at other institutions. Any exceptions to the maximum course load limit must be approved by the college dean. 

Time Status

Full-time: A graduate student shall be considered “full-time” if he/she is enrolled in nine (9) or more graduate hours during a regular fall or spring semester or across a summer semester and parts of summer terms.

Part-time: A graduate student shall be considered part-time if he/she is enrolled in fewer than nine (9) graduate hours during a regular fall or spring semester or across a summer semester and summer parts of terms.

Half-time: A graduate student shall be considered half-time if enrolled in five (5) to eight (8) graduate hours (effective Spring 2011).

Unless otherwise stated, all financial aid is based on enrollment as a full-time student, which is defined as nine (9) credit hours for graduate students. To receive federal loans, students must be enrolled at least halftime. If a student drops below full-time, certain types of aid may be canceled or reduced. A student who does not enroll full-time should notify the Student Aid Office.

Enrollment Timeliness

Current graduate students and students who are admitted to graduate study who do not enroll within two years will be required to reapply should they later decide to enroll. Further, graduate students returning to their previous program after an absence of less than two years will be permitted to enroll during the preregistration period.

This is with exception for students pursuing the Master of Science in Speech Pathology who must apply for readmissions after an absence of one semester or more.

Curriculum and department requirements are subject to change if the student is not continuously enrolled.  Programs that lead to certification fall under current Alabama State Department of Education requirements and guidelines. Readmitted students may be required to meet the requirements of the University Bulletin in effect at the time of readmission.

Auditing Courses

Degree-seeking or non-degree students may audit one or more courses (i.e., without receiving grades or credit) on a space-available basis. Audit registration begins on the first day of each semester or part of term, pending seat availability. Students must contact the Registrar’s Office for auditing registration no later than the end of the official drop/add period. Students taking courses for credit may not change credit to audit after the drop/add period ends.  

Non-degree seeking students must apply for admission as an Enrichment student if not already admitted.   

Drop/Add and Withdrawal Policies

Drop/Add Period

A graduate student may drop or add courses online during the specified Drop/Add period (the first week of a Fall or Spring semester, the first day of May term, and the first two days of Summer I or Summer II), either through the Self Services account or in the Registrar’s Office. A course that is dropped during the drop/add period will be deleted from the student’s transcript and will not incur a grade a W (withdrawn). The student must initiate the drop process; failure to attend class does not constitute a formal drop. See the University Calendar for specific dates and the University refund policy for details regarding tuition and fees associated with dropping a class in this period. Action to drop or add a course should be taken in consultation with the student’s advisor. After the drop/add period, a student may add a course only with the written approval of the professor, department chair, and college dean.

Course Withdrawal after Drop/Add Period

If a student wishes to withdraw from a course after the drop/add period and receive a grade of W (withdrawn), she/he must do so by the final withdrawal date shown in the University Calendar either through Banner Self Service or in the Registrar’s Office. The course withdrawal period ends at midnight on the date specified in the University Calendar, approximately 60 percent through the academic term. A grade of W does not affect the student’s GPA. The student must initiate the course withdrawal process; failure to attend class does not constitute a formal course withdrawal.

After the course withdrawal period ends, a student may not withdraw from a course except in the most extenuating circumstances. Students should note that this policy typically applies only to situations that justify late withdrawal from all courses in which the student is enrolled, rather than late withdrawal from one course. See the Withdrawal for Extenuating Circumstances policy. Failure to adhere to the published course withdrawal deadline in the University Calendar does not qualify as an extenuating circumstance under this policy.

A student who is withdrawing from the final course in which she/he is enrolled in the semester or part of term must submit to the Registrar’s Office a withdrawal form signed by the Graduate Studies Office and the Student Aid Office.

Please note that the Department of Veterans Affairs or the Department of Defense may require partial repayment if a student using federal veteran educational benefits withdraws from a course after the drop/add period. Students using veteran educational benefits who are considering a schedule change after the drop/add period should see the School Certifying Official located in the Office of Veteran and Military Affairs.

There may also be consequences for other student groups such as athletes, international students, or those using Federal Student Aid. Athletes must have approval from the Athletics Compliance Officer. International students must have approval from the Designated School Official located in the Registrar’s Office.

Students who do not adhere to the withdrawal procedures will receive the appropriate grade(s) posted by faculty to the academic record at the conclusion of the term.

Course Withdrawal for Non-Attendance

In order to comply with Federal Regulations pertaining to the proper disbursement of financial aid, students are administratively withdrawn from on campus classes which they have “never attended” and online classes which they have “never participated” as reported by instructors. Registration adjustments are made soon after the beginning of each term so that student financial accounts may be updated in a timely manner. A student who attends or participates in a class for any length of time cannot be withdrawn from that class for having never attended. 

Instructors are required to submit a date of last attendance or participation for a student who receives a failing grade (F or NC) at the conclusion of each term. These dates may be used for the purpose of adjusting student financial accounts to ensure compliance with financial aid regulations.

Students are ultimately responsible for their class schedules and for completing the withdrawal process within the established deadlines. No course withdrawals for non-attendance will be processed after the conclusion of the term.

Withdrawal from the Semester - all classes

Students intending to withdraw from the semester prior to the term withdrawal deadline must submit to the Registrar’s Office a withdrawal form signed by the Student Aid Office who will determine the effect the withdrawal may have on their aid. Students residing on campus should notify the Office of Housing and Residence Life of their intent to withdraw and must check out of the residence hall within 24 hours of withdrawal. Completion of these procedures results in official withdrawal from the semester, and a grade of W (withdrawn) is recorded for each course. Courses will not appear on the student’s transcript if the withdrawal is completed prior to the conclusion of the add/drop period. Students may not withdraw from the semester after the term withdrawal deadline, which is published in the University Calendar, unless they are approved for a Withdrawal for Extenuating Circumstances (see Withdrawal for Extenuating Circumstances). Students who do not adhere to the withdrawal procedures will receive the appropriate grade(s) posted by faculty to the academic record at the conclusion of the term.

Please note that the Department of Veterans Affairs or the Department of Defense may require partial repayment if a student using federal veteran educational benefits withdraws from a semester. Students using veteran educational benefits who are considering withdrawal should see the School Certifying Official located in the Office of Veteran and Military Affairs.

There may also be consequences for other student groups such as athletes, international students, or those using Federal Student Aid. Athletes must have approval from the Athletics Compliance Officer. International students must have approval from the Designated School Official located in the Registrar’s Office.

Students who do not adhere to the withdrawal procedures will receive the appropriate grade(s) posted by faculty to the academic record at the conclusion of the term.

Withdrawal for Extenuating Circumstances

In the case of prolonged illness, debilitating accident, family emergency, or comparably serious personal situations that occur after the withdrawal deadline and that are beyond a student’s control, the student may request a withdrawal for extenuating circumstances. A student seeking a withdrawal for extenuating circumstances must withdraw from all courses for that term; a partial withdrawal for extenuating circumstances will typically not be approved. If a withdrawal for extenuating circumstances is granted, the student will receive a W for any course in which he/she is enrolled with a special notation on the transcript denoting extenuating circumstances.

The student must complete the Withdrawal for Extenuating Circumstances form located on the Registrar’s web page, indicating last date of class attendance, and submit the form, along with an explanation of how the situation prevents completion of the term and documentation of the circumstances (medical documentation for student or immediate family member for whom the student is responsible, death certificate of family member, etc.). All required paperwork should be submitted to the Registrar’s Office in Palmer Hall as soon as possible but no later than 30 days following the end of the term for which the student is seeking a withdrawal for extenuating circumstances.

Military Leave/Withdrawal

The University of Montevallo is committed to supporting service men and women of the United States and the State of Alabama. Military students may apply for a Late Start or a Military Leave of Absence (MLOA) from the University if they are called to duty and must withdraw from the semester, leave prior to the end of the term, attend training during the semester or miss the beginning of the semester due to military orders. Details are available from the Director of Veteran and Military Affairs and on the University’s Veteran Affairs web page.

Academic and Financial Considerations of Withdrawal

A student should meet with the advisor during the preregistration advising period and should consult the advisor prior to any change in classes and when considering withdrawal from UM. If a student receives a Withdrawal for Extenuating Circumstances, a grade of W will be assigned for each course in which the student is enrolled.

Financial considerations and academic standing should be considered prior to requesting a withdrawal for extenuating circumstances. Withdrawal from college may affect a student’s eligibility for health insurance coverage under a parent’s policy. Students should be aware that they must demonstrate Satisfactory Academic Progress (SAP) to avoid academic suspension and to continue to be eligible to receive financial aid. Low grades or excessive withdrawals may affect a student’s continued enrollment at UM or the student’s ability to receive financial aid in the future. See Satisfactory Academic Progress.

Completion and Graduation

The student is responsible for meeting the requirements for a degree or certificate.Specific degree and program requirements for completion are found in each program’s section in this Bulletin.

Application for Graduation/Candidacy for Degree

Graduate candidates must file an application for graduation at least 10 weeks before graduation in December or May or 8 weeks before graduation in the summer to be considered a candidate for the degree. Graduation applications are submitted online through Banner Self Service. Instructions are available on the Registrar’s Office webpage.

Maximum Time Limit to Complete a Masters or Educational Specialist Degree

Students will be allowed six years from the initial enrollment date to complete master’s or educational specialist degree programs. No course over six years old will be accepted for credit toward a graduate degree unless the student has successfully petitioned the department chair and the college dean for an extension or if transfer credit was accepted at admission according to the transfer work policy. If an extension is granted, the chair and college dean will decide the validity of all previous coursework and the length of the extension.

Maximum Time Limit to Complete a Doctorate

Programs and departments should conduct annual reviews of doctoral candidates to assess progress toward completing the degree. Students are expected to achieve candidacy within seven years and to complete all requirements for the degree within ten years. Upon admission to candidacy, the student has three calendar years to complete all remaining requirements for the doctorate. The student’s time to completion begins with the earliest completed course approved for inclusion in the plan of study with the exclusion of transfer work and Ed.S. credit applied to the degree.

If an extension is granted, the chair and college dean will decide the validity of all previous coursework and the length of the extension.

Comprehensive/Exit Examinations, Projects, or Qualifying Exams

Each student will be required to successfully complete an exit examination or capstone project (oral, written, portfolio, etc.) in partial fulfillment of the requirements for a graduate degree. The exam is typically taken when the student is at least within six hours of completing the program for master’s and educational specialist’s candidates and before candidacy for doctoral programs. Contact the department office for exam registration deadlines.

Hour Requirements

Master’s degree programs require a minimum of 30 semester hours is required for the master’s degree. A full-time student who is required to write a thesis must earn a minimum of 24 semester hours in coursework. The thesis, together with the coursework, must total a minimum of 30 semester hours. Some degrees require more than 30 hours.

Educational specialist programs require a minimum of 30 semester hours above a master’s degree is required for the educational specialist degree.

Doctoral programs require a minimum of 60 hours of coursework above a master’s degree and 33 semester hours above an educational specialist degree.

Alabama Teacher Certification

Students who are completing a master’s or Educational Specialist Degree and are eligible for a professional educator’s certification need to apply to the Alabama State Department of Education for certification. Students applying for certification should be aware that they have five years to apply for certification. After five years, they must meet the current Alabama State approved course of study. Students may obtain certification packets in the Teacher Education Services webpage.

Special Requirements

In addition to the general requirements, a student must meet any additional requirements by the department offering the major. See each departmental section of this Bulletin for additional requirements.

Commencement Participation (Graduate)

Fall and Spring graduation candidates who complete all program requirements before the end of the semester must be present for the graduation exercises on the date assigned or receive the degree in absentia.

Doctoral candidates who complete all program requirements in a Summer semester will participate in the following Fall commencement.

Master’s and educational specialist degree candidates who are pending completion in a summer semester may participate in the preceding Spring Commencement provided they meet the following criteria:

• Have nine (9) or fewer semester hours of coursework to complete with verified Summer Semester enrollment at the University in all remaining requirements;
• On-track to complete any non-course program requirements by the end of the Summer Semester; and
• Obtained the minimum grade point average as required by their program for completion (listed above).

Names of all participants will be printed in the program. Therefore, a student may participate in only one commencement ceremony. After the student completes all program requirements, their degree will be conferred on the next “degree conferred” date. This date will appear on the student’s diploma and transcript and will correspond to one of the three dates that UM confers degrees (see Academic Calendar). All graduation requirements and financial obligations must be satisfied to receive the diploma.

Any exceptions to this policy must originate with the student’s college dean and will require the approval of the Provost and Vice President for Academic Affairs.

Commencement dates are listed on the University and Academic Calendars. Candidates are informed of ceremony specifics through email from the graduate program coordinators, the Registrar’s Office, The University’s Commencement webpage, and the Office of Graduate Studies.

Academic Records and Privacy

Transcript of Academic Record

The transcript is a student’s official permanent record and is maintained by the Registrar’s Office. The handling of transcripts and the retention and disposal of student records are in accordance with the guidelines of the American Association of Collegiate Registrars and Admissions Officers and the requirements of the Alabama University General Records Schedules.

Final grades for each term are available to current students via Banner Self-Service. A printed copy of grades is available from the Registrar’s Office upon written request.

Students may obtain transcripts of their records from the Registrar’s Office. Instructions are located on the Registrar’s Office web page.

Confidentiality of Records (FERPA)

The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. They are as follows:

1. The right to inspect and review the student’s education records within 45 days of the day the University receives a request for access.
   Students should submit to the Registrar written requests that identify the record(s) they wish to inspect. The Registrar will arrange for access and notify the student of the time and place where the records may be inspected.
2. The right to request the amendment of the student’s education records that the student believes are inaccurate or misleading. Students should write to the University official responsible for the record, clearly identify the part of the record they want changed and specify why it is inaccurate or misleading.
   If the University decides not to amend the records requested by the student, the University will notify the student of the decision and advise the student of his or her right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.
3. The right to provide written consent before the University discloses personally identifiable information from the student’s education records, except to the extent that FERPA authorizes disclosure without consent.
   One exception that permits disclosure without a student’s prior written consent involves school officials with legitimate educational interests. A “school official” is a person employed by the University in an administrative, supervisory, academic or research, or support staff position (including law enforcement unit personnel and health staff); a person or company with whom the University has contracted who performs an institutional service or function (such as an attorney, auditor, or collection agent); a person serving on the Board of Trustees; a student serving on an official committee, such as a disciplinary or grievance committee; or a student employee assisting another school official in performing his or her tasks.
   A school official has a “legitimate educational interest” if the official needs to review an education record in order to fulfill his or her professional responsibilities for the University.
   The University may release without consent the following directory information: name, address, e-mail address, telephone numbers, major fields of study, date of birth, participation in officially recognized activities and sports, weight and height of student-athletes, most-recent educational institution attended, number of current hours in which the student is enrolled, student enrollment status (i.e. full or part-time), degrees and graduation dates, anticipated degrees and graduation dates, classification (i.e. freshman, sophomore, etc.), awards and honors, dates of attendance, and class schedule, (this latter only by the Police Chief or a designee). Students wishing to withhold directory information must fill out a “Request to Prevent Disclosure of Directory Information” form, which may be obtained in the Registrar’s Office.
4. The right to file a complaint with the U.S. Department of Education concerning alleged failures by the University of Montevallo to comply with the requirements of FERPA. The name and address of the office that administers FERPA is: 
   
   Family Policy Compliance Office
   U.S. Department of Education
   600 Independence Avenue, SW
   Washington, D.C. 20202-4605

Any complaints or questions should be addressed to the Registrar, Registrar’s Office, Palmer Hall, (205) 665-6040. There is also a link to the University’s FERPA policy online at www.montevallo.edu/registrar.

Policy for the Review of Research with Human Participants

The University of Montevallo has adopted the ethical principles developed by the American Psychological Association for the conduct of research with human participants. These principles apply to all research involving human subjects that meet one or more of the following criteria:

1. If the subjects or funds are obtained from within the University;
2. If the subjects or funds are obtained as a result of the researcher’s association with the University;
3. If the research is conducted on the University campus;
4. If the research is sponsored or sanctioned by the University;
5. If the name of the University is used to help disseminate the research results.

The Human and Animal Subjects Research Committee (HASRC) will review proposed research that meets any of the above criteria for compliance with the ethical principles toward protection of the physical and psychological safety of the research subjects.

When students conduct research as part of a course assignment, the course instructor may request authority from the HASRC to approve minimal-risk research. Each student conducting human subjects research should submit an ethical compliance statement to the instructor for review. Research designs that warrant further review, in the opinion of the instructor, should be submitted to the Human and Animal Subjects Research Committee. Additional information is available on the University’s website.