The Office of Graduate Studies (a unit of Academic Affairs) on the KU Medical Center campus is the administrative unit responsible for graduate education on that campus.  A variety of graduate programs are offered through the Medical Center's Schools of Health Professions, Medicine, and Nursing.

Graduate degrees on the Medical Center campus are conferred by the Schools of Health Professions, Medicine and Nursing with the exception of the Health Informatics master’s degree, which is conferred by the Office of Graduate Studies upon recommendation by the Health Informatics Advisory Council. Appointments to the Graduate Faculty are authorized by individual academic units and administered by the Graduate Studies office.

Goals of Graduate Study

Independent scholarship, competence in research or other creative work, and the cultivation of teaching commitment and skill are the traditional goals of graduate study. Having acquired a broad education as an undergraduate, the student is expected to master a special field, to learn the methods of investigation employed therein, and to proceed toward making an original contribution to knowledge. Since many of those who earn advanced degrees find careers in higher education, the acquisition of skill in teaching and in directing research is also an essential part of graduate education.

These traditional goals gain renewed significance in changing times, while newly emerging societal interests and needs and new demands of the marketplace both underscore their importance and emphasize the necessity for flexibility in programs and accommodation in career objectives.

Research

Research is an integral parts of the university’s educational mission. The National Science Foundation classifies KU as a major university receiving substantial research support. KU is also a Carnegie Doctoral/Research Extensive University and has been a member of the Association of American Universities since 1909. The university has a long and successful record of research collaboration through independent, multidisciplinary research centers that focus on common themes.  For more information about research on the Medical Center campus, visit the University of Kansas Medical Center Research Institute website page.

This catalog is not itself a source of policy and does not create a contract between the University of Kansas and its students. University policy is the binding agent in the event an inconsistency is noted between the catalog and official University policy. Whenever possible the catalog provides information from the latest policies at the time of publication and links to the policies referenced.

Admission to Graduate Studies

Persons whose records indicate their ability to succeed with advanced work may be admitted for graduate study. Applicants may either apply as degree seeking, non-degree seeking, or to a Graduate Certificate program.  Applicants seeking an identifiable degree program are degree seeking, while those applicants who do not have an identified degree program should be admitted under the non-degree seeking category. No student may work toward a graduate degree without being accepted as a degree seeking student in a specific graduate program.

Degree Seeking Admission

Students who wish to work toward a specific graduate degree should be considered for admission under the degree seeking category in either the regular or provisional category.

Regular Admission

Regular admission requires a bachelor’s degree and a cumulative grade-point average (GPA) of at least a 3.0 on a 4.0 scale, from KU or from another regionally accredited institution or foreign university with substantially equivalent bachelor’s degree requirements. The bachelor’s degree is not acceptable if it contains credit awarded for work experience that was not directly supervised by faculty members (life experience) of an accredited university or not evaluated in units that identify the academic content (e.g., P/F, S/U).  Applicants who are not native speakers of English must demonstrate they meet the Minimum English Proficiency Requirements as described below.

Applicants must meet these minimum admission requirements to qualify for regular admission.  Individual academic programs may have additional admission requirements that the applicant must also meet to be eligible for regular admission status to that program.

In exceptional cases, persons not holding bachelor’s degrees may be admitted if they are academically well prepared. In these cases, the Dean of Graduate Studies reviews the student’s academic background and approves graduate admission.

Regular Admission, Special B

This category is available only to degree seeking graduate students applying to the Interdisciplinary Graduate Program in Biomedical Sciences (IGPBS) offered by the School of Medicine.  A student meeting the minimum admissions requirements described under Regular Admission and the academic standards of the basic science departments is admitted to graduate study in IGPBS.  If the applicant does not meet the minimum admissions requirements, he or she may be admitted in the provisional category.

After completion of the IGPBS program, the student seeks entrance directly into a specific graduate discipline in one of the basic science departments. When the department accepts an IGPBS student, the department submits a Progress to Degree form to formally change the individual student’s academic program from IGPBS to the specific basic science doctoral program.

Provisional Admission

An applicant who has one or more deficiencies in 1) grade-point average, 2) English proficiency scores, 3) prerequisite course work, and/or 4) other specific deficiencies determined by the academic program, may be admitted on a provisional basis.

If admitted provisionally for a lack of prerequisite course work or low English proficiency scores, it is expected that the student will be reviewed immediately following the first semester of graduate study to determine if the student has met the requirements of regular admission.  When the student meets the requirements of regular admission the program submits a Progress to Degree form to Graduate Studies to move the student from provisional to regular status. If the student has not met the requirements of his or her provisional admission at the time of review, the program may recommend to the Dean of Graduate Studies to continue the student on provisional status for another semester or dismiss immediately. A student admitted provisionally for any reason who fails to earn a B (3.0) average in their first semester may be dismissed immediately.

Students who have been dismissed from a graduate program may be admitted for further graduate study at KU only if the new academic program receives approval by petition from the Dean of Graduate Studies.

Non-degree Seeking Student Admission

A non-degree seeking applicant applies to the university for admission as a non-degree seeking student, not to a specific department or program. Admission requires a bachelor’s degree from KU or from another regionally accredited institution or foreign university with substantially equivalent bachelor’s degree requirements. Applicants who are not native speakers of English, must demonstrate they meet the Minimum English Proficiency Requirements as described below.  The applicant is not required to meet the other admission standards of regular admission.

Non-degree seeking admission is not intended to bypass regular admission into a graduate degree program. However, if a non-degree seeking student later applies for admission as a regular degree seeking student, and is accepted by an academic program, the total transfer credits toward a graduate degree may not exceed six hours, or eight hours if the student holds a baccalaureate degree from KU (this total includes credit from other accredited graduate programs as well as non-degree credit earned at KU).

Graduate Certificate Admission

An application is required to pursue a graduate certificate. A graduate certificate program must adhere to the same minimum admission standards required for degree seeking admission (bachelor's degree, 3.0 grade-point average, English proficiency).

No student may work toward a graduate certificate without being accepted in a specific graduate certificate program. Graduate certificates are not granted retroactively.  Graduate credit from another institution may not be transferred to a KU graduate certificate program.  The certificate program is not intended to serve as a default system for students in a degree program who find that they are not able to complete the degree for academic or other reasons. Should a student drop out of a degree program and seek admission to a certificate program, all certificate admission requirements must be followed for admission and conferral of the certificate.

Applicants apply directly to a graduate certificate program for admission unless the applicant is a current graduate degree seeking student. To admit a current degree seeking graduate student to a certificate program, the student must be in good standing (3.0 or higher grade-point average) with their degree program. If pursuing a graduate certificate offered by another department, the student must inform the graduate director, advisor, or coordinator in the home degree program of intent to seek the certificate.  If approved by the home department, the student must then make application directly to the graduate certificate program.

The graduate certificate program is not a means of entry into a graduate degree program. If students admitted to a graduate certificate program are later admitted to a graduate degree program as degree seeking, applicable courses taken for the graduate certificate program may, upon recommendation of the program to the Office of Graduate Studies and within general guidelines, be approved by the Dean of Graduate Studies to be counted toward the degree.

While the courses comprising a graduate certificate may be used as evidence in support of a student’s application for admission to a graduate degree program, the certificate itself is not considered to be a prerequisite and does not guarantee admission into any graduate degree program.

Minimum English Proficiency Requirement for Admission to a Graduate Program

Academic programs must verify that all applicants, whether domestic or international, who are not native speakers of English, meet the minimum English proficiency requirement to be admitted for graduate study as degree seeking, non-degree seeking or certificate program.  Verification may come in any one of the following forms:

  • Official transcript showing the applicant graduated with a baccalaureate degree (or higher) earned in residence from an accredited U.S. institution of higher education.

  • Official transcript showing the applicant graduated with a baccalaureate degree (or higher) from an institution whose medium of instruction is English. This does not apply to degrees earned online.  Verification of English instruction from the institution must be included.  This verification may be from a catalog or program description brochure or an official letter from a department chair, dean, or other university official stipulating English as the language of instruction. The program considering admission should also conduct a phone interview with the prospective student.

  • Receipt of official copy (not student’s copy) of applicant’s TOEFL or IELTS scores achieved not more than two years before the semester of admission.

Below are the minimum scores required on the TOEFL or IELTS to satisfy the minimum English proficiency requirement for admission.  Individual programs may opt for a more restrictive policy regarding English proficiency for the students they admit.

  TOEFL scores (paper) TOEFL scores (iBT) IELTS scores
Regular admission
  • 57 overall minimum
  • 5.0 minimum on essay
  • 23 minimum on Reading and Listening
  • 19 minimum on Writing
  • 6.5 overall minimum with no part below 6
Provisional admission
  • 51-56 overall minimum
  • 3.5-4.5 minimum on essay
  • 18-22 on Reading and Listening
  • 13-18 minimum on Writing
  • 5.5-6.0 overall minimum with all part scores 5.0-5.5
Contact the Office of International Programs
  • Any score below 51
  • Below 3.5 on essay
  • Below 18 on Reading and Listening
  • Below 13 on Writing
  • 5.5 overall minimum with all part scores 5.0

If a student qualifies for provisional admission, the Office of International Programs contacts the student to arrange an English language evaluation upon arrival and recommends, if necessary, any required steps for remediation. This may include passing one or more English classes or retaking the TOEFL/IELTS or equivalent proficiency test. Please note that the student also has the option to retake the TOEFL before arriving on campus.  If the new scores exceed the minimum required, the student's English will not be evaluated upon arrival.

Additional Spoken English Proficiency Requirements for Graduate Teaching Assistants, Medical Center Campus

The Kansas Board of Regents requires that in order to be appointed as a Graduate Teaching Assistant (GTA), students must first attain a minimum score of 50 on the TSE or SPEAK tests, a minimum iBT speaking score of 24, or a minimum IELTS speaking score of 8.The SPEAK test is administered free of charge by appointment in the Office of International Programs. SPEAK scores from other institutions will not be accepted.

Admission Procedure — Medical Center Campus

The Office of Admissions facilitates the application process for all graduate programs through the KUMC online application. To ensure adequate time for review, the applicant should check with each individual degree program for its application deadline date.

Graduate Studies requires official transcripts from the baccalaureate granting institution that show a bachelor's degree was conferred, plus any transcripts from institutions attended post-baccalaureate.  International applicants must provide English proficiency test scores, see "Minimum English Proficiency Requirement" above. Programs may request transcripts for all college courses taken and other application materials.  Applicants should check with the program to which they are applying for information on required application materials.

Background Check

A background check is required during the admission process; it may affect the student's eligibility to enter the program. In the case of students involved in direct patient contact, additional checks maintained by various health care disciplines may be required. Prospective students should check with their individual academic programs regarding these requirements.

All domestic students, as well as any international students who have been in the United States for more than 30 days prior to admission*, must submit to at least a standard background check through Validity Screening Solutions. In the case of students involved in direct patient contact, additional checks of Employment Disqualified Listings maintained by various health care disciplines may be required by specific programs. Prospective students should check with their individual department or program to determine the process and appropriate institutional or program code number to be provided to Validity Screening Solutions for the transmittal of the background check results.

Background check results will be considered on a case-by-case basis but, in general, the following may be considered as disqualifying findings and therefore prevent admission or matriculation. Future licensing requirements can determine admission.

  • Felony convictions
  • Misdemeanor convictions or felony deferred adjudications involving crimes against persons (physical or sexual assault or abuse)
  • Misdemeanor convictions related to moral turpitude (e.g., prostitution, public lewdness, etc.)
  • Felony deferred adjudications for the sale, possession, distribution or transfer of narcotic drugs or other controlled substances.
  • Registered sex offender status
  • Medicare, Medicaid or other healthcare fraud or misuse

Should you have any questions concerning this requirement for admission to Medical Center campus programs, please contact your specific program or department.

*International students admitted on valid visas and who have not resided in the United States for more than 30 days may be excused from this requirement due to the background checks conducted as part of their visa screening process.

Application Fees

Nonrefundable application fees payable to the University of Kansas are required. Rates are subject to change. Some departments and programs require deposits from admitted students to be fully credited against required fees upon enrollment.

Degree-seeking domestic application$60
Degree-seeking international application$60
Non-degree-seeking application (domestic and international)$30
Readmission application$60

Admission Notification

Each applicant is notified in writing of the admission decision.  The admission decision letter includes the admission classification (Regular Degree Seeking, Special B, Provisional Degree Seeking, Non-degree Seeking or Graduate Certificate).  For all admission categories, enrollment in specific courses may be subject to fulfillment of program course prerequisites and/or consent of the instructor.

After an applicant has been admitted, a program may defer an applicant's admission for one year after which time the applicant must submit a new application.

Admission to graduate studies does not imply admission to candidacy for a higher degree. A student becomes a candidate for an advanced degree only by demonstrating through resident study at KU the requisite preparation and ability. Requirements for an advanced degree must be regarded as minimum requirements. Additional requirements depend on the student’s undergraduate preparation and the particular field of graduate work chosen.

Reactivation

Students who are not continuously enrolled should check with the academic program to see if they will be required to re-apply for admission or if they may be reactivated without re-applying.  If permission is granted by the program to reactivate, the student completes the Reactivation Form on the Registrar’s website and pays the reactivation fee that is in place at the time of reactivation.  Individual programs make the determination about when a student is required to re-apply.  However, after an absence of 5 years, Graduate Studies requires the student to re-apply for admission to their graduate program.

Limitations on Admission

Because of limitations of space, faculty, or general resources for research and instruction, some programs must restrict the number of applicants they admit. Questions should be directed to the program to which the prospective student wishes to apply.

 

Degrees

Degrees are awarded 3 times each year, in August, December, and May. Each academic year’s degrees are conferred formally at the annual commencement in May.  Degree candidates are not eligible to graduate if the graduate cumulative grade-point average is lower than 3.0 in all courses taken for graduate credit.

Students who are working toward 2 degrees must complete requirements for each degree. Course work may not count toward fulfilling degree requirements for more than 1 degree.

Graduate students may not earn an additional KU degree with the same name and degree code as a previously awarded degree from KU. This applies to the completion of different degree tracks, concentrations, and subspecialties within a given degree. This does not prohibit students from earning additional master’s or doctoral degrees in another discipline.

Master's Degree Programs

Master of Arts  and Master of Science

Historically, most of the master’s degrees granted have been the Master of Arts (M.A.) and Master of Science (M.S.). This fact conforms with the traditional liberal arts background out of which most U.S. graduate schools developed. These degrees’ requirements are generally concentrated in 1 area or major discipline.

Professional Master’s Degrees

In more recent years, professional master’s degree programs have been developed for entry level or advancement in specific professions.  On the Medical Center campus this includes health services administration (M.H.S.A.), occupational therapy (M.O.T.), and public health (M.P.H.).

Master's Degree Requirements

This section gives the general and common requirements for all master's degree programs. The program sections of the online catalog give specific requirements for the degrees they offer.

Master's Program Time Constraints

Normal expectations are that most master’s degrees (excluding some professional terminal degrees) should be completed in 2 years of full-time study. However, master’s degree students are allowed 7 years for completion of all degree requirements. In cases in which compelling reasons or circumstances recommend a 1-year extension, the Office of Graduate Studies, on recommendation of the academic program, has authority to grant the extension. In cases where more than 8 years are requested, the Office of Graduate Studies considers petitions for further extensions and, where evidence of continuous progress, currency of knowledge, and other reasons are compelling, may grant them. Some academic programs may have more stringent rulings about time restrictions. Students should ask about the policy in effect in the academic program in which they plan to study.

Master's Enrollment Requirement

All graduate students enrolled in master’s graduate programs must be enrolled the semester they complete master’s degree requirements. Master’s students who complete degree requirements during the first week of summer session or within the first 2 weeks of the fall or spring semester are not required to be enrolled for that term unless they were not enrolled during the previous semester. See the current Graduate Studies calendar for deadlines for specific semesters.

M.A. and M.S. Degree Requirements

A Master of Arts (M.A.) or a Master of Science (M.S.) degree requires at least 1 year of graduate work or its equivalent. Stated in terms of hours of credit, the standard master’s program requires 30 hours. With permission of the academic program (or in the case of interdepartmental programs, permission of the joint program committee) and of the Office of Graduate Studies, it is sometimes possible to complete a 30-hour master’s degree with as few as 24 hours if the student enters the program especially well prepared and maintains a superior grade-point average. Work for a master’s degree is concentrated in the major area, with only a minimal amount of work (usually no more than 6 hours) that is completed at KU permitted outside the major department. Each master’s program must contain a research component, represented either by a thesis (usually for 6 hours of credit) or by an equivalent enrollment in research, independent investigation, or seminars. Within these requirements, departmental master’s programs may be flexible enough to meet the particular needs of individual students.

In a few cases, the degree is offered through two schools and administered by joint committees with faculty representation from both schools. The Master of Arts degree in speech-language pathology and the Master of Arts degree in audiology are administered by an intercampus committee drawn from the Department of Speech-Language-Hearing: Sciences and Disorders in Lawrence and from the Department of Hearing and Speech in the School of Health Professions in Kansas City.

M.A. and M.S. Final General Examination, Thesis Defense or Project Defense

Completion of a final general examination, defense of a thesis or defense of a project in the major subject, is the culminating academic phase of the M.A. and M.S. degree programs and is required of all candidates for these two degrees. At the option of the academic program, the final general examination may be oral or written, or partly oral and partly written. In some departments, passing a written examination is a necessary preliminary to taking the oral examination by which success or failure is judged.  For students defending a master’s thesis, the student must be enrolled in a minimum of one hour of master thesis the semester the thesis is defended.

When a M.A. or M.S. student is in their final semester, the degree program requests the Office of Graduate Studies approve the scheduling of the final general exam, thesis or project defense via the Progress to Degree form. The degree program should ascertain that the student is in good academic standing (3.0 or higher grade-point average) and is currently in regular admission status, if the student was admitted provisionally, before scheduling the examination or defense. This request must be submitted in advance of the examination date by a minimum of two weeks.

The committee for the administration of the general exam or the defense of a thesis or project, must consist of at least 3 members, all of whom must be members of the Graduate Faculty (see Graduate Faculty section of this catalog.)

The Office of Graduate Studies verifies that all criteria described in the preceding three paragraphs has been met upon receiving a Progress to Degree form requesting the scheduling of the general exam, thesis defense or project defense. If the criteria has been met, Graduate Studies approves the request to proceed.

M.A. and M.S. Thesis Submission

For those students completing a thesis, when the final oral examination has been passed and the thesis title page has been signed by the members of the committee, the title page with original signatures are to be delivered to the Office of Graduate Studies.  When all requested changes have been made to thesis, the student arranges for the thesis committee chair to review changes, then sign and date the acceptance page, verifying the thesis is approved for publishing.  The acceptance page with original signature is also delivered to the Office of Graduate Studies.

The student is then required to arrange publication of the thesis and payment of all associated fees (including copyright fee if applicable), through the electronic submission process detailed on the Graduate Studies website.  The student must be the author of the thesis, and every publication from it naturally must indicate that authorship.  However, practices vary among disciplines, and even among scholars in a given field, as to whether the mentor’s name may appear as a co-author and whether as senior or junior, on subsequent publication of the thesis (usually revised), or on articles prepared from it.  Clear understandings in individual cases are expected to be established during the apprenticeship period, when the ethical practices in publication are addressed within the program’s professional development training.

Doctoral Degree Programs

KU Medical Center campus with oversight from the Office of Graduate Studies offers 5 graduate doctoral degrees:

  • Doctor of Philosophy (Ph.D.),
  • Doctor of Audiology (Au.D.),
  • Doctor of Nursing Practice (D.N.P.),
  • Doctor of Occupational Therapy (O.T.D.), and
  • Doctor of Physical Therapy (D.P.T.).

The School of Medicine offers the Doctor of Medicine (M.D.) degree which is administered by the School of Medicine.

General descriptions for each of the five doctoral degrees administered by the Office of Graduate Studies are given here in succinct form to provide convenient comparison of the degrees. Detailed information about requirements for each degree as it is offered in specific disciplines should be obtained from the appropriate academic program elsewhere in this catalog.

Doctor of Philosophy

The degree of Doctor of Philosophy (Ph.D.) is the highest degree offered by the university. It is awarded for mastering a field of scholarship, for learning the methods of investigation appropriate to that field, and for completing a substantial piece of original research. In addition to preparing research specialists, the process of earning a Ph.D. shares certain goals with liberal education: putting order into human experience; fostering a love of learning for its own sake; instilling respect for human values; integrating various human powers into a process of creation; and making vital, in many fields at least, a sense of history.

Although the courses and research leading to the Ph.D. are necessarily specialized, the attainment of this degree should not be an isolated event in the enterprise of learning. The Ph.D. aspirant is expected to be a well-educated person with a broad base of general knowledge, not only as preparation for more advanced work but also as a means of knowing how the chosen specialty is related to other fields of human thought.

To give depth and breadth to their doctoral programs, many departments require some work in a minor field or at least an articulated selection of courses. Because of the diversity of the fields in which the Ph.D. is offered, and the variety of needs and interests of individual students, the degree does not have a specific requirement for a minor. However, the Ph.D. aspirant is encouraged to plan an integrated program, under departmental direction, that includes courses outside the major field.

Doctor of Audiology

The Doctor of Audiology (Au.D.) degree program prepares the student to enter clinical practice as an audiologist. Offered by the KU School of Health Professions, the program produces professionals skilled in providing diagnostic, rehabilitative, and related services in the fields of sound, balance, and hearing sciences. There is an emphasis on the clinical learning experience, although research is also a significant component of the program. A baccalaureate degree is required for admission. Degree requirements are listed under Communicative Disorders: Intercampus Program in the online catalog.

Doctor of Nursing Practice

The Doctor of Nursing Practice (D.N.P.) at the KU School of Nursing prepares advanced practice nurses at the highest level of nursing practice. The D.N.P. offers sophisticated, cutting-edge experiences that help nurses actively engage in a complex, dynamic, and demanding health care field. Skills in collaboration, innovation, and evaluation, complemented by advanced practice skills, prepare nurses to share the future of health care. Students preparing for advanced practice roles learn to provide patient-centered care that is evidence-based, and contribute to the development of the highest level of evidence-based practice. Students preparing for indirect care roles learn to provide the highest level of leadership in a variety of care and educational settings. Requirements are listed in the School of Nursing section of the online catalog.

Doctor of Occupational Therapy

The Doctor of Occupational Therapy (O.T.D.) is a professional degree offered by the School  of Health Professions. This program of study is intended for therapists already in practice who have either a bachelor's degree or a Master of Occupational Therapy degree and wish to upgrade their knowledge and skills to the doctoral level to meet the increasing demands of complex practice issues. Requirements for admission are listed in the School of Health Professions section of the online catalog.

Doctor of Physical Therapy

The Doctor of Physical Therapy (D.P.T.) is designed for individuals pursuing careers in physical therapy. The program prepares a physical therapy practitioner with the skills for lifelong professional development. To be eligible for admission, the student must have a minimum of a baccalaureate degree or its equivalent.  Requirements for admission are listed in the School of Health Professions section of the online catalog.

Doctoral Degree Requirements

The sections immediately following list the general and common requirements for doctoral degrees. Specific degree requirements, including requirements for the clinical doctoral degrees, set by specific departments, programs, and schools, appear in the sections of the catalog devoted to those units.

Maximum Tenure for Doctoral Programs

After being admitted to doctoral programs at KU, students complete all degree requirements in 8 years. In cases in which compelling circumstances recommend a 1-year extension, the Graduate Division has authority to grant the extension on the written advice of the department and dissertation committee. Students who complete the master’s degree at KU and subsequently begin doctoral studies have a maximum total enrolled time of 10 years to complete both degrees. Normal expectations, however, are that most master’s degrees (excluding some professional terminal degrees) should be completed in 2 years of full-time study, and both master’s and doctorate in 6 years of full-time study. Some graduate degree programs may have more stringent time restrictions. Students should inquire about the policy in effect in the department in which they plan to study.

Doctoral Enrollment Requirement

All graduate students enrolled in doctoral graduate programs must be enrolled the semester they complete doctoral degree requirements. Doctoral students who complete degree requirements during the first week of summer session or within the first 2 weeks of the fall or spring semester are not required to be enrolled for that term unless they were not enrolled during the previous semester. See the current Graduate Studies Calendar for deadlines for specific semesters.

Doctor of Philosophy Degree Requirements

This section lists KU regulations common to the administration of all doctoral Ph.D. programs. The particular application, interpretation, or method of implementation of such a common element for individual degree programs and departments is, in certain cases, left to the faculty of the department or the degree program (e.g., Research Skills and Responsible Scholarship requirement).  Additional requirements specific to each degree, along with variations permitting each student to achieve particular academic goals, are listed in the section of this catalog for the school through which the degree program is offered.

1. Application and Admission

A student who seeks admission to a doctoral program must apply to the graduate degree program and school offering the desired degree. Upon admission, the student is known as an aspirant for the degree and remains so designated until successful completion of the comprehensive oral examination. After passing that examination, the student is designated a candidate for the degree.

2. Program Time Constraints

Minimum Tenure

The student must spend 3 full academic years, or the bona fide equivalent thereof, in resident study at this or some other approved university, including the time spent in attaining the master’s degree. Resident study at less than full time requires a correspondingly longer period, but the requirement is not measured merely in hours of enrollment. Because a minimum number of hours for the degree is not prescribed, no transfer of credit is appropriate. However, graduate degree programs take relevant prior graduate work into consideration in setting up programs of study leading to the doctorate.

Residence Requirement

Two semesters, which may include one summer session, must be spent in resident study at KU.  For the two specific semesters counted towards meeting this requirement, the student must be involved full time in academic or professional pursuits such as a GTA or GRA appointment for teaching or research if it is directed specifically toward degree objectives. Enrollment in approved distance-learning courses offered through KU cannot be used to meet the doctoral residence requirement.

Full time enrollment for a graduate student is 9 hours for Fall or Spring semesters and 6 hours for the Summer semester.  For semesters in which a student holds a GTA or GRA appointment, full-time enrollment is 6 hours for Fall or Spring semesters and 3 hours for the Summer semester. The residence requirement must be met prior to the semester the Comprehensive Oral Examination is scheduled. It is the responsibility of the academic program to report the two semesters that will satisfy this requirement via the Progress to Degree form requesting approval to schedule the Comprehensive Oral Examination.

Note: These are minimum residence requirements. Please check with the individual program for any additional requirements.

Maximum Tenure

After being admitted to doctoral programs at KU, students complete all degree requirements in 8 years. In cases in which compelling circumstances recommend a 1-year extension, Graduate Studies has authority to grant the extension on the written advice of the department and dissertation committee. Students who complete the master’s degree at KU and subsequently begin doctoral studies have a maximum total enrolled time of 10 years to complete both degrees. Normal expectations, however, are that most master’s degrees (excluding some professional terminal degrees) should be completed in 2 years of full-time study, and both master’s and doctorate in 6 years of full-time study. Some graduate degree programs may have more stringent time restrictions. Students should inquire about the policy in effect in the department in which they plan to study.

A student in any of the above categories may petition the Dean of Graduate Studies through the program for a leave of absence during either the pre- or post-comprehensive period to pursue full-time professional activities related to the doctoral program and long-range professional goals. Leaves of absence also may be granted because of illness or other emergency. Ordinarily a leave of absence is granted for 1 year, with the possibility of extension upon request. After an absence of 5 years, however, a doctoral aspirant or candidate loses status as such and must apply for readmission to the program.

3. Research Skills and Responsible Scholarship

All doctoral students must meet this requirement before proceeding to comprehensive exams. The requirement must include at least 2 components:

  1. Every doctoral student is required to have training in responsible scholarship pertinent to the field of research.
  2. Every doctoral student is required to obtain research skills pertinent to the doctoral level of research in their field(s).
Procedure

All doctoral programs must have a research skills and responsible scholarship requirement plan approved by the Graduate Studies Office. Students meet this requirement as determined by the approved plan for their program.   It is the responsibility of the program to report when the student completed the requirement and how the requirement was met via the Progress to Degree form requesting approval to schedule the Comprehensive Oral Examination.

No course graded CR or NC can count toward the satisfaction of the requirements for a graduate degree. This prohibition includes any courses taken to meet the Research Skills and Responsible Scholarship requirement.

It is the purview of the department or program to determine the necessary topics in training doctoral students in the areas of responsible scholarship. Such topics may include:

  • Protection of human subjects
  • Welfare of laboratory animals
  • Conflicts of interest
  • Data management
  • Mentor/student responsibilities
  • Collaborative research
  • Authorship, publication, plagiarism, copyright
  • Peer review
  • Professional practices
  • Maintenance of confidentiality
  • Appropriate research conduct and research misconduct

It is also the purview of the department or program to determine the research skills necessary to perform doctoral level research. Research skills may include:

  • Knowledge of language(s) significant to the field
  • Research methodology
  • Methods of qualitative and quantitative data analysis
  • Computer programming necessary for the field
  • Laboratory skills and techniques necessary for the discipline

Note: These lists serve as guides; additional appropriate topics may exist.

4. Comprehensive Oral Examination

The comprehensive oral examination covers the major field and any extra departmental work for which the program wishes to hold the aspirant responsible. When a doctoral aspirant has completed the major portion of the course work at a level satisfactory to the graduate degree program and met all other program and general requirements prerequisite to the comprehensive oral examination, including the research skills and responsible research requirement as appropriately applied and established for the student’s particular program, the degree program requests the Office of Graduate Studies approve the scheduling of the comprehensive oral examination via the Progress to Degree form. The degree program should ascertain that the student is in good academic standing (3.0 or higher grade-point average) and is currently in regular admission status, if the student was admitted provisionally, before scheduling the examination.  The examination may be scheduled provided that at least 5 months have elapsed from the time of the aspirant’s first enrollment at KU and at least 90 days have elapsed since any unsuccessful attempt. The examination request must be submitted in advance of the examination date by a minimum of two weeks.

The committee for the comprehensive oral examination must consist of at least 5 members, all of whom must be members of the Graduate Faculty (see Graduate Faculty section of this catalog.)  At least one member of the committee must be from a department other than the aspirant’s major department. This outside committee member represents the Office of Graduate Studies and must hold either regular or dissertation graduate faculty status to be eligible to serve in this capacity.  Before the examination, Graduate Studies provides the outside committee member a list of responsibilities as the Graduate Studies representative.  The Graduate Studies representative is a voting member of the committee, has full right to participate in the examination, and reports any unsatisfactory or irregular aspects of the examination to the committee chair, department chair, and Graduate Studies.

The Office of Graduate Studies verifies that all criteria described in the preceding two paragraphs has been met upon receiving a Progress to Degree form requesting the scheduling of the Comprehensive Exam.  If the criteria has been met, Graduate Studies approves the request to proceed with the exam.

For every scheduled examination, the degree program reports an exam result of Honors, Satisfactory, or Unsatisfactory. If the aspirant receives a grade of Unsatisfactory on the comprehensive oral examination, it may be repeated on the recommendation of the program, but under no circumstances may it be taken more than 3 times.  In any case, the examination may not be repeated until at least 90 days have elapsed since the last unsuccessful attempt.

5. Candidacy

Dissertation Committee

Upon passing the comprehensive oral examination, the aspirant becomes a candidate for the doctorate. If it has not begun before, the traditional, close student-mentor apprenticeship relationship comes into being. The student is expected to learn by both precept and example of the mentor, and often in collaboration. The chosen field of scholarship is explored using acquired research tools. The principles and customs of academic inquiry and the codes of ethics traditional to the various disciplines and professional fields become part of the student’s thinking and working.

When the student passes the comprehensive oral examination, the program designates the candidate’s dissertation committee.  All members of the committee must be chosen from the Graduate Faculty, and the chair must, in addition, be authorized to chair doctoral dissertations.

Post-Comprehensive Enrollment

Doctoral candidates are required, after passing the comprehensive oral examination, to be continuously enrolled in one or more hours that both moves the student towards degree completion and reflects, as accurately as possible, the candidate's demands on faculty time and university facilities. During this time, until all requirements for the degree are completed (including the filing of the dissertation) or until 18 post-comprehensive hours have been completed (whichever comes first), the candidate must enroll for a minimum of 6 hours a semester and 3 hours a summer session. Post-comprehensive enrollment may include enrollment during the semester in which the comprehensive oral examination has been passed. If after 18 hours of post-comprehensive enrollment the degree is not completed, the candidate must continue to enroll each semester until all degree requirements have been met.  The number of hours at this stage may be as little as one hour a semester.  The number of hours of enrollment is determined by the candidate’s advisor and must reflect as accurately as possible the candidate’s demands on faculty time and university facilities.

6. Dissertation

The candidate must present a dissertation showing the planning, conduct, and results of original research and scholarly creativity. The purpose of the dissertation is to encourage and ensure the development of broad intellectual capabilities as well as to demonstrate an intensive focus on a problem or research area. The dissertation itself should be an evident product of the candidate’s growth and attainment of the ability to identify significant problems; organize, analyze, and communicate scholarly results; and bring to bear on a useful area of interest a variety of research skills and scholarly or creative processes. It must show some original accomplishment, but it should also demonstrate without doubt the candidate’s potential to make future contributions to knowledge and understanding.

The dissertation is to be a coherent scholarly work, not a collage of separate, distinct pieces. Its unity of theme and treatment may still accommodate several subtopics by demonstrating their relationships and interactions. If previously published material by other authors is included in the dissertation, it must be quoted and documented. It should be noted that prior publication does not guarantee acceptance of the dissertation by the dissertation committee. Final acceptance of the dissertation is subject to the approval of the dissertation committee. The dissertation—or one or more substantial portions of it, often rewritten—is expected to be publishable and indeed to be published (see the Dissertation Submission and Publication section).

Both the dissertation research and the dissertation itself are to be completed under the guidance and direction of the dissertation committee. Instructions about the proper format of the dissertation are available on the Graduate Studies website  Candidates and faculty members are reminded that the dissertation is to be a coherent, logically organized scholarly document. Because the demands and practices of different disciplines are varied, the format is somewhat flexibly described, and moderate departures from the norm are allowed when justified by the nature of the work or the circumstances of presentation. Any substantial divergences must be approved in advance as prescribed by the instructions, and candidates and faculty members are urged to seek early approval to avoid last-minute disappointments over unacceptable format or reproduction.

7. Final Oral Examination

Completion of the dissertation is the culminating academic phase of a doctoral program, climaxed by the final oral examination and defense of the dissertation. In all but the rarest cases, tentative approval of the dissertation is followed promptly by the final oral examination. When the completed dissertation has been accepted by the committee in final draft form, and all other degree requirements have been satisfied, the chair of the committee requests Graduate Studies approve the scheduling of the final oral examination via the Progress to Degree form. This request must be made in advance of the desired examination by at least 3 weeks to allow sufficient time to publicize the examination so that interested members of the university community may attend.

At least 5 months must elapse between the successful completion of the comprehensive oral examination and the date of the final oral examination.  Under normal circumstances, the doctoral candidacy period between passage of the oral comprehensive examination and the final dissertation defense must last no longer than 5 years. If a student took the oral comprehensive examination more than 5 years prior to the dissertation defense, a re-evaluation of the student’s candidacy status is necessary. Re-evaluation of the student’s candidacy status can include retaking the comprehensive oral examination.

The committee for the final oral examination must consist of at least 5 members, all of whom must be members of the Graduate Faculty (see Graduate Faculty section of this catalog.) At least one member of the committee must be from a department other than the aspirant’s major department. This outside committee member represents the Office of Graduate Studies and must hold either regular or dissertation graduate faculty status to be eligible to serve in this capacity. Before the examination, Graduate Studies provides the outside committee member a list of responsibilities as the Graduate Studies representative. The Graduate Studies representative is a voting member of the committee, has full right to participate in the examination, and reports any unsatisfactory or irregular aspects of the examination to the committee chair, department chair, and Graduate Studies.

The Office of Graduate Studies verifies that all criteria described in the preceding three paragraphs has been met upon receiving a Progress to Degree form requesting the scheduling of the Final Oral Exam. If the criteria has been met, Graduate Studies approves the request to proceed with the exam.  Upon approval of the request, Graduate Studies publishes the final oral examination information in a Medical Center campus news medium so interested members of the university community may attend the examination.

For every scheduled final oral examination, the department reports to Graduate Studies an examination result  of Honors, Satisfactory, or Unsatisfactory for the candidate’s performance. If an Unsatisfactory grade is reported, the candidate may be allowed to repeat the examination on the recommendation of the department.

8. Dissertation Submission and Publication

When the final oral examination has been passed and the dissertation title page has been signed by the members of the committee, the title page with original signatures are to be delivered to the Office of Graduate Studies. When all requested changes have been made to the dissertation, the student arranges for the dissertation committee chair to review changes, then sign and date the acceptance page, verifying the dissertation is approved for publishing. The acceptance page with original signature is also delivered to the Office of Graduate Studies.

The student is then required to arrange publication of the dissertation and payment of all associated fees (including copyright fee if applicable), through the electronic submission process detailed on the Graduate Studies website.  The student must be the author of the dissertation, and every publication from it naturally must indicate that authorship. However, practices vary among disciplines, and even among scholars in a given field, as to whether the mentor’s name may appear as a co-author and whether as senior or junior, on subsequent publication of the dissertation (usually revised), or on articles prepared from it.  Clear understandings in individual cases are expected to be established during the apprenticeship period, when the ethical practices in publication are addressed within the program’s professional development training.

Interdisciplinary Studies

M.A., M.S., and Ph.D. with a Major in Interdisciplinary Studies

Only superior students admitted and enrolled in a graduate program at KU whose proposed studies require direction not available in any single department are considered for admission to an Interdisciplinary Studies program. Before seeking acceptance, an applicant must assemble a graduate faculty advisory committee headed by a faculty member authorized to direct master’s research (for M.A. or M.S. in Interdisciplinary Studies), doctoral research and dissertations (for Ph.D. in Interdisciplinary Studies). The applicant, in conjunction with the committee, must prepare a proposal for the course of study. The proposal must provide a rationale for the particular mix of disciplines, demonstrating how each contributes to a central theme or focus. It must also show that the proposed program cannot be achieved through an established master’s or doctoral program at KU.

The student seeking to enter the Interdisciplinary Studies program must have an outstanding academic record (a grade-point average of 3.75 or higher on a 4.0 scale for graduate courses or a grade-point average of 3.5 or higher on a 4.0 scale for undergraduate courses if no graduate courses have been taken) and must be admitted to and enrolled in a graduate program at KU at the time of application. A graduate student who has failed to maintain the required grade-point average is not eligible for the Interdisciplinary Studies program. A student is not eligible for this program if he or she has tried and failed to achieve candidacy in a regular graduate department or program at KU.

The student is expected to assume the initiative in determining his or her potential eligibility through consultation with graduate advisors and, if deemed eligible, in forming an advisory committee and preparing documentation to support the application.

Preadmission Procedures

To enter the program, a student should

  1. Determine that KU offers courses and research in the areas appropriate to the student’s interest(s).
  2. Prepare a tentative study plan based on those offerings to serve as a basis for initial discussion.
  3. Approach a professor whose interests are comparable to those of the student and request that he or she acts as advisor. Normally this professor is a faculty member of the program of principal interest to the student. To grant an M.A. or M.S. in Interdisciplinary Studies, it is essential that the school has the authority to grant master’s degrees. To grant a Ph.D. in Interdisciplinary Studies, it is essential that the school has the authority to grant doctoral degrees. The selected professor must be a full member of the graduate faculty and authorized to chair doctoral dissertation committees for Ph.D. in Interdisciplinary Studies.
  4. After a professor agrees to serve as an advisor, the student should assemble an advisory committee of at least 3 additional professors representing the disciplines covered in the Interdisciplinary program. At least 2 disciplines or departments must be represented.
  5. In conjunction with the advisor and the committee, the student prepares a proposal for study, including
    • A statement, with supporting documentation, that the proposed Interdisciplinary Studies program cannot be accomplished through established programs.
    • A statement of the interdisciplinary or transdisciplinary nature of the proposed area of study.
    • A definition of the field of study incorporating in a consistent way a description of the contribution of each included discipline to the broader field.
    • An outline of the course of study, indicating substantive work in the fields represented. Readings courses and independent study do not substitute for regular courses.
    • A description of the method for satisfying research skills and responsible scholarship requirements.
    • A description of the comprehensive examination procedures for the Ph.D. (nature of the examinations and possible examining committee) or final examination for the M.A./M.S.
    • A description, to the extent possible, of the nature of the field in which a dissertation or master’s thesis might be written, indicating the respective contributions of the selected disciplines to the final product.
    • Attach the following:
      1. complete transcripts of all previous work,
      2. a cover sheet, signed by committee members, indicating their support of the proposal,
      3. letters of recommendation and other appropriate supporting documents.

Note: The diploma indicates the degree awarded as "M.A. in Interdisciplinary Studies," "M.S. in Interdisciplinary Studies," or "Ph.D. in Interdisciplinary Studies," and does not specify the area of specialization. The transcript notes the area of specialization as determined by the admissions committee.

Admission and Review Procedure

Upon completion of the above, the student must submit the application for admission into the Interdisciplinary Studies program to the Dean of Graduate Studies. The Dean of Graduate Studies appoints an admission committee consisting of (a) the associate dean of graduate studies or associate dean’s designate for the school most involved in the interdisciplinary undertaking (the school in which the major advisor resides), (b) 2 or more doctoral chairing faculty members from unrelated fields, including at least 1 member of the Graduate Council, and (c) the chair or director of graduate studies of the department in which the student resides at time of application. The Dean of Graduate Studies serves as ex officio chair of the Interdisciplinary Studies admissions committee. The committee reviews the documents and may, if necessary, interview the student and the advisor for clarification and additional information or to discuss suggested revisions to the proposal.

Approved Program Implementation

Upon acceptance of the proposal and admission to the Interdisciplinary Studies program, the student is admitted to the school of the major advisor to facilitate record keeping and to provide a central administrative office. The associate dean or director of graduate studies of that school must enroll the student and monitor the program and, along with the major advisor, must make annual reports to Graduate Studies on the student’s progress. These reports are distributed to the directors of other involved programs along with a request to supply any additional information regarding the student’s performance. Proposals for major deviations from the approved course of study must be submitted for review by Graduate Studies and by the school in which the student resides. It is understood that no additional requirements unique to traditional graduate programs of the school(s) or departments may be imposed unless stated explicitly in the approved study plan.

Once approved, changes to the program plan must be approved by a Graduate Studies committee, appointed by the Dean of Graduate Studies. Significant curricular changes may require a new proposal and admissions process.

All basic rules and requirements for the Master of Arts, Master of Science, and Doctor of Philosophy degrees apply to Interdisciplinary Studies programs. These include program time constraints, residence requirement, post-comprehensive enrollment, final examinations, research skills and responsible scholarship requirements, thesis or dissertation submission and publication, grade-point average, etc. (See Master’s Degree Requirements and Doctoral Degree Requirements in this section of the online catalog.)

Combined Degrees

Combined degrees are granted in programs meeting the requirements of the graduate master’s or doctoral degree and the professional post-baccalaureate degree. Approved programs include the following degrees:

Doctor of Audiology (Au.D.)with Ph.D. in Audiology
Doctor of Philosophy (Ph.D.) in basic medical science fieldswith M.D.
Doctor of Philosophy (Ph.D.)with Au.D.
Master of Health Services Administration (M.H.S.A.)with B.S. in Health Information Management
Master of Health Services Administration (M.H.S.A.)with J.D.
Master of Arts (M.A.) or Master of Science (M.S.) in basic medical science fieldswith M.D.
Master of Health Services Administration (M.H.S.A.)with M.D.
Master of Science (M.S.) in Nursingwith M.H.S.A.
Master of Science (M.S.) in Nursingwith M.P.H.

Combined Medical and Master’s Degrees

Graduate students in the basic medical science departments in the School of Medicine are enrolled, for the most part, only in graduate programs. Outstanding medical students, however, are allowed to participate in work leading jointly to the M.D. degree and a graduate degree. A student admitted to both academic programs may enroll concurrently in courses in the respective programs, provided the regular medical course load is reduced to compensate for the added graduate work. The student should discuss concurrent enrollment with the chair or graduate advisor of the master’s degree program; departmental policies vary. All requirements for the degrees must be met, but within these limitations, superior students may be able to complete the joint degree program in less time than the total required for the 2 degrees to be earned separately. For the master’s degree, a student must complete graduate work equivalent to at least 1 academic year in addition to the time spent on the medical curriculum.

Combined Medical and Doctoral Degrees

Outstanding students who are qualified to do so may participate concurrently in work leading to the M.D. and the Ph.D. degrees. Credit hours earned in the medical curriculum cannot be transferred as graduate credit hours toward the requirements for the Ph.D. degree, although recognition of satisfactory performance in appropriate medical courses may be given by the involved Ph.D. program when formulating the student’s additional graduate curriculum for the Ph.D. All the requirements for the respective degrees must be met. The joint degree requirements and application information for the joint M.D.-Ph.D. program are posted on the M.D.-Ph.D. website.

Policies and Processes for Graduate Certificate Programs

The graduate certificate is a focused collection of courses that, when completed, affords the student some record of coherent academic accomplishment in a given discipline or set of related disciplines. Students may be awarded these certificates upon completion of a well-defined program of course work. The didactic material comprised within a graduate certificate program may represent a more practice-oriented subset of an existing graduate discipline.

 A current list of all certificate programs is available on the Academics page.

Eligibility and Admission Criteria

See Graduate Certificate Admission section of this Academic catalog.

Number of Credits

A graduate certificate program will comprise no less than 9 and generally no more than 18 credit hours of course work in a particular discipline or related disciplines of study.

Expiration of Program

All proposals for graduate certificate programs will be adopted for a 7-year time period. The certificate program will expire at the end of that period. The program may request renewal of the certificate program by sending an updated program proposal, endorsed by the department and School to the Graduate Council on the Medical Center campus. The proposal will be evaluated for an additional 7-year period. The Office of Graduate Studies will remind the graduate certificate program about its renewal one year before the graduate certificate program is scheduled to expire. If a program expires or is discontinued, no new students may be enrolled in the program and those students currently in the program will continue until completion.

Student Records Criteria

  • It is the responsibility of the degree program that houses the graduate certificate program to maintain all student records of the graduate certificate program. These records should include, but are not limited to, the number of students that apply to the program, the number accepted and denied into the program, the number of students enrolled in the program by semester, the number of students who complete the program by semester.
  • The courses taken in the graduate certificate program will be listed on the student’s transcript and recognition of the earned certificate will also be posted on the transcript.
  • The awarding of graduate certificates will coincide with the August, December and May graduations at the University of Kansas. The certificate awarding department will forward its list of certificate recipients in a given semester to the Graduate Studies office. The same degree granting deadline dates will apply to the awarding of graduate certificates.
  • Graduate Studies will be responsible for providing the University Registrar’s office with the names of certificate recipients along with the corresponding names of the completed certificate programs each semester.
  • The Registrar's Office will provide Graduate Certificates for students who successfully complete all certificate program requirements each semester.
  • Graduate certificates will not be recognized by any Graduate Studies official graduation ceremony.

Process of Approval for New Graduate Certificate Programs

Approval Process

Proposals for new graduate certificate programs may be created and submitted by graduate faculty in the same manner as proposals for new graduate degree programs, with the exception that all approvals are made internally at the University of Kansas. The proposal must be approved by the Vice Chancellor for Academic Affairs and accompanied by endorsement from the department chairperson, and dean of the school in which the contributing course work is administered.

After a proposal has been endorsed by the sponsoring department and school, the proposal must go to the Graduate Council and, if approved, will be forwarded to the Vice Chancellor for Academic Affairs.

Curriculum Criteria

  • All certificate programs must be linked to a specific KU degree program(s), such that they provide a specific set of skills or knowledge base within a defined body of knowledge of the particular discipline. Certificate programs are encouraged where they might provide value-added benefits to students in existing graduate degree programs or provide a needed educational initiative for post-baccalaureate students in an area not currently addressed by a graduate degree program. These programs are not encouraged where they might detract from existing graduate programs.
  • The proposed sequence of course work must offer a clear and appropriate educational objective at the post-baccalaureate level.
  • The proposed certificate program must achieve its educational objective in an efficient and well-defined manner.
  • A statement of the proposed course sequence associated with the certificate, including titles, number of credit hours of courses, and course descriptions both for existing courses and any new courses that may be developed.
  • Graduate certificate programs may be at the post-baccalaureate, the post-master’s or post-doctoral level.
  • Graduate certificate programs must be proposed for current KU graduate students or new KU students seeking a post-baccalaureate certificate.
  • The certificate program must include an appropriate number of credit hours. In general, certificate programs should be no less than 9 credit hours. All proposals must have a maximum time to completion of no more than 4 full academic years.
  • The proposal will identify the extent to which the curriculum overlaps with the curriculum of existing degree programs.
  • The proposal will identify requirements of the program that are supplemented to the course work, including but not limited to laboratories, practicum, internships, and projects.

Faculty Criteria

Instructors in graduate certificate programs must have gained appointment to the Graduate Faculty.

Materials Required for New Certificate Proposal

Proposals for a graduate certificate program at KU must include the following materials:

  • A statement of the educational objectives of the program.
  • A statement of the proposed course sequence associated with the certificate, including titles, number of graduate credit hours, and course descriptions both for existing courses and any new graduate courses that may be developed.
  • A statement identifying the important academic objectives of the proposed certificate program, including the range of skills and knowledge future graduates will possess. Proposals should show how the graduate certificate program complements existing courses and does not detract from existing programs.
  • A statement of how the proposed course sequence associated with the certificate will meet the stated educational objectives.
  • A statement of the need for the proposed program and the basis for such need, supported by either external or internal derived data.
  • A list of the names of the faculty associated with or contributing to the certificate program, either by teaching the courses or advising the students within the program. An up-to-date curriculum vitae for each faculty member listed needs to be included.
  • The name and curriculum vitae of the faculty member who will be designated as the coordinator of the program.
  • A planned date of implementation.

The Graduate Faculty

The Graduate Faculty consists of members of the university faculty and other persons qualified by training and experience who are duly nominated and appointed. Only members of the Graduate Faculty may teach courses for graduate credit, supervise master’s programs and theses, or serve on doctoral committees.

Regular Graduate Faculty Status

Any faculty member who is appointed to a tenure-track position in a graduate degree granting department on the Medical Center campus receives regular graduate status. These members of the Graduate Faculty may teach courses for graduate credit, supervise the master’s program and thesis, serve on committees, and sit on doctoral and/or master’s committees.

When appropriate, a qualified member of the Regular Graduate Faculty may be nominated to serve as co-chair of a specific dissertation committee if a faculty member with Dissertation Chair status serves as co-chair of the committee and agrees to ensure that all requirements are met. However, if the regular member of the Graduate Faculty has lost dissertation chair status, this does not apply. Present or newly appointed faculty members in tenure-track appointments with the rank of assistant professor or above in departments or programs with approved graduate programs are granted regular membership in the Graduate Faculty, provided they have received the terminal degree in their field of specialization or have acquired equivalent training and/or professional experience as determined by the appropriate Graduate Division.

In special cases where faculty members who hold regular membership in the graduate faculty enroll in a KU graduate program as part of their professional development, they may be permitted to retain their graduate faculty status. They may not supervise or serve as the instructor of record for students who are peers in the graduate program in which they are enrolled. To hold regular membership in the Graduate Faculty, a faculty member must continue to show evidence of a pattern of productive professional activity demonstrating the ability to contribute to high-quality graduate education. The form that productive professional activity may take varies across disciplines. Conventional evidence of such activity includes such things as effective teaching, scholarly publication, participation in professional societies, and other scholarly activity. Graduate degree programs are responsible for monitoring faculty with regular membership in the Graduate Faculty.

Dissertation Status

To qualify for the privilege of chairing doctoral dissertation committees, a regular member of the Graduate Faculty must demonstrate continuing activity commensurate with being an established scholar in his or her field and involvement in the graduate education program as evidenced by:

  1. Teaching graduate courses,
  2. Advising and mentoring graduate students and serving on thesis and dissertation committees, and
  3. Maintaining an ongoing program of scholarly activity including a record of scholarship, publication and other contributions to the field.

It is the graduate program’s responsibility to nominate members of the Graduate Faculty for authorization to chair doctoral committees and to provide evidence of scholarship and involvement in the graduate education program. Authorization to chair dissertation committees is reviewed as part of each graduate program review.

Special Appointments

Special membership may be granted to any university employee or non-employee who is uniquely qualified by training or experience for membership in the Graduate Faculty for the purposes of:

  1. Teaching a course or courses;
  2. Having courses cross-listed as KU courses if they are part of a cooperative graduate program between KU and the appointee’s home institution;
  3. Serving on the thesis, dissertation, or examination committee of a particular student or students;
  4. Chairing master’s thesis committees of a particular student or students.
  5. Co-chairing dissertation committees of a particular student or students.  The other co-chair must hold dissertation status and agrees to ensure that all requirements are met.

Special memberships are limited to a maximum period of 5 calendar years for teaching purposes or for the duration of the specified committee assignment. All nominations for special membership must state clearly the specific purposes for which the nomination is being sought and, when it can be known in advance, the length of time for which it is being requested. Special appointments are reviewed by the appointing graduate department and continued as appropriate.

Graduate Faculty Appointment Chart

This chart summarizes the organization and privileges of the various types of Graduate Faculty appointments.

Type of Graduate Faculty appointment Employed by Type of faculty appointment Teach graduate courses Serve on master's & doctoral committees1 Chair2 master's committees Serve as outside member on doctoral committees Chair doctoral committees Co-chair doctoral committees
Regular Graduate FacultyKUTenure-track/tenuredYesYesYesYesNoYes, unless dissertation status was discontinued
Graduate Faculty with dissertation statusKUTenure-track/tenuredYesYesYesYesYesYes
Special Graduate FacultyKU or its affiliatesNontenure-trackYesYesYesNoNoYes
 
1

The term “doctoral committee” refers to both oral comprehensive and dissertation defense committees.

2

A faculty member with the appropriate status may chair a degree committee alone or co-chair a degree committee with another faculty member (i.e., both co-chairs have equal status). Degree committees cannot have both a chair and a co-chair.

A current list of Graduate Faculty on the Medical Center campus is posted on the Graduate Studies website.

Notice of Non-reappointment and Graduate Faculty Eligibility

Faculty members given a notice of non-reappointment are not eligible to hold Graduate faculty status. The Office of Faculty Affairs on the Medical Center campus will provide the Office of Graduate Studies with a written list of faculty who receive a notice of non-reappointment. The Office of Graduate Studies will remove graduate faculty status for these non-reappointed faculty for the appointment period for which the terminal notice is effective.

Upon non-reappointment the faculty member is no longer eligible for graduate faculty status. The named faculty member will no longer be allowed to teach future courses for graduate credit or to serve on graduate students' committees.

The appropriate chairperson for the faculty member receiving the terminal notice may request, in writing, an exception to the policy from the Dean of Graduate Studies. Permission may be given to the faculty member to serve on a graduate student's committee if the graduate student will meet all degree requirements within the semester.

The faculty member who received notice of non-reappointment will be given a copy of the initial letter sent to the dean and will be provided a copy of the letter sent requesting and defining an exception.

Principles Guiding Assistantships

The following principles govern all graduate teaching assistant (GTA) and graduate research assistant (GRA) appointments on the Medical Center campus:

1. Individuals who enroll in graduate educational programs at the University of Kansas do so in order to attain specific educational goals. It is the University’s responsibility to help ensure that graduate students attain their academic goals in a reasonable amount of time and move on to the next stage in their careers, whether to another advanced degree program or to professional employment.

2. When academic programs/departments offer GTA or GRA appointments, the assistantships must contribute to the training experience of the graduate student.

3. The responsibilities required of the GTA or GRA should be in balance with their responsibilities as a student in the graduate program. For appointments of .50 FTE, the expectation is that the assigned duties will average no more than 20 hours per week during the semester. For appointments at other percentages, the number of hours per week must be proportional to the appointment percentage.

Appointments shall not normally exceed .50 FTE.  Appointments in excess of .50 FTE but not exceeding .75 FTE, must be approved by the academic program and the Dean of Graduate Studies in advance of an appointment offer and will be approved only in special circumstances. Departments are expected to monitor appointments in excess of .50 FTE to ensure that the graduate students’ assistantship assignments enhance their academic preparation and do not interfere with progress towards degree.

Graduate Teaching Assistantships

Graduate Teaching Assistants are salaried student employees whose job duties consist primarily of direct involvement in classroom or laboratory instruction. The duties are performed under the supervision of faculty. The University also requires that a GTA’s teaching assignment be in his/her own field of study or one that is closely related.

A limited number of graduate teaching assistantships are available. Graduate students should inquire directly to their academic program/department about GTA appointment opportunities. Graduate teaching assistantship policy is administered on the Medical Center campus by the Office of Graduate Studies.  [Note: Graduate teaching assistantships on the Lawrence campus differ in that they are governed by a memorandum of agreement among KU, the Kansas Board of Regents, and the Kansas Association of Public Employees, which represents KU GTAs in Lawrence only.]

GTA Eligibility

The following eligibility requirements govern all Graduate Teaching Assistant (GTA) appointments at the Medical Center campus:

  1. During the semester of appointment, the GTA is admitted to and enrolled in a graduate degree program offered by the Medical Center campus.
  2. During the semester of appointment, the GTA is enrolled in no fewer than six graduate credit hours per Fall and Spring semester and no fewer than 3 credit hours per Summer semester.  See "Enrollment Exceptions" below.
  3. During the semester of appointment, the GTA must be in good academic standing and making satisfactory progress toward a graduate degree, as determined by Graduate Studies and the department in which the student is enrolled. [Note: A graduate student must maintain a cumulative grade point average  of 3.0 to remain in good academic standing. However, if a program judges that a graduate student whose GPA falls below 3.0 is nonetheless making satisfactory progress, the program may recommend to the Dean of Graduate Studies that the student be allowed to continue with the GTA appointment.]
  4. The GTA must satisfy the English proficiency criteria established by the Board of Regents for GTAs - see Minimum English Requirement for GTAs below.
  5. A student completing his or her graduate degree may not continue in a GTA appointment after the graduation date unless he or she has just completed a master’s degree and is enrolled in a doctoral program in the same field or a closely related field or is a doctoral graduate who has been accepted into another graduate program.

Enrollment Exceptions

A Ph.D. student appointed as a GTA, who has successfully completed the doctoral comprehensive examination and18 post-comprehensive credit hours, may request approval to reduce enrollment below the GTA minimum enrollment requirement.  The request form is located on the Graduate Studies website and is subject to approval by the academic department and the Dean of Graduate Studies.

 A professional doctoral (Au.D., D.N.P., D.P.T., O.T.D.) student appointed as a GTA, who is in his or her final semester, may request approval to reduce enrollment below the GTA minimum enrollment requirement.  The request form is located on the Graduate Studies website and is subject to approval by the academic department and the Dean of Graduate Studies.  Approval will not be granted for a subsequent semester if the semester approved for reduced enrollment is not his or her final semester after all.

A master's student appointed as a GTA, who is in his or her final semester, may request approval to reduce enrollment below the GTA minimum enrollment requirement. The request form is located on the Graduate Studies website and is subject to approval by the academic department and the Dean of Graduate Studies. Approval will not be granted for a subsequent semester if the semester approved for reduced enrollment is not his or her final semester after all.

Minimum English Requirement for GTAs

All applicants for graduate teaching assistantships whose first language is not English, including international students and U.S. residents or citizens, must meet one of the following criteria:

  1. Score a minimum of 22 on the spoken English portion of the TOEFL iBT.
  2. Score a minimum of 8 on the spoken English portion of the IELTS.
  3. Score a miniumum of 50 on the SPEAK administered by the Office of International Programs on the Medical Center campus.

GTA Tuition Benefit

The Medical Center campus pays the tuition of graduate students who receive appointments as graduate teaching assistants as defined below for the semester of appointment:

.40 FTE or more appointment100% of tuition
.30 FTE but less than .40 FTE appointment75% of tuition
.20 FTE but less than .30 FTE appointment50% of tuition
.10 FTE but less than .20 FTE appointment25% of tuition

A graduate student who has a GTA appointment or a combination of a GTA and GRA appointment of at least .40 FTE is eligible for staff (resident) tuition rates for the semester of appointment.  The staff rate is assessed before tuition is paid.  The tuition payment program covers only tuition, including any differential tuition assessed. It is not applicable for campus fees, KU Edwards Campus construction fee, union fee, and required fees; mediated and Continuing Education course fees; optional fees; housing costs; or other specialized fees.

GTA Health Insurance Benefit

A graduate student who has a GTA appointment or combination GTA and GRA appointment of at least .50 FTE for a given semester is eligible to participate in a health care benefits plan for that semester, for which the University provides a contribution. The health care benefits plan is the same plan that is available to all students, but a portion of the premium is paid if the student appointed as a .50 FTE GTA/GRA selects the plan. The health insurance information is available from the Student Health Insurance Office in Student Services.

Resignation or Termination

If a GTA resigns or abandons the position or the appointment is terminated before working a minimum of 8 pay-periods during the semester, the student must pay full tuition for that semester and will lose eligibility for staff (resident) tuition rates and, if a non-resident, will be required to pay non-resident tuition for that semester.

Graduate Research Assistantships

Graduate Research Assistants are salaried student employees who perform research that is in their fields (or a closely related field) of study and is integral to the student’s education (e.g., dissertation topic). The duties performed are under the direct supervision of faculty or research professionals.

A limited number of graduate research assistantships (GRA) are available. Graduate students should inquire directly to their academic program/department about GRA appointment opportunities. Graduate research assistantship policy is administered on the Medical Center campus by the Office of Graduate Studies.

GRA Eligibility

 The following eligibility requirements govern all Graduate Research Assistant (GRA) appointments at the Medical Center campus:

  1. During the semester of appointment, the GRA is admitted to and enrolled in a graduate degree program offered by the Medical Center campus.
  2. During the semester of appointment, the GRA is enrolled in no fewer than six graduate credit hours per Fall and Spring semester and no fewer than 3 credit hours per Summer semester. See "Enrollment Exceptions" below.
  3. During the semester of appointment, the GRA must be in good academic standing and making satisfactory progress toward a graduate degree, as determined by Graduate Studies and the department in which the student is enrolled. [Note: A graduate student must maintain a cumulative grade point average of 3.0 to remain in good academic standing. However, if a program judges that a graduate student whose GPA falls below 3.0 is nonetheless making satisfactory progress, the program may recommend to the Dean of Graduate Studies that the student be allowed to continue with the GRA appointment.]
  4. A student completing his or her graduate degree may not continue in a GRA appointment after the graduation date unless he or she has just completed a master’s degree and is enrolled in a doctoral program in the same field or a closely related field or is a doctoral graduate who has been accepted into another graduate program.

Enrollment Exceptions for GRAs

A Ph.D. student appointed as a GRA, who has successfully completed the doctoral comprehensive examination and18 post-comprehensive credit hours, may request approval to reduce enrollment below the GRA minimum enrollment requirement. The request form is located on the Graduate Studies website and is subject to approval by the academic department and the Dean of Graduate Studies.

A professional doctoral (Au.D., D.N.P., D.P.T., O.T.D.) student appointed as a GRA, who is in his or her final semester, may request approval to reduce enrollment below the GRA minimum enrollment requirement. The request form is located on the Graduate Studies website and is subject to approval by the academic department and the Dean of Graduate Studies. Approval will not be granted for a subsequent semester if the semester approved for reduced enrollment is not his or her final semester after all.

A master's student appointed as a GRA, who is in his or her final semester, may request approval to reduce enrollment below the GRA minimum enrollment requirement. The request form is located on the Graduate Studies website and is subject to approval by the academic department and the Dean of Graduate Studies. Approval will not be granted for a subsequent semester if the semester approved for reduced enrollment is not his or her final semester after all.

GRA Tuition Benefit

A graduate student who has a GRA appointment or a combination of a GRA and GTA appointment of at least .40 FTE is eligible for staff (resident) tuition rates for the semester of appointment.

GRA Health Insurance Benefit

A graduate student who has a GRA appointment or combination GRA and GTA appointment of at least .50 FTE for a given semester is eligible to participate in a health care benefits plan for that semester, for which the University provides a contribution. The health care benefits plan is the same plan that is available to all students, but a portion of the premium is paid if the student appointed as a .50 FTE GTA/GRA selects the plan. The health insurance information is available from the Student Health Insurance Office in Student Services.

Resignation or Termination

If a GRA resigns or abandons the position or the appointment is terminated before working a minimum of 6 pay-periods during the semester, the student will lose eligibility for staff (resident) tuition rates and, if a non-resident, will be required to pay non-resident tuition for that semester.

Academic Calendar

The Academic Calendar with the official university calendar dates is maintained by the Office of the Registrar and is available online.  Many of the Medical Center campus programs have different starting and ending dates so check with your academic program for more detailed information.

The Graduate Studies Calendar indicates graduation deadlines related to master's and doctoral examination dates and the submission of  theses and dissertations.

Academic Misconduct

Guidelines for Alleged Misconduct

The following information shall serve as guidelines for dealing with situations where inappropriate deviations from these accepted standards of conduct by a graduate student are alleged to have occurred. All questions concerning these guidelines should be directed to the Dean of Graduate Studies or his/ her designee.

I.  Expectations for Conduct by a Graduate Student

One goal shared by the graduate programs at the University of Kansas Medical Center is to provide a seminal educational environment in which a student can master a special field of knowledge and strive to develop competence in independent scholarship and research, in order to make original contributions to knowledge. In achieving that goal, there is an expectation by the University of Kansas Medical Center that the graduate faculty and their students will conduct themselves with high integrity and professional ethics. Such conduct by a graduate student must include adherence to the written and observed or taught guidelines for ethical standards of the profession for which the student is seeking to enter. A graduate student is responsible for informing himself/ herself about these requirements and expectations of conduct as well as seeking answers to his/ her own questions about what constitutes misconduct. Potential sources for this information include the:

A.  Director of the Graduate Program and the faculty members of the department in which the graduate student has entered;

B.  Student Handbook or a similar document prepared by the student's academic program, department and/ or school;

C.  the University of Kansas Medical Center "Behavioral Standards in Patient Care."

Academic Misconduct

Academic misconduct by a student shall include, but not be limited to: cheating on examinations whether by a student on his/ her own behalf or by giving to another student or receiving from another student unauthorized aid on examinations; giving or receiving of unauthorized aid in the preparation of notebooks, themes, reports, or other types of assignments, or in the preparation of master's theses and/ or doctoral dissertations; or knowingly misrepresenting the source of any academic work, falsification of research results, plagiarizing of another's work, violation of regulations, ethical or professional codes for the treatment of humans and animals, or otherwise acting dishonestly.

II.  Decisions by a Faculty Member Relative to Academic Misconduct

A.  Not to Make a Recommendation for an Investigative Hearing: A faculty member (acting as an instructor or assistant in a course, or a graduate student's advisor or mentor for his/ her research and/ or academic program, etc.) may decide not to recommend an investigative hearing, as outlined in these Guidelines, for what he/ she believes is academic misconduct by a student. The faculty member thus may treat as unsatisfactory any student work which he/ she believes is a product of academic misconduct and impose a sanction( s) appropriate to the traditionally accepted realm of authority or jurisdiction of the faculty member. Any action by the faculty member shall be with due written notice to the student.

B.  Make a Recommendation for an Investigative Hearing: The Faculty Member may decide to recommend to his/ her Chairperson (also see Section IV. A. 4, and Section IV. B., below):

  1. that an investigative Hearing be held for the alleged occurrence of academic misconduct, and/ or
  2. imposing a sanction that is outside of the traditionally accepted realm of authority or jurisdiction of The Faculty Member (e. g., see Section VI. D. below). Hence, The Faculty Member initiates the procedures in Section IV.

III.  Procedural Information for and Investigative Hearing Process

A.  Definitions of Terms Hereafter Applied in these Guidelines

  1. "The Faculty Member" is the faculty member initiating an allegation of academic misconduct by a student.

  2. "The Student" is the graduate student identified by The Faculty Member as the subject of the alleged act( s) of academic misconduct.

  3. The "Involved Department" is the department, center, or functional unit in which the act( s) of academic misconduct allegedly occurred by The Student.

  4. The "Chairperson" is the Chairperson of the Involved Department in which the act( s) of academic misconduct allegedly occurred by The Student and is the next higher administrative officer to whom The Faculty Member sends the initial report about an allegation of academic misconduct.

    1. "Dean of the School of Nursing" replaces the designation of "Chairperson" hereafter throughout these Guidelines for Dealing With Alleged Misconduct by a Graduate Student as the appropriate administrative officer to whom faculty members in the School of Nursing shall forward any report or recommendation, if the alleged act occurred in this School.

    2. Possible Conflicts of Interest:

      1. If The Faculty Member perceives (relative to Section III. B., above) that there may be a conflict of interest involved in this issue between The Student and The Chairperson, or If The Chairperson is The Faculty Member initiating the allegation of misconduct, then The Faculty Member's Inquiry Report of the alleged incident( s) (see Section IV. B., below) shall be forwarded to the Dean of the Faculty Member's or Chairperson's, respectively, School or the next higher administrative officer, as appropriate, who thereafter will assume the responsibilities of "The Chairperson" identified throughout these Guidelines for Dealing With Alleged Misconduct by a Graduate Student.

      2. For Other Situations when questions arise about conflict of interest, the questions shall be directed to the Dean of Graduate Studies.

  5. The Official Record of the Hearing Process: The Dean of Graduate Studies shall initiate and maintain in the Office of Graduate Studies an Official Record (i. e., file) of the entire Hearing Process. All subsequent original written communications, documents, audio tape recordings (see Section V. 3., below), and recommendations that relate to the alleged misconduct and the Hearing shall be sent on a timely basis by The Chairperson and/ or the Hearing Officer (see Section IV. E., below) to the Dean of Graduate Studies for inclusion in the Official Record. If the final conclusion of the Hearing Process is that academic misconduct has not occurred, then only the Dean's Official Record of the entire Hearing Process shall be saved as the permanent record; all other faculty, Departmental, and School copies of a "record/ file" for the Hearing Process must be destroyed (see Section V. B. 2. a., below).

  6. The Time Periods for the Hearing Process: Throughout these Guidelines, MAXIMUM LIMITS are specified for the length of time allowed for certain stages of the overall Hearing Process to take place. Unless specified otherwise, all lengths of time shall be in terms of the traditionally considered "working days" of any given week (recognized holidays that occur on otherwise traditional working days are not to be counted in these time frames). Any request for an extension of a time limit shall be made expeditiously, and before the expiration of the limit, to either the Chairperson or the Hearing Officer or the Dean of Graduate Studies, as appropriate, (or, in their absence, their designates), who shall decide and notify within three (3) days if there is good cause for the extension and, if so, for what period of time. Notification shall be to all involved parties of the Hearing Process and may be done first by telephone if deemed appropriate, and then shall be followed by written notification.

B.  Inquiry Report by the Faculty Member is Sent to the Chairperson: Following the decision by The Faculty Member in Section III. B., above, and with due notice to The Student, The Faculty Member shall submit a detailed written report about the allegation (hereafter called the Inquiry Report) to the Chairperson. The Inquiry Report shall be submitted within twenty (20) days of the discovery of the alleged occurrence of misconduct. The Chairperson shall, within 15 days of receiving the Inquiry Report, review the report and attempt to resolve the allegation through consultation and mediation with the involved persons. If the Chairperson determines that the allegation should be resolved through the investigative Hearing Process, then the Chairperson shall continue the procedure outlined hereafter in these Guidelines. Written notice shall be sent to The Student (see Section IV. D., below) and to the Faculty Member (including a request for the Faculty Member to respond, within 10 days of receipt of the notice, with his/ her selection of a faculty member to serve on the Hearing Panel; see Section IV. E. 2., below).

C.  Notification of the Dean of Graduate Studies: The Chairperson shall send a written notification to the Dean of Graduate Studies that an investigative Hearing Process for alleged academic misconduct by The Student is going to be initiated. The Chairperson's notification shall include copies of The Faculty Member's Inquiry Report of the alleged misconduct and all written communications up to this time with The Student.

D.  Notification About the Allegation to the Student: A written notification of the specific allegation shall be sent (certified or registered letter with return receipt requested indicating the date of receipt) to The Student by The Chairperson within fifteen (15) days after the time The Chairperson receives the Faculty Member's Inquiry Report. A copy of this notification shall be sent to the Dean of Graduate Studies. The notice shall include:

  1. a statement of the specific allegation( s) with sufficient explanatory information to enable The Student to understand the nature and extent of the allegation( s);

  2. an invitation for The Student to provide, to The Chairperson, within ten (10) days after receiving the notification letter: a. a written response to the allegation( s); and b. the name of a faculty member whom The Student selects to serve on the Hearing Panel (see Section IV. E. 2., below), and a statement indicating that this faculty member told The Student that he/ she agreed to serve;

  3. a statement indicating that The Student has the right to continue attending class as scheduled until such time as the Dean of Graduate Studies has reached his/ her final decision UNLESS there is a question of unsafe and/ or disruptive behavior and/ or offense against other persons (including patients of or visitors to) and/ or property of the University of Kansas.

  4. a copy of these "Guidelines for Dealing With Alleged Academic Misconduct by a Graduate Student" so that The Student is aware of the procedural process and possible actions.

E.  Selection of Members for the Hearing Panel: The Hearing Panel shall be composed of four (4) members of the graduate faculty (voting members of the Panel), excluding The Faculty Member initiating the allegation of misconduct (See Section IV. A. 4., above) and excluding the chairperson of the department in which The Student named in the allegation is a graduate student member, and one (1) graduate student (voting member of the Panel), excluding The Student who is the subject of the allegation. One of the graduate faculty members of the Panel will be designated by The Chairperson as the "Hearing Officer" in charge of the Hearing Panel. Any member of the Hearing Panel who perceives that there is any irregularity in the proceedings of the Hearing process has the responsibility of PROMPTLY reporting this to the Dean of Graduate Studies. Selection of the Hearing Panel shall include at least one but no more than two faculty members from the Involved Department in the allegation and shall be done as follows:

  1. the graduate student member:
    -shall be selected by the officers of the Graduate Student Council at an on-need basis,
    -shall not be a graduate student member of the same Department as The Student named in the allegation, and -must be currently classified as a Regular Graduate Student in the category of Degree-Seeking Students and in good academic standing (not on probation);

  2. one faculty member from inside or outside the Involved Department may be selected by The Student named in the allegation;

  3. one faculty member from inside or outside the Involved Department may be selected by The Faculty Member initiating the allegation; and

  4. two faculty members selected by The Chairperson. The Chairperson's selections shall assure that the composition of the Panel includes at least one but no more than two members from the Involved Department in the event that The Student and/ or The Faculty Member do not select such a member. Additionally, if The Student and/ or The Faculty Member decline( s) to select a Panel member or fail to respond to The Chairperson within ten (10) days of the request (see Section IV. B. and IV. D. 2., above), then The Chairperson will also select that member or members, likewise with due consideration for the basic composition of the Panel as defined above.

F.  Scheduling the Hearing: The Hearing Officer shall, within five (5) days of the selection of members of the Hearing Panel, (1) schedule the day, time and place for the Hearing to occur (which shall be sometime between 20 and 30 days after the selection of the Hearing Panel), and (2) provide written notice of this schedule to The Faculty Member, The Student, The Chairperson, and The Dean of Graduate Studies. Both The Student and The Faculty Member shall be informed with this scheduling notification that during the Hearing each:

  1. will be given the opportunity to present his/ her own viewpoint of the situation( s) that directly led to the allegation( s), and/ or

  2. may have witnesses speak or have witnesses' affidavits read on his/ her behalf.

G.  Documents, Representatives & Witnesses for the Hearing: All information cited below shall be promptly sent to (see time deadlines indicated in this Section) or collected by the Hearing Officer, who shall promptly distribute copies of the information to The Student, The Faculty Member, and the rest of the Hearing Panel members.

  1. The Faculty Member's Inquiry Report sent to The Chairperson (see Section IV. B.),

  2. The Chairperson's Notification of Allegation letter sent to The Student (see Section IV. D.),

  3. The Hearing Officer's letter to The Student and The Faculty Member stating the day, time and place for the hearing (see Section IV. F.),

  4. The Student's written Response to the allegation( s), if such was sent to The Chairperson (see Section IV. D. 2. a.),

  5. Any documents provided by The Student and/ or The Faculty Member for presentation as evidence to the Hearing Panel (sent at least by five (5) days before the Hearing),

  6. Names of Representatives:

    1. Each party to the Hearing should be present for the Hearing unless the Chairperson agrees that another person may appear as a substitute representative. A Hearing may be held even if The Student and/ or The Faculty Member fail to appear for the Hearing. Neither The Student nor The Faculty Member is compelled to appear or testify at the Hearing, and no inference may be drawn by the Hearing Panel against The Student or the Faculty Member due to his/ her failure or refusal to testify or appear.

    2. The use of legal counsel is discouraged.

  7. Names of Witnesses:
    The Student and The Faculty Member shall provide a list of intended witnesses, if any, to the Hearing Officer at least ten (10) days before the Hearing is to occur. The Hearing Officer shall provide these names, reciprocally, to The Faculty Member and The Student at least five (5) days before the Hearing.

  8. All materials (including the audio recording tapes identified in Section IV. H. 3., below) concerning the alleged violation of misconduct should be treated as CONFIDENTIAL documents. The Hearing Panel members will return all materials received for the Hearing to the Hearing Officer at the end of the scheduled Hearing., The Hearing Officer will forward ALL ORIGINAL AND PHOTOCOPIED AND AUDIO TAPE RECORDED MATERIALS to the Dean of Graduate Studies (see Section IV. A. 5., above).

H.  Conducting the Hearing: The Hearing Officer of the Hearing Panel may establish procedures in addition to those listed, however, the basic requirements of the Hearing procedure as listed here may not be altered by the Hearing Officer:

  1. The Hearing shall be conducted in a closed session and witnesses shall be excluded from the Hearing except when actually testifying.

  2. The Hearing Officer shall have the authority to keep order, rule on questions of relevance and evidence, and shall possess other powers normal and necessary for a fair and orderly Hearing. Rules of Evidence that govern courtroom proceedings shall not apply.

  3. There shall be only a single audio tape recording made of the proceedings in order to provide an accurate record of the Hearing for possible review by the Hearing Panel (Section IV. I. 1) and/ or Dean of Graduate Studies (Section IV. I. 4.).

  4. The Hearing Officer shall introduce the Hearing Panel members, The Faculty Member, The Student, and, their representatives, if any.

  5. The Hearing Officer shall explain the Hearing Procedures as outlined herein.

  6. The Hearing Officer shall announce that The Faculty Member initiating the allegation has the responsibility to persuade the Hearing Panel by a preponderance of evidence that academic misconduct has occurred.

  7. The Hearing Officer shall orally review the allegation( s) of misconduct which led to the Hearing, and the possible sanction( s).

  8. The Hearing Officer shall allow The Faculty Member to state the allegation and explain the incident. The Faculty Member may choose to remain silent. (see Section IV. G. 6. a.).

  9. The Hearing Officer shall allow The Student to reply and explain the incident. The Student, if present, may choose to remain silent. (see Section IV. G. 6. a.).

  10. Hearing Panel members may direct questions to The Faculty Member, if present, The Student, if present, and any witnesses and/ or representatives.

  11. Through the procedural process of the Hearing, The Student and The Faculty Member may question one another and any witnesses appearing. One witness at a time may be called by either The Faculty Member or The Student. No witness will be permitted to participate in the Hearing if his/ her name was not previously given to the Hearing Officer in accord with Section, IV. G. 7., above.
    IN EXCEPTIONAL CIRCUMSTANCES, this provision may be modified by decision of the Hearing Officer, and, if it is, The Student and The Faculty Member will be given sufficient opportunity to collect information to respond to whatever the witness presents.

  12. The Hearing Officer shall state that the Hearing Panel will make a recommendation to the Dean of Graduate Studies within seven (7) days after the Hearing.

I.  Findings of the Hearing Panel and Recommendation Carried Forward:

  1. At the conclusion of the Hearing, the Panel members, alone and in closed session, shall deliberate and decide by a majority vote (anonymous written ballot counted by the Hearing Officer and verified by the graduate student member) if "academic misconduct," as alleged by The Faculty Member and only based upon all evidence presented to and heard by the Hearing Panel, " has occurred" or "has not occurred."

  2. If the Panel's decision is that "academic misconduct has occurred," then the Panel members shall deliberate and determine (by majority vote) their recommendation( s) for specific disciplinary action and/ or sanction( s), if any.

  3. The Hearing Officer shall compile comments, rationale, findings, voting results, and recommendations in writing and forward them within seven (7) days after the Hearing to the Dean of Graduate Studies. The Hearing Panel recommendation( s) shall not be binding upon the Dean of Graduate Studies.

  4. The Dean of Graduate Studies shall consider the recommendation( s) and report of the Hearing Officer and any relevant information and take action.

J.  Notifications Consequent to the Hearing Process:

  1. The Dean of Graduate Studies shall, within seven (7) days of receipt of the summary final report of the Hearing Officer, send written notification of his/ her action( s) to The Faculty Member, The Student (notification by certified or registered mail with return receipt requesting delivery date), and the Hearing Officer.

  2. If this final action of the Hearing process concludes that academic misconduct by The Student has NOT occurred, then the Dean of Graduate Studies also shall, in writing, instruct the chairperson( s) of the involved department( s) that: a. all materials appended to any and all departmental files, including a possible so-called permanent file on The Student, that would not have been in these files if an allegation of misconduct had not been made shall be removed (also see Section IV. A. 5., above) b. conscientious efforts are to be made by the involved department(s) not to subject the student to unwarranted bias or action by the department(s) consequent to the hearing process.

IV.  Sanctions that may be Imposed for Academic Misconduct:

A.  Censure: A written reprimand for actions which constitute academic misconduct. Censure may include a written warning that subsequent actions of academic misconduct may be the cause for a more severe disciplinary sanction.

B.  Unsatisfactory Work: Treating as unsatisfactory any work which is a product of academic misconduct. This may include reduction of a pending or existing grade (including the awarding of a Failing grade) for the work and/ or a grade in the course.

C.  Suspension: Exclusion from classes and other specified privileges or activities for a definite period not in excess of two years.

D.  Expulsion: Termination of graduate student status for an indefinite period. The conditions of readmission, if any, shall be stated in the order of expulsion. Approved by Graduate Studies Committee. University of Kansas Medical Center, April 4, 1991.

Academic Probation

The cumulative grade point average is computed at the end of each semester with the inclusion of grades earned at KU for all courses acceptable for graduate credit.  If the cumulative graduate grade point average falls below 3.0 (B average), the student is placed on probation by the Office of Graduate Studies and the student and program are both notified in writing.

The grades of P, S, U, and I, for which no numerical equivalents are defined, are excluded from the computation. If the student’s overall graduate average has been raised to a 3.0 by the end of the next semester of enrollment after being placed on probation, the student may be returned to good academic standing. If not, the student may not be permitted to enroll and will be dismissed unless the Dean of Graduate Studies acts favorably on a program recommendation for the student to continue study.

If a student is admitted provisionally due to deficiencies in grade point average, a student must earn an overall graduate average of at least 3.0 during the first 9 hours of enrollment which is the equivalent of one semester full-time enrollment.  When the overall 3.0 grade point average has been achieved, the program submits a Progress to Degree form to move the student from provisional to regular admission status.  A student admitted provisionally who fails to earn a 3.0 average in the first 9 hours of enrollment may be dismissed immediately. If provisionary continuation is recommended by the program, and approved by the Dean of Graduate Studies, the student may remain on provisional status for one additional semester. Subsequent recommendation and approval are required for each additional semester continued on provisional status.

Students who have been dismissed from a graduate program may be readmitted for further graduate study at KU only by petition of the graduate program that will accept the student. The petition must be approved by the Dean of Graduate Studies on the appropriate campus (Medical Center or Lawrence).

Childbirth Accommodation

The University of Kansas Medical Center acknowledges that the years spent in graduate and professional degree programs can be prime childbearing years for students.  KUMC wishes to assert itself as an institution that values family-friendly policies for students, faculty and staff by adopting a student-specific childbirth accommodation policy.  This policy illustrates a commitment by KUMC to diversity and inclusion which will allow the institution to recruit and retain the highest quality students.

The University of Kansas Medical Center will grant students up to a six-week accommodation period for welcoming a child under the following conditions: the birth of a child, the adoption of a child, or the placement of a child for adoption or foster care. The six-week accommodation period can be granted as a leave, a revised academic, research, or clinical schedule, or a combination of the above.

Eligibility

This policy will apply to all enrolled students regardless of gender or marital status. Other situations related to family life would continue to be covered by general leave of absence. Depending on their academic program, timing of birth/adoption, and level of support they will receive in caring for a newborn, a student may find it more advantageous both academically and personally to take a leave of absence rather than utilizing the childbirth accommodation policy.

Academic Accommodations

A student should fill out the Application for an Academic Accommodation Period form to initiate discussions with their advisor(s) and departmental or school administrators as soon as possible, but no later than four months prior to the anticipated delivery date. If a child is being welcomed through adoption or foster care, please fill out an Application for an Academic Accommodation Period form as soon as possible depending on the situation. Individual programs and departments will review the student's requests and, along with the student and other necessary parties (i.e. advisors, instructors), determine the accommodations that will be provided. These discussions should also detail the type of academic engagement, and progress expected from the student while on leave or a revised academic schedule. If a program decides that due to academic requirements, a leave of absence is more appropriate, a request may be denied.  The denial of the request must be made to the student in writing with adequate justification. If an accommodation period of less than six weeks is proposed, this decision must also be justified. Upon approval of a student's request, a plan will be submitted to the Dean of the student's School.  The plan will outline the specific accommodations being provided for a student, as well as any expectations from the academic program. Students may appeal decisions regarding accommodations. The appeal of the decision must be made in writing and submitted to the Dean of the student's School. The Dean of the student's School will have final decision-making authority.

All academic programs and departments are expected to work with their students and make a good-faith effort to provide reasonable accommodations so that their students can remain in good academic standing and continue progress towards their degree while also balancing the demands of caring for a new child.  It is also encouraged that advisors, academic staff, and departmental leaders work with sensitivity and imagination to provide more than these minimum standards put forth by KUMC when circumstances allow for further accommodations. Students should be proactive in speaking with advisors, instructors, and academic deans when they are planning a family or expecting a child to devise the best personal and academic plan.

Student Status

Students will retain their full time student status if approved for an academic accommodation period. Additionally, for students who decide to take a leave of absence, they will have the option to pay student fees if they wish to have continued access to campus resources.

Financial Support (applicable to those funded by GTAs, GRAs, or Fellowships)

For students who currently receive stipends through a graduate teaching assistantship (GTA) or graduate research assistantship (GRA), they will remain fully funded for a six-week period.  Students who do not receive stipends at the time of application are not eligible for financial support.  Any continuation of support past six weeks will be determined on an individual basis.  Students will remain funded by their current stipend source for the first two weeks and then will be funded by a Childbirth Accommodation Fund through the Office of Graduate Studies for up to four additional weeks. Students in the MD/PhD program would continue to receive their stipends from their current source during the MD phase and from current stipend source for two weeks and then the Childbirth Accommodation Fund for up to four additional weeks during the PhD phase. If a student is on a grant or fellowship that allows them to receive stipends during maternity/paternity leaves, then they will continue to be paid by their current funding source for the entire six-week period.  If funding is not allowed by the outside grant or fellowship, then the student will receive six weeks of support from the Childbirth Accommodation Fund.

While not covered under this childbirth accommodation policy, students who experience medically necessary absences during pregnancy or due to conditions related to pregnancy should refer to the federal Title IX policy to educate themselves about their rights regarding their education. If you feel that you are experiencing discrimination due to pregnancy or related conditions, please contact the Office of Institutional Opportunity and Access (IOA@ku.edu).

Course Numbering System

Courses that may give graduate credit are numbered according to the following scheme:

  • Courses numbered 500-699 are designed primarily for juniors and seniors, but are also taken by some graduate students who have fewer than 30 hours of graduate credit.
  • Courses numbered 700-799 are designed primarily for graduate students who have fewer than 30 hours of graduate credit, but they are also taken by some undergraduates.
  • Courses numbered 800-899 are designed primarily for graduate students who have fewer than 30 hours of graduate credit.
  • Courses numbered 900-999 are designed primarily for graduate students who have 30 or more hours of graduate credit.

Courses that contain a mixture of undergraduate and graduate students should set requirements for graduate credit beyond or different from the requirements for undergraduate credit. No course, regardless of its number, can give graduate credit unless it has been approved for graduate credit by the appropriate Graduate Studies Office (Medical Center or Lawrence) and is taught by a person holding a current appointment to the Graduate Faculty.

Co-enrollment (Seniors and Graduate Study)

Seniors at KU who will complete the requirements for a baccalaureate degree in a given semester, and who have very strong academic records (grade-point average higher than 3.0 on a 4.0 scale), must apply and be admitted provisionally as degree seeking students and request the permission of the appropriate Graduate Studies Office (Medical Center or Lawrence) to co-enroll for the final undergraduate semester. Seniors requesting the privilege of co-enrollment must make formal application through the online graduate application.

Procedure

To meet the criteria of co-enrollment, the student must earn undergraduate credit for at least one class during the co-enrollment semester. Continuing education courses may be used to satisfy this requirement. If after the co-enrollment semester the baccalaureate degree is not completed, the student will not be permitted to enroll in courses for graduate credit until the baccalaureate degree has been conferred. After one semester, students are not eligible for co-enrollment and the graduate admission will be retracted.

Students who are eligible to co-enroll receive an email from the Registrar’s Office before enrollment with instructions on how to enroll in more than one career (ex. LAW, GRDL-Graduate, UGDL-Undergraduate). Students will have separate appointment times to enroll for each career and must enroll only in the courses that will count correctly toward the career in which they are enrolling during each appointment time. When enrollment is complete for each career, students must check the grading option for each course to ensure the class will be counted correctly.

Discontinuance

A student may voluntarily resign from their program of study by submitting an "Official Severance Form"  located on the Registrar's website.

Dismissal

Graduate programs are responsible for evaluating the students in their programs to ensure that they are making satisfactory progress toward a degree. If the graduate program finds that a student is not making satisfactory progress due to, but not limited to, cases where the student has run out of time to degree, or the student has neither been enrolled nor received an approved leave of absence, or academic misconduct has occurred, the program may recommend to the Dean of Graduate Studies that the student be dismissed from the program. Dismissal is requested by the graduate program through the Progress to Degree form.

Students who have been dismissed from a graduate program may be readmitted for further graduate study at KU only by petition of the graduate program that will accept the student. The petition must be approved by the Dean of Graduate Studies.

Academic Probation and Dismissal

Upon falling below a cumulative grade-point average of 3.0, computed with the inclusion of grades earned at KU for all courses acceptable for graduate credit, the student is placed on probation by the Office of Graduate Studies. The grades of P, S, U, and I, for which no numerical equivalents are defined, are excluded from the computation.

If the student’s overall GPA has been raised to 3.0 by the end of the next semester of enrollment after being placed on probation, the student may be returned to good academic standing. If not, the student will be dismissed unless the Dean of Graduate Studies acts favorably on a program recommendation for the student to continue study.

Distance Education

The University of Kansas offers online and hybrid courses and certificate and degree programs. For more information about specific online course and degree program options, students should contact their academic department of study. Similar to regular courses, the availability of online courses varies by semester and year.

Embargo of Theses and Dissertations

When an exception to the immediate release of a thesis or dissertation is necessary, an embargo provides a temporary, delayed public release of the work. Embargo periods of six months, one year, or two years are available. While embargoes are not intended to be permanent, renewals of the original embargo period are permissible. Considerations that may be deemed reasonable for granting permission for an embargo include, but are not limited to:

  • Patentable rights or other issues are contained in the work the disclosure of which may be detrimental to the rights or interests of the author.
  • There is a need to prevent disclosure of government information about persons, institutions, technologies, etc. that is contained in the work.
  • An academic or commercial press has expressed interest in acquiring the rights to publish the work as a book that may require an embargo.
  • The work contains content that has already been submitted to a peer-reviewed journal that may require an embargo.
  • Approval for delay has been granted by the KU Restricted Research Committee.

Requests for an extension of the embargo should be directed to the Office of Graduate Studies and must be received at least one month prior to the expiration of the current embargo to ensure sufficient time to process the request. A request for an embargo submitted to the University of Kansas affects only the publication of the thesis or dissertation in KU ScholarWorks. It is the graduate student’s responsibility to request an extension from both the University of Kansas for the copy in KU ScholarWorks and separately through ProQuest/UMI. ​

While there is no limit to the number of times a student can request an embargo extension, embargoes that have been allowed to expire without a request for an extension will result in the thesis or dissertation being made publicly available.

The embargo period will be calculated beginning at the end of the semester in which the student graduates with the specific dates being: December 31st, May 31st, and August 31st.

Procedure

Steps necessary for embargoing a thesis or dissertation:

Theses and dissertations at the University of Kansas are made available in two electronic databases: KU ScholarWorks and ProQuest/UMI Dissertations and Theses. Items in KU ScholarWorks are publicly accessible on the world-wide web and can be indexed by search engines such as Google, Bing, Yahoo, and others.

A student who does not wish to have his or her thesis or dissertation made public in these two venues for some limited period of time must receive permission to embargo the thesis or dissertation from one of the following 1) department graduate director, 2) department chair, or 3) committee chair, and the Dean of Graduate Studies. The student must request this permission with the Electronic Thesis and Dissertation (ETD) Release Form. The University of Kansas will accept the thesis or dissertation—thereby completing all degree requirements—only if the student signs this release form. Likewise, the University of Kansas will only entertain requests for an embargo on the publication of a thesis or dissertation through submission of this same form.

To ensure that embargoed work is restricted, students must take two steps after receiving the appropriate signatures before graduation.

· First, the student must submit the Electronic Thesis and Dissertation (ETD) Release Form to the Office of Graduate Studies. If an embargo has been approved, this form will ensure that the work is temporarily restricted in KU ScholarWorks.

· Second, during the electronic submission process to ProQuest/UMI, the student must select the embargo option under the publishing restrictions section. If an embargo has been approved, this step will ensure that public view of the work is temporarily restricted in the ProQuest/UMI Dissertations and Theses database. See the related documents section below for more information.

Note: If a student does not receive permission for an embargo and/or does not submit the required documentation requesting such an embargo to Graduate Studies prior to graduation, the work will be made publicly available through KU ScholarWorks, and search engines like Google, Bing, Yahoo, and others will find and index the work. For this reason, once a work is released publicly, it is impossible to deploy an embargo in its entirety, because copies of a released work are likely to be stored on the web even if the KU ScholarWorks or ProQuest/UMI copies are retracted. It is therefore crucial for students who desire the embargo option to request it prior to graduation and to request extensions, if needed, prior to the work being exposed to public search engines.

Dissertation defenses are open to the public. In the event that an embargo is deemed necessary for a dissertation, the committee should consider holding an additional question period for the defense that is closed to the public. Any sensitive data may be discussed in the closed session.

Enrollment Policy

All graduate students are expected either to be enrolled or to be on approved Leave of Absence at all times while completing the credit hours required for the fulfillment of their degrees unless they have been dismissed from the program or discontinued (voluntarily resigned) from the program.

Graduate students are not normally permitted to enroll for more than 16 hours a semester or more than 8 hours in summer session.

Full-Time, Half-Time, and Part-Time Enrollment Policy

Full-time enrollment for fall and spring semesters

  • Enrollment in 9 credit hours;
  • Enrollment in 6 credit hours plus a GTA, GRA, or GA appointment, regardless of percentage of appointment;
  • Enrollment in 6 credit hours for graduate students using the Montgomery GI Bill – Active Duty (MGIB-AD) and Post-9/11 GI Bill – Active Duty;
  • Doctoral candidates enrolled in dissertation hour(s). *See doctoral candidates below.

Full-time enrollment for summer sessions

  • Enrollment in 6 credit hours;
  • Enrollment in 3 credit hours plus a GTA, GRA, or GA appointment, regardless of percentage of appointment;
  • Enrollment in 3 credit hours for graduate students using the Montgomery GI Bill – Active Duty (MGIB-AD) and Post-9/11 GI Bill – Active Duty;
  • Doctoral candidates enrolled in dissertation hour(s).  *See doctoral candidates below.

Half-time enrollment for fall and spring semesters

  • Enrollment in 5 credit hours;
  • Enrollment in 3 credit hours plus a GTA, GRA, or GA appointment, regardless of percentage of appointment;
  • Enrollment in 3 credit hours for graduate students using the Montgomery GI Bill – Active Duty (MGIB-AD) and Post-9/11 GI Bill – Active Duty.

Half-time enrollment for summer sessions

  • Enrollment in 3 credit hours;
  • Enrollment in 1 credit hour plus a GTA, GRA, or GA appointment, regardless of percentage of appointment;
  • Enrollment in 1 credit hour for graduate students using the Montgomery GI Bill – Active Duty (MGIB-AD) and Post-9/11 GI Bill – Active Duty.

Students enrolled in fewer hours than defined by half-time enrollment are considered part-time.

All students should check with their graduate degree programs and Graduate Studies’ policies to determine if additional enrollment requirements or summer enrollment requirements exist.

Note: A few internship programs have been approved by Graduate Studies to count as full-time enrollment. Students enrolled in these internship programs will be counted as full-time students.

*A doctoral candidate is defined as a doctoral student who has successfully passed the comprehensive examination. See Post-Comprehensive Enrollment in this section of the catalog for doctoral candidate enrollment requirement.

International Student Enrollment

International students in F-1 and J-1 status must also comply with Federal immigration requirements of pursuing a full course of study each semester to maintain their legal status. All international students must conform to residence requirements, even though immigration regulatory requirements may be lower.

All students should check with their graduate degree programs to determine if the program has additional enrollment requirements.

Grading

The basic system is an A, B, C, D, F system, where A designates above-average graduate work; B, average graduate work; C, passing but not average graduate work (C– is not considered a passing grade); D and F, failing graduate work. C–, D, and F work does not count toward fulfilling degree requirements.

The letter P is used only to indicate participation in thesis, dissertation, and research enrollments (related to thesis or dissertation), and in the first semester enrollment of a multi-semester sequence course. In any semester, an instructor may, at his or her option, assign a letter grade of A, B, C, D, or F when evidence about performance is available. Upon completion of thesis/dissertation or research hours leading to a master’s or doctoral degree, the P remains on the final transcript except for the last semester of enrollment. A letter grade (A, B, C, D, or F) is assigned in the last semester of enrollment to characterize the quality of the final product. The I grade is not appropriate for enrollment in thesis, dissertation, or research and is not accepted.

For enrollments other than thesis, dissertation, or research, the letter I indicates course work that has been of passing quality, some part of which is, for good reason, unfinished.

A student who has an I posted for a course must make up the work by the date determined by the instructor, in consultation with the student, which may not exceed one calendar year, or the last day of the term of graduation, whichever comes first. An I grade not removed according to this rule shall automatically convert to a grade of F or U, or the lapse grade assigned by the course instructor, and shall be indicated on the student’s record.

The grades of S and U may be used to designate satisfactory and unsatisfactory performance, respectively, in continuing education, workshop, and institute courses upon the recommendation of the department offering the course. No more than 6 hours total of graduate courses graded S are permitted to count toward a degree.  An exception to this rule is that in courses numbered 800 or above for which Graduate Council authorization has been given, the instructor may report a grade of S for students who have satisfactorily attended the course but for whom it has not been possible to evaluate the quality of performance.  The S and U grades are not used in computing the grade-point average.

The Credit/No Credit option is authorized for graduate students. For graduate students, the grade of CR will be received for grades of C and above, and the grade of NC (no credit) will be received for grades of C- and below.

No course graded CR or NC can count toward the satisfaction of the requirements for a graduate degree or a graduate certificate. This prohibition includes any courses taken to meet the Research Skills and Responsible Scholarship requirement.  Please see the Research Skills and Responsible Scholarship policy in the Doctoral Degree Requirements section of this catalog for more information.

The individual schools have the option of using or not using +/–, according to the policy adopted by the particular school. B– does not represent satisfactory work in graduate studies.

In the grading system defined above, at least a B average is required on course work counted toward any of the master’s degrees or the Specialist in Education degree at KU, and only courses graded A, B, or C (excluding C–) may be so counted. Course work counted toward a doctorate, including that for a master’s degree if obtained at KU, should average at least a B or better.  Courses graded P, S, U, or I are excluded from the computation of the average.

Performance is graded Honors, Satisfactory, or Unsatisfactory for the following examinations:

  1. The general examination for the master’s degree.
  2. The general examination for the degree of Specialist in Education.
  3. The comprehensive oral examination for the doctorate.
  4. The final examination for the doctorate.

Graduate Credit

Three conditions must be met for a student to receive graduate credit for work satisfactorily completed at KU:

  1. The student must have gained graduate admission.
  2. The course must be numbered 500 level or above and have been approved for graduate credit by the appropriate school/college and the Graduate Council on the Medical Center campus.
  3. The instructor must have gained appointment to the Graduate Faculty.

Credit by Examination

Credit by examination is not accepted toward graduate degrees.

Transfer Credit

Six hours of graduate credit taken at a regionally accredited graduate school may be transferred and applied to a program leading to one of the master’s degrees if the credits were taken before the final semester of enrollment at KU and have the approval of the major department and the appropriate school.

Eight hours may be approved for transfer if the student holds a baccalaureate degree from KU.

The total of transferred credit, including graduate continuing education credit and distance-learning courses taken at KU may not exceed 6 hours, or 8 if the student holds a baccalaureate from KU.

Only work graded B (3.0 on a 4.0 scale) or higher may be transferred. KU does not accept transfer credit for courses that have been graded B- or below. KU also does not accept transfer for institutes, workshops, or life/work experience. Any exceptions to this policy must be approved by the department and the Dean of Graduate Studies.

To transfer credits, the Progress to Degree form must be initiated by the student’s department.

Credit will not transfer for courses that were counted toward the requirements for an undergraduate or graduate degree, whether completed at KU or another institution.

No credit is actually transferred toward the doctorate, but programs may take relevant prior graduate work into consideration in setting up programs of study.

Graduate Course Work Expiration Dates

Courses completed at the University of Kansas, or transfer credits from another university, cannot be used to fulfill graduate degree requirements if these courses were completed more than ten (10) years prior to the final defense for doctoral candidates or graduation for master’s students.  A request to make an exception to this policy must be approved by the program and the Dean of Graduate Studies.

Graduate Student Oral Exams

Attendance

Ideally, all members of the committee are physically present at graduate student oral examinations.  For M.S. and M.S. students this includes the final general exam, project defense or thesis defense.  For Ph.D. students this includes the doctoral comprehensive oral exam, and the doctoral final oral exam (i.e., dissertation defense).

A majority of committee members must be physically present for an examination to commence; for doctoral oral examinations this requirement is 3 of the 5 members, for master’s oral examinations the requirement is 2 of the 3 members.

In addition, it is required that the student being examined, the chair of the committee, and the outside committee member all be physically present at the examination or defense. Mediated attendance by the student, chair and outside member is prohibited. When a situation arises in which a member cannot be physically present, attendance via mediated means (tele/video-conferencing) is acceptable at the discretion of the committee chair.

In cases where the student prefers an examination in which all committee members are physically present, the student's preference shall be honored.

In the case of failure of technology during the examination, all members of the committee present must concur that the examination was substantially complete. If any member of the committee dissents, the examination is considered cancelled and must be rescheduled. The committee members at remote locations must be contacted to submit their decision concerning the assessment of the examination before the exam results are recorded.

The Office of Graduate Studies will manage consideration of and decisions on exceptions to the policy outlined above. Requests for exceptions to this policy shall be submitted in writing to the Dean of Graduate Studies. If exceptions are granted, Graduate Studies will request that a member of the departmental leadership (the chair or director of graduate studies) be present at the examination.

Committee Composition

The majority of committee members serving on a graduate student oral examination committee in most cases are in the candidate’s department/program of study.

Ph.D. doctoral committees are composed of at least five voting members and must adhere to the following requirements:

  1. The chair of the committee must hold dissertation status.  If the committee has co-chairs, at least one of the co-chairs must hold dissertation status.
  2. One member must meet the requirements for serving as an outside member: i.e., be a KU faculty member holding regular or dissertation graduate faculty status and is not a faculty member holding graduate status in the candidate’s department/program. The outside member represents Graduate Studies and is a voting member of the committee, has full rights to participate in the examination, and reports any unsatisfactory or irregular aspects of the examination.

Master’s committees are composed of at least three voting members and must adhere to the following requirements:

  1. At least two committee members must be members of the candidate’s department/program.

Grievance Policy and Procedures for Graduate Students

A graduate student who believes herself or himself unfairly or unlawfully treated in an academic matter may present a grievance to the academic department or appropriate program chairperson. Each academic unit has established grievance policies and procedures  Concerns regarding illegal discrimination or harassment should be reported to the Equal Opportunity Office.  For academic misconduct issues, see the Academic Misconduct policy in this section of the catalog.

The grievance procedure may not be used as an appeal for a grade. Grades should be appealed at the department or program level. Committees established at the department, program or school level to hear grievances proceed in accordance with their own specific procedures and make recommendations to the appropriate administrative officers as provided in those procedures. Appeals from the decision of a department or program or school must be made to the Dean of Graduate Studies.

The appellate process is designed to ensure that due process has been afforded an individual in the initial hearing. The Dean of Graduate Studies will appoint the committee chair from the membership of the KUMC Graduate Council. Two other members will be selected by the chair from the Graduate Council and one other graduate faculty member selected by the student complainant and a second graduate faculty member selected by the accused. The selection of these faculty members shall be acceptable to both parties. A student member will be selected by the President of the Graduate Student Council. Care should be taken to ensure that none of the members has a conflict of interest in this case. This committee will examine all pertinent documents including student records and interview the parties directly involved in the complaint as well as other parties deemed necessary. Minutes of testimony will be made available to both the complainant and accused parties after the hearing is completed. It is essential that all parties retain confidentiality of information gained through the hearing process. Both parties will be provided an opportunity to respond to the minutes in writing before the committee's final recommendation is forwarded to the Dean of Graduate Studies who will make the final determination. The documents provided to the grievance committee will be retained in the Office of Graduate Studies for a period of three years, after which time they will be destroyed. There is no further appeal.

Independent Study

Independent study is a research experience or directed readings independently pursued through an academic department. Students should contact their academic department to discuss independent study opportunities to investigate a special research problem or directed readings in an area not covered by regular courses.

Intellectual Property Policy

All enrolled students are subject to the Board of Regents and KU Intellectual Property Policies. The ownership of student works submitted in fulfillment of academic requirements is retained by the creator(s). By enrolling, the student gives the institution a nonexclusive royalty-free license to mark on, modify, retain the work in the process of instruction, or otherwise handle the work, as set out in the institution’s Intellectual Property Policy or in the course syllabus. The institution does not have the right to use the work in any other manner without the written consent of the creator(s).

Leave of Absence

The Office of Graduate Studies may grant a leave of absence (LOA) from an academic program for up to one year, with the possibility of extension. The student must make a written request for a leave of absence from their academic program and submit to their program. The program forwards the student's request along with the program's recommendation to the Dean of Graduate Studies for approval. If approved, the time on leave from the academic program will not be counted toward the maximum time granted to complete a degree (doctoral, 8 years; master’s, 7 years).

Post-Comprehensive Enrollment for Doctoral Candidates

Doctoral candidates are required, after passing the comprehensive oral examination, to be continuously enrolled in one or more hours of dissertation that both moves the student towards degree completion and reflect, as accurately as possible, the candidate's demands on faculty time and university facilities. During this time, until all requirements for the degree are completed (including the filing of the dissertation) or until 18 post-comprehensive hours have been completed (whichever comes first), the candidate must enroll for a minimum of 6 hours a semester and 3 hours a summer session.

Post-comprehensive enrollment may include enrollment during the semester or summer session in which the comprehensive oral examination has been passed. If after 18 hours of post-comprehensive enrollment the degree is not completed, the candidate must continue to enroll each semester and each summer session until all degree requirements have been met. The number of hours of each enrollment are determined by the candidate’s advisor and must reflect as accurately as possible the candidate’s demands on faculty time and university facilities.

Posthumous Degrees

In order to recognize the achievement of students who have died, the University of Kansas may grant undergraduate, graduate and professional degrees posthumously. This policy applies to deceased students who were in good academic standing at the time of death and enrolled for their final semester at the University of Kansas, as determined by the dean of the school or college. Requests for posthumous degrees must be initiated by the student’s academic department and approved by the dean of the school or college conferring the degree. Each case will be determined on its own merits.

The dean of the school or college posthumously conferring the degree should contact the Office of the University Registrar to confirm the correct information for the degree to be conferred, notify the Vice Provost for Academic Affairs, and coordinate with the Office of the Chancellor for notification to the family. Posthumous degrees are conferred during the semester in which the student was expected to graduate. The Chancellor informs the student’s family in writing of the posthumous award of the degree.

Progress to Degree Policy

The Progress to Degree system is used by Graduate Studies to track and monitor graduate student progress. The forms should be used to report items such as change in degree plan within the same department, change in admission status, transfer credit towards a master’s degree, master’s general exam, master’s thesis defense and oral comprehensive and final exam for PhD students. This system is used by designated faculty or staff to request Graduate Studies approval for the various functions indicated.

Research Compliance

There are certain types of research or activities that may not be pursued unless specific prior approval and/or training has been obtained.  Students should refer to KUMC Office of Compliance policies.

Student Responsibilities

All graduate students are responsible for informing themselves of requirements and policies of the Office of Graduate Studies. They are also expected to be familiar with the regulations and requirements of their departments and of their graduate programs. Program Graduate Directors and Office of Graduate Studies staff are ready to answer questions and offer counsel. It is each graduate student’s responsibility to know and observe all regulations and procedures relating to the graduate degree program the student is pursuing. In no case will a regulation be waived or an exception be granted because students plead ignorance of, or contend that they were not informed of, requirements, regulations, procedures, and deadlines. Responsibility for following all policies and meeting all requirements and deadlines rests with the student.

Undergraduate Enrollment in Graduate-Level Courses

Well-qualified undergraduate students may be permitted to enroll in 800- or 900-level courses for undergraduate credit with the approval of the instructor and the student’s advisor. The student must bring a Count Towards Degree form signed by the instructor, a letter of explanation and recommendation from the advisor, and current academic record to the Office of Graduate Studies for approval. If approved, the Office of Graduate Studies signs the Count Towards Degree form, which the student must present to the staff in the Student Records Center to enroll in the courses. Courses taken for undergraduate credit may not be transferred to graduate credit.