Graduate Coordinator's Handbook Revised September 2022

Graduate Coordinator’s

Handbook

Revised September 2022

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Graduate Coordinator’s Handbook, revised August 2022 
Table of Contents 
Preface ............................................................................................................................................ 5 
I.  Appointment and Role of the Graduate Coordinator ........................................................... 6 
II. Graduate Admissions .............................................................................................................. 7 
Applicants for Admission ......................................................................................................... 7 
Entrance Test Scores ................................................................................................................ 7 
Admission from Baccalaureate to Doctoral Program ........................................................... 8 
Admission to Dual Degree Programs ...................................................................................... 8 
Transcripts and Grade Point Averages .................................................................................. 9 
Graduate School Admissions Guidelines ................................................................................ 9 
Departmental Involvement in Admissions Record-Keeping................................................. 9 
Departmental Admissions Recommendation ....................................................................... 10 
Appeal Procedure.................................................................................................................... 10 
Matriculation Date Changes .................................................................................................. 10 
Provisional Admissions ........................................................................................................... 11 
General Information ............................................................................................................... 11 
Classification of Graduate Students. ................................................................................. 11 
Residence Status for the Purpose of Paying In-State Tuition. ........................................ 11 
Name or Address Change. .................................................................................................. 12 
Admission Classification, Major, or Department Changes. ........................................... 12 
Application Materials Provided by the Graduate School. .............................................. 12 
Assistantship Letters for International Students ............................................................. 12 
III. Enrolled Student Services .................................................................................................... 14 
Graduate Enrollment Policy .................................................................................................. 14 
Minimum Enrollment. ........................................................................................................ 14 
Out-of-State tuition waivers. .............................................................................................. 14 
Monitoring and Compliance. ............................................................................................. 16 
Program Exemption............................................................................................................ 16 
Student Registration ............................................................................................................... 17 
Cross Registration. .............................................................................................................. 18 
Payment of Tuition and Fees. ............................................................................................ 18 
Procedures for Late Add after Drop/Add. ....................................................................... 18 

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Graduate Coordinator’s Handbook, revised August 2022 
Course Withdrawals. .......................................................................................................... 18 
Course Loads. ...................................................................................................................... 18 
Course Registration Overloads. ......................................................................................... 19 
Registration Flags. .............................................................................................................. 19 
Records Maintenance ............................................................................................................. 19 
Change in Degree Objective. .............................................................................................. 19 
Identification Number, Name, and Address Change. ...................................................... 20 
Letter of Good Standing. .................................................................................................... 20 
Test scores and Transcripts from Other Institutions. ..................................................... 22 
Transcripts from UGA. ...................................................................................................... 22 
IV. Requirements for Graduate Degrees .................................................................................. 23 
Advisory Committees.............................................................................................................. 23 
Advising Members of Immediate Family. ........................................................................ 24 
Non-Affiliated Persons on Advisory Committees. ........................................................... 24 
Adjunct Faculty. .................................................................................................................. 25 
Retired Faculty. ................................................................................................................... 25 
Doctoral degrees. ................................................................................................................. 26 
Programs of Study .................................................................................................................. 26 
Non-degree Status. .............................................................................................................. 26 
Master’s Degrees. ................................................................................................................ 26 
Specialist in Education Degrees. ........................................................................................ 27 
Doctoral Degrees. ................................................................................................................ 27 
Course Challenge. ............................................................................................................... 28 
Research Skills and Departmental Requirements ............................................................... 28 
Foreign Language Examination. ....................................................................................... 29 
Transfer Credit from Other Institutions .............................................................................. 29 
Course Requirements for Transfer Credit (All Degrees). ............................................... 29 
Transfer Credit for Master’s/Specialist Degrees. ............................................................ 29 
Transfer of Credit for Completion of Degree Requirements. ......................................... 30 
Transfer of Credit for Doctoral Degrees. ......................................................................... 30 
Doctoral Comprehensive Examinations ............................................................................... 31 
Professional Master’s/Specialist in Education Comprehensive Examinations ................. 32 

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Graduate Coordinator’s Handbook, revised August 2022 
Admission to Candidacy (Doctoral Degrees Only) .............................................................. 32 
Time Limit on Candidacy. ................................................................................................. 33 
Dissertations and Theses ........................................................................................................ 33 
Preparation. ......................................................................................................................... 33 
Dissertation and Thesis Styles............................................................................................ 34 
Master’s Thesis and Dissertation Defense. ....................................................................... 36 
Approval by Advisory Committee. .................................................................................... 36 
Master’s Degree Awarded while Pursuing a Doctoral Degree ........................................... 38 
Graduate Areas of Emphasis ................................................................................................. 38 
Graduation Process ................................................................................................................. 39 
V. Disciplinary Actions and Appeals ......................................................................................... 42 
Alleged Violations of University Conduct Regulations ....................................................... 42 
Probation and Dismissal ......................................................................................................... 42 
Appeals to the Graduate School ............................................................................................ 43 
VI. Financial Support for Graduate Students .......................................................................... 44 
Graduate Assistantship Administration ............................................................................... 44 
Graduate School Assistantships ............................................................................................ 50 
Student Travel ......................................................................................................................... 50 
Regents’ Research Out-of-State Tuition Waivers ................................................................ 52 
Work Loads, Course Loads, and Compensation for Graduate Students Error! Bookmark 
not defined. 
VII. Academic Common Market ............................................................................................... 55 
Operations ............................................................................................................................... 55 
Updating Program Offerings ................................................................................................. 55 
Program Administration ........................................................................................................ 56 
 
 
   

Graduate Coordinator’s Handbook, revised August 2022

Preface

The Graduate School Bulletin is the official source for policies and procedures approved

and established by the Graduate Council. The Graduate Coordinator’s Handbook is a supplement

to the Bulletin and is not intended to duplicate material provided in other published documents.

Graduate coordinators should refer to the Graduate School Bulletin for complete policies and

procedures.

Graduate Coordinator’s Handbook, revised August 2022

I. Appointment and Role of the Graduate Coordinator

The dean of the Graduate School appoints the departmental graduate coordinator upon

recommendation and approval by the department head and the academic dean of that unit. The

graduate coordinator is an appointed member of the Graduate Program Faculty who serves as the

liaison between the department and the Graduate School with delegated authority of the

department head. It is the responsibility of the graduate coordinator to implement all policies and

procedures of the Graduate Council pertaining to graduate education at the University of Georgia

(UGA). Furthermore, the graduate coordinator works in conjunction with the Graduate Program

Faculty in the department to ensure that policies and procedures unique to the department are

followed.

These are the primary duties of the graduate coordinator:

• Make recommendations concerning admission to Graduate School.

• Make recommendations for Graduate School awards, scholarships, etc. and assist in

rating other applications for these competitions.

• Maintain current records on all departmental graduate students.

• Keep graduate students and faculty informed of deadlines, dates, and policies of the

Graduate School.

• Recommend appointment of Advisory Committees for Master of Arts, Master of Science,

and doctoral students.

• Notify the Graduate School of the date, time, and place of Oral Preliminary Exams and

Final Defenses of Doctoral Dissertations and Master’s Theses.

• Make recommendations on all petitions submitted by a student in the program to the

Appeals Committee of the Graduate Council.

• Countersign with the major professor on all requests for Degree Objective Changes,

Programs of Study, Recommended Changes in Programs of Study, Requests for Transfer

Credit, and Applications for Admissions to Candidacy.

• Maintain and annually review a graduate program handbook that is publicly available on

the program website.

o Graduate programs shall have a program handbook for students that is publicly

available on the program website. Program expectations, timelines, and resources

Graduate Coordinator’s Handbook, revised August 2022

should be clearly stated in the handbook. This handbook can be modeled after the

Graduate School Program Handbook template (https://grad.uga.edu/faculty-

staff/graduate-coordinators/ -- then select “Template for Graduate Student

Handbook”), and requirements should be, at minimum, consistent with the

Graduate School Handbook. Program handbooks should be reviewed yearly with

the date of last update clearly stated on the cover page of the document. The

Graduate School will request this updated link each academic year.

II. Graduate Admissions

The Graduate School Admissions Office is responsible for the admission of all graduate

students at UGA. The initial recommendation concerning the admission of an applicant for

graduate study is made by the academic unit in which the applicant plans to enroll. The final

decision on admission is made by the dean of the Graduate School. Abbreviated admissions

information follows.

Applicants for Admission

Applicants to graduate programs must hold a bachelor’s degree or higher from an

institution accredited by the appropriate U.S. regional accrediting association. Graduates of

international institutions must hold a degree equivalent to a U.S. bachelor’s degree from an

institution that is recognized by the appropriate government agency in the country. Each

applicant must file an online application with Graduate Admissions.

Entrance Test Scores

Entrance test scores are required for admissions to many degree programs offered at the

university. Currently the GRE, GMAT, and MAT are the standardized tests used by most

departments at UGA. The Graduate School no longer uses entrance test scores in award and

scholarship competitions and encourages departments to use holistic admission practices.

Departments that choose to use entrance tests can determine the most appropriate of these

standardized tests or sub-tests to use for admission to their programs with the approval of the

dean of the Graduate School. To change the established departmental entrance test requirements,

a request must be submitted to and approved by the dean of the Graduate School. Departments

may not substitute entrance test requirements for individual applicants. Test score reports must

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be sent directly to Graduate Admissions by the appropriate testing agency. Test scores are valid

for five years.

A test of English language proficiency (either the TOEFL, IELTS, or DuoLingo

examination) is required of all applicants whose primary language is not English. Applicants

who have received degrees from accredited institutions in the U.S. or from institutions in

countries where English is the primary language (e.g., the United Kingdom, Australia, New

Zealand) usually are not required to submit English language proficiency test scores. If such an

applicant received the degree more than two years prior to application to the Graduate School

and has been residing/working in a country where the primary language is not English, they must

submit current scores. Students who are currently enrolled, and have been enrolled at least one

year, at a regionally accredited U.S. institution may have the English language proficiency

requirement waived if their work shows a strong quality of performance. Some departments may

require English language proficiency test scores regardless of previous educational experience.

TOEFL, IELTS, and DuoLingo scores are valid for two years from the date of examination.

Applicants who have been previously admitted to a degree program and earned credit

toward that degree at UGA may submit the same test scores in support of an application for a

new degree program. In this case, the scores are not subject to the five-year time limit but must

meet the standards of the new program. Departments may require new scores.

Admission from Baccalaureate to Doctoral Program

All program of study requirements specified for doctoral students who hold the master’s

degree must also be met by students who bypass the master’s degree. In addition, the doctoral

program of study for a student who bypasses the master’s degree will contain at least 20 credit

hours, exclusive of hours for dissertation research (9000) and dissertation writing (9300), in

UGA courses open only to graduate students.

Admission to Dual Degree Programs

Current dual-degree program options are listed in the Graduate Bulletin. There are three

types of dual degree programs: professional /graduate; undergraduate/graduate; and

graduate/graduate. Applicants for dual degree programs must submit the required application

materials and fees for each program.

Graduate Coordinator’s Handbook, revised August 2022

Enrolled graduate students who intend to add a second degree objective should consult

with their major professor/program director before applying to the new program. Students will

have both programs listed in Athena, and clearances for registration will be available from either

academic department.

Transcripts and Grade Point Averages

Domestic and international applicants must submit one unofficial transcript/academic

record from each institution attended. See “Country-Specific Academic Credentials and

Requirements” on the Graduate School website for information regarding submission of

academic records for internationals applicants. If admitted to a degree program, students will be

required to submit official transcripts. Official documents must bear an original certification

from the appropriate school official or office. Photocopies of certified documents are not

acceptable.

Transfer credit posted on the records of other institutions, including UGA, is not accepted

in lieu of transcripts from the original institutions. This also applies to study abroad credit that is

posted on records as transfer credit to other institutions, if the academic program requires this.

The Graduate School will indicate receipt of transcripts in the Slate applicant portal.

Grade point averages (GPA) are calculated from the proof of degree transcript.

Graduate School Admissions Guidelines

Admissions guidelines suggested by the Graduate School (GPAs and entrance test scores)

are not absolute requirements; rather, they are suggested minimum guidelines. Departments may

determine their own admissions criteria. Departments are encouraged to consider applications

holistically before making admissions recommendations. Final decisions for admission are made

by the dean of the Graduate School.

Departmental Involvement in Admissions Record-Keeping

Initial applications are received by Graduate Admissions through the online application

system, Slate. A paid application is transferred into Banner. Departmental users can log in to

Slate to view application materials.

Graduate Coordinator’s Handbook, revised August 2022

Departmental Admissions Recommendation

After an applicant’s file is complete, the department can review the application materials

in the Reader section of Slate. A graduate coordinator can request reader or reviewer level access

for faculty within the forms section of Slate (select form: “Request to Add New User”). The

graduate coordinator or graduate coordinator assistant must submit a recommendation to admit

or refuse admission in the Slate Reader. Decisions are not processed the same day they are

submitted.

Admissions recommendations must be submitted in a timely manner. Recommendations

should be made on domestic applications when the file is complete in the Graduate School

(unless recommended provisionally – see below). Applicants’ files must be complete for an

acceptance or refusal letter to be mailed. Refusal letters will not be mailed after the drop-add

point of the semester of expected matriculation.

Admissions Appeal Procedure

If an applicant is refused admission by an academic department, any appeal on the part of

the applicant should be directed to the departmental graduate coordinator. The handling of the

appeal should follow policies adopted by the department.

If an applicant is recommended for admission by a department and is refused admission

by the Graduate School, the appeal should be directed to the office of the associate dean of the

Graduate School. The appeal should be made in writing within 30 days after receipt of the notice

that admission has been denied. See Section V of this handbook for the policy governing appeals

to the Graduate School.

Matriculation Date Changes

Admission is granted for a specific semester and is validated by registration for that

semester. Applicants wishing to defer admission to a subsequent semester may submit their

request to Graduate Admissions provided the request is received in writing or by email before

the start of the initial semester of acceptance. A deferred application must be reconsidered by the

department, and a new departmental recommendation must be forwarded to Graduate

Admissions. Applicants are allowed only one free request to change their matriculation date. If

any applicant wants to defer for a second time, the applicant will be required to submit a new

application and $25 application fee.

Graduate Coordinator’s Handbook, revised August 2022

Provisional Admissions

An applicant who is missing requisite test scores, transcripts, or other requirements for

admission, such as letters of recommendation, may be granted provisional admission for one

semester. A student who is admitted provisionally and satisfies the requirement within that

semester will be admitted as a prospective candidate for a graduate degree. Failure to remove

the provisional admission within one semester will result in the student being dropped from the

graduate program, and the student will not be allowed to register for courses.

If an applicant is admitted provisionally because of missing test scores, when the official

scores arrive the Graduate School will determine if the test scores meet the departmental

requirements and inform the department. Upon confirmation that the test scores meet the

departmental requirements, the Graduate School will process a degree objective change.

General Information

Classification of Graduate Students. Applicants may be considered for admission in

one of the following classifications:

1. Prospective candidate. An applicant who has met all requirements and is recommended

for admission is admitted as a prospective candidate for a graduate degree.

2. Provisional. An applicant who is missing an official document or test scores may be

admitted provisionally to a degree program, if recommended by the department and

approved by the dean of the Graduate School.

3. Non-degree. An applicant who does not intend to pursue a degree but wishes to take

courses for professional advancement, licensure, or certification purposes, and who holds

a baccalaureate degree or higher from a regionally accredited institution may be admitted

as a non-degree student.

4. Graduate transient. A student in good standing at another regionally accredited

graduate school may enroll for one semester at UGA with the submission of the

appropriate application, fees, and other required documentation. Students admitted in this

classification who later wish to enroll as prospective candidates for a degree must make a

formal application to the Graduate School.

Residence Status for the Purpose of Paying In-State Tuition. Decisions concerning an

applicant’s classification as a resident or non-resident of the State of Georgia are made based on

Graduate Coordinator’s Handbook, revised August 2022

the regulations established by the University System of Georgia Board of Regents. To be

considered a Georgia Resident for tuition purposes, an applicant must first select “yes” on the

application when asked “are you applying for in-state tuition?” Additional questions regarding

residency will appear after selecting “yes.” A decision on Georgia residence status will be made

after the application is reviewed. Questions concerning residence status prior to matriculation

should be directed to Graduate Admissions. After matriculation, questions must be directed to

the Office of the Registrar.

Name or Address Change. If a person is in the admissions process, a request for a

change in name or address must be directed to the Graduate Admissions Office

([email protected]). Once a student has enrolled, requests for name or address changes should

be directed to the Office of the Registrar.

Admission Classification, Major, or Department Changes. A current applicant may

notify Graduate Admissions of their wish to change the proposed degree objective, major, and/or

department. These requests should be made by email to [email protected]. Changes must be

requested before the application deadline passes for the intended semester of enrollment.

Applicants requesting changes after the application deadline will be asked to defer their

application to a later term. Academic departments may, however, retroactively admit applicants

after an application deadline. The applicant is responsible for contacting the new department

regarding any supplemental departmental requirements.

Graduate School Application Materials. Both domestic and international applicants use

the same application materials. Admissions policies, forms, and directions are available in the

admissions section of the Graduate School website. All applications are submitted online.

Assistantship Letters for International Students. Programs must send a copy of the

departmental assistantship award letter to the Office of Global Engagement. This letter must

include a specific statement that the award is an assistantship, the dollar amount of the

assistantship, the start and end dates of the assistantship, and the percent appointment/work

expectation of the recipient (e.g., one-third time, etc.). The letter should also state whether tuition

will be waived or reduced. Visa documents will not be prepared for an applicant who has been

awarded an assistantship until the award letter is received.

Graduate Coordinator’s Handbook, revised August 2022

III. Enrolled Student Services

Enrolled Student Services maintains graduate student files for registrations, degree

objective changes, grades, transcripts, test scores, registration flags, and all forms pertaining to

completion of degree requirements.

Graduate Enrollment Policy

Graduate students must register for a minimum of three credit hours during any semester

in which they use UGA facilities and/or staff time. A student who holds an assistantship must

nine hours of graduate credit during the summer semester. Other programs, offices, and agencies,

such as the Veterans Administration, Immigration and Naturalization Service, and the Office of

Student Financial Aid may have other minimum requirements for enrollment.

Minimum Enrollment. All enrolled students pursuing graduate degrees at UGA must

maintain continuous enrollment from matriculation until completion of degree requirements.

Continuous enrollment is defined as registering for a minimum of three credit hours in at least

two semesters per academic year (Fall, Spring, Summer) until the degree is attained or the

student leaves the program or transitions to non-degree seeking status. The Continuous

Enrollment Policy only outlines minimum enrollment requirements for maintaining status as a

degree-seeking graduate student; it does not supersede minimum enrollment requirements for

other programs, offices, or agencies.

Out-of-State tuition waivers. Doctoral students who are not classified as Georgia

residents for tuition purposes will automatically be granted an out-of-state tuition waiver by the

Graduate School when they reach candidacy, if they do not have an assistantship-based tuition

waiver. The out-of-state tuition waiver will be effective the semester following the semester in

which the student is admitted to candidacy. The student must be admitted to candidacy prior to

the last day of classes. Doctoral students on assistantship at the time of candidacy must submit

the request form if the waiver is needed after the student is no longer on assistantship.

Master’s students who are required to submit a thesis to the Graduate School are eligible

for the out-of-state tuition waiver after all courses on the program of study have received a grade,

with the exception of 7000 (thesis research) and 7300 (thesis writing). A program of study form

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must be on file in the Graduate School. All students in this category must submit the Application

for Waiver of Out-of-State Tuition to the Graduate School by the last day of classes for the

semester prior to the eligible semester. The form is available on GradStatus.

Leave of Absence. A leave of absence allows students experiencing unusual

circumstances to be temporarily exempt from the Continuous Enrollment Policy. A leave of

absence requires approval by the department’s graduate coordinator and the dean of the Graduate

School. A leave of absence will be granted only for good cause such as serious medical and

health-related issues, major financial and employment issues, pregnancy, childbirth, childcare,

elder care, other significant family issues, and other personal circumstances that interfere with

the ability to undertake graduate study.

An approved leave of absence stands in lieu of registering for the minimum of three

credit hours for each semester for which the leave of absence is granted. During a leave of

absence, students may not use UGA facilities, resources, or services designed or intended only

for enrolled students; receive a graduate assistantship, fellowship, or financial aid from the

University; or take any UGA courses related to their program of study. An approved leave of

absence for any reason other than pregnancy, childbirth, adoption, or military duty does not “stop

the clock;” time on leave counts towards UGA, Graduate School, and academic program time

limits pertaining to the degree being sought. An approved leave of absence for pregnancy,

childbirth, adoption of a child under the age of 6, or military duty will not count toward time

limits related to expiration of courses or candidacy governing a student’s graduate degree. Both

the duration of leave and extension(s) of time are subject to the overall time limits of the

prevailing Leave of Absence policy. It is not necessary to request a leave of absence for one

semester if it is the only semester a student will miss during an academic year.

Application. Applications for leave of absence should be submitted through GradStatus.

Student Responsibility. It is the student’s responsibility to apply for a leave of absence in

a timely fashion. An approved leave of absence from one program does not exempt students

from the enrollment requirements of other programs, offices, or agencies such as the Veterans

Administration, Immigration and Naturalization Service, and federal financial aid programs.

Please note that eligibility for certain types of financial support, including graduate

assistantships, require enrollment for more credit hours than the Continuous Enrollment Policy.

Graduate Coordinator’s Handbook, revised August 2022

Deadlines. A student may apply for a leave of absence before or during any semester in

which they are not registered for courses. The Application for a leave of absence must be

received by Enrolled Student Services on or before the last day of classes for the semester in

which is it requested. A leave of absence will not be granted retroactively after the end of a

semester.

Limits. A student may request a leave of absence for one, two, or three semesters.

Multiple semesters must be consecutive (including summer semester). There is a 12-month limit

for any one request for leave of absence. A student may submit multiple requests for a leave of

absence subject to these overall conditions:

(1) 3-semester limit for master’s students;

(2) 3-semester limit for doctoral students prior to advancement to candidacy; and

(3) 3-semester limit for doctoral candidates.

Monitoring and Compliance. After the last day of classes each semester, any degree

seeking student who has not maintained continuous enrollment by registering for the required

credit hours or obtaining an approved leave of absence will lose their status as an enrolled

graduate student.

Students who wish to resume graduate study must reapply to the Graduate School for

admission and pay the required application fee. Readmission is not guaranteed and requires

approval of the student’s former program. Students will also be required to pay a re-instatement

fee equivalent to registering for three credit hours at the current in-state tuition rate for each

semester they were not enrolled, including summer, up to a maximum of nine hours.

Students may appeal actions resulting from violating the Continuous Enrollment Policy

or denial of a requested leave of absence by submitting a request in writing to the dean of the

Graduate School. The appeal should include documentation of unusual and extenuating

circumstances that could justify an individual exception to the policy. A negative decision by the

dean of the Graduate School may be appealed to the Appeals Committee of the Graduate

Council.

Program Exemption. A graduate program may apply for an exemption from the

Continuous Enrollment Policy if the program operates on an intermittent basis and does not

Graduate Coordinator’s Handbook, revised August 2022

provide graduate courses or opportunities for research and scholarship on a term-by-term basis.

For example, a program that offers graduate courses and other educational opportunities only one

semester per year may be eligible for an exemption. Cooperative programs between UGA and

partners such as federal and state agencies, corporations, non-profit organizations, and

international exchange programs may qualify for the exemption if the program requires extended

work or service off-campus by the graduate student for multiple semesters.

If granted, the exemption will apply automatically to all students enrolled in the program.

Students will not need to apply for an exemption. Program exemptions will be reviewed

periodically and may be rescinded if the program begins to offer graduate education

opportunities on a more continuous basis.

UGA employees pursuing graduate degrees under the Tuition Assistance Program and

students with non-degree seeking or transient status are exempt from the Continuous Enrollment

Policy.

Students Finishing Incomplete Course Grades. Students who are only working

towards finishing incomplete coursework are exempt from the continuous enrollment policy if:

1) they have completed all other requirements for degree completion, and 2) the work required to

convert the incomplete grade does not require the use of University facilities, resources, and

faculty time aside from grading the work. This policy exception is meant to reduce tuition

burden for completion of a course for which the student has already paid tuition. This exception

would typically not be granted for students who receive incompletes in directed study, capstone

courses, thesis/dissertation credits or other courses involving significant continuing faculty time

and University resources. Students in this latter situation should register for GRSC 9270 in order

to convert their incomplete grade.

Student Registration

Graduate student registration is conducted via Athena on the days specified by the Office

of the Registrar. Before attempting to register, a student must be advised by his/her academic

advisor and cleared by the department in the registration system.

The online access to registration consists of three phases; see dates on the website of the

Office of the Registrar.

Graduate Coordinator’s Handbook, revised August 2022

1. Early registration – Dates vary depending on the semester.

2. Registration – Begins after the first tuition and fees payment deadline.

3. Drop/Add – Begins the first day of classes and ends at midnight on the fifth day of

classes.

Cross Registration. Students may take courses at other institutions that are members of

the Atlanta Regional Council for Higher Education. This program gives students the opportunity

to broaden their academic experience. Students must be enrolled in at least one course at UGA to

participate in this program. Additional information can be found here.

Payment of Tuition and Fees. The deadline for fee payment during the registration

phase of each semester may be found on the Bursar and Treasury Services website. Failure to

make a payment by the due date may result in a late fee. Please contact the Bursar’s Office for

more information.

Procedures for Late Add after Drop/Add. If a student is registering for the first time or

adding additional courses to his/her current schedule after the drop/add period, they must receive

permission from the instructor, department head/director responsible for the course, and the dean

of the Graduate School. Such permission will be granted only under extenuating circumstances.

For additional information, please see the Registrar’s website.

Course Withdrawals. A graduate student may withdraw from a course in Athena. The

withdrawal deadline is two weeks after the midpoint of the semester. NOTE: A student holding

an assistantship must maintain the required minimum course load throughout the semester or

they will lose their tuition waiver. No refund will be issued for withdrawal from a course after

the drop/add period.

Course Loads. Students are required to enroll for a minimum of three credit hours during

any semester that they are using University facilities or resources, including faculty or staff time.

The maximum semester course load for any student is 18 credit hours per semester. For students

whose degree program officially requires more than 18 credit hours per semester, the students

will be limited to the program maximum. Course loads for which graduate students may enroll

are governed by the following:

Graduate Coordinator’s Handbook, revised August 2022

Minimum Semester

Hours

Maximum Semester

Hours

Students who do not have an assistantship

Graduate Assistants: (0.33 to 0.5 time)

The maximum course load for an eight-week summer thru session is 18 credit hours. The

minimum course load for any summer session is three credit hours. The maximum course load

during pre-summer session (Maymester) is six credit hours. For students on an assistantship, the

minimum course load across all summer sessions is nine hours. Students will not be permitted to

exceed the maximum credit hours during summer semester.

Course Registration Overloads. Generally, a request to exceed the maximum course

load will not be approved unless the student:

1) is a prospective candidate for a degree;

2) has a cumulative graduate GPA of 3.5 or better;

3) has no incomplete grades for any graduate courses; and

4) is not a first semester student.

The request for an overload must be sent to Enrolled Student Services ([email protected]) from

the graduate coordinator.

Registration Flags. Enrolled Student Services is responsible for the placement and

removal of most registration holds on graduate student records. Reasons for placement of a hold

include lack of proof of degree transcript, incomplete transcripts from other institutions,

extensions of time, probation or dismissal, transient status, non-completion of university

requirements (e.g., GradFIRST seminar) and out-of-compliance with the Continuous Enrollment

Policy. The holds will be removed when the condition for placement of the hold has been

satisfied.

Records Maintenance

Change in Degree Objective. A request to change a degree objective and/or major may

be submitted to the Graduate School via GradStatus if a student has been admitted to the

graduate program, is eligible to register, and is either changing degree status within the same

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department and/or changing from one major to another within the same department. When the

department recommends a degree objective change, the Graduate School checks the student’s

record for acceptable test scores, GPAs, previous degrees, and conditions of admission. If the

request is acceptable, the change is approved and processed in Banner.

A student admitted as a non-degree seeking student is not eligible to request a change of

degree objective. A student in this classification must submit a new application for admission to

be considered for a degree program. Non-degree students who are later admitted by the Graduate

School may apply a maximum of nine hours of course work taken while in a non-degree status

toward a graduate degree. The inclusion of such coursework on a program of study is subject to

approval of the major professor, the departmental graduate coordinator, and the dean of the

Graduate School.

Identification Number, Name, and Address Change. After a student enrolls in

graduate school, all name, address, and student identification number changes are processed by

the Office of the Registrar.

Letter of Good Standing. A letter of good standing may be requested by a graduate

student who wishes to enroll at another institution as a transient student. The request may be

made by email or letter to Enrolled Student Services. If the student is eligible to register, a letter

of confirmation is sent to the institution in which the student intends to enroll. A copy of the

letter is sent to the student and the student’s major professor. To be in good standing, the student

must have a 3.0 graduate course GPA or better. The student should seek approval of the major

professor or graduate coordinator prior to enrollment at another institution if the courses taken

are to be transferred onto a program of study at UGA.

Academic Probation and Dismissal. Students will be placed on academic probation if

they do not maintain a 3.0 GPA. Students with a cumulative graduate course GPA below 3.0 will

receive a warning letter from the Graduate School explaining the probation procedure. If a

student’s graduate course GPA is below 3.0 for two consecutive terms, the student will be placed

on academic probation by the Graduate School. The student must maintain a 3.0 graduate course

GPA each semester while on probation. Probation status ends when the student’s cumulative

graduate course GPA reaches at least a 3.0. If the semester graduate course GPA drops below a

3.0 while the student is on probation, the student will be dismissed from the Graduate School.

Graduate Coordinator’s Handbook, revised August 2022

When a student repeats a graduate course, the last grade will be utilized to calculate the

cumulative graduate course GPA that is used for probation, dismissal, admission to candidacy,

and graduation. Courses that are created as “repeatable” for additional credit constitute an

exception to this rule. Grades earned in these courses do not replace the previous grade.

Grades of S, U, I, and V will not be used in calculating the cumulative graduate course

GPA. However, when a grade of I converts to F, this may result in an action of probation or

dismissal for the semester when the conversion takes place, even if the student is not registered

for that semester.

Students who are dismissed by the Graduate School for academic reasons may appeal the

dismissal to the dean of the Graduate School. The appeal must be submitted to the dean within

30 calendar days following receipt of the notice of dismissal. Students subject to Graduate

School dismissal may, with the support of their department/program, take advantage of an

expedited review of their dismissal. Within two business days of the release of grades, the

Graduate School will contact the program of each student subject to dismissal, giving the

program two days to request an expedited review. (Any later review requests would go through

the normal appeals process.) Information concerning the appeal process may be found in the

Graduate School Bulletin.

Grade Scale Converted to Numerical Value.

4.0

A-

3.7

B+

3.3

3.0

B-

2.7

C+

2.3

2.0

C-

1.7

1.0

0.0

Graduate Coordinator’s Handbook, revised August 2022

S/U

Not computed

Test scores and Transcripts from Other Institutions. All test scores and transcripts

received from graduate students after they enroll at UGA are filed with Enrolled Student

Services at the Graduate School. Copies of these materials are sent to the academic programs in

which the students are currently enrolled.

Transcripts from UGA. Transcripts from UGA may be obtained from the Office of the

Registrar. Current students may order a UGA transcript through Athena.

Graduate Coordinator’s Handbook, revised August 2022

IV. Requirements for Graduate Degrees

Advisory Committees

Master of Arts/Master of Science Committees. The advisory committee for the Master

of Arts and Master of Science must consist of a minimum of three members. The chair and at

least one other member must be members of the Graduate Program Faculty at UGA. The third

member may be a member of the Graduate Program Faculty or a person with a terminal degree

holding one of the following ranks at UGA: assistant professor, associate professor, professor,

academic professional, senior academic professional, public service assistant, public service

associate, senior public service associate, assistant research scientist, associate research scientist,

or senior research scientist. A UGA employee who holds one of these ranks and who holds a

terminal degree in his/her field may be appointed as a third member upon approval by the

departmental Graduate Program Faculty and the dean of the Graduate School. The third member

can also be a non-UGA faculty member with a terminal degree in his/her field of study (see Non-

affiliated Persons on Advisory Committees). No more than one non-UGA committee member

may be appointed as a voting member. If there are more than three members on the committee, a

majority must be members of the Graduate Program Faculty.

Professional Masters, Specialist Degree Committees. Committee requirements for

professional master’s and educational specialist degrees should follow the individual

department’s guidelines.

Doctoral Committees. The doctoral committee must consist of a minimum of three

members of the Graduate Program Faculty, including the student’s major professor, who will

serve as the chair of the committee. Additional voting members, with proper rank, may be

appointed to the committee, including no more than one non-UGA faculty, who must hold the

terminal degree in his/her field of study. If there are more than three members, more than 50%

must be members of the Graduate Program Faculty.

Persons employed by UGA who hold one of the following ranks may serve on doctoral

committees: assistant professor, associate professor, professor, academic professional, senior

academic professional, public service assistant, public service associate, senior public service

associate, assistant research scientist, associate research scientist, and senior research scientist.

Graduate Coordinator’s Handbook, revised August 2022

Persons having the following ranks may not serve on doctoral committees, unless they have

Graduate Program Faculty status: instructors and lecturers.

A visiting professor or part-time or temporary faculty member may not serve on a

doctoral advisory committee unless that person is replacing a professor with sole expertise in a

designated area on the student’s program of study. The graduate coordinator must send a letter to

the Graduate School explaining the need for this replacement. Replacements for original

members of the advisory committee must be approved by the dean of the Graduate School prior

to their service in any capacity. A revised advisory committee form for showing the reconstituted

committee must be submitted to the Graduate School via GradStatus.

Co-major professors. Co-major professors, limited to two, may be appointed to an

advisory committee provided both parties are appointed members of the Graduate Program

Faculty. Co-major professors may comprise two of the three required members of an advisory

committee. Both co-major professors must sign all forms that require the signature of an

advisory committee chair.

Advising Members of Immediate Family. The nepotism policy defines member of the

immediate family as the following: spouse, parents, siblings, children, and in-laws of the same.

A faculty member may not serve as major professor or as a member of any committee that plans

a program of study or evaluates the educational progress of a member of their immediate family.

Non-Affiliated Persons on Advisory Committees. In addition to the regular committee

members, a person having no official relationship with UGA may serve as a voting member on

the advisory committee of a graduate student after nomination by the graduate coordinator and

approval of the dean of the Graduate School. When nominating a non-affiliated person, the

graduate coordinator must submit the nominee’s current resume/CV with an Advisory

Committee form and a letter addressed to the dean of the Graduate School explaining why the

services of the non-affiliated person are requested. A nominee must have a terminal degree in

their field and distinguished academic credentials in the field of study. A non-affiliated person

appointed to a graduate student’s committee must attend meetings associated with the

appointment. Compensation, if required, must be provided by the department that requested the

appointment. A graduate student may not contribute to the compensation of a non-affiliated

committee member.

Graduate Coordinator’s Handbook, revised August 2022

Adjunct Faculty. A faculty member who leaves UGA may apply for adjunct status

through the Office of Faculty Affairs. If a former Graduate Program Faculty member is approved

as an adjunct member of the general faculty, they may retain Graduate Program Faculty status.

Please note that Graduate Program Faculty status is not automatic and is not directly

linked to an adjunct appointment; program faculty must have separate votes on appointment

as adjunct and as Graduate Program Faculty. Once Graduate Program Faculty status is approved,

the faculty member may assume responsibilities normally performed by a regular Graduate

Program Faculty member. These responsibilities include direction of a student’s dissertation or

thesis, service on doctoral or master’s level committees, and teaching graduate level courses. An

adjunct member of the general faculty who is not a member of the Graduate Program Faculty

may serve on doctoral or master’s committees in positions where membership on the Graduate

Program Faculty is not required.

Retired Faculty. Membership on the Graduate Program Faculty terminates at the time of

retirement. The policy of the Graduate School concerning the participation of retired faculty in

graduate programs is:

1. The chair of a doctoral student’s advisory committee, who is retired, may continue in that

capacity if the student has been admitted to candidacy for the degree and if the student

and department wish for the relationship to continue. If the student has not been admitted

to candidacy at the time of the chair’s retirement, another chair must be selected

following regular procedures.

2. A retired professor will not assume the role of chair of an advisory committee for a

student.

3. A retired professor may retain Graduate Program Faculty status and continue to serve as a

member of a doctoral committee provided that the student has been admitted to

candidacy and provided that the student and department wish for the relationship to

continue and the professor is in a position to perform the required services. If the student

has not been admitted to candidacy at the time of the member’s retirement, another

member must be selected following regular procedures.

4. A retired professor may be appointed to serve on a doctoral committee as a non-Graduate

Program Faculty member following regular procedures.

Graduate Coordinator’s Handbook, revised August 2022

5. A retired professor may continue to serve as student’s major professor for a master’s

degree providing that the program of study has been received by the Graduate school

prior to his/her retirement.

Consideration will be given to a request to waive any of the above policies upon petition from

the graduate coordinator of the academic unit to the dean of the Graduate School.

Doctoral degrees. The residence required for the Doctor of Philosophy degree and

Doctor of Public Health degree is 30 hours of consecutive graduate course work that is included

on the program of study. For the Doctor of Musical Arts, residence is interpreted as 20

consecutive hours of the minimum 30 graduate hours required on the program of study.

Residence for the Doctor of Education degree is interpreted as 20 consecutive hours if the

minimum 33 graduate hours on the program of study. Courses may be taken at a minimum of

three hours a semester to fulfill this requirement.

A break in residence is not incurred if the student elects not to register for the summer

term; however, if the student does register for a course on the program of study during the

summer, that course may be used toward the residence requirement.

Courses taken to fulfill research skills requirements or courses listed under the category

“Other Department Requirements” do not count as part of the residence requirement, but they do

not constitute a break in residence if they are the only hours taken during a given semester.

A maximum of three hours of dissertation writing (9300) may be included toward the

required residence. Dissertation research (9000) credits in excess of 15 hours do not count

toward the residence requirement, but these hours do not constitute a break in residence if they

are the only hours taken during a given semester.

Programs of Study

Non-degree Status. A maximum of nine hours of course credits taken in non-degree

status at UGA may be applied to a program of study after the student has been admitted as a

prospective candidate for any graduate degree.

Master’s Degrees. All Graduate School requirements for a master’s degree must fall

within a six-year time limit beginning with the first registration for graduate courses listed on the

Graduate Coordinator’s Handbook, revised August 2022

program of study and ending with the final semester of the sixth year. The program of study for

Master of Arts and Master of Science (thesis-writing) degrees must contain a minimum of 30

hours of graduate course work. A minimum of three hours must be 7300 (thesis writing), and at

least 21 hours must be of graduate course work exclusive of 7000 (master’s research) and 7300.

Twelve of these 21 hours must be courses that are restricted to graduate students. The remaining

six hours may be 7000 (master’s research), 7300 (thesis writing), or any other appropriate

graduate coursework. Courses not allowed on a program of study include 7005 (Graduate

Seminar), GRSC 7001, GRSC 7770, GRSC 9270, and LLED 7768/7769.

Specialist in Education Degrees. All Graduate School requirements for the specialist in

education degree must fall within the six-year time limit beginning with the first registration for

graduate courses listed on the program of study and ending with the final semester of the sixth

year. A program of study should be prepared by the student and the major professor during the

first semester of residence. The program for the degree shall consist of a minimum of 30

semester hours of study at the graduate school level beyond a master’s degree. A maximum of

six credit hours may be transferred from an accredited institution for inclusion on the program of

study with the approval of the major professor, the graduate coordinator, and the dean of the

Graduate School. Courses used for transfer credit must have been taken after the master’s degree

was awarded.

Doctoral Degrees. A preliminary program of study, developed by the student and major

professor and approved by a majority of the members of the advisory committee, must be

submitted to the graduate coordinator by the end of the student’s first year of residence (the

preliminary program of study is not submitted to the Graduate School).

The Graduate Bulletin describes the numbering of courses as follows:

1. 8000-9999 = advanced graduate courses and seminars that provide educational

experiences at the highest level;

2. 7000-7999 = techniques and professional courses;

3. 6000-6999 = fundamental knowledge courses.

Courses numbered 6000-7999 are normally taken early in the student’s program of study. Joint

undergraduate/graduate courses, numbered 4000-4999/6000-6999 and 5000-5999/7000-7999, in

Graduate Coordinator’s Handbook, revised August 2022

which undergraduate and graduate students are combined, are not normally used to fulfill the

core requirements of a graduate degree program. Based on this structure, a doctoral program of

study should consist of 16 or more hours of 8000- or 9000-level courses, exclusive of 9000

(doctoral research), 9300 (dissertation writing), directed study, or be accompanied by a letter of

justification as to the acquisition of fundamental knowledge, technique, or professional courses.

The final program of study must be submitted for approval of the dean of the Graduate

School by the time the notification of the preliminary oral comprehensive examination is given.

All courses on the program of study must fall within a six-year time limit. The six-year limit

begins with the semester the student was admitted into the program and registered for courses

and ends with the last semester before the beginning of the sixth year. For Doctor of Philosophy,

Doctor of Musical Arts, and the Doctor of Public Health degrees, the program of study must

carry a minimum of 30 hours of course work, three hours of which must be dissertation writing

(9300). A program of study for the Doctor of Education degree must include 30 hours of course

work in addition to three hours of 9300.

The doctoral program of study for a student who bypasses the master’s degree must

contain a minimum of 16 hours of 8000- or 9000-level courses and four additional hours of UGA

courses open only to graduate students. Courses not allowed on a program of study include

GRSC 9005 (Graduate Seminar), GRSC 7001, GRSC 7770, GRSC 9270, and LLED 7768/7769.

Course Challenge. Graduate courses listed on a program of study may not be fulfilled by

challenge, a process which allows a student the opportunity to receive resident credit for courses

by examination without attending the regular classes; however, courses taken for personal

enrichment or certification purposed may be challenged provided they are properly approved by

the designated officials. Information about the course challenge procedure is given in the UGA

Bulletin.

Research Skills and Departmental/University Requirements

Undergraduate courses used to satisfy departmental research skills requirements may not

be counted as part of the basic program of study for any graduate degree. These and any other

departmental or university requirements, including GradFIRST seminars and any special

conditions noted in the admission acceptance letter, must be listed separately on the program of

Graduate Coordinator’s Handbook, revised August 2022

study form in the space provided for research skills, departmental requirements, and university

requirements.

Foreign Language Examination. The Research Skills Foreign Language Exam is

offered to graduate students in the fourth week of every semester. Students may register at any

time, but registration closes for a given exam date two weeks prior to that date. Contact the

Senior Administrative Secretary of Romance Languages for deadlines to register and the exact

dates of exams. There is an exam fee to be paid (by check only) at the time of registration. For

fee amount, please check the Romance Languages website. The department notifies the Graduate

School of a successful completion of the exam, if it listed as a requirement on the program of

study.

Transfer Credit from Other Institutions

Course Requirements for Transfer Credit (All Degrees). Courses to be transferred

onto a graduate student transcript must meet the following requirements:

1. taken at an accredited institution;

2. fall within the six year time limit;

3. received a grade of B or better; and

4. not used to fulfill requirements for another degree at UGA or another institution.

Transfer Credit for Master’s/Specialist Degrees. If graduate credit earned at an

accredited institution constitutes a logical part of the student’s program, transfer of credit may be

allowed when recommended by the student’s major professor and graduate coordinator, and

when approved by the dean of the Graduate School. Such transfer credit cannot exceed the

following scale and must fall within the time limit of the degree:

Program Credit Hours Transfer up to

30-39 6 credits

40-49 8 credits

50-59 10 credits

60-69 12 credits

Graduate Coordinator’s Handbook, revised August 2022

70+ 14 credits

A request for transfer of credit cannot be made until a student has been admitted to UGA as a

prospective candidate for a degree. The transfer credit must be included on the program of study.

Specialist in education prospective candidates must have been awarded the master’s degree prior

to taking courses for transfer credit. No grade below a “B” may be transferred and the courses to

be transferred may not have been used in a degree program at another institution. Transfer grades

are not used in calculating cumulative GPAs. All requests for transfer of credit, with

accompanying official transcripts, must be made in the Graduate School at least 30 days prior to

the time the student plans to graduate.

A student enrolled in a program leading to a Master of Arts or a Master of Science degree

may not use transfer credit to fulfill the requirement that 12 of the hours on the program of study

must be open to graduate students only. The following course requirements may not be satisfied

by transfer of credit: master’s research (7000), thesis writing (7300), or directed study courses.

Transfer of Credit for Completion of Degree Requirements. A student must be

registered for a minimum of three credit hours the semester in which degree requirements are

completed (12 graduate credit hours, if receiving an assistantship). Departments should advise

students of the existence of more stringent registration requirements for international students or

those receiving financial assistance. A student transferring a course from another institution to

complete degree requirements must be registered concurrently at UGA. If an official transcript

cannot be obtained from the institution from which the course is to be transferred in time for

graduation, the student’s graduation date will be moved to the following semester, but the

student will not be required to register. Only an official transcript may be accepted as proof of

completion of course work.

Transfer of Credit for Doctoral Degrees. No courses taken prior to a doctoral student’s

admission into his/her degree program at UGA are eligible for transfer. Doctoral students who

have enrolled into a degree program may take courses at other accredited institutions and have

up to nine semester hours of credit transferred to the UGA program of study. These courses must

constitute a logical part of the student’s program and must be recommended by the student’s

major professor and graduate coordinator for approval by the dean of the Graduate School. No

grade below a “B” may be transferred, and the courses to be transferred may not have been used

Graduate Coordinator’s Handbook, revised August 2022

in a degree program at another institution. Transfer grades are not used in calculating cumulative

GPAs. All requests for transfer of credit, with the accompanying official transcripts, must be in

the Graduate School at least 30 days prior to the time the student plans to graduate.

Courses transferred for the doctoral degree may not be used in fulfilling the following:

1. requirement that a minimum of 16 hours of 8000- or 9000-level courses be

included on the program of study; or

2. the university’s residence requirement.

Doctoral Comprehensive Examinations

A student must pass formal, comprehensive written and oral examinations before being

admitted to candidacy for the degree. These examinations are administered by the student’s

advisory committee.

The written comprehensive examination, although administered by the advisory

committee, may be prepared and graded according to the procedures and policies in effect in the

student’s department. The oral comprehensive examination will be an inclusive examination

within the student’s field of study. An examination of the student’s dissertation prospectus

(proposal) may precede or follow the oral comprehensive examination but may not take the place

of the oral comprehensive examination. All members of the student’s advisory committee must be

present simultaneously for the oral examination and prospectus (proposal) presentation.

The oral comprehensive examination is open to all members of the faculty and shall be

announced by the Graduate School. Attendance by other students is a program-level decision that

must be applied uniformly. Additional guidelines for oral comprehensive examinations may be

found in individual program graduate student handbooks.

The graduate coordinator must notify the Graduate School of the time and place of the

examination at least two weeks before the date of the examination. The student and committee

chair must appear in person for both components of the defense, but other committee members can

participate via teleconference or video conference, provided that the comments of all participants

can clearly and consistently be heard. If the major professor is not able to attend the defense in

person, they can designate a substitute chair who is a current member of the committee. Under

Graduate Coordinator’s Handbook, revised August 2022

extenuating circumstances with approval by the department head and graduate coordinator, a

defense can be held completely remotely.

Following each examination, written and oral, each member of the advisory committee will

cast an electronic vote of pass or fail on the examination. To pass each examination, the agreement

of the advisory committee is achieved with no more than one dissenting vote. An abstention is not

an appropriate vote for the comprehensive examination. The results of both examinations will be

reported to the Graduate School within two weeks following the oral examination.

Professional Master’s/Specialist in Education Comprehensive Examinations

The Graduate School must receive notification of the result of a comprehensive examination

if this is part of the requirements for graduation. The comprehensive examination follows the

completion of courses for the degree program. There is no standard form for reporting the result.

Departments may develop their own format provided the information includes the student’s

name, 81x number, department, degree, major, the result of the exams, and the signatures of the

major professor and graduate coordinator.

Admission to Candidacy (Doctoral Degrees Only)

Under ordinary circumstances, admission to candidacy for a doctoral student is requested

immediately after successful completion of the comprehensive oral examination. The following

is a complete list of requirements for admission to candidacy:

1. all prerequisites set as a condition of admission have been satisfactorily completed;

2. research skills requirements, if applicable, have been met;

3. the final program of study has been approved by the advisory committee, the graduate

coordinator, and the dean of the Graduate School;

4. a GPA average of 3.0 (B) has been maintained for all graduate courses taken and for

all completed courses on the program of study (no course with a grade below C may

be included on the final program of study);

5. written and oral comprehensive examinations have been passed and reported to the

Graduate School;

6. the advisory committee, including any necessary changes in the membership, is

confirmed and all members have been notified of their appointment;

7. a dissertation prospectus has been approved (if required by the department); and

Graduate Coordinator’s Handbook, revised August 2022

8. the residence requirement has been met.

The Application for Candidacy form must be submitted to the Graduate School as soon as

possible following the completion of these requirements. Candidacy begins on the date the form

is received in the Graduate School. The graduate coordinator must notify the Graduate School

should there be a reason to delay admission to candidacy as indicated on the comprehensive

examination report form.

After admission to candidacy, a student must register for a combined minimum of ten

hours of dissertation or other appropriate graduate credit during the completion of the degree

program. Students planning to graduate the same semester they enter candidacy must be admitted

to candidacy by the published deadline for candidacy during that semester and register for ten

hours. The student must also meet all other deadlines for graduation in that semester. A student

must register for a minimum of three hours of credit in any semester when using UGA facilities

and/or faculty or staff time.

Time Limit on Candidacy. The dissertation must be completed within five years

following the admission to candidacy in order to qualify for graduation. If a doctoral student’s

candidacy expires the first week of classes in the final semester of the fifth year, the student is

granted the remainder of the semester to complete degree requirements without special

permission of the dean of the Graduate School.

Dissertations and Theses

Preparation. Any student whose research will involve the use of human subjects must

apply to the Institutional Review Board (IRB) in the Office of Research. Any student whose

research will involve the use of animals must comply with the requirements of the Institutional

Animal Care and Use Committee (IACUC). The dissertation is the final component of a series of

academic experiences which cumulate in the awarding of the doctoral degree. The dissertation

fulfills four major functions:

1. it presents original research or scholarship;

2. it demonstrates the student’s ability to understand and critically evaluate the literature of

the field;

3. it reflects the student’s mastery of appropriate research methods and tools; and

Graduate Coordinator’s Handbook, revised August 2022

4. it shows that a student can address a major problem, arrive at successful conclusions, and

report results in a literate fashion.

The findings of a dissertation should be worthy of publication in a refereed journal or other

scholarly medium. The thesis is a requirement for most master’s degrees and represents a more

modest contribution to knowledge than does a dissertation.

The dissertation or thesis must demonstrate unity and purpose. All parts of the

dissertation or thesis must contribute to the stated objectives of the research. The methods used

in the research must be described adequately to permit an independent investigator to replicate

the work.

All theses and dissertations must be submitted in electronic Adobe Acrobat (.pdf) format.

The dissertation or thesis format should conform to the instructions contained in a style manual

or scholarly journal approved by the department and the Graduate School.

The Graduate School guide for preparing the dissertation or thesis should be followed to

ensure that standards of uniformity and consistency are maintained. If a student receives

assistance to format the document, the student has a responsibility to see that this individual read

and follows the guide that is available on the Graduate School website. Any questions

concerning formatting or difficulties with electronic submission should be directed to Enrolled

Student Services ([email protected]).

Dissertation and Thesis Styles. The dissertation or thesis may be written in either the

traditional or the manuscript (journal article) style described below.

The dissertation or thesis must include an introduction and a literature review with the

purposes of defining the problem, presenting hypotheses or theories, stating objectives, and

thoroughly reviewing pertinent literature. There must also be a concluding chapter or section

which unites the preceding chapters or sections and may include a general discussion integrating

the major findings.

Traditional Style. In addition to an introduction, literature review, and conclusion, this

style may include materials and methods, results, discussion, literature cited, and figures and

Graduate Coordinator’s Handbook, revised August 2022

tables as appropriate to the student’s discipline. Documentation and format must be consistent

throughout the dissertation or thesis.

Manuscript Style. The practice of using the manuscript (journal article) style thesis or

dissertation format will be at the discretion of the department. In this style, the introduction,

literature review, and concluding chapter or section will be presented separately from their

briefer presentation in each manuscript to allow thoroughness not usually permitted by space

limitations in peer-reviewed journals.

The manuscript style permits, for the doctoral degree, the inclusion of two or more

manuscripts and, for the master’s degree, inclusion of one or more manuscripts submitted or

prepared to be submitted to scholarly journals as chapters or sections of the dissertation or thesis.

Each manuscript must be prepared in the style of the appropriate scientific journal, but

instructions specific to submission of manuscripts to editors must be eliminated. Each

manuscript must blend appropriately with the other parts of the dissertation or thesis, except for

the differences required by journals (e.g., literature citations, table designations). Numbered

lines, as required by some journals, must not be used. Captions must accompany each figure on

the same or preceding page of each manuscript. No reprints or photocopies of reprints will be

permitted.

The names of all authors, in journal-submitted order, and the name of the journal (with

volume, page numbers, and date, if published) must be given as a footnote to the title on the first

page of each manuscript to indicate the current status of each manuscript. The student must be

the first author of each manuscript in this style. The Graduate School must receive proof of

permission to use articles that have been published or accepted for publication.

Continuous pagination is required throughout the dissertation or thesis. The usual

requirements for margins, consistency in chapter or section titles, and other mechanics as

specified in the Graduate School dissertation and thesis guide will apply.

A dissertation defense notification must be posted at least two weeks before the defense.

The notification includes the candidate’s name; date, time, and place of defense; list of

committee members; and the title of the doctoral dissertation. An electronic notification form is

available in GradStatus.

Graduate Coordinator’s Handbook, revised August 2022

Master’s Thesis and Dissertation Defense.

The defense of the master’s thesis or dissertation will be chaired by the student’s major

professor and attended by all members of the advisory committee simultaneously for the entire

defense period. The defense will consist of a public presentation followed by a private defense

during which only the student and advisory committee will be in attendance. The public

presentation is open to anyone who wishes to attend. The student and committee chair must

appear in person for both components of the defense, but other committee members can

participate via teleconference or video conference, provided that the comments of all participants

can clearly and consistently be heard. If the major professor is not able to attend the defense in

person, they can designate a substitute chair who is a current member of the committee. Under

extenuating circumstances, the defense can be held completely remotely if approved by the

graduate coordinator and the department head. The advisory committee must approve the

student’s dissertation and defense with no more than one dissenting vote and must certify their

approval in writing. An abstention is not allowable for the final defense. The results of the

defense of the dissertation must be reported to the Graduate School at least two weeks prior to

graduation for the current semester. If a University program would like to deviate from the above

policy, the following steps must be taken: (1) request approval from the Graduate School for the

revised policy that will be used for program level defenses, (2) documentation in the program’s

handbook on the revised policy approved by the Graduate School for the program. Such

deviations must be applied to all students in the program.

Approval by Advisory Committee. A dissertation will not be approved before

candidacy has been established. The graduate coordinator must notify the Graduate School at

least two weeks in advance of the defense of a dissertation. The defense will consist of a public

presentation followed by a private defense during which only the student and advisory

committee will be in attendance. The public presentation is open to anyone who wishes to attend.

The notification must include the date, time, place, list of committee members, and the title of a

doctoral dissertation. An electronic notification form is available on GradStatus. A dissertation

will not be approved before an approved program of study is on file in the Graduate School.

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The approval forms for the defense of a thesis or dissertation are available at the

Graduate School website. The Electronic Thesis and Dissertation Submission Approval Form

must be submitted at the same time in GradStatus.

The advisory committee must approve the student’s dissertation or thesis and defense

with no more than one dissenting vote and approve the final defense via the appropriate form in

GradStatus. The major professor’s/co-major professors’ vote of approval is required for the

student to pass the examination. An abstention is not an appropriate vote for the defense of the

dissertation or thesis. The committee, after having read the dissertation, should verify whether

human subjects were used in the student’s research and indicate this by verifying that the

appropriate box is checked on the approval form. If human subjects were used, the student must

provide the IRB protocol number and date of approval on the defense form. The defense

approval form must be submitted to the Graduate School before the corrected copy of the

electronic thesis or dissertation will be accepted as the final official copy. The deadline for this is

posted on the Graduate School website in advance for three semesters.

Submission of Dissertation or Thesis. The Graduate School will not accept a

dissertation until the student has been admitted to candidacy for the degree. The year on the title

page of the dissertation or thesis will be the same year in which the degree is conferred. The

theses or dissertation will not be forwarded to the University Library until the degree has been

conferred.

First Format Check. One complete formatted copy of the thesis/dissertation must be

electronically submitted to the Graduate School by the established deadline for the student’s

graduate semester for a first format check. Instructions for formatting the thesis or dissertation

can be found here.

Final Format Check. All requirements for the thesis or dissertation must be completed no

later than two full weeks prior to graduation (see “Important Dates & Deadlines” on the

Graduate School website). The final copy will not be accepted as the official copy until the

Graduate School has received the signed approval form for the thesis or dissertation defense and

the ETD submission approval form. These forms are due by the same deadline as the final copy

of the thesis/dissertation.

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The Graduate School will not accept theses or dissertations for any student graduating in

future semesters between the final copy submission deadline for the current semester and late

registration for the following term.

Master’s Degree Awarded while Pursuing a Doctoral Degree

Some departments allow students to complete requirements for a master’s degree in the

same department in which they are pursuing a doctoral degree. In such cases, the student will

need to contact the department for information on the departmental process. If the department

approves the request, the department (GC or GCA) must send an email to [email protected] to

indicate that the student will pursue the master’s in addition to the PhD. The student must apply

for Graduation by the deadline for the anticipated graduation semester for the master’s degree.

The student should notify the department and Graduate School immediately upon beginning the

PhD program. All other forms for the master’s degree must also be submitted by published

deadlines for approval by the dean of the Graduate School prior to the conferral of the master’s

degree program.

Graduate Areas of Emphasis

Departments may create official areas of emphasis within majors and have these placed

on a student’s transcript. The department must submit a change request (SGASTDN form) to the

Office of the Registrar to add an area of emphasis to a student’s record.

Areas of emphasis are not new majors or minors. Many degree programs already have

emphases within majors. For new areas of emphasis and those that already exist, the department

must go through the process described below to create a new code. If a department has areas of

emphasis, there may already be directors or coordinators managing them, but there will be no

additional graduate coordinators to manage areas of emphasis.

Creation of Official Areas of Emphasis. The creation of official areas of emphasis is

optional. Departments choosing this option must complete the “Proposal for Area of Emphasis”

and submit it to the dean of the academic college for approval. The request must then be

submitted to the Graduate School for the graduate dean’s approval. The Graduate School will

submit it to the University Curriculum Committee. When approved, a code is created by the

Office of the Registrar. This can be done either before or after graduation. Areas of emphasis

cannot be assigned to a student’s record through the Graduate School’s admission process.

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Graduation Process

Application for Graduation. A student must apply for graduation no later than the

Friday of the second full week of classes in the fall and spring semesters and no later than the

Friday of the first full week of classes in the summer of the anticipated graduation date to permit

the Graduate School to review the student’s file. These deadlines are published on the Graduate

School website for three semesters in advance (see “Important Dates & Deadlines”). Students

must enroll for a minimum of three hours during the semester in which degree requirements are

completed. The application for graduation is submitted in Athena and requires no signatures.

Late Filing for Graduation. A student who misses a graduation deadline by failing to

file the Application for Graduation, Advisory Committee Form, and/or Program of Study Form

will have the option of paying a single fee of $50 (check or money order in U.S. dollars) for the

late processing of all required forms. A completed Late Filing for Gradation Form, all required

graduation forms, and the late fee payment must be submitted to Enrolled Student Services

within 45 calendar days of the original deadline. After the 45-day late period, no students will be

added to the commencement roster for the current semester.

Change in Graduation Date. If a student cannot complete degree requirements in the

semester for which a graduation application was submitted, the student should notify the

Graduate School by sending an email to Enrolled Student Services ([email protected]). The

major professor or graduate coordinator may also notify the Graduate School by e-mail of the

student’s intent. Once notified, the graduation record will be removed, and the student will have

to apply for a later term. If a student does not complete degree requirements for the term they

applied, Enrolled Student Services staff will remove the graduate record by the end of the term.

Doctoral Information for Commencement Program. Because the commencement

program contains dissertation titles and major professor names for all doctoral candidates,

doctoral candidates must submit this information via GradStatus by the deadline for the

graduation semester listed on the Graduate School’s “Important Dates & Deadlines” page.

Clearance for Graduation. When all degree requirements have been successfully

completed, the student’s file will be cleared for graduation. Under ordinary circumstances, this

process occurs when the grades for the final semester have been received. Graduate students

must have a cumulative graduate GPA of at least 3.0 to graduate. This includes all graduate

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courses attempted, whether or not they are used on the program of study for the current degree.

A student will not be allowed to graduate with an incomplete grade on the transcript if

conversion of the incomplete grade to F will drop the student’s graduate GPA below a 3.0.

The grade of U as a terminal grade in 7300, 9300, or GRSC 9270 courses is not

acceptable. The same rule applies to courses entitled technical report, applied project, seminar,

special problems, internship, practicum, and research courses when these are degree

requirements. Under these conditions, The Graduate School cannot clear a student for

graduation.

Completion Course: GRSC 9270. If a non-thesis master’s student or specialist in

education does not graduate during the expected graduation semester because they received an

incomplete grade, failed the final comprehensive exam, or were not able to schedule the final

comprehensive exam by the established deadlines for the graduation semester, they will be

required to enroll for a minimum of three hours during the semester in which these requirements

are completed. If no other course is needed to complete the program, the student must register for

GRSC 9270, the Graduate School’s requirement completion course. The graduate coordinator’s

office must notify the Graduate School in writing or by e-mail of the student’s name, the 81x

number, and the requirement to be completed. Graduate School staff will place the student on an

access list for the course and will assign a grade of “S” or “U” depending on whether the student

completes the requirement.

Students who are only working towards finishing incomplete coursework are exempt

from the continuous enrollment policy IF: 1) they have completed all other requirements for

degree completion, and 2) the work required to convert the incomplete grade does not require the

use of University facilities, resources, and faculty time aside from grading the work.

Petition Procedure

A student who wishes to petition for an exception to Graduate school policies may do so

by writing a letter to the dean of the Graduate School stating the nature of the request and

providing the reason to justify approval of the request. The major professor must review the

student’s request and write a letter to the dean stating approval or disapproval of the petition. The

graduate coordinator and department head must review the major professor’s recommendation

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and indicate their concurrence by writing an additional letter of recommendation, which they

should co-sign. If they do not concur with the recommendation, further information should be

provided by them in the letter to the dean.

Requests for an Extension of Time. A request for an extension of time must include

specific reasons that the student did not complete the requirements in the time allotted by

Graduate School Policy. A petition of this type must include a specific timeline for the

completion of requirement and must be accompanied by an advisory committee form, if required

for the degree, and by a proposed program of study, if one is not already on file in the Graduate

School.

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V. Disciplinary Actions and Appeals

This section provides information concerning procedures to be followed for alleged

violations of university conduct regulation and appeals of Graduate School policies governing

admissions and academic matters. See Section VI for appeals related to assistantships.

Alleged Violations of University Conduct Regulations

Hearing on alleged violations of university conduct regulations fall within the jurisdiction

of Student Conduct in the Division of Student Affairs. Violations of conduct regulations include

but are not limited to academic honesty, falsification of university records, unauthorized entry

into or use of university facilities, and theft.

When instances of alleged misconduct arise, the faculty or staff member involved should

report the incident to his/her department head. The head of the department and the faculty or

staff member should contact Student Conduct regarding the alleged incident. Student Conduct,

following its own procedures, will hear the case and send written notification of the decision to

the department, the faculty or staff member, and the Graduate School.

Probation and Dismissal

Students may be dismissed by their department at the end of any semester if they have

not made sufficient academic progress to warrant continuance of study. Termination of students

will follow policies and procedures adopted by the department and the action will be reported to

the Graduate School. Dismissal by an academic department may be appealed to the dean of the

Graduate School after all avenues of appeal have been exhausted at the department and/or

college level. When students are terminated by a department, but not simultaneously by the

Graduate School, they may apply for admission to another graduate program.

No Clear Path to Degree Completion

In rare circumstances, graduate students who cannot identify a major professor

(excluding students on rotations) or who cannot form an advisory committee shall be placed on a

status called “No clear path to degree completion.” This status is distinct from “Not in good

standing,” which refers to academic status. Students will be given one semester after being

placed on this status by their unit/program to identify a major professor or form a committee.

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Graduate coordinators should work closely with the student to try to rectify the problem. If the

situation is not resolved during this semester, the student can be dismissed from the program.

Appeals to the Graduate School

An applicant/student who submits an appeal to the Graduate School concerning

admission to graduate study or completion of an academic program may have the petition

considered by the Appeals Committee of the Graduate Council. The Appeals Committee will

consider appeals of administrative decisions by the dean of the Graduate School or appellate

bodies at the department/school/college level involving academic matters. It will also hear

appeals of decisions by the dean of the Graduate School or appellate bodies at the

department/school/college level to (a) deny admission to graduate study, (b) deny a request for a

change in degree objective, or (c) dismiss a student for academic reasons.

An applicant/student who wishes to appeal a decision must initiate the process within 30

calendar days after receipt of an adverse decision by the dean of the Graduate School or by an

appellate body at the department/school/college level. The appeal must be written and addressed

to the dean of the Graduate School stating the nature of the appeal, the decision desired, and

reasons why the appeal should be granted. The petition should include the current mailing

address, telephone number, and email address of the applicant/student. An applicant/student

submitting an appeal to the dean of the Graduate School has the right to appear in person before

the Appeals Committee on the scheduled hearing date to present his/her views on the matter

under consideration. More information on the appeal process can be found on the Graduate

School website.

Graduate Coordinator’s Handbook, revised August 2022

VI. Financial Support for Graduate Students

Graduate Assistantship Administration

The primary goal of a graduate assistantship is to permit orderly progress, academically

and financially, through a graduate degree program. The assistantship may be a component of the

total academic program of a student, along with coursework, a project or thesis, a practicum, and

examinations. While graduate assistants progress toward an advanced degree, they also receive

practical experience and apprenticeship under the supervision of faculty mentors.

Graduate assistants occupy dual roles – they are both students and temporary employees

of the university. In the former role, graduate assistants are expected to concentrate on their

studies under the direction of faculty mentors as a means of developing knowledge of their field

of study and professional skills. As temporary student employees of the university, graduate

assistants are expected to meet the obligations assigned, whether they involve teaching, research,

or other support work. At all times, graduate assistants are to work under the supervision of

faculty who are experienced and knowledgeable in their field. Supervision of graduate assistants

includes providing appropriate training prior to and during the assistant’s assumption of

responsibility for assigned tasks.

Types of Graduate Assistantships. Academic units of the university may employ

graduate assistants in four classifications. The type(s) of graduate assistant(s) to be employed

depends on the needs of the academic units, the availability of funds, and the qualifications of the

students involved. The four classifications may be described as follows:

Graduate teaching assistants (GTAs) are students enrolled in the Graduate School who

are assigned instructional responsibility for a course or lab section. Graduate laboratory

assistants (GLAs) are students enrolled in the Graduate School who are assigned teaching

responsibilities for a laboratory section that is part of a regularly scheduled course. GTAs/GLAs

must meet all criteria set forth in the TA Policy prior to assuming instructional responsibilities.

GTAs/GLAs may have autonomy for teaching and assigning grades as per UGA policy on

Instructors of Record, BOR policy, and SACSCOC criteria for teaching faculty. Contact the

Office of Faculty Affairs with questions about Instructor of Record requirements for GTAs and

GLAs. Prior to assuming responsibility for a course, GTAs and GLAs are required to work under

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the supervision of experienced faculty members as a means of developing teaching skills in the

academic discipline.

Graduate research assistants (GRAs) are students enrolled in the Graduate School who

are assigned to assist one or more faculty members with research projects. In most instances,

GRAs are assigned duties such as literature review searches and laboratory experiments under

close supervision of faculty members.

The term graduate assistant (GA) encompasses all other graduate students receiving

assistantship stipends not covered by the three previously mentioned categories. Duties assigned

to GAs may include gathering, organizing, and analyzing data, and assisting academic faculty.

Whenever possible, the duties assigned to GAs should be relevant to the graduate program and

the professional goals of the student.

Qualifications for Appointment. To be eligible for an assistantship, students must have

been admitted to the Graduate School and be pursuing a graduate degree. Non-degree-seeking

students do not qualify for assistantship funding support or an assistantship tuition waiver.

GTAs, GLAs, and GRAs must have substantial academic work in the field in which they receive

their appointment. They should have achieved a strong academic record and must be enrolled as

full-time students in their degree program. Additionally, GTAs must meet minimum English

language requirements, as outlined in guidance from UGA’s Center for Teaching and Learning.

Training for Graduate Teaching Assistants. All departments must conform to the

UGA TA Policy. These guidelines provide that all new graduate teaching assistants must attend a

university-wide workshop held for graduate teaching assistants prior to the beginning of fall

semester classes. Graduate students who have no prior successful teaching experience at the

college level must enroll in GRSC 7770 or participate in an equivalent departmental training

before or concurrent with being assigned teaching responsibilities.

Appointment Procedures. Graduate Assistants are appointed by the head of the relevant

academic unit and must be approved by the dean of the college/school in which the academic

unit is located and the dean of the Graduate School. The head of the academic unit offering the

assistantship is responsible for making the offer of appointment in an official letter. The letter

should provide full information on the terms of the assistantship, including:

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1. title, hours of work per week required, and length of appointment;

2. stipend level and remission of the non-resident fee and reduction in tuition fee;

3. minimum and maximum course load;

4. description of duties;

5. name and position of supervisor;

6. evaluation procedures;

7. procedure and timing of reappointment;

8. any contingencies, including the availability of funding;

9. deadline for acceptance; and conditions under which the assistantship may be withdrawn.

For your convenience, samples of assistantship offer letter templates are located on the Graduate

School website.

At the time assistantship offers are accepted, the heads of the appointing units should

provide recipients with a copy of departmental policies relating to graduate assistants. Those

students who have been assigned teaching or laboratory duties should also be provided a copy of

the Center for Teaching and Learning’s Handbook for Graduate Teaching & Laboratory

Assistants New graduate assistants (GTA, GLA, GRA and GA)

Length of Appointment to an Assistantship. All graduate students must be registered

for classes prior to the first day of classes for each semester. Failure to do so may result in the

loss of the assistantship. In some instances, appointments may be made for one semester only. To

be eligible for reappointment, graduate assistants (GTA, GLA, GRA and GA)must maintain a

3.0 average on all graduate course work and must have received acceptable performance

evaluations from their immediate supervisor.

Condition of Service. Graduate assistants are expected to make uninterrupted progress

toward completing requirements for the degree. Students cannot hold an assistantship(s) that

requires more than one-half time service (a maximum of 20 hours of work each week). Students

holding assistantships requiring one-half time service may not accept additional employment

from any institution within the University System of Georgia during the fiscal year.

Graduate assistants who hold assistantships r a minimum of 12 graduate-level credit

hours during fall and spring semesters and 9 graduate-level credit hours during the summer

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semester. Graduate assistants may not register for more than 18 credit hours. Exceptions to the

maximum course load may be obtained with written approval of the major professor and the

dean of the Graduate School.

Responsibilities. Graduate assistants are responsible for being informed about

and adhering to departmental, college, and institutional regulations. Regardless of the work

assignment, graduate assistants (GTA, GLA, GRA and GA)are obligated to maintain standards

of academic honesty and integrity and to report violations of these to their faculty supervisor.

Recognizing that the assistantship is a temporary position, GAs should keep careful records of

work assignments and should leave records in such a condition that decisions can be traced,

results verified, and incomplete work finished after the assistantship ends.

Privileges. Graduate assistants have access to the privileges available to all graduate

students, such as health care, counseling and psychological services, libraries, and access to

computing and internet resources. In addition, they should be assigned appropriate space and

equipment, including copies of textbooks and other supplies, to enable the effective execution of

their responsibilities.

Rights. Graduate assistants must be notified in writing of all decisions that affect their

status as a temporary student employee. They should be given advanced notice of evaluation

procedures and must receive notice of reappointment procedures in time to permit preparation of

their assistantship applications. If a graduate student will not be reappointed, they should be

given advance notice so that they may seek other funding opportunities.

Graduate students who are placed on academic warning may not have their assistantship

removed unless it is deemed by the major professor (if applicable), in consultation with the

graduate coordinator and unit head, that the activities associated with the assistantship are

contributing to the student’s impaired academic performance. In this case, an alternative source

of funding that will allow the student to focus on academic performance should be considered. If

a student is subsequently placed on probation, the decision to change the source of or remove an

assistantship shall be determined by the major professor (if applicable) in consultation with the

graduate coordinator and unit head.

Graduate Coordinator’s Handbook, revised August 2022

Graduate assistants have access to appeal and grievance procedures available at the

university. Appeals resulting from academic decisions are usually directed to the unit responsible

for the decision. An unfavorable ruling may be appealed to successive levels within the

university and ultimately to the Board of Regents of the University System of Georgia.

Information about appeals of academic matters can be found on the Graduate School website.

Complaints of discrimination on the basis of race, sex (including sexual harassment and

pregnancy), gender identity, sexual orientation, ethnicity or national origin, religion, age, genetic

information, disability or veteran status. should be reported to the UGA Equal Opportunity

Office.

Evaluation. The performance of all GAs in each academic unit must be evaluated

annually following written policies and procedures adopted by the unit. Evaluation is to be made

by the immediate supervisor(s) of the GA and monitored by the head of the academic unit.

Evaluation results must be reported in writing to GAs, and the report should identify strengths

and weaknesses of their performance.

Ongoing informal evaluations should occur in addition to the annual evaluation. If these

informal evaluations identify a weakness, the GA should be advised in writing of the weakness

and a notation of the evaluation should be entered in their personnel records. A plan of

improvement should be devised by the GA and his/her immediate supervisor(s). If the

performance of a GA fails to improve in accordance with the plan, further action should be

taken. In situations where continuance of the assistantship would be detrimental to the effective

operation of the academic unit, termination of the assistantship should be considered with the

assistance of UGA Human Resources Department. When an assistantship is terminated, the

student must be advised in writing of the termination and of the appeal procedures. Appeals of

terminations, unless they include charges of NDAH or title IX violations, will be heard through

the channels established for academic decisions. The appeals must be in writing and must specify

the grounds on which they are based.

Annual Stipend Rates. Annual stipend rates for GAs will be established by the dean or

director of each college or unit prior to the beginning of the fiscal year.

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Tuition Waivers for Graduate Assistants. In accordance with the University System of

Georgia Board of Regents Policy 7.3.1.2, GAs may be eligible for a tuition waiver. Graduate

assistants on a ≥13 hours/week appointment will qualify for a reduction of tuition to $25 per

semester. In order to request a tuition waiver, each department must submit the student’s

information to the Graduate School Business Office via GradStatus prior to the registration

period. The information must include the student’s name, 81X student identification number,

percentage time employed, residency, type of service, and duration of assistantship. The DPAS

and GSAS codes roll-forward from fall to spring semesters. All other codes must be entered each

semester.

Graduate Assistants receiving a tuition waiver are expected to work for the entire

semester and maintain full-time registration (12 graduate credit hours). Failure to work for the

period of time covered by the program’s semester or failure to maintain 12 graduate credit hours

will result in the removal of the tuition waiver and reversal of the tuition reduction. Ensuring that

the student works the required number of hours associated with their assistantship and maintains

full-time enrollment is the shared responsibility of the academic program, the hiring unit, and the

student. If a student is unable to complete the time commitment required by their assistantship

for a justifiable reason, the graduate coordinator may file a request for exemption with the

Graduate School. The Graduate School will conduct audits to ensure that academic programs

comply with this policy. Academic programs or units that violate this policy may be required to

reimburse tuition waivers. However, if it is determined that the student is responsible for failing

to meet the work or enrollment expectation, then the student may be required to pay the tuition.

Receipt of a graduate assistantship affects student financial aid eligibility.

Work Loads, Course Loads, and Compensation for Graduate Students

The maximum course load for which a graduate assistant may enroll is 18 semester

hours. To exceed the maximum course load, a student must obtain written approval from the

major professor and the dean of the Graduate School. The department head or the graduate

coordinator may approve the overload request in the absence of the student’s major professor.

Audits will not be counted in the computation of maximum and minimum course load

requirements.

Graduate Coordinator’s Handbook, revised August 2022

To be eligible to receive the reduced tuition fee of $25/semester, a student holding an

assistantship must:

1) Perform at least one-third service (13 hours per week) for the University;

2) Be paid at the approved rate for a graduate assistant in the particular school, college, or

department offering employment; and

3) Be employed at 100% of the class days of the semester for which the waiver is requested.

Exemptions can be requested from the Graduate School dean for justifiable reasons e.g.,

meeting graduation requirements before the end of the semester.

Implementation of Policies. The dean of the Graduate School has responsibility for the

proper implementation of these policies and is delegated the authority by the Office of the Senior

Vice President for Academic Affairs and Provost to obtain compliance from all units in the

university, regardless of funding source.

Graduate School Awards

In addition to providing block grants to schools and colleges for assistantships, the

Graduate School provides competitive funding awards to students from disciplines across the

University. By directive of the President, the dean of the Graduate School is to ensure that these

awards are used to recruit exceptionally qualified students, to further international exchange

programs, to support a diverse student body, and to facilitate the timely degree completion of

enrolled students. Graduate School supplemental awards, which augment departmental

assistantships, include the Presidential Graduate Fellows Program (doctoral only), Graduate

School Doctoral Fellows Program (doctoral only), and Graduate School Master’s Fellows

Program (master’s only). The Graduate School also provides competitive Dissertation

Completion Award and SEC Emerging Scholar assistantships (both doctoral only) to students in

their final year of study. For more information on these awards please see the Graduate School

website.

Student Travel

The Graduate School has limited funds to assist graduate students when traveling to

present papers at professional conferences. Therefore, travel funds will be used primarily for

doctoral students who are at advanced stages in their graduate programs and are presenting

results of their dissertation research. All requests for travel assistance (domestic or international)

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should be submitted to the dean of the Graduate School via GradStatus. The Graduate School

awards travel support based on available funding.

International Travel. A student receiving an invitation to present a paper at an

international conference may submit a travel request to the Graduate School. The request must

be endorsed by the student’s major professor/department head and be accompanied by a copy of

the invitation to participate in the conference. Each request will be evaluated based on its merit

and in accordance with the guidelines for foreign travel support.

Students seeking travel assistance must be registered during the semester in which the

request is submitted and in the semester for which the trip is scheduled. Assistance will not be

granted if the travel was undertaken prior to receiving written approval from the Graduate

School.

Domestic Travel. A student receiving an invitation to present a paper at a professional

meeting within the continental United States may submit a travel request to the Graduate School.

Each request form must be accompanied by evidence that the student’s research has been

accepted for presentation and by an abstract of the research to be presented. The following

guidelines will be used in considering all such requests:

1) First preference will be given to doctoral students or students pursuing the terminal

degree in their discipline (MFA or MLA). A request from a master’s student will be

considered only if the department does not offer a doctoral degree.

2) Applicants should be reporting results of their dissertation or thesis research and should

be primary author of the publication or presentation.

3) The meeting should be of regional or national importance.

4) The student must possess a minimum GPA of 3.50 based on at least five semesters of

full-time graduate enrollment at UGA.

5) The student cannot have any grades of incomplete (I) or unsatisfactory (U).

6) Funding will not be provided to students employed as instructors or classified employees.

7) The applicant must be in one of the following categories: (a) registered for full-time

graduate study during the semester of his/her travel, (b) doctoral students admitted to

candidacy (minimum 3 credit hours), or (c) a thesis-writing master’s student who has

satisfactorily completed all required courses (exclusive of 7000 and 7300). If a student is

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traveling between semesters, he/she must also be in one of these categories during the

semester following travel.

8) The student must submit the following: abstract, acceptance, and “Request for Authority

to Travel” form from their department. The department will review each student to verify

if they meet the criteria, then forward the application to the Graduate School. Please

include the name and number of the departmental contact for questions.

9) Travel support provided by any other party (department) must be listed on the Travel

Authority form submitted to the Graduate School.

All requests should be thoroughly reviewed at the department level before submission to

the Graduate School. This review should include an assessment of the quality of the research to

be presented, the stature of the organization to which the presentation will be made, and review

of the student’s academic record to ensure that they meet all of the criteria stated. Each

department’s request(s) for each semester must be received by the Graduate School’s Business

Office as a group. Deadlines for applying for travel funding can be found on the Graduate School

website.

The amount of the award for an individual will be based on factors such as prevailing

costs at the meeting site, cost of travel, whether the meeting is national or regional, and the

availability of funds. It is possible that students will be awarded an amount that is less than their

request.

Regents’ Research Out-of-State Tuition Waivers

The Graduate School has been authorized by the USG Board of Regents to award a

limited number of out-of-state tuition waivers to non-resident graduate students. Most of the

waiver recipients are chosen from a pool of departmental nominees.All nominations originate in

the department, and students should not make direct requests to the Graduate School for out-of-

state tuition waivers.

General Policies. The following general policies and criteria have been established for

awarding Regents’ Research Out-of-State Tuition Waivers:

1) Out-of-state tuition waivers available through the Graduate School are awarded only to

students admitted to a graduate program.

Graduate Coordinator’s Handbook, revised August 2022

2) The criteria for selection are applied uniformly to master’s and doctoral students

regardless of college or department in which they are enrolled.

3) Out-of-state tuition is waived for one semester; however, the waiver will be automatically

continued in succeeding semesters for one academic year, provided the student earns a

minimum graduate GPA of 3.0 each semester. All out-of-state tuition waivers awarded by

the Graduate School are terminated at the end of summer semester.

4) Out-of-state tuition waivers will not be granted to students who have an incomplete on a

graduate-level course at UGA.

5) Each recipient of an out-of-state tuition waiver is required to register for a minimum of

12 graduate-level credit hours each fall and spring semester of the academic year. A

recipient must register for a minimum of nine graduate-level credit hours during the

summer semester. If a recipient of an out-of-state tuition waiver fails to register or

registers for less than the required hours of graduate credit, the award is forfeited

immediately.

Criteria for Awarding Out-of-State Tuition Waivers. The following criteria are

utilized in awarding out-of-state tuition waivers:

1) An applicant should have a 3.5 graduate GPA.

2) An applicant who has not completed graduate coursework should have a 3.3

undergraduate GPA.

Each spring semester, graduate coordinators will nominate students through GradStatus.

Award letters will be sent via email and students will accept the award through a link in the

award letter.

The Graduate School has a limited number of out-of-state waivers to award each year.

Nominations should be:

1) No more than three percent of the full-time graduate enrollment in the department in the

preceding fall semester; and

2) Ranked to indicate departmental preference in awarding out-of-state tuition waivers.

Graduate Coordinator’s Handbook, revised August 2022

Academic departments may nominate students for out-of-state tuition waivers at any time

during the academic year; however, no department should have more than three percent of the

full-time department enrollment of the previous fall semester on the waiting list at any one time.

Student Hourly Employees. To be eligible for employment by UGA on an hourly basis

(student assistant), a graduate student must be registered for a minimum of three semester hours.

Student hourly employees should keep their major professor and/or graduate coordinator

informed about their workload each semester.

Financial Aid and Veterans’ Benefits. To qualify as a full-time graduate student for

financial aid and veteran’s benefits, a student must enroll for a minimum of nine hours per

semester. A student must be enrolled at least five hours per semester to be considered half-time.

In the summer term, six hours is considered full-time.

Graduate Coordinator’s Handbook, revised August 2022

VII. Academic Common Market

At its 1972 annual meeting, the Southern Regional Education Board (SREB) created the

Commission on Regional Cooperation to explore and develop new areas of interstate sharing of

educational programs and facilities among states in the South. One of the first undertakings of

the Commission was the establishment of a regional Academic Common Market.

The Common Market, first operational in 1974, is an interstate agreement for sharing

academic programs across state lines. As a result, students have access to selected programs not

offered in their home states without having to pay out-of-state tuition.

Operations

SREB employs a staff member to coordinate the activities of the Commission on

Regional Cooperation, including the Academic Common Market. Each of the 14 states

participating in the Common Market has a designated state coordinator for the program. In

addition, each institution, which has one or more academic programs in the Common Market,

has named an institutional coordinator as a contact person for that institution. At UGA, this

person is the dean of the Graduate School.

Responsibilities of the Institutional Coordinator include:

1) Maintaining a record of all students certified to enter academic programs at the institution

through the Academic Common Market;

2) Facilitating the enrollment process for Common Market students by waiving out-of-state

tuition; and

3) Publicizing the Academic Common Market to the student body at large.

Updating Program Offerings

One of the primary functions of the Academic Common Market is to assist states in

offering together what they cannot offer individually. Programs may be added to and removed

from the Market on an annual basis to reflect the changing needs of participating states.

Throughout the year, states are asked to indicate to SREB the types of programs that are

unavailable through their own institutions and to which they would like to have access to in other

states. This information is shared with other states, which can then determine if they have

programs which would be appropriate for the Common Market. On this basis, states recommend

Graduate Coordinator’s Handbook, revised August 2022

programs from their own institutions to be included in the Common Market. These

recommendations are compiled and circulated among the states. If one or more states select a

given program, it is included in the Market for residents of the state(s) that selected it.

Information concerning the programs offered by UGA through the Academic Common Market is

available in the Graduate School.

Program Administration

A student desiring entrance to a program offered through the Common Market should do

the following:

1) The student must first be accepted into a degree program accessible through the

Academic Common Market.

2) The student must then contact the coordinator in the home state and request resident

certification to be supplied to the participating institution. Each state has developed its

own forms and procedures for certifying students.

3) After certifying the residence of an applicant, the state coordinator sends a copy of the

completed residence form to the student, the institutional coordinator at the receiving

institution, and to SREB.

4) The institutional coordinator then coordinates with the appropriate officials at the

participating institutions to ensure the student is not charged out-of-state tuition and fees.