Deficiencies in academic progress of doctoral students
Students should periodically meet with their advisers to discuss their academic performance and progress toward the degree. Graduate programs should immediately notify students in writing when their performance falls below an acceptable level. In response to a student’s academic deficiencies, the Graduate School may take any of the following actions:
- place a note of “unsatisfactory academic standing” on the student’s academic record
- place a continuing student on academic probation;
- require a student to withdraw from the University; or
- not confer a degree or certificate.
Unsatisfactory academic standing
The Graduate School will place a notation of “unsatisfactory academic standing” on the academic record at the end of the term in which a student’s cumulative GPA falls below a B (3.0 on a 4.0 point scale). The program will notify Rackham OARD when it determines that a student’s performance is unsatisfactory. The program may decide whether unsatisfactory academic standing may be a basis for placing a student on academic probation.
A student with unsatisfactory academic standing may not advance to candidacy and will not be awarded a degree or graduate certificate, and may change programs and transfer credits only with permission of the admitting program.
Academic probation and dismissal of doctoral students for academic reasons
Academic probation is normally required before a program may recommend that a doctoral student be dismissed for academic reasons. As an exception, and only with advance notice to students, program policy may allow dismissal without probation for a student who fails to pass candidacy or preliminary exams.
MSE has implemented program-level policies for academic probation and dismissal that are consistent with the following guidelines. MSE is responsible for communicating these policies to all doctoral students and faculty and for applying them equitably and fairly, taking into account disability accommodations. Academic probation will be noted on the student’s transcript.
Placing a student on academic probation. The advisor or graduate chair or director may recommend that a student be placed on academic probation. The decision to place a student on probation must be made by a faculty group of at least three persons to include, for example, the department chair (or the chair’s designee), the graduate chair, and the advisor; the graduate committee of the program; or another committee constituted of faculty.
Length of the probationary period. The probationary period may be no shorter than two months of the fall or winter term and ordinarily concludes at the end of that term. For a student placed on probation within two months of the end of the fall term, the probationary period will extend into the winter term for a total of at least two months. For a student placed on probation within two months of the end of the winter term, the probationary period may include the spring or summer half-terms or the following fall term, for a total of at least two months. A student may be placed on probation starting in the spring or summer half term for a minimum of two months, and does not need to be enrolled during these half terms.
Notifications. The graduate chair must notify the student and Rackham OARD in writing before the probationary period begins, explaining the reasons and conditions of probation; the start and end dates of the probationary period; funding support (see below); conditions, if any, for returning to satisfactory standing; and options for appeal (see below). A student who has been placed on probation may request a leave of absence from Rackham or withdraw. The leave or withdrawal will stop the clock on the probationary period, which resumes when the student returns to active status or is reinstated. Probation will remain in effect until the conditions are remedied or the student is dismissed.
Funding a student on probation. The level of funding prior to probation should be continued through the probationary period.
End of the probationary period and dismissal. At the end of probation, and upon the recommendation of the graduate chair and the consent of the Graduate School, a student may either be returned to good academic standing or dismissed from the program. The decision to dismiss a student must be made by a faculty group of at least three persons to include the department chair (or the chair’s designee), the graduate chair, and the advisor. The graduate chair must notify Rackham OARD of a recommendation for dismissal.
Option to appeal academic probation or dismissal. Students must be notified of options to appeal academic probation or dismissal. Appeals will be reviewed by a separate committee of three faculty on the graduate committee. Students may use Graduate School’s Academic Dispute Resolution process only for procedural issues of fair and equal treatment under the policy of the program, and not to appeal the academic reasons for the decision.
Students who fail to meet standards of academic or professional integrity, or who have been found responsible for violations of other University standards of conduct, may be dismissed in accordance with the separate procedures described in the Rackham Academic and Professional Integrity Policy.
Rackham Graduate School Academic Policies
Rights and Responsibilities of Graduate Students
Preamble
The list of rights and responsibilities, which follows, is an outgrowth of discussions between individual graduate students and faculty of the Department of Materials Science and Engineering. The primary intent of producing such a list is to make both graduate students and faculty aware of their individual and collective responsibilities as they interact on a day-to-day basis. In addition, it was created to make new students aware of their rights within the framework of MSE and the procedures available to guarantee that fellow students and faculty do not ignore those rights. This is not intended as a legal document which supersedes standard university practice but, rather, as an expression of what many would consider to be common sense guidelines for effective interaction between students and faculty. Our goal is to foster an atmosphere of mutual respect and collective productivity within MSE.
I. Research Performance Evaluation
Right: The student has the right to expect his/her progress to be evaluated by an advisor. Evaluation should include mutual discussion of the work to be performed and suggestions as to methods, explanation of grading criteria for research credit hours prior to the semester, discussion of gradeable work during the semester, and explanation of the grade after the semester.
To ensure that this right is upheld: The student has the right to a written warning that the work performance is not acceptable at least two months before any action is taken, and has the right to a one-month written notice before project funding is withheld. Copies of these notices must be sent to the chairman of the Graduate Committee. If a student is dismissed during a semester for which they are enrolled, the advisor will be responsible for outstanding financial obligations such as tuition and associated fees, medical benefits, etc., until the end of that semester.
In rare circumstances, a student will, with impunity, cease to discharge in any meaningful way the research responsibilities he/she assumed with the acceptance of a research assistantship. Examples of such behavior include failure to attend research group meetings, withholding of research data from the advisor, and refusal to perform required research. If such circumstances arise, the faculty reserves the right to review these cases and to determine if further support is warranted.
Responsibility: The student has the responsibility to perform to the best of his/her ability on the work suggested by the advisor. The student has the responsibility to hold research as confidential if this is deemed necessary by the advisor. The student has the right and responsibility to ask questions regarding the work if the intent and methods are not clear.
To ensure that this responsibility is upheld: The student has the responsibility to make regular reports as required by the advisor. A suggested format for reporting is a written summary and oral discussion at least once a month.
A student intending to terminate employment or change advisors has the responsibility to provide the advisor with a written notice of intent to quit at least one month before terminating work on the project. After this month, the advisor will no longer be responsible for the student’s financial support. During the final month, the student must prepare a written summary of the work performed and assist the advisor in bringing about a smooth transition.
If, during the course of the research, it becomes clear that the student will not be successful, it is the responsibility of the faculty to advise the student to pursue other options.
II. Academic Advisor and Thesis
Right: The student has a right to an advisor. The student has the right to the advisor’s assistance in defining a thesis and planning a schedule for accomplishing the necessary research. The student has the right to establish an informal committee before becoming a candidate, for the purposes of guiding and critiquing the research.
Responsibility: All students are required to select a principle advisor as soon as possible, during the first semester of enrollment.
The Ph.D. student is required to establish a thesis committee within 6 months after achieving candidacy. MSE places considerable emphasis on the Dissertation Committee and each student will be advised to form their committee as soon as possible after achieving candidacy and certainly not longer than 6 months after candidacy. At this time the student shall convene a meeting of this committee and shall present a thesis proposal including purpose of the research, experimental methods, scientific and technological importance, and timetable for completion. The student should obtain approval of this proposal from the committee within one year of achieving candidacy. The student must convene meetings of the thesis committee to discuss progress at least every six months.
III. Grievances
Right: The student has the right to bring any grievance about the behavior of another student, staff or faculty member to the graduate committee or the chairman of the department. This includes grievances over grading, candidacy, work assignments, harassment, personal behavior, etc. The student has the right to be at the hearing of his/her grievance, and the right to privacy in the handling of the grievance. If the grievance cannot be solved within the department or the student is not comfortable airing the grievance, the student is encouraged to take applicable grievances to the Rackham grievance committee (see Rackham Student Handbook for guidelines).
Responsibility: The student has the responsibility to follow guidelines for personal and academic conduct as described in the Rackham Student Handbook and departmental booklet. Students are encouraged to speak out about any problems or concerns observed within the department. The student has the responsibility to present the concern clearly to the object of the grievance, and to hear the side of the other party both in private and before the graduate committee if necessary. The student has the responsibility to hold as confidential any information disseminated by the graduate committee in solving his/her grievance.
IV. Equipment Safety and Operation
Right: The student has the right to be trained in the use of departmental equipment necessary for the research by a faculty member or other skilled operator, and to have all safety precautions regarding the equipment explained.
Responsibility: The student has the responsibility to not make unreasonable demands for instant service by the faculty, and staff, to treat the equipment with care and according to instructions, and to follow all safety precautions. The student has the responsibility to ask if any aspect of operating the equipment is not understood, and to return the equipment to its proper place after use. The student has the responsibility to keep work areas and equipment clean and orderly.
To ensure that this responsibility is upheld: The right to operate equipment may be revoked if these responsibilities are not followed.
V. Class Selection
Right: The student has the right to select classes according to his/her own goals and needs, and submit that class selection to the advisor for discussion. A mutually acceptable selection should be agreed upon by the student and the advisor.
Responsibility: The student has the responsibility to discuss class selections with the advisor, consider the advisor’s suggestions on class selection, and plan a course distribution that will meet departmental and Rackham course requirements.
II. Student Representation on Graduate Committee
Right: The graduate student body has the right to elect (two) active members to the Graduate Committee. The Graduate Committee will set aside portions of regular meeting time to include discussions with student representatives. It should be recognized that the faculty and the Graduate Committee reserve the right to hold faculty-only meetings where confidentiality is a concern.
Responsibility: Student members of the graduate committee have the responsibility to relate student opinion to the committee and disseminate committee information to the graduate student body. The student members also have the responsibility to hold confidential any information from the committee that is not for general knowledge.