Graduate Student Policies

These policies are provided to assist Graduate Students with issues which may pertain specifically to them. They are provided here as a supplement to official University Academic Policy issued by the Office of the Provost. Please view the Office of the Provost's policy listing for other policies which may be applicable to all students.

Please also review the Graduate Student Handbook. Policies outlined in this handbook are those specific to the PhD, doctoral and master’s programs and complement, but do not replace, the policies listed on the Provost’s website. Also, every graduate student is responsible for being aware of the policies, regulations, and procedures of his or her department or program. This handbook is not intended as a substitute for frequent meetings between the student and the department faculty and staff, and especially with the Department Graduate Advisor, Supervising Professor, and/or appropriate Graduate Advisory Committee.
Please note: Policies and courses listed in this Handbook are subject to change. Check the University Provost’s website for the most up-to-date information. Students are bound by those that are extant at the time that they matriculate into their degree programs. Readmitted students are bound by the requirements in place at the time of readmission, unless an exception has been granted by the respective department and the Associate Vice Provost for Graduate Studies.

Classification of Students

Matriculated Students

Full matriculation, granted to a student who meets all admission requirements such as at least 3.00 in their undergraduate or graduate GPA from an approved, accredited school, acceptable Graduate Record Examination (GRE) scores and strong reference letters.

Provisional matriculation, which may be granted to a student when the department feels they show potential for success but their undergraduate or previous graduate work does not meet regular admission requirements, or when they do not have sufficient background in their chosen fields. The provisional classification allows a student to prove his or her ability by taking up to 12 credits of courses within his or her discipline or chosen by his or her departmental graduate advisor. If the student attains a cumulative GPA of at least 3.00 at the end of that period and fulfills all conditions stipulated in their provisional application, he or she may petition to the Office of Graduate Studies to be transferred into full matriculated status. This is achieved by completing the change-of-status form available online. Credit earned as a provisional degree student may be accepted toward the degree only on recommendation of the student's graduate advisor. Inability to complete the requirements will result in dismissal from the graduate program. 

Note: Some programs do not grant provisional matriculation.

Certificate students are those taking course work to earn advanced certificates in program concentrations.

Non-Matriculated Students

If a student fails to meet the standards of the academic department for acceptance as a matriculated student or wishes to take graduate coursework for professional growth, the program may petition the Associate Vice Provost for Graduate Studies to admit the applicant as a non-matriculated student.

Graduate students may remain in this temporary status while the required credentials are obtained until they complete 12 credits. Students who wish to achieve a graduate degree must matriculate into a degree-granting program as soon as possible but no later than the completion of 12 credits. To accomplish this, the student must complete a Non-Matriculation to Matriculation Request Form. Non-matriculated students who do not wish to receive a graduate degree are welcome to remain in this non-degree status indefinitely. Be advised, however, that degrees are not conferred from this status. Should non-matriculated students later desire to apply for full matriculation, only courses that are included in a departmental degree program, up to 15 credits, may be transferable.

The Graduate Advisor and Plan of Study

Advisor

All graduate students have a departmental graduate advisor and/or a supervising professor (if on a research/thesis track). The advisor(s) will act as the student's curriculum advisor, mentor, and, if appropriate, research advisor who will assist the student in getting started in the degree program with the student’s Plan of Study. Students are encouraged to keep in close contact with their advisor(s) so the stages of coursework and research progression are clear and well known to all involved. Should a student experience academic or other difficulty, he or she should contact his or her advisors(s).

Plan of Study

All students should file a plan of study with the appropriate department as early as possible but no later than the start of the second term of study. The plan of study is prepared by the student in consultation with his or her supervising professor or graduate advisors, and should record all courses taken and to be taken to satisfy degree requirements. Students are expected to make satisfactory progress by keeping pace with the plan of study so established.

Courses in a Major Field

The major field is the program in which a student specializes. Courses in a major field are the courses offered by a program in the field of that degree. Courses in a major field may include both required and elective courses.

Required Courses

Required courses are the courses specifically identified by a program that students must take to fulfill the requirements for a specific degree.

Elective Courses

These are the non-required courses that students may take for a specific degree program. Elective courses may be inside or outside the major field.

Registration

Registration for courses takes place at announced dates prior to the start of each quarter/term. All active graduate students and newly accepted students will have access to the scheduling booklet online. At this time students can register via DrexelOne for all regular courses, seminars and research.

Continuous Enrollment

All graduate students are required to register each term (excluding summer/vacation sessions, unless they intend to complete their final degree requirements during these periods) in order to continue to be degree candidates, unless they have requested and have received a formal leave of absence approved by the Office of Graduate Studies. Informal leave of absence arrangements are not acceptable and will not be honored retroactively.

Graduate students who do not register for a term (excluding summer/vacation sessions) and are not on leave of absence will be subject to termination and be dropped from the rolls. Reinstatement to matriculated status for students who are administratively withdrawn will require petition to, and action by the Department Graduate Advisor and the Associate Vice Provost for Graduate Studies. Such students will be treated as new applicants requesting admission with advanced standing. They will be required to file a new application and pay the application fee.

Enrollment Status

Full-time students in any quarter must enroll in courses that total at least 9 credit hours. Graduate students are considered to be full time students for the academic year when they are full-time students for 3 quarters of the academic year, nominally these quarters are Fall, Winter and Spring.

Students meeting full time enrollment for three quarters in the academic year are not required to register for the fourth quarter (Summer term) to maintain full time status.

All other graduate students are considered part-time.

International students on F-1 or J-1 visas should normally be registered full-time to meet their visa requirements; please contact International Student and Scholars Services for clarification.

Graduate Quarter Registration Enrollment Classifications

Less than half-time status: 0.0 to 4.49 credits
Half-time status: 4.5 to 5.99 credits
Three-quarter-time status: 6 to 8.99 credits
Full-time status: 9 or more credits

For purposes of Federal Student Loan Deferment, all graduate students must be classified as enrolled for half-time status (4.5 to 5.99 credits). If you have questions about how your registration affects your financial aid, please contact Drexel Central.

Credit Limits

A student may register for a maximum of 15 credits per term, of which no more than 9 may be research. A student needs to be registered for at least 9 credits to be considered as having full time status.

A student in receipt of a full-time teaching or research assistantship is expected to dedicate 20 hours per week at the assigned work. Full-time graduate co-op students are expected to work 40 hours per week at their co-op employment. Such co-op students can enroll for no more than 5 academic course credits.

Non-matriculated students can register for no more than 9 credits per term.

Adding/Dropping/Withdrawal from a Course

A course may be added or dropped during the Drop/Add period (the first two weeks of any quarter) online via BannerWeb. If the Drop/Add is performed by the end of the Drop/Add period, no record of the registration for the dropped course will appear on the student's transcript. No course can be added after the official Drop/Add period.

If a drop or add is requested (because of extenuating circumstances)after the Drop/Add period and before the end of the seventh week, the student must complete and submit an official Course Add/Drop form to the Office of Graduate Studies. A "W" will appear on the transcript and the student is responsible for paying for the course. If the student is only taking one course, then dropping or withdrawal from the course is considered to be a withdrawal from the university.

Retroactive Changes to Course Registration Records

Course drops, withdrawals, or adds are to occur by calendar deadlines according to policy.  Requests for retroactive actions related to course registration, including late drops, withdrawals, or adds for previous terms or the current term, are not permitted unless there are extenuating circumstances. To ensure compliance with all University and regulatory policies, all such requests with supporting evidence must be submitted in a timely manner to the Senior Vice Provost for Academic Affairs for review and final approval.  

Withdrawal from the University

Graduate students wishing  to withdraw from the University should seek advice from their departmental graduate advisors and their research supervisors, as appropriate. Those whose circumstances require withdrawal should notify the Office of Graduate Studies in writing. Refunds of tuition and fees are processed by the Student Receivables section of the Comptroller's Office in accordance with the University's official tuition refund policy.

Readmission to the University

Graduate students who have withdrawn from the university or who have not been enrolled for four or more terms must seek readmission to the University to resume their studies. This process is equivalent to a new application to enroll in the program. Master's level students can request readmission from their departmental Graduate Advisor. Doctoral students must submit a Request for Readmission with the Graduate Advisor and Supervising Professor (if one is already appointed) before forwarding it to the Office of Graduate Studies for final approval.

Leave of Absence

Graduate students wishing to take a leave of absence from the University (for reasons of 1) military service, 2) serious illness 3) parental leave or 4) another reason deemed adequate for interrupting graduate studies) should seek advice from their departmental graduate advisors and supervising professors (if any). Graduate students must submit a request in writing with the approval of their departmental Graduate Advisor and Supervising Professor (if there is one) to the Office of Graduate Studies. The Associate Vice Provost for Graduate Studies will give the final approval. The leave cannot exceed one year. Leave of absence request forms may be obtained online.

Any financial obligations incurred are not waived by a leave of absence. Students who are receiving stipends will have these suspended during their leaves. Continuous registration requirements will not apply while the student is on approved leave.

Furthermore, a leave of absence does not extend the time limits allowed for completion of degree. Students on F-1 or J-1 visas must consult with the Office of International Student and Scholar Services before requesting a leave.

At the end of a Leave of Absence

At least 30 days prior to the conclusion of a leave of absence, the student must submit a written request to the Supervising Professor (if there is one) and the program graduate advisor stating his/her desire to renew the leave for another period or the intent to be reinstated. If renewal is requested, it must then be endorsed and submitted to the Associate Vice Provost for Graduate Studies for final approval.

If reinstatement is requested, the program will inform the Office of Graduate Studies in writing whether it supports or does not support the student's return based on whether or not the student has met the program's conditions for reinstatement, if any. If reinstatement is requested, any financial liabilities and other conditions of reinstatement must be completed. The conditions of reinstatement are decided at the beginning of the leave of absence by the Office of Graduate Studies or by the program in which the student is conducting his/her major work.

After approval, reinstatement will be effective on the first day of the following term, during which time the student must be registered. A student who neither applies for reinstatement nor requests renewal of the leave of absence after the expiration of the leave of absence will be dropped from the rolls.

Length of Study /Time to Completion

University policy states that students who enter doctoral graduate study at the post-master's or post-baccalaureate level must complete their studies for their graduate degree(s) within seven years after initial graduate registration. Those who receive a Master's degree in the same program from Drexel University and then convert to a doctoral program are permitted five years after registration at the doctoral level to complete the Ph.D. degree. For master’s degree programs, the time to completion is five years after matriculation. (Some programs that combine study for a graduate degree and a professional degree or certification may be exempt from these time requirements. Thus, it is ten years for the MD/PhD program and for the PhD/JD in Clinical Psychology.)

In unusual circumstances, a student who finds that these time requirements are inadequate must discuss this with his or her advisor. Together they may request an extension before the end of a student's stated time limit. A student requesting an extension should work with his or her advisors to develop a plan of study and a time line for completion. All formal extension requests must give a reasonable time for completion with an accompanying revised plan of study. Should an extension be required, the student should be aware that all courses will be reviewed for timeliness; some earlier coursework may have to be repeated.

Extension requests for master’s students must be forwarded, after approval by the supervising professors (if on a research or thesis track) and the department graduate advisors, to the Office of Graduate Studies, which will make the final decision.
Extension requests for doctoral students must be forwarded, after approval by the supervising professors and the department graduate advisors, to the Office of Graduate Studies, which will make the final decision.

The effective starting date for determining the length of study is the date of matriculation. Time limits continue to run even during a leave of absence. Exceptions to the time limit are subject to appeal through the Associate Vice Provost for Graduate Studies. The student’s program must support the request.

Change in Matriculation and Program Status

For students changing to a different degree level within a program or between programs which are at the same degree level or below, the program graduate advisors involved must submit a Major/Program Transfer Application and a new plan of study to the Office of Graduate Studies for final approval.

When changing degrees (from PhD to MS or MS to PhD) the student is held to the requirements that are in effect for that degree at the time of degree change and not at the time of original matriculation.

Students wishing to change from a master's degree to a doctoral degree program must have completed one year in the master's program before requesting the change. All requests for change of matriculation status from a master’s to a doctoral degree, or vice versa must be approved by the Program Graduate Advisor and the Office of Graduate Studies.  Students who change programs or change from non-matriculated to matriculated status will have course credits applied to their new program of study according to the departmental guidelines.

Grading System

A+ 4.0 Superior Performance
A 4.0  
A- 3.67  
B+ 3.33 Creditable Performance
B 3.0  
B- 2.67  
C+ 2.33 Satisfactory Performance
C 2.0  
C- 1.67 Unsatisfactory Perfmormance
D+ 1.33  
D 1.0  
F 0.0 Failure
W 0.0 (does not affect GPA) Withdrawn
AUD 0.0 (does not affect GPA) Audit
CR 0.0 (does not affect GPA) Satisfactory
NCR 0.0 (does not affect GPA) Unsatisfactory
NGR 0.0 (does not affect GPA) No Grade Reported
INP 0.0 (does not affect GPA) In Progress
INC 0.0 (does not affect GPA) Incomplete

Final Grades

Some courses are graded on a letter grade system (A+, A, A-, B+, B, B-, C+, C, C-, D+, D, or F). These grades have numerical quality point weights. Grades below B in required core courses taken in the major field and grades below C in all other graduate courses in the student’s Plan of Study are not recognized as passing grades and their credits are not considered to be earned credits in clearing a student for graduation. All permanent grades with quality point weights count in the computation of the student’s cumulative grade point average.

Some courses are graded CR = Satisfactory (credit earned) or NCR = Unsatisfactory (where no credits are earned); CR and NCR grades do not have a corresponding numerical quality point weight and are not included in quality point average calculations. CR/NCR grades are used typically for research-type courses (theses, dissertations, practicums, co-ops). A grade of CR (Credit) indicates that the course was passed at the level of B or higher. A grade of NCR (No Credit) indicates work was unsatisfactory and the credits will not count toward degree requirements.

Temporary Grades

If an instructor does not report a grade for a student, an automatic notation of NGR is recorded. This is not a grade, but a temporary indicator that requires prompt resolution leading either to the removal of the course from the student's record or to the assignment of a grade. If a final grade is not reported by the end of the next calendar term, an administrative grade of "F" will be recorded on the student's transcript. It will be calculated as a failure in the student's GPA and is then considered a permanent grade. Students are urged to check their records each term and follow up when required.

In the case of thesis work or a special list of sequential courses, a temporary grade of "INP" (In Progress) can be recorded on the student's transcript for each such course; these grades must eventually be replaced by "CR"/"NCR" or a letter grade. When a letter grade is assigned, it will be included as the grade for all courses in the sequence; previous grades of "INP" will be replaced with a letter grade and the grade point average will be recalculated. If a grade of CR/NCR is awarded, no recalculation will take place.

At the discretion of an instructor, the grade of "INC" may be reported in place of a grade for any course in which the instructor deems that the work has not been completed and that the student can complete the work within an agreed-upon amount of time (which must be in accordance with University policy and the statute of limitations governing grade changes). A grade of "INC" may be entered for a student at the time grades are submitted for the course. The conditions and terms for the completion of the course are at the discretion of the instructor and are to be mutually agreed upon by the instructor and the student. If the grade is not submitted within one year, the "INC" will turn into an "F" on the student's record and will be reflected in the student's GPA. The grade of "F" will be considered a permanent grade unless there are extenuating circumstances.

Incomplete and No Grade Reported

Continuation in graduate studies requires satisfactory progress toward a graduate degree. Evidence of such progress includes a maintenance of a minimum 3.00 cumulative grade point average (in the student's program of study) each term (individual departments may set higher standards for determining satisfactory progress). The progress of each student is reviewed each term. Failure to maintain the minimum 3.00 program-of-study-cumulative GPA will result in placement on probation. Any student on probation must not only achieve a 3.00 minimum cumulative average within two successive terms following the term in which the deficiency occurred, but must also maintain at least 3.00 minimum term average in any term in which he or she is on probation. Failure to meet either of these requirements will subject the student dismissal at the discretion of the Associate Vice Provost for Graduate Studies. Graduate students must have a minimum 3.00 program-of-study cumulative GPA and an overall cumulative GPA of 2.80 in order to graduate (again, departments may set higher standards for graduation). The computation of the cumulative GPA to determine academic standing is based on permanent grades and on hours registered each term.

At the discretion of an instructor, the grade of "INC" may be reported in place of a grade for any course in which the instructor deems that the work has not been completed and that the student can complete the work within an agreed-upon amount of time (which must be in accordance with University policy and the statue of limitations governing grade changes). A grade of "INC" may be entered for a student at the time grades are submitted for the course. The conditions and terms for the completion of the course are at the discretion of the instructor and are to be mutually agreed upon by the instructor and the student and noted in the Petition for an Incomplete to be filed with the Office of Graduate Studies. If the grade is not submitted within one year, the "INC" will turn into an "F" on the student's record and will be reflected in the student's GPA. The grade of "F" will be considered a permanent grade unless there are extenuating circumstances.

Students who are on probation cannot be offered an "INC" grade. In addition, any "NGR" grade entered into the record for a student on probation must be converted into a regular grade by the end of the first week of the quarter in which the student is next back in school and not at the end of that quarter, as is in the case for all other students.

Auditing Grades

The Audit Option provides students the opportunity of attending a course, that carries no credit and no standard letter grade. Participation in the course will be evidenced by the "AUD" grade designation on the transcript. The "AUD" grade designation does not affect a student's GPA. The Audit designation must be added by the end of the drop/add period.

  1. Credits for courses taken using the Audit Option are not counted in clearance for graduation (please reference the Granting of Degrees policy); thus major requirements cannot be taken using the Audit Option.
  2. The credits for courses taken using this option count toward the maximum term credits allotted to full-time students for their program of study. All graduate students will be billed for the audited course on a per-credit basis.
  3. Due to pedagogical or other considerations, some courses may not be audited.
  4. In order to take a course using the Audit Option students must secure approval from both the instructor and their Graduate Advisor before the close of the course adjustment period.
  5. Students may not change the option to Audit courses or petition to take these courses for credit after the close of the course adjustment period.
  6. Students are not eligible to register for online courses using the Audit Option.
  7. Instructors will not be able to assign a grade during grade submission for students electing this option.
  8. Students electing this option will receive an automatic grade of "AUD". IX. Courses taken with the audit option cannot later on be taken for credit.

Grade Changes-Statute of Limitations

Grades appearing on a student's academic record may not be changed after one calendar year from the end of the term in which the grade was received. Exceptions due to extenuating circumstances require approval of the head/academic dean of the department offering the course and the Associate Vice Provost for Graduate Studies. Final grades appearing on a student's academic transcript cannot be changed after the graduation date. Changes requested to correct administrative errors require the approval of the University Registrar.

Course Repeat Policy

Graduate students may repeat up to a total of two courses, which are being applied to their degree, and for which they have received grades below B in required core courses taken in the major field and grades below C in all other graduate courses in the student’s Plan of Study. Courses may be repeated only once. Both grades earned for a course will remain on the student's record; both will be used in the GPA calculation.

External Transfer Credit

This policy applies to Ph.D., Doctoral and Masters students transferring from an external institution or current students that take a course at another institution with prior permission from the student’s academic program.

Acceptance of transfer credit from approved, accredited institutions is often dependent on the pertinence of the work to the degree program being pursued. Coursework that lies outside the scope of the degree program is not necessarily applicable for degree credit. The request for acceptance of credits taken prior to matriculation in a graduate program at Drexel University must be made at the time of application for admission to the program and the courses must be explicitly indicated in the Transfer-of-Credit Form. Students must provide an official transcript as evidence that the credits to be transferred are for graduate level courses. Such transfer credit will not be featured in the computation of the student’s grade point average.

The usual time a course from another institution may be valid for transfer is 5 years from the completion of the course until the time of matriculation.

Graduate transfer credit must be approved by the graduate advisor of the program in which the student is enrolled and will be subject to the following restrictions:

  • At least 30 graduate term credits (equivalent to 20 semester credits) of any master's degree program must be taken at Drexel. Similarly, for students admitted in post-baccalaureate status to a doctoral program, at least 75 graduate term credits of the degree must be taken at Drexel. Those with post-master’s status must take at least 45 credits at Drexel.
  • All transfer credit must have a grade of B (3.00) or better.

After matriculation, a student who wants to take a course off campus should submit a course syllabus to his or her Drexel graduate advisor to have it pre-approved. If the course can be included in the plan of study, the student may take the course off campus; if the grade is B or better, the student should submit the transcript to the graduate advisors for final approval. No graduate credit will be allowed for correspondence or extension work.

Course Waivers

A course taken on a graduate level at another accredited graduate institution may be accepted in lieu of a required course (subject to external credit transfer restrictions) with the approval of the course director and program graduate advisor as well as the Associate Vice Provost for Graduate Studies. The course grade will not feature in the cumulative GPA computation.

Loss of Matriculation Status: Probation or Dismissal

Students who meet admissions standards and are accepted into a graduate program whether as regular students or as students from the university’s accelerated programs can lose matriculation status due to poor academic performance, failure to continuously enroll , failure to submit and adhere to a graduate studies plan or failure to meet the time to completion of the degree.

Continuation in graduate studies requires satisfactory progress toward a graduate degree. Evidence of such progress includes maintenance of a minimum 3.00 cumulative grade point average each term (individual departments may set higher standards for determining satisfactory progress). The progress of each student is reviewed each term. Failure to maintain the 3.00/departmental minimum cumulative GPA will result in placement on probation. Any student on probation must not only achieve a 3.00/departmental minimum cumulative average within two successive terms following the term in which the deficiency occurred, but must also maintain at least a 3.00/departmental minimum term average in any term in which he or she is on probation. Failure to meet either of these requirements will subject the student to dismissal at the discretion of the Associate Vice Provost of Graduate Studies. Graduate students must have a minimum 3.00 cumulative GPA in their program of study and an overall cumulative GPA of 2.8 in order to graduate (again, departments may set higher standards for graduation). The computation of the cumulative GPA to determine academic standing is based on permanent grades and on hours registered each term.

Grade Appeals

The grade appeals policy applies only to questions of student evaluation in a course. Where the issue involves a matter of professional assessment or judgment as e.g. of the grade for a paper or report, the student has to present incontrovertible evidence that the grade awarded was biased and not in line with University policy. Upon a charge of academic dishonesty or misconduct (which includes but is not restricted to plagiarism, cheating, copying, submitting work that is not the student’s own) the instructor chooses the penalty that can be appealed.

If during an examination, an instructor/proctor observes suspicious behavior and/or has such behavior reported by another student, he/she may warn the student. Continuation of the same behavior or actions will be regarded as cheating and the student will be dismissed from the examination at the discretion of the instructor/proctor. In the case of overt cheating, no warning will be given and the student will be immediately dismissed from the exam. All examination and any unauthorized materials will be confiscated. A student who is dismissed from an examination will receive a grade of “F” or “0” on that exam. If an instructor/proctor suspects plagiarism or other forms of cheating, the student will be notified promptly, and all papers, etc. relating to the incident will be retained by the instructor/proctor. If the instructor feels that the penalty for the student’s behavior should be beyond receiving a failing grade for the exam or assignment in question, the instructor, within two weeks of the infraction, must make a formal written complaint to the Hearing Board of the Office of Graduate Studies which will conduct its own investigations and deliver a decision.

To challenge any grade awarded or action taken by the instructor, the student must initiate an appeal in writing within 2 weeks of the decision or action in question. If it is against a grade, the written appeal should be sent to the instructor who awarded the grade. It is anticipated that the following steps will be followed:

  1. The instructor and the student shall mutually attempt to resolve the appeal within five working days from the receipt of the appeal.
  2. An appeal not resolved at Step 1 shall be referred in writing by the student within five working days after the completion of Step 1 to the head of the department that offered the course. If there is a departmental appeals committee, the problem shall be referred directly to it. The department head or the departmental appeals committee shall normally submit a written response to the student within 10 working days following receipt of the written statement of the problem. A copy of this response shall also be provided to the instructor.
  3. If no mutually satisfactory decision has been reached at Step 2, any aggrieved party may submit a written appeal to the dean of the college or school in which the problem originated. Such an appeal shall be made within five working days following the receipt of the written response of the department head or the departmental appeals committee. The dean shall investigate the problem as presented in the written documentation, review the recommendation and provide, in writing, a proposal for the solution of the problem within 10 working days following its referral.

    Steps 1 through 3 can be treated informally if both the student and the instructor agree to it. If no official complaint is filed, no final record will be kept.
  4. If the problem is not mutually resolved by Step 3, the aggrieved party may file an official appeal with the Hearing Board within five working days of the receipt of the written proposal from the dean. The request for an appeal must be submitted to the Associate Vice Provost for Graduate Studies who will convene the Hearing Board as soon as possible, but no later than 10 working days after the receipt of the written request.

Hearing Board

Membership

  • Two graduate advisors from departments other than the department involved in the appeal. One will serve as chair. They will be chosen by the Associate Vice Provost for Graduate Studies.
  • A graduate student appointed by the President of the Graduate Student Association.

Procedure

  1. All parties (Hearing Board members, the student, instructor/faculty member) must be informed of the complaint in writing by the Chair of the Hearing Board normally within five working days after the receipt of the complaint at the Office of Graduate Studies. Copies of documents and correspondence filed with respect to the complaint shall be provided to the interested parties through the chair. Thereafter, neither new evidence nor new charges shall be introduced before the board. The chair shall notify in writing the interested parties of the exact time and place of the hearing and shall provide existing University and/or department policies relevant to the appeal at least five working days before the beginning of the proceedings. Throughout these proceedings, the burden of proof rests upon the person bringing the appeal.
  2. During the hearing, both the instructor/faculty member and the student shall be accorded ample time for statements, testimony of witnesses, and presentation of documents.
  3. Decision of the Hearing Board
    1. The Hearing Board shall deliberate in a private and confidential setting and render a decision by majority vote within three days of the close of the hearing.
    2. The Chair shall notify in writing, the student, the faculty member, and his/her department of the decision within three working days of the board's final action. The notification shall include the basis upon which the decision was reached.

Decision & Record

A written statement of the decision and relevant materials shall be placed in the student's academic file in the Office of Graduate Studies.

Post-decision of the Hearing Board

Any involved party can appeal the decision of the Hearing Board to the Associate Vice Provost of Graduate Studies within 20 working days. Within 10 working days after that the Associate Vice Provost of Graduate Studies will make a recommendation to be relayed to the Provost. The Provost’s decision will be final.

Special Note

If the professor is not on contract or in residence on the campus at the time of the Hearing Board’s deliberations, he/she shall have the right to defer the procedure until his or her return. Similarly, if the procedure would normally occur during the quarter when the student is not enrolled, the procedure may be deferred at the student's request.

Grievances

Drexel University encourages open student-faculty communication and discussion in order to avoid problems between student and faculty. However, when an academic dispute (such as one arising from the mentoring relationship between the supervising professor and the student or program termination) does occur, it is recommended that the aggrieved party seeks the counsel of the Program Graduate Advisor and, if need be, the Program Head and College Dean (if appropriate) to have them try to effect a resolution. Failing that any student may seek help or advice informally by contacting the Associate Vice Provost for Graduate Affairs. If no official complaint is filed, no record will be kept.

If the grievance cannot be resolved informally, any involved party can ask to take it to a Hearing Board. This must be done in writing in a timely manner to the Associate Vice Provost for Graduate Studies.

Non-academic grievances are within the purview of the Office of the Dean of Students, the Office of Human Resources or other appropriate administrative office.

Application for Graduation

Students who expect to graduate must apply for their degree on the Drexel Central website no later than the specified deadlines on the Student Resource Center website. Students who do not complete their requirements in their expected graduation quarter must submit a new Application for Degree form in the next quarter they anticipate graduating. Degrees earned during any term will be awarded at the end of that term after all grades have been submitted. Commencement is held once a year, in June. The statute of limitations applies to the award of degrees as well so an application beyond a year after a student fulfills the requirements of the degree will not be entertained.

Degree Requirements

No earned credit completed ten years or more before the intended graduation date may be applied to a degree program at Drexel University, unless approved by the Associate Vice Provost for Graduate Studies.

Graduation Requirements

The following conditions must be met in order for a student to receive a degree:

  • An application for degree form must be filed via DrexelOne no later than the deadlines specified in the academic calendar.
  • The number of term credits required for the program or major in which the student is enrolled must be completed. The minimum number of term credits varies by program, but in no program is the minimum fewer than 180 credits.
  • All specific course requirements for the program or major in which the student is enrolled must be completed.
  • A GPA of 3.0 or higher for all coursework undertaken at Drexel University must have been earned.
  • At least half the professional courses required for the student’s specific program or major must be completed at Drexel. A minimum of 45 quarter credits must be completed at Drexel. The senior year must be spent at Drexel unless the academic dean of the college or director of the school in which the student is enrolled waives this requirement.
  • A student must be matriculated in his or her college or school during the last term in which coursework is taken (i.e. must be enrolled for at least 1 credit in the term of completion).
  • All grades for required courses must be submitted to the Office of the University Registrar. No student will be approved for a degree while a grade for any course on the academic record remains outstanding.
  • A student must receive final academic clearance from their College/Department representative for graduation. Doctoral and PhD students must also receive final approval from the Office of Graduate Studies.
  • A Completion Form must be filed with the Office of Graduate Studieswith all signatures completed by the established deadline which is typically the last day of the first week of classes in the term after you plan to graduate. Please check with your graduate advisor or the Office of Graduate Studies for the exact deadline each term.
  • If a thesis or dissertation is involved, it must be typed in accordance with specifications contained in the "Thesis Manual" updated annually, a copy of which may be obtained online; the student is responsible for transmitting all required copies to the library for binding and/or archiving.
  • A student must satisfy all financial obligations to the University in order to receive their diploma.
  • If for any reason a student does not meet all requirements for graduation that student cannot graduate until the term in which all requirements are met.
  • If a student completes all requirements for graduation in any term prior to the spring term, the degree will be awarded in the term in which the requirements are met.
  • The name on a student's diploma must match their name on their academic record. A student can change their name but it must be done before the last day of classes in the respective term in which their degree is awarded.

Award of a Master’s Degree to Doctoral Students

All doctoral students who do not already have a master’s degree in their area of study may, with the approval of their program department, apply for such a degree when they complete the requirements for it. The application must be made in the quarter in which the student is eligible. The degree cannot be awarded retroactively.