Graduate Policies and Programs

Graduate Policies

These policies apply to all graduate students unless otherwise stated. For policies specific to doctoral students and doctoral programs, refer to the Doctoral Policies section.

Graduate Courses Taken by Undergraduates

An undergraduate student at UT Tyler may take a maximum of 6 graduate credit hours to apply toward a master's degree, subject to the following conditions:

1. The student must be within 12 semester hours of graduation.
2. Student must apply for undergraduate graduation.
3. Enrollment in each graduate course must receive prior approval by the graduate advisor or appropriate department chair of the college offering the course.
4. The approval must be submitted by the student to the Enrollment Services Center at the time of registration.

Admission Standards

Admission standards for graduate programs (master’s degree, certificate, and Ph. D.) at The University of Texas at Tyler shall be based on recognized predictors of success.  All graduate programs must have admission standards that incorporate at least two predictive measures. Examples of such predictors are standardized admission tests (which typically assess a combination of verbal, quantitative, writing, and analytical reasoning), undergraduate grades, previous graduate study grades, standardized tests which assess content specially linked to the discipline, professional recommendation letters and/or ratings.  Recommendation letters must address relevant motivational and experiential factors that support the likelihood that the applicant will be successful in the program to which admission is sought. 

The submission of documents in support of applications for admission and fellowships such as transcripts, diplomas, test scores, references, essays, or the applications themselves, that are forged, fraudulent, altered from the original, plagiarized, materially incomplete, obtained under false pretenses, or otherwise deceptive (collectively referred to as fraudulent documents) is prohibited by The University of Texas at Tyler and may be punishable by: a bar on applying for admission, fellowships, suspension, and/or expulsion. Students who submit fraudulent documents are not eligible to reapply.

Master's Degree Admission Requirements

Application Process

A student seeking a graduate degree must fulfill the following in addition to the general graduate admission requirements:

1. Complete a graduate application at http://www.uttyler.edu/graduate, select a specific program, pay the application fee, and have official transcripts showing proof of baccalaureate sent to the Office of Graduate Admissions.
2. Select a specific degree program.
3. Take the appropriate entrance examination for the selected degree program. Individual programs may waive examination requirements for applicants who hold master’s degrees from regionally accredited institutions or for those who have requisite years of relevant employment experience as determined by the program.
4. Satisfy the entrance examination, grade-point average and any other specific requirements for the selected degree program.
5. Receive official admission to the selected degree program.

Admissions

The University of Texas at Tyler recognizes five categories of graduate admission at the master's level: Full Graduate Admission; Conditional Admission; Provisional Admission; Special Admission; and Non-Degree Seeking.

At the doctoral level, students may be admitted only under Full Graduate Admission.

Full Graduate Admission

A student seeking a graduate degree must fulfill the following admission requirements:

1. Hold a baccalaureate degree from an accredited institution and, submit the following items:  
   1. Application for admission to a degree program. Only applications made online at http://www.uttyler.edu/graduate will be accepted;
   2. Official transcripts (sent directly from the institution) showing proof of baccalaureate (NOTE: some programs may require transcripts of all college and university level work);
   3. Official scores for the required entrance examination;
   4. Other admission materials required by the graduate degree program.
2. Meet the admission standards established for the degree program.
3. Contact the program graduate advisor to review specific entrance requirements of the selected degree program. The decision to admit a student is made at the program level.

Because some programs accept only a limited number of students or do not have the faculty or facilities to accommodate a student’s particular area of study, some applicants who exceed minimum requirements for admission may not be accepted.

Conditional Admission

This status may be granted to applicants who have submitted all required materials but who do not meet the standards for Full Graduate Admission. It is expected that a small percentage of applicants will be awarded conditional admission. Students who do not maintain a minimum grade point average of 3.0 during the semesters in which they are conditionally admitted will be denied full admission.

A graduate program may stipulate conditions that must be met by applicants for whom this status is requested. Any conditions stipulated must be designed to provide compensatory evidence that applicants will be successful in the program despite not meeting the standards for Full Admission. All conditions must be met by the time an applicant has completed nine hours in the program. Examples of reasonable conditions are 1) successful completion of specific prerequisite courses and 2) maintenance of a graduate GPA for the first nine semester hours that is substantially above the minimum 3.0 GPA required for good standing in a graduate program. Advisors shall prepare Conditional Admission Approval Forms that identify conditions for any applicant for whom conditional status is requested. Forms must be approved by The Graduate School and will be monitored by the program. Upon completion of the requirement(s) for conditional admission, the academic program will contact Graduate Admissions to move the student to Full Graduate Admission. 

International students on an F-1 visa are not eligible for conditional admission.

Provisional Admission

Individuals may be admitted provisionally to a graduate program if they complete a graduate application and provide evidence of having completed or that they will complete a baccalaureate degree prior to matriculating in a graduate program. For an applicant to be eligible for provisional admission, the materials provided by the individual must provide persuasive evidence that the applicant is likely to meet the standards for full admission or conditional admission. Students who are provisionally admitted are allowed one semester to furnish all the materials needed for a program to make a decision whether to deny the applicant admission or to grant full or conditional admission. Provisional admission is good for one semester only during which no more than nine hours may be taken.

Special Admission

A student seeking teaching certification, a graduate certificate, or other graduate non-degree program (such as licensure) may be admitted as a special student. The student must submit a Graduate Application and meet all admission requirements set by the particular program. Individual programs determine the number of hours to be taken and other requirements. Students may enroll only in graduate courses required for the specific non-degree program. Registration is approved by the graduate advisor. Graduate hours completed prior to admission as a special student may not be accepted by a particular program. If a student subsequently decides to pursue a degree, the selected degree program will determine which courses taken while classified as a special student will apply to the degree.

Non-Degree Seeking

A student who desires to take graduate courses for personal enrichment, for job advancement, or for transfer to another institution, may do so by completing a graduate application. Non-degree seeking students are limited to enrolling in a total of nine graduate hours unless approval is given by the Dean of The Graduate School.

A maximum of nine graduate hours of UT Tyler credit earned as a non-degree seeking student may subsequently be applied toward a master’s degree if approved by the degree-granting program. Individual programs may limit the number of hours applicable to the program. Some programs do not allow non-degree seeking students to take courses in their programs.

A student who completes nine graduate hours as a non-degree seeking student, may not subsequently be admitted conditionally or provisionally to a graduate degree program.

Readmission

A new application is required whenever a student fails to register three consecutive semesters or has an approved leave of absence for twelve or more months. To resume studies, students must submit a graduate school application at http://www.uttyler.edu/graduate according to the deadlines posted online: http://www.uttyler.edu/graduate/calendar.php.

Readmission is not automatic and will be reviewed carefully by The Graduate School and the academic program prior to making a recommendation.

If a student is readmitted, the applicable catalog is the one in effect at the time of readmission. Master’s Students should consult the Time Limitation standards for master’s degrees. Doctoral Students should consult the Residency and Time Limit standards that apply.

Auditing

Audits may only be processed during the period from the first day of courses to the Census Date of each term. As Audits differ significantly from regular enrollments, individuals should be aware of the following characteristics of Audited courses:

• An automatic grade of 'AU – Audit' will be assigned at the time of registration
• Courses with the 'AU' grade cannot be dropped once added
• Courses with the 'AU' grade do not earn academic credit
• Courses with the 'AU' grade do not qualify students for advanced standing examinations
• Participation in class activities is at the sole discretion of the instructor
• Audit fees are non-refundable and are based on the total credit hours of Audited courses as follow:
  • 1-4 hours = $50
  • 5-8 hours = $100
  • 9-11 hours = $150
  • 12-14 hours = $200
  • 15 or more hours = $250
• Certain courses are ineligible for Audit registration including, but not limited to:
  • Any course offered on an individual instruction basis
  • Any course requiring the use of laboratories, computers or studio spaces
  • All courses offered through the Ben and Maytee Fisch College of Pharmacy

A student may Audit one or more courses by taking the following steps:

1. New students must obtain an Audit Application from the Enrollment Services Center (ADM 230); current students proceed to step two.
2. Complete the Course Audit Request form available in the Enrollment Services Center (ADM 230). One form must be completed per course being audited.
3. Obtain required signatures of the Instructor and either the Chair or Dean.
4. To register, return the completed Course Audit Request form to the Enrollment Services Center (ADM 230).
5. Make payment of all applicable audit fees at the Enrollment Services Center (ADM 230). Students who are residents of the State of Texas and are 65 years of age or older may claim an exemption from audit fees at the ESC at the time of registration.

Academic Fresh Start

An applicant who has earned a baccalaureate degree under the “academic fresh start” statute, Texas Education Code, § 51.931, and applies for admission to a postgraduate or professional program will be evaluated only on the grade point average of the course work completed for that baccalaureate degree and the other criteria stated herein for admission to the postgraduate or professional program.

International Graduate Student Admissions

Applicants from countries other than the United States may be admitted to the university subject to the following regulations in addition to the general admission requirements:

1. An official English evaluation of transcripts must accompany the application if the academic transcripts are from a foreign institution.  For Computer Science, Civil Engineering, Electrical Engineering, and Mechanical Engineering, an official English evaluation of the transcript may be waived. Visit www.uttyler.edu/graduate and select the "Evaluation Needed?" button to see if you qualify for a waiver. For all other programs, the official English evaluation of the transcripts is required if the academic transcripts are from a foreign institution.
2. Evidence of English proficiency must be submitted before admission will be granted. Applicants whose primary language is not English (the undergraduate degree is from a foreign institution) must submit results of the Test of English as a Foreign Language (TOEFL), Pearson Test of English (PTE), or the International English Language Testing System (IELTS). Minimum score requirements are as follows:
   1. 79 TOEFL iBT (internet-based test)
   2. 550 TOEFL PBT (paper-based test)
   3. 53 PTE
   4. 6.5 overall band score and 6.0 in each subsection IELTS 
   • Please note that individual graduate programs may have higher standards for English proficiency. Applicants should check with program advisors for details on English language proficiency requirements.
   5. Individual departments may, at their discretion, consider one or more of the following options to determine whether an applicant may be exempted from the English Language Proficiency exam requirement:
      • Earned a High School Diploma, Associate’s, Bachelor’s, Master’s, Doctoral or Professional Degree or their equivalent in the US or another exam exempt country
      • Have earned a grade of B or better in English 1301 and 1302 or equivalent at an accredited US institution 
      • Interview (Skype, Zoom, phone, face-to-face)
      • Submit writing sample (completed face-to-face) to academic department
      • Minimum score of 146 on GRE Verbal
      • Completed Level 6 of the University of Texas at Tyler Intensive English Language Institute (IELI) with no grade lower than an A or completed Level 7 with no grade lower than a B
3. An affidavit of support is required indicating the source of funds being made available to the student and the amount of money being provided and the length of time the funds will be made available.
4. Holders of student (F-l) visas must be classified as full-time students. For international graduate students, the minimum course load is 9 semester credit hours.
5. The filing deadlines for applications and the required documents to be received in the Office of Graduate Admissions are available online at http://www.uttyler.edu/graduate/calendar.php.
6. International students holding non-immigrant visas are required to maintain approved comprehensive medical insurance, repatriation insurance and medical evacuation insurance. An international student may purchase his or her own insurance. However, the policy must meet or exceed UT System Student Health Insurance Plan requirements and a health insurance waiver must be submitted by the deadline for the insurance charge on the student bill to be waived.

   If no waiver form is submitted, a health insurance fee will be assessed at the time of enrollment. The health insurance fee will be in the amount of the premium approved for the UT System Student Health Insurance Plan for the actual cost of the insurance.

International Student Seeking a Graduate Degree by Distance Learning

Applicants from countries other than the United States may be admitted to online degree programs subject to the following standards:

• Satisfy the general admission requirements for the degree program, including English language proficiency.
• International students admitted to degree programs offered through distance learning technologies are not eligible to receive an I-20. International students are not eligible for on-campus study unless they hold an F-1 visa.

Undergraduate Courses

Undergraduate courses (numbered 4999 and below), including required prerequisite or leveling courses, will not be counted toward academic program requirements, will not count toward full-time enrollment status (with the exception of international students), will not carry residence credit, and will not be entered into the student’s graduate grade point average.

Student Seeking a Second Master's Degree

A student who already holds a graduate degree from an accredited institution may pursue a second graduate degree. The second degree must open a new area, field, or major approved by the student’s advisor.

With the exception of coordinated degree programs, the degree requirements for the second graduate degree must be satisfied without using courses applied to a previous degree. Credit applied to a previous degree which duplicates a portion of the program required under the second degree will not reduce the number of hours required for the second degree. Courses already taken would not have to be repeated, but additional course work would be substituted for such previously completed courses.

Concurrent Enrollment in Two Master’s Degree Programs

In unusual instances a student may be concurrently admitted to, and enrolled in, two master’s degree programs. The student must satisfy all requirements for each degree and may not use more than 9 hours of course work from one degree to satisfy common requirements for the other degree. Course work that is used to satisfy common requirements for the two degrees must be approved by the advisor of each degree program, the college graduate advisors, and the Dean of the Graduate School.

Transient Admission: Student Pursuing Degrees at Other Universities

Graduate students pursuing degrees at other colleges and universities who wish to take courses at the University may be admitted as transient students. The transient student application is available through http://www.uttyler.edu/graduate.  

A transient student who later wishes to be admitted to the University on a regular basis must reapply for admission.

Students who attend the University as transient students and then are admitted on a regular basis are immediately subject to the University’s academic regulations.

Transient Admission: UT Tyler Students at Other Universities

After a student is admitted at UT Tyler, he or she should not register for any course(s) at any other institution until approval is granted. Approval by the student’s advisor, department chair, dean, and University Registrar is required to assure that the courses taken at another institution will count toward the student’s degree. The student should not register at another institution until the request for graduate transient admission form has been completed and approved. Forms for this purpose are available online at http://www.uttyler.edu/graduate/forms/. 

Admission Denial Appeal Process

Applicants denied admission to a graduate program may appeal the decision within five days of receiving the admission decision. The appeal must be based on the grounds that the denial was a violation of the admissions policy and procedure or that the applicant’s application was not evaluated in accordance with the criteria for admission set forth by the intended graduate program/department. Denials to graduate programs with restricted admissions based on their capacity to effectively serve students may not be appealed.

Students may appeal their admission decision by completing an application for appeal of an admission decision. This form is published on The Graduate School Forms website. The appeal should include any supporting documentation that supports the appeal.

Any appeal of an admission decision to a graduate program shall be submitted in writing to the advisor for the program. The advisor shall have 10 work days to respond in writing to the appeal. If the applicant is not satisfied with the decision, he or she may appeal in writing to the chairperson of the department. The chairperson shall respond in writing within 10 work days. The next level of appeal is the dean of the college in which the program is located. The dean will respond in writing within 10 work days of receiving the appeal. The final level of appeal will be the Admission Appeal Subcommittee of the Graduate Council. The subcommittee will respond in wiring within 10 work days of receiving the appeal. The decision of the committee is final.

Any appeal of an admission decision to a professional program shall be submitted in writing to respective program’s Office of the Dean. The Dean, or designee, shall have 10 work days to respond in writing to the appeal. Since professional programs are capacity limited, further appeals are not available. 

Appeals must be received prior to the term for which the applicant is seeking admission. If there is insufficient time to complete the appeal process before the beginning of the term for which the applicant seeks admission, the admission semester may be moved to the subsequent semester so the case may be reviewed.

Transfer of Graduate Credit

Transfer of graduate credit from a regionally accredited institution is limited to 9 hours for master's degrees. All transfer credit must have been completed with a grade of “B” or better and approved by the degree-granting program. Transfer credits for courses completed prior to admission to UT Tyler should be evaluated and approved during the first semester. Since the restrictions placed upon transfer work may vary from program to program, each graduate degree student should refer to the section of this catalog that details the requirements of the proposed degree. Forms for this purpose are available online or in the Office of Graduate Admissions, ADM 345.

Graduate Scholastic Load

The minimum credit hour load to be considered a full-time graduate student is nine semester hours during the fall, spring, or summer semester.  The maximum credit hour load permitted is 12 semester hours during the fall, spring, or summer semester.  In the summer semester sessions, students may not exceed 3 credit hours in the Short Summer session, 6 credit hours in each of the Summer I or Summer II sessions, or 12 credit hours in the Long Summer session.  In programs with registration in sessions in the fall and spring semesters, students may not exceed 6 credit hours in each of the 7-Week 1 or 7-Week 2 sessions.  Enrollment status is defined in terms of semester credit hours.

Enrollment Status per Financial Aid regulations (minimum credits required):

Time Limitation

Degree requirements for all master's programs at UT Tyler must be completed within a six-year period. Graduate credit transferred from another institution must meet the limitations imposed by each degree program. Exceptions to the six-year time limitation must be approved by the academic advisor, dean of the college offering the degree, and Dean of The Graduate School.

Catalog Year

In order to graduate, a student must fulfill catalog requirements in effect at the time of admission to a graduate program; however, a student who is continuously enrolled must complete all requirements within six years or be subject to degree requirements of a subsequent catalog. If a matriculated student has a break in enrollment at UT Tyler for three consecutive semesters or more, the student is required to complete a readmission application. If a student is readmitted, the applicable catalog is the one in effect at the time of readmission.

Change of Program

If a student desires to change from one graduate program to another graduate program, the student must complete the Change of Graduate Program form, which is available on Graduate Admissions Office forms website http://www.uttyler.edu/graduate/forms/.

Course Enrollments

The university reserves the right to cancel a scheduled course upon evidence of inadequate enrollment. Normally a minimum of five enrolled students is required in a graduate course.

Grading System

Grades, levels of performance, and grade points awarded for graduate credit at UT Tyler are as follows:

Most courses use the traditional grading system, providing grades of A through F. However, grading may take other forms, including:

There is a one-year time limit for grade changes and only the original instructor of the course may change a grade. CR, P and W designations may not be changed to letter grades. An "I" must be removed from the student’s record within one year. See specific sections that elaborate on the institutional policies concerning the designations CR/NC, I, Pass/Fail and W.

Calculation of Grade Point Average

Grades A, B, C, D, and F and the associated semester credit hours will be used to calculate grade point averages. The designations I, W, CR, and NC and the associated semester credit hours will not be used. Only grades and associated semester credit hours for courses taken in residence at UT Tyler will be used in the calculation of grade point averages.

If a student repeats a course and requests grade forgiveness, only the last grade earned and the last semester credit hours attempted are used to compute the grade point average. If grade forgiveness is not requested, then both grades will be calculated and used to compute the grade point average (See Repeating Courses and Grade Forgiveness Policy). If the student receives a W or I in the repeated course, then the previous grade continues to be used to compute the grade point average.

Undergraduate courses (numbered 4999 and below), including required prerequisite or leveling courses, will not be counted toward academic program requirements, will not satisfy minimum graduate credits required to be taken at UT Tyler, and will not be entered into the student's graduate grade point average.

Credit/No Credit Option

Certain courses in the curriculum may be taken only on a credit/no-credit basis. Pre-professional students should note that many professional schools, e.g. law, count CR as a "C" and NC as an "F" in computing grade point averages. The following provisions apply to courses taken on a credit/no-credit basis:

1. Special form requiring the signature of the student’s advisor.
2. The designation CR will not be changed to a grade of A, B, C, or D.
3. The designation of CR and NC will not be used in calculating the grade point average.
4. The designation CR will be counted toward the total number of hours passed.

Incomplete Policy ("I" Grade)

If a student, because of extenuating circumstances, is unable to complete all of the requirements for a course by the end of the semester, then the instructor may recommend an Incomplete (I) for the course. The "I" may be assigned in lieu of a grade only when all of the following conditions are met: (a) the student has been making satisfactory progress in the course; (b) the student is unable to complete all course work or final exam due to unusual circumstances that are beyond personal control and are acceptable to the instructor; and (c) the student presents these reasons prior to the time that the final grade roster is due. The semester credit hours for an Incomplete will not be used to calculate the grade point average for a student.

The student and the instructor must submit an Incomplete Form detailing the work required and the time by which the work must be completed to their respective department chair or college dean for approval. The time limit established must not exceed one year. Should the student fail to complete all of the work for the course within the time limit, then the instructor may assign zeros to the unfinished work, compute the course average for the student, and assign the appropriate grade. If a grade has not been assigned within one year, then the Incomplete will be changed to an F.

Pass/Fail Policy

To register for a class on a Pass/Fall basis, a student must have the signatures of his/her advisor and the instructor for the course.

1. Students may take only one course per semester for P/F credit.
2. Students may take only three courses on a pass/fail basis during their graduate career at UT Tyler.
3. If you are on academic probation, you may not enroll in a course on a P/F basis.
4. A course cannot be changed from a P/F basis to letter grade or vice versa after the first five class days.
5. A final grade of P will not be changed to a grade of A, B, C, or D.
6. A final grade of P will be counted in the total number of hours passed.

Repeating Courses

A graduate student may repeat any graduate course previously taken at UT Tyler if the last grade received in the course was a C, D, F or NC. Repeated courses may not be taken on a CR/NC or P/F basis unless the course is only offered on a CR/NC or P/F basis. Students repeating a single course more than two times may be billed at a higher tuition rate. All grades will appear on the student’s official transcript. Once the graduate degree has been awarded by UT Tyler, a student may repeat a course taken prior to graduation, but the repeated course will not be used to recalculate the grade point average.

Grade Forgiveness

A master's student may receive grade forgiveness (grade replacement) for only two course repeats during his/her graduate career at UT Tyler. Grade forgiveness means that only the last grade and associated semester credit hours earned are used to compute the grade point average. However, all grades and associated semester credit hours will appear on the student’s official transcript.

Grade replacement/forgiveness may be requested for courses in which a grade of a C, D or F was earned. To request grade forgiveness/replacement a student must file a Grade Replacement Contract with the Enrollment Services Center by the Census Date (see the Academic Calendar for date). Failure to file a Grade Replacement Contract will result in both the original and repeated grade and associated semester credit hours being used to calculate overall grade point average.

If a student repeats a course for grade forgiveness within two academic years of the original attempt, their academic standing for the term in which the original grade was awarded and each subsequent term will be reassessed to account for the exclusion of the original grade from the grade point average. This reassessment will not be conducted for repeats more than two years after the original grade was awarded.

If a student files a Grade Replacement Contract for a course but withdraws and receives an automatic “W,” the attempt counts against the grade forgiveness limit and the original grade remains. Students may, on or prior to the Census Date, request in writing to withdraw a Grade Replacement Contract by contacting the Enrollment Services Center.

A student may not exercise grade forgiveness for courses taken at UT Tyler and repeated at another college or university, nor may grade forgiveness be used when a course taken elsewhere is repeated at UT Tyler. The grade forgiveness option may not be exercised to remove a grade awarded in a case of academic dishonesty.

Once the degree has been awarded by UT Tyler, grade forgiveness may not be used to replace a grade taken before graduation.

Implementation

The grade forgiveness limit is not retroactive regarding grades already forgiven. The policy affects all students enrolled in Fall 2006 and thereafter, no matter when the course being repeated was originally taken. Academic standing reassessment for courses repeated within two academic years is effective beginning with the Fall 2015 term, with academic standing reassessments effective only for terms Fall 2013 and more recent.

Grade Appeals

Disputes regarding grades, must be initiated within sixty (60) days from the date of receiving the final course grade by filing a Grade Appeal Form with the instructor who assigned the grade. If the student is not satisfied with the decision, the student may appeal in writing to the appropriate Chairperson of the department from which the grade was issued. Grievances may then be appealed to the Academic Dean and the Vice President for Academic Affairs. Grade Appeal Forms are available in each academic dean’s office.

Withdrawals

Withdrawals for All Students 

Prior to the first day of classes, students should conduct all drops online via their Student Center in the myUTTyler system. This functionality is disabled once classes begin for each term. 

Partial and Complete Withdrawals

From the first day of classes through the Last Day to Withdraw, students may process a partial withdrawal (dropping from one or more but not all of their classes) or complete withdrawal (all classes in a term) via the online Course Drop or Withdrawal Request Form, available here, and processed fully online. Drops/withdrawals after Census Date and before the Last Day to Withdraw will result in a grade of W. Courses dropped prior to Census Date won’t appear on the student’s record or the transcript.  Emailed, mailed, or faxed requests will not be processed.  

All drops/withdrawals are final once processed. Students should take care to complete their web-form accurately prior to submission for processing.

• All drop/withdrawal requests will be processed as of the date the request is submitted via the web-form.
• If more than one form is submitted, each submission will be processed as of the date submitted.
• Students may not officially withdraw from a course after the "Last Day to Withdraw," as listed on the Academic Calendar. Late submissions will not be processed. Students who miss the withdrawal deadline or cease to complete work toward their courses after this point will automatically receive an F, or whatever grade they would earn based on their already completed work in the course.
• After the Last Day to Withdraw, students should complete the Unofficial Withdrawal Form for Financial Aid to notify the University of their intent to cease attendance for any course or for the entire term.  The date on which a student submits an Unofficial Withdrawal Form for Financial Aid will serve as the official date for Title IV purposes.

Dropping or withdrawing from classes may affect financial aid eligibility, veteran's benefits, athletic eligibility, housing, or international student status. Students must consult with those departments prior to dropping or withdrawing.

All partial withdrawals by undergraduate students seeking their first baccalaureate degree are subject to the provisions of the 6-Drop Rule, except as noted here; students who have exceeded the number of allowed non-exempt drops under the 6-Drop Rule will be ineligible to complete partial withdrawals. Complete withdrawals for undergraduate students seeking their first baccalaureate degree, and all withdrawals by other student populations, are exempt from the 6-Drop Rule. 

Students who feel their ability to withdraw was negatively impacted by circumstances beyond their control, or those who believe they may qualify for an exception under the 6-drop Rule, may submit an appeal to the Student Appeals Committee. 

Withdrawals for Pharmacy Students 

Pharmacy students must follow the procedures outlined by the College of Pharmacy Office of Academic Affairs.

Withdrawals for International Students, Veterans, Student Athletes, Scholarship Recipients, and Students with Financial Aid Awards

International students, veterans receiving VA benefits, student athletes, scholarship recipients, and any students who have been awarded financial aid wishing to submit any withdrawal form must obtain the appropriate approval during the online processing of the form.  Housing and Student Business Services will be notified after the withdrawal has been processed.

Students in these groups must consult with the appropriate advisor before any schedule changes are made, as changes may negatively impact their status, benefits or eligibility. 

For Information about submitting the online Course Drop or Withdrawal Request Form, please contact the Enrollment Services Center:

Phone:  903-566-7180

Dropping Courses Late

No course may be dropped after the published “Last Day to Withdraw” unless the Student Appeals Committee approves a late drop (see the Academic Grievances policy). The appeal must provide justification of extenuating circumstances that go beyond academic progress in the course.

Withdrawal for Active Military Service

If a student withdraws from an institution of higher education because the student is called to active military service, the institution, at the student’s option, shall:

1. refund the tuition and fees paid by the student for the semester in which the student withdraws;
2. grant a student, who is eligible under the institution’s guidelines, an incomplete grade in all courses by designating “withdrawn-military” on the student’s transcript; or
3. assign an appropriate final grade or credit, as determined by the instructor, to a student who has satisfactorily completed a substantial amount of coursework and who has demonstrated sufficient mastery of the course material. (See Excused Absences for Active Military Service)

A graduate or professional student who withdraws from or defers admission to perform active military service in a combative operation will be readmitted to their program; previously earned coursework will be applied toward the program; and any standardized test score previously submitted will be accepted. Texas Education Code, Section 51.844.

Readmission

A formal request for readmission is required whenever a student fails to register for three consecutive semesters or has an approved leave of absence for twelve or more months. To resume studies, students must submit a new graduate school application at http://www.uttyler.edu/graduate.

Readmission is not automatic and will be reviewed carefully by the Office of Graduate Admissions and the academic program prior to making a recommendation.

If a student is readmitted, the applicable catalog is the one in effect at the time of readmission.

Excused Absences

Excused Absence for Religious Holy Days

An institution of higher education shall excuse a student from attending classes or other required activities, including examinations, for the observance of a religious holy day, including travel for that purpose. A student whose absence is excused under this subsection may not be penalized for that absence and shall be allowed to take an examination or complete an assignment from which the student is excused within a reasonable time after the absence.

Any student seeking to be excused for religious observance, must provide written notification to the instructors at least two weeks* prior to the date of the planned absence. At that time the instructor will set a date and time with the student when any make-up assignment or equivalent work will be completed. Make-up work will be mutually arranged; however, availability of the instructor will be given priority in setting the arrangements.

It is expected that students will not abuse the privilege of being absent from class for religious observance.

*Events scheduled within the first month of an academic term may require a shortened lead time.

Excused Absence for Active Military Service

Any student who has been called up for military service after a semester begins should immediately provide the Registrar’s Office and course instructors a copy of the military orders. Such students are excused from attending classes, turning in assignments, taking examinations or participating in any other required activity if the absence is for no more than 25% of the total number of class meetings (excluding final examination period). If the absence is for more than 25% of the class meetings, please refer to the policy on Withdrawal for Military Service.

Within 5 days of the student returning to UT Tyler from active service, he or she shall notify the Registrar’s Office and course instructors. The student will be allowed to complete all assignments and examinations within a reasonable time as agreed upon by the course instructors and under the same requirements in effect when the student enrolled in the course.

Should any dispute arise as to the student’s inability to complete assignments or examinations within a reasonable time after the absence, the student should first seek informal resolution with the faculty member, the department chair and then the dean of the college in which the course or courses are located. If an informal process is not successful, the student may institute a grade grievance process after the final course grade is recorded.

Discrimination Complaints

Please see the Complaints and Grievances Process in the Student Affairs section of this catalog.

Student Records

Please see the Family Educational Rights and Privacy Act (FERPA) policy in the Undergraduate Policies Section of this catalog.

Probation/Suspension for Master's Students

The policy below is the minimum policy for graduate students at the University of Texas at Tyler. Individual programs may have stricter criteria for probation and/or suspension from a program.

Graduate Academic Probation

A graduate student who has a cumulative grade-point of less than 3.0 will be placed on academic probation. For the purposes of determining compliance with the policies of academic probation, the three summer sessions are treated as one semester.

Students placed on probation will automatically be dropped from subsequent semester.  Students will need to meet with their advisor, in-person or via Patriot email and secure approval on the official probation form (https://www.uttyler.edu/registrar/forms/GRAD%20Probation%20Web%20Version.pdf).  Students must submit the form to Enrollment Services Center before they can be re-enrolled.

Students on academic probation must earn a minimum grade-point average of 3.0 or above in subsequent semesters until the cumulative grade point deficiency is removed. Failure to do so results in academic suspension. A student on academic probation should not register for more than nine hours (or fewer, at the discretion of the academic department) and must obtain his/her advisor’s approval on a Graduate Student Probation Petition for Readmission form to register. The form is available on the Registrar's Office website: http://www.uttyler.edu/registrar/forms/index.php.

Grade points earned at other institutions are not used in computing the grade-point average and may not be used to remove a deficiency. A student who leaves the University on academic probation will be readmitted on academic probation even if he or she has attended another institution in the interim.

Graduate Academic Suspension

A graduate student will be suspended from the University for one semester or full summer for failure to meet the terms of academic probation. A student suspended from the University for the first time must receive approval for readmission from the program advisor and the appropriate dean.

A student admitted to the University after having been suspended must complete a Graduate Student Suspension Petition for Readmission form, with signatures from both their academic advisor and the appropriate college dean, to register.

A second academic suspension will be for at least twelve months. Students wishing to reenroll at the University after the mandatory period of enrollment ineligibility must reapply via the website http://www.uttyler.edu/graduate. Submission of a completed Graduate Student Suspension Petition for Readmission to the Enrollment Services Center is also required as part of the readmission process and as a requirement for enrollment. This form requires the signature of the student’s academic advisor and the appropriate college dean.

A third suspension will result in permanent dismissal from the graduate program and the University.

Graduate Restart

The Graduate Restart procedure is designed to allow returning students who performed poorly in their initial attempt at graduate studies to have a fresh start toward meeting graduation requirements for a degree or credit-granting certificate.

A graduate student who has not been enrolled at UT Tyler for at least 12 months prior to readmission may petition the Dean of the Graduate School to remove from his/her graduate cumulative grade point average all grades earned during the student's prior enrollment at the University. Thus, the student who re-enrolls under Graduate Restart automatically forfeits the right to use any of the previous graduate course work, including transfer work, toward the current degree requirements. Only courses attempted following readmission will be applied to the degree requirements.

Restart petitions may be filed for readmission to a program in which a student was not previously successful or for admission to a different graduate program. Restart petitions must be approved by the graduate program advisor, the dean of the college and the Dean of The Graduate School.

If readmission is granted under Graduate Restart, the following will apply:

1. Enroll within one year (12 months) of the granting of the petition.
2. Earn no grade lower than a "C" in any course attempted.
3. Maintain a graduate grade point average of 3.0 or better each semester regardless of the number of hours attempted.
4. Failure to meet grade requirements will result in dismissal from the University. In other words, the policies on probation and suspension do not apply to Graduate Restart students.

All hours attempted and all grades earned before and after Graduate Restart will remain on the student's official, permanent academic record (transcript). Graduate Restart affects only the cumulative graduate grade point average. It will not remove evidence/documentation of the student's overall academic history at the university.

A student may exercise the Graduate Restart option only once, regardless of the number of times the student enters/attends a graduate degree program at UT Tyler.

To be considered for Graduate Restart, students must submit a petition for reinstatement to the advisor of the graduate program and provide a compelling justification for reinstatement. Students should explain how circumstances that impeded one's success in graduate school have improved. Petition forms are available at http://uttyler.edu/graduate/forms/restart.pdf.

Students must submit all materials required for full admission to the program (GRE scores, recommendation letters, statement of purpose, etc.) Students must be fully admitted to a program to participate in Graduate Restart; no provisional or conditional admission is allowed.

A student should carefully review this information to make sure that the terms of the program are understood. If the student agrees to the provisions of Graduate Restart, s/he should sign the petition form and submit it to the advisor for the graduate program. All required documents to support the application for admission must be submitted as well. For the Graduate Restart applicant, the catalog in effect at the time of the Graduate Restart application is effective. The Graduate Restart option is tied to the admission process and may only be requested at the time of readmission.

Thesis

Several graduate degree programs at UT Tyler require a thesis. A student seeking a degree should consult the appropriate section of this catalog to determine if a particular degree requires a thesis.

Guidelines and Procedures

Students considering enrollment in a thesis course should obtain a copy of the Thesis and Dissertation Formatting Guidelines (and Sample Pages) at The University of Texas at Tyler. These guidelines describe procedures for typing, formatting, and submitting the thesis. Thesis guidelines also may be found on the University website at the following address: http://www.uttyler.edu/graduate/students/thesis_dissertation.php.

Institutional Review Board (IRB) Approval

Federal regulations and University policy require that all investigations using animal or human beings as subjects of research be reviewed and approved by the appropriately constituted committees before such investigations may begin.

Data cannot be collected for any dissertation based on the use of animals or human beings as subjects without prior review and approval in accordance with university procedures. More information can be found online at: http://www.uttyler.edu/research/compliance/.

Even if a student believes that his/her research may be "exempt", the proposed research must still be reviewed prior to initiating collection of data.

Enrollment

Students required to write a thesis for their degree must register for a thesis course each semester, after research has commenced, until the thesis has been accepted.

Thesis Committees

Committee Composition

A student who has been advanced to the thesis or dissertation stage is responsible for forming a thesis committee. Members of the committee must review and approve the student’s research proposal. The student must keep the committee informed of the scope, plan, and progress of the thesis research and manuscript. Note the following policies regarding committee composition:

Committee Size & Potential Members

Thesis committees must be comprised of at least three members. The majority of the committee should be faculty from the student’s graduate program. Appropriately qualified faculty may serve on a committee at the request of the student and the graduate program. Categories of graduate faculty membership are described online at http://www.uttyler.edu/graduate/gradfaculty/credential.php.

Thesis chairs must complete and submit the Appointment of Thesis Committee form to gradforms@uttyler.edu for Graduate School approval before the student is eligible to enroll in thesis hours. The form is available online at http://www.uttyler.edu/graduate/students/thesis_dissertation.php.

Committee Chair

The chair is responsible for directing and guiding the student’s research and writing activities. He or she should possess expertise in the student’s chosen research topic. It is the responsibility of the student to select an appropriate topic and to ensure that a faculty member with expertise in the topic is available and willing to serve as chair. The Committee Chair must be appropriately qualified for his/her role on the committee. It is possible to have co-chairs on a committee.

Oral Defense of Thesis

An oral defense of a thesis is scheduled in consultation with the committee chairperson/advisor. The oral defense should be held only after all members of the committee have had adequate opportunity to review a draft of the master’s thesis. The advisor is responsible for determining that the draft is in an appropriate form for committee evaluation. If substantial revisions are necessary, they should be completed before the final oral defense is scheduled. The committee may, at the time of the final oral but no later, require alterations and corrections, but these should constitute relatively minor changes agreed to by a majority of the committee members. The advisor is responsible for verifying that the changes required by the committee have been made.

All committee members are expected to be present at the defense. The final oral may be open to the public. A thesis is accepted only after the approval of a majority of the examining committee members. If there are co-chairs of the committee, both must indicate approval of the thesis defense.

After the oral defense is passed and the thesis is deemed ready for publication, all members of the committee sign the Thesis Signature page. When the student submits the final copy to the academic department for signatures, they must also email gradmanuscripts@uttyler.edu and copy their advisor, thus notifying The Graduate School that the manuscript has been delivered to the academic department for signatures. The student sends the completed manuscript including the signed signature page to gradmanuscripts@uttyler.edu for final formatting approval. Detailed instructions are available here: http://www.uttyler.edu/graduate/students/thesis_dissertation.php.

Failure of Examinations

A master’s candidate who fails the oral defense may not take the examination a second time until at least three months after the first attempt. A student who fails an examination for the second time becomes ineligible for further graduate work. Upon request from the student’s advisor and chairperson of the department, the Dean of The Graduate School may grant a student a third and final opportunity to take the oral defense.

Thesis Submission Deadlines

The final PDF copy of the thesis, prepared under standards as defined in the Thesis and Dissertation Formatting Guidelines must be submitted via email to gradmanuscripts@uttyler.edu for a technical review no later than two weeks before the last day of final exams of the semester of intended graduation. The PDF version must include a scanned copy of the signature page with all signatures present. After making any required changes, a PDF of the entire thesis/dissertation (including scanned copies of any signature pages) should be submitted via email to gradmanuscripts@uttyler.edu. After final formatting approval, students will receive a signed Thesis/Dissertation Approval Form and Electronic Thesis/Dissertation Submission Form, as well as information on author rights and instructions for submitting the thesis/dissertation in electronic format to the Robert R. Muntz Library.

No late manuscripts are accepted. Failure to meet the deadline will delay graduation by one semester.

Theses are regarded as publications and will be made available to the public once they are approved and submitted to The Graduate School.

Grading Policy

A student registered for thesis who does not submit the approved thesis to the dean or graduate coordinator of the appropriate college before the thesis deadline for that semester will receive an incomplete “IP” grade. Once the thesis has been accepted, previous “IP” grades for thesis work will be changed to credit “CR”. A maximum of six semester hours of thesis credit may be applied to the master's degree.

Approval

The completed thesis must be approved by the thesis advisor, the college dean, and the thesis reviewer before the student will receive final certification for the degree.

Graduation Guidelines and Procedures

Graduation Requirements--Master's

1. Complete a Graduate Transfer Credit Approval form within the first semester following admission to a program that identifies the transfer credit awarded and specifies any special requirements.
2. Complete the total number of semester credit hours and other requirements of the degree plan (including transfer credit) within a six-year period. Courses completed on a credit-granting basis (CR) may not be applied toward a graduate degree without approval of the graduate coordinator or the appropriate department chair.
3. Earn a “C” or better in all courses applied to the degree.
4. Earn a cumulative grade point average of 3.0 or higher on all work counted toward the degree.
5. Pass the appropriate comprehensive examination(s) if required for the program.
6. Submit an approved thesis if required. See Thesis in this section.
7. Follow the steps to apply for graduation on the Registrar’s Office website: http://www.uttyler.edu/registrar/graduation/applying_for_graduation.php.
8. See the Graduation section of the Office of the Registrar website for additional information on this process.

Application for Graduation Deadlines

In order to facilitate a timely pre-graduation review of their graduation eligibility, all students are highly encouraged to apply prior to the Priority Filing Date for their term of graduation, as found here: http://www.uttyler.edu/registrar/graduation/applying_for_graduation.php.

Summer graduates may participate in the following Fall commencement ceremony, and are automatically included in the program. Early participation in the preceding Spring ceremony is not permitted.

Students will receive updates on the status of their Application for Graduation from the department of their major field of study. Updates about the commencement ceremonies will be distributed by the Office of the Registrar.

Verification of Degree

A degree will not be granted until all requirements have been verified. All incomplete grades, required transcripts from other institutions, required examinations, and other evidence of outstanding requirements must be verified within 30 calendar days following the final day of the semester of graduation as listed in the Academic Calendar. If the requirements have not been verified by this date, graduation will be denied and the student must re-file for graduation subject to the filing for graduation guidelines.

Time Limitation

Degree requirements for all master's programs at UT Tyler must be completed within a six-year period. Graduate credit transferred from another institution must meet the limitations imposed by each degree program. Exceptions to the six-year time limitation must be approved by the academic advisor, dean of the college offering the graduate degree, and the Dean of The Graduate School.

Graduate Policies--Doctoral

The doctoral degree is granted in recognition of exceptional attainment in a specific field as demonstrated by passing coursework, the successful completion of required examinations and the successful defense of a dissertation based on original research that makes a significant contribution to the knowledge base of the student’s field of study.

Doctoral Excessive Hours Fee ("99-Hour Rule")

All doctoral students (regardless of state residency classification) who exceed 99 hours of doctoral coursework will be required to pay out-of-state tuition. Doctoral coursework is any coursework taken by a student seeking a doctoral degree after the completion of an initial 30 semester hours of graduate credit (typically master’s level work, regardless of whether the hours are taken as part of a master’s degree, as a non-degree seeking student, certificate work, or as part of the doctoral program). (See Texas Education Code Sec. 61.046 (l))

This rule applies to all students admitted to a doctoral program at UT Tyler. This tuition structure applies to Texas residents as well as out-of-state residents and international students who were eligible to be charged tuition at the resident rate as a result of scholarship, fellowship awards, or employment as Graduate Assistants.

Program of Study

All doctoral programs consist, at minimum, of a coherent set of courses and other educational experiences, a Proficiency Examination, a dissertation, and a Final Oral Defense. Students must satisfy not only their departmental requirements, but also any additional requirements specified by the The Graduate School.

Foreign Language Requirements

The Graduate School has no foreign language requirement for doctoral degrees; however, knowledge of one or more foreign languages may be required by individual doctoral programs.

Admissions

The University of Texas at Tyler admits students to its Ph.D. programs under the Full Admission criteria. The requirements for admission are stated in the section for each doctoral program elsewhere in the catalog.

Transfer of Graduate Credit

Transfer of graduate credit from a regionally accredited institution is limited to a total of no more than 12 semester hours. Individual doctoral programs may adopt more restrictive limits. Hours transferred into a doctoral program should represent credit earned after the award of the master’s degree. Exceptions to the number of hours transferred may be requested by the program to the Dean of the Graduate School. Only credit with a grade of “B” or better may be transferred. Credit earned more than six calendar years before admission to the program will not be accepted for transfer.

The program will determine what courses, if any, are accepted for transfer. The doctoral student may be examined on all transferred courses at the time of the doctoral proficiency examinations.

Transfer work does count toward the 99-Hour Rule for tuition purposes. See above for state law regarding the 99-Hour Rule.

University Requirements for Doctoral Degree

1. Satisfactory completion of all coursework required by the plan of study.
2. Satisfactory completion of the Proficiency Examination.
3. Completion of the required residency requirements before Candidacy is awarded.
4. Graduate cumulative grade point average of at least 3.0.
5. Satisfactory completion of the Oral Dissertation Defense.
6. Submission of an electronic version of the approved dissertation including the dissertation abstract and a copy of Human Subjects or Animal Subjects approval form (if required).
7. Completion of Ph.D. degree requirements within five years after being admitted to candidacy.

Grading Policies

See general graduate policies.

Repeating a Course

Doctoral students may repeat a 5000- or 6000-level course if the original grade earned was a C, D, F and if allowed by the program. The course may be repeated only once and the original grade continues to be included in the computation of the graduate point average. There is no grade replacement at the doctoral level. Individual programs may prohibit repeating a course or may have limits on the number of times a student may repeat courses.

Probation/Suspension for Doctoral Students

The policies below represent the minimum standard for graduate students at the University of Texas at Tyler. Individual colleges may have stricter criteria for probation and/or suspension from a program.

Academic Probation

A doctoral student who has a cumulative grade-point of less than 3.0 will be placed on probation. Students on academic probation must earn a minimum grade-point average of 3.0 or above in each subsequent semester of enrollment (including summer, if registered) until the cumulative grade point deficiency is removed.

Students have two semesters to remove themselves from probation. Failure to do so results in academic suspension. A student on probation should not register for more than six hours and must obtain his/her advisor’s approval to register.

Grade-point deficiencies incurred at UT Tyler must be removed through additional course work at UT Tyler. Grades earned at other institutions are not used in computing the grade-point average and may not be used to remove a deficiency. A doctoral student who leaves the University on probation will be readmitted on probation even if he or she has attended another institution in the interim. However, readmission as a degree-seeking student is not guaranteed.

Academic Suspension

A doctoral student who fails to make satisfactory academic progress may be dismissed from the doctoral program. Failure to make satisfactory progress may be the result of, but not limited to, failure to raise grade point average to 3.0 within the subsequent two semesters, poor performance on proficiency exams, unsatisfactory research progress, or inability to meet other degree requirements.

Although cases of improper conduct of research or unprofessional behavior are addressed according to other University procedures, these behaviors may also result in dismissal from the University.

Dissertation Process

Dissertation Proposal

Each program will determine when the dissertation proposal must be approved relative to taking Proficiency Examinations (i.e., before, after or concurrently).

Doctoral Proficiency Examination

All doctoral students are required to pass a Doctoral Proficiency Examination in the major field before writing the dissertation. Each doctoral program will determine whether the Proficiency Examination is written and/or oral.

The proficiency examination is typically taken after the student has completed a significant portion, if not all, of the program’s coursework. However, a student may not be advanced to candidacy or register for dissertation hours until all coursework is completed and all portions of the Proficiency Examination have been passed satisfactorily.

The student must be in good academic standing and registered for a minimum of three credit hours in the semester in which any portion of the examination or a re-examination is taken. 

Examination Committee

The Proficiency Examination Committee is composed of members of the program's doctoral faculty.

Format

While The Graduate School does not dictate the format for the Proficiency Examination, it is expected that the examination will be appropriately rigorous. Also, the policies and rules for the form, timing, scheduling, sequence, and conduct of the proficiency examination must be uniform for all students in the program and available in written form (handbook, etc.) to all students.

Proficiency Examination

The student is considered to have satisfactorily completed the written Proficiency Examination when the members of the Proficiency Examination committee have determined that a candidate has met the criteria established for satisfactory performance.

A student who fails the written examination twice is not allowed an additional examination and is automatically dismissed from the university.

Appeal

A student may appeal the outcome of a Proficiency Examination by submitting a written petition to the director of the doctoral program within 10 work days of being notified of the outcome of the examination. The path of the appeal process is from the director of the doctoral program to the department chairperson to the dean of the college and to the Dean of the Graduate School. The decision of the Dean of the Graduate School shall be final.

Application for Candidacy

When a student has completed all required coursework, has satisfactorily completed all portions of the proficiency exam, and is in good academic standing, the student is admitted to candidacy for the doctoral degree.

Dissertation

The dissertation is an independent scholarly contribution to knowledge in the student’s area of specialization. By researching, writing, and defending a dissertation, the student demonstrates a high level of knowledge in the chosen field and the ability to conduct independent research.

The Graduate School has established guidelines for dissertations. These are available at http://www.uttyler.edu/graduate/students/thesis_dissertation.php.

Individual doctoral programs may also offer guidelines with requirements beyond those established by The Graduate School.

All Ph. D. candidates are required to complete and defend a dissertation. The university requires a minimum of nine hours of dissertation credit. However, most Ph. D. programs require more hours.

Doctoral candidates are required to register for a minimum of one credit of dissertation during fall and spring semesters until the dissertation is accepted by The Graduate School. (See, Enrollment Requirements)

Institutional Review Board (IRB) Approval

Federal regulations and University policy require that all investigations using animal or human beings as subjects of research be reviewed and approved by the appropriately constituted committees before such investigations may begin. Data based on the use of animals or human beings as subjects cannot be collected for any dissertation without prior review and approval in accordance with university procedures.

Dissertation Committee

The dissertation committee is established at a time thought appropriate by the student and the chair of the committee. Although it should be formed as early as possible in the research process, the dissertation committee must be approved by The Graduate School—using the Appointment of Dissertation Committee form-- the student is allowed to register for dissertation hours.

The dissertation committee is composed of a dissertation advisor, who chairs the committee, and at least three other Graduate Faculty members. The advisor must be qualified to chair dissertations and be from the department from which the degree is sought. At least one more of the committee members must be from the department in which the degree is being sought.

Doctoral programs are encouraged to include scholars from outside the program to serve as members of dissertation committees. The outside members may be selected from among graduate faculty from other academic programs or from other institutions where scholarly work is conducted. All members of a dissertation committee must possess the appropriate graduate faculty qualifications for their role on a committee.

The role of the dissertation committee is to mentor the student’s research and writing and approve the dissertation following an oral defense. Doctoral students are urged to consult with members of the dissertation committee throughout the progress of the research. Some programs may require doctoral candidates to submit an annual progress report to the dissertation committee.

Defense of Dissertation Proposal

The dissertation proposal is developed in consultation with the dissertation chair and input as needed from committee members. Following approval of the dissertation chair, the proposal is distributed to the dissertation committee prior to proposal defense. The dissertation proposal defense is held in closed session with the committee and requires a majority of committee votes for a decision. The committee may recommend acceptance, revisions, or rejection. The committee may determine a second defense is needed following revision. The proposal must be approved by the committee prior to submitting it to the Institutional Review Board (IRB).

Oral Defense

The dissertation chair is responsible for determining that the dissertation draft is appropriate in form and content for committee evaluation. If substantial revisions are necessary, they should be completed before the oral defense is scheduled.

The Request to Schedule Oral Defense form signed by the Dissertation Committee Chairperson must be submitted to and approved by The Graduate School no later than 10 working days before the date of the oral defense. The oral defense is open to the public. However, once the defense is completed, the student and visitors must leave the room while the Committee discusses the students’ performance and votes on the outcome. The student is invited back into the room to receive the Committee’s decision.

When the Request to Schedule Oral Defense form is received, The Graduate School nominates a representative to protect the interests of the student, the committee, and The Graduate School. The Representative is also an “unbiased person” to whom the Graduate Dean may turn for judgment and counsel. The role of the Representative at the dissertation defense is to:

• Assure a fair and deliberate process for all, particularly the student.
• Assess the integrity of the defense itself. The Representative should contact the Graduate School Dean immediately if there is an area of concern.

A complete draft of the dissertation (electronic version, not hardcopy) must be made available to the Representative upon request no later than 10 working days before the date of the oral defense. The Representative is in attendance throughout the defense process, including committee deliberation. However, the Graduate Representative does not participate in the committee questioning nor thin the committee deliberations. 

The oral defense is open to the public. However, once the defense is completed, the student and visitors must leave the room while the Committee discusses the students’ performance and votes on the outcome. The student is invited back into the room to receive the Committee’s decision.

The student is considered to have completed the oral defense successfully only when the majority of the Committee votes in the affirmative. Each committee member indicates his/her vote by signing the Final Oral Defense Report form. The committee may require alterations and corrections, but these should constitute relatively minor changes agreed to by the majority of the committee members. The dissertation chairperson is responsible for verifying that the changes required by the committee have been made. 

If the examination is judged unsatisfactory by a majority of the voting members, the Committee must decide whether the student will be permitted to do a second oral defense. If a second examination is required, the committee must be the same as the original one unless a substitution is approved by the Graduate School Dean. A student who fails the oral defense twice is not allowed an additional examination and the student is automatically dismissed from the program and candidacy revoked.

The final decision of the examining committee is referred to The Graduate School using the Oral Defense Report form, which must be filed no later than two weeks following the oral defense.

Format Review

After successfully defending the dissertation and making any changes requested by the committee, the student must submit an electronic draft of the complete dissertation to The Graduate School for format review. Review of the draft for format requirements will take approximately two weeks.

The Graduate School has created a checklist to guide candidates through the final steps of the dissertation defense and approval process the checklist is available at http://www.uttyler.edu/graduate/gradfaculty/phdforms.php

Dissertations are regarded as publications and will be made available to the public once they are approved and submitted to The Graduate School.