2019-2020
Academic Policies

Advising

Each graduate candidate will be assigned to a selected graduate faculty advisor. The advisor will be the first point of contact for academic-related questions and concerns.

Class Attendance

Class attendance is considered to be a key to successful academic performance. Individual faculty and programs may establish specific expectations regarding face-to-face class attendance and online class participation, and these are addressed early in the course of instruction. Some online graduate programs or courses will require limited face-to-face meetings. Attendance is expected at these meetings.

Confirming Enrollment

Candidates confirm enrollment for on campus, blended (face-to-face at least ¼ but no more than ½ of the sessions), or online courses by attending the first class session (face-to-face or blended) or by logging on to the Canvas (LMS) online class site on the first day of class and completing the first day of class instructions (online). Candidates who do not confirm enrollment by the enrollment verification deadline will be automatically dropped from the course. Also see Registration Confirmation Policy.

Continuous Progress

As candidates progress through a specific program, they are required to successfully complete specified major performance assessments. These assessments are completed in specific courses and measure the candidate’s competence in meeting state and specialty standards. Major assessments are used both to track the progress of individual candidates, and to inform the unit of any program weaknesses that need to be addressed. Candidate performance on various major program assessments, along with other criteria used to assess progress, is formally evaluated at various checkpoints, and candidates are provided with formal feedback on their progress at these junctures. Candidates who fail to meet minimal requirements for passing a particular assessment are required to meet with the course instructor and devise an action plan. All major assessments must be satisfactorily completed before the candidate can graduate from the program. Candidates must also complete the major assessments designated at each program checkpoint before progressing to the next sequence of courses. Candidates must adhere to course sequence and priority checkpoints before advancing in a MA program.

Satisfactory Academic Progress (SAP) – Graduate Policy

Federal regulations require that all students who receive any federal or state financial assistance make measurable academic progress toward a degree at Georgetown College. Progress is determined quantitatively (hours attempted vs. hours earned and time frame) and qualitatively (GPA). Progress is monitored at the conclusion of Fall, Spring and Summer semesters. Those candidates readmitted to Georgetown College will be evaluated for SAP upon registering for classes.

Enrollment

A minimum standard for full-time at the graduate level is 6 credit hours per semester. A minimum standard for part-time enrollment (at least half-time) at the graduate level is 3 credit hours per semester. Part-time enrollment (at least half-time) at the graduate level requires a candidate to be taking at least half of the course load of a full-time student.

Quantitative Standard

Each candidate has a maximum time frame during which he or she can receive financial aid, per federal regulations. The maximum time frame in which a candidate must complete his or her degree cannot exceed more than 150% of the published length of his or her degree program. All attempted hours are counted (including transferred hours), whether or not financial aid was received, or whether or not the coursework was successfully completed.

A graduate candidate enrolled at Georgetown College should be able to complete his/her degree of study in no more than 33 credits of academic work, including transfer work (exceptions include MA with LBD, MSD, Initial Certification, Principal, and 60 hour programs). Therefore, a Georgetown College graduate candidate typically may not receive federal financial aid after attempting ninety (90) credit hours. The maximum time frame for candidates enrolled in programs requiring completion of more or less than 60 credits will be 150% of the credits required, e.g., programs requiring 60 credits will have a 90 credit maximum. Once 90 hours are exceeded, aid would be suspended.

In order to complete the necessary number of hours to complete their degree at Georgetown at a reasonable rate, graduate candidates must complete two-thirds (2/3) of all hours attempted. All attempted hours will be totaled and multiplied by 67% (.67) to determine the number of credit hours a candidate must have earned. Grades of W, I, IP, NR, and F and transfer hours are counted as attempted hours; however, grades of W, I, IP, NR and F will NOT be counted as earned hours. Retaking courses will add to the attempted total, but will count only once as an earned credit.

Example:

Fall Hours Attempted

Spring Hours Attempted

Total Attempted Hrs

Candidate Must Earn

6

6

12 x (.67)

8 Hrs

3

3

6 x (.67)

4 Hrs

Qualitative Standard

The minimum acceptable cumulative grade point average for graduate candidates is 3.0.

Notification of Results

Candidates who do not meet the Satisfactory Academic Progress requirements will be notified via mail within two weeks of the conclusion of the semester.

How to Regain Eligibility

Quantitative-Maximum Time Frame

To regain eligibility, you must graduate and advance to a new career level (graduate to doctoral). The maximum time frame may be adjusted for candidates pursuing a second degree, however before this occurs, the candidate will be required to file an appeal to document this situation. Generally, candidates will be allowed to attempt up to 150% of the additional credit hours required to earn the second degree, provided they have eligibility remaining in their aggregate limit of Title IV funding.

Quantitative-Hours Attempted vs Hours Earned

To regain eligibility, candidates will need to take courses at his/her own expense in a subsequent term or terms and meet the standards according to the cumulative credit hours completion ratio outlined above under heading “Quantitative.” Once taken, the courses and earned passing grades, the candidate will need to notify the Office of Financial Planning to complete a SAP clearance form.

GPA

To regain eligibility, complete courses at candidate’s expense at Georgetown College and raise the cumulative GPA to the acceptable standard. Once the desired cumulative GPA is reached, the candidate is responsible for contacting the Office of Student Financial Planning to complete a SAP clearance form.

Right to Appeal

If there were extenuating circumstances (injury, illness, death of a relative) that prevented the candidate from meeting Satisfactory Academic Progress, then the candidate does have a right to an appeal. This appeal must explain 1. The reason that SAP was not met and 2. What changes are now in place to ensure this will not be an issue during the next SAP evaluation. All appeals must be written and sent to the Director of Financial Planning – from there a committee of both Financial Planning and the Graduate Education Office team members will review and make a final decision.

If the appeal is approved, the candidate will be placed on probation for one term and must follow an academic plan, and after the probationary period, the candidate must be meeting SAP or successfully following an academic plan that has been developed for them. The candidate will be notified via mail of the outcome of the appeal.

Registration Confirmation

To complete registration for classes, candidates must confirm their registration by paying charges in full or making arrangements to pay the bill in installments. Both methods require contact with the Georgetown College Business Office. Course registration will be cancelled for candidates who do not confirm registration through financial arrangements by the deadline determined by the business office. Each candidate will be subject to the refund schedule and fees.

Credit Hour Definition

A credit hour is the unit by which academic progress is measured. For all courses, including short-term courses, online courses, and independent study/internships, a candidate is expected to complete at least 45 hours of work for each credit hour awarded.

Student Load

Candidates enrolled for at least six semester hours are considered full-time. For the purposes of federal aid, enrollment in three semester hours is considered half-time. Candidates who are enrolled in the Teacher Leader Master of Arts program, LBD program, or as a Special Student, and who are employed full-time may not enroll for more than two courses or 6 hours per semester (whichever is less) during the term of their employment. This regulation does not apply to candidates who are enrolled in the MA-Initial or Alternative Certification program; however, the program chair must approve the additional hours. At any given time, a candidate may only be enrolled in either a 15-week term or a 7.5-week term.

Inactive Status

Candidates who have not completed a course with a grade posted for twelve months will be coded as an inactive candidate and will be exited out of their education program. Candidates who have not completed a course with a grade posted for seven years will be withdrawn.

In order to register for classes, inactive candidates must be re-admitted to the graduate program. To be readmitted, all current admissions criteria must be met. When moved back to active status, candidates may be required to attend an advising session and review/update their curriculum contract as part of the re-admission process.

Time Limitation

Time limitations for program completion vary by program and are noted on the curriculum contract.

Independent Study

Candidates who wish to enroll in an Independent Study (or in rare cases, a Course by Arrangement) are required to submit a proposal using the form designed for this purpose; and must obtain the approval of the Dean of Education prior to registering for the course.

Candidates in the Teacher Leader Master of Arts program may take independent study courses as part of required electives, as determined with their advisor and listed on the curriculum contract. The Arts and Sciences faculty may request to utilize a pass/fail grade for independent study courses related to these programs. Faculty will outline on the Independent Study form the course requirements and the specifics for earning a pass/fail grade. A passing grade adds credit hours but no quality points. A failing grade will be included in GPA calculation. Forms can be obtained in the Graduate Education Office.

Post Baccalaureate Courses

Courses taken at Georgetown College after the completion of the Bachelor’s Degree, but prior to admission to a graduate program, or while in a Special Student status, may only be eligible to transfer courses into a degree program as indicated in the Transfer of Credits policy.

Transfer of Courses

Candidates who have transferred from one program to another program may transfer appropriate courses from the original program into the new program as long as the courses are within the time limit for program completion and are approved by the Dean of Education or Director of Education Admissions and Operations Admissions.

Transfer of Credits

Candidates enrolled in a graduate degree program are permitted to transfer up to 12 hours of graduate credit from another regionally accredited institution, or six hours from post baccalaureate or visiting student status at Georgetown College.

All credits must be current (within the required time line or “window” for graduate study), must be similar in content and quality to an equivalent Georgetown College course, and must have been earned from a regionally accredited graduate school. A course may not be transferred into a degree program that was used as a required course for a previously completed degree. Transfer credits must be approved by the candidate’s advisor and by the Director of Education Admissions and Operations.

The culminating experience in the advanced Graduate Education programs (excluding the advanced LBD and MSD) is the action research project, which is currently completed in either EDU596/597, EDU594/595, EDU626, EDU608/609, EDU628, EDA612/614. The culminating experience in all initial and selected advanced (LBD & MSD) Graduate Education programs is the final clinical practice, which is currently completed in either ECE576 (LBD), ECE608 (MSD) or EDU536 (MA-IC / MA-AC). Additional courses in the advanced programs have required field experiences. Candidates must take these courses at Georgetown College. Similar courses taken at other institutions cannot be transferred to satisfy these requirements.

Courses taken at Georgetown College in an endorsement or certification only program, as a Special Student, may be transferred into a degree program within the required timeline or “window” for graduate study upon approval of the candidate’s advisor or program director and by the Dean of Education or designee.

Repeat Policy

A candidate may repeat (to remove the quality points and credit hours) courses taken at Georgetown College in which grades below a “B” were earned, as long as the courses are repeated at Georgetown College. An individual course may be repeated no more than two times (i.e. original course enrollment and two repeated attempts).

The Registrar shall calculate the grade point average on the basis of the grade earned the last time the course was taken. The original grade for the repeated class will remain on the transcript but will not be counted toward GPA or graduation hours.

Grades and Scholarship Standards

Grading

The Graduate Education grading system is as follows:

A (93-100) (Excellent), B (85-92) (Satisfactory), C (75-84) (Minimally acceptable), F (below 75) (Unacceptable), I (Incomplete*), IP (In Progress*), Pass/Fail*, W (Withdrawn*), AU (Audit*).

* Not figured in computing the grade point average.

Grade Appeal

Following consultation with their department chair, the professor, and the Director of Education Admissions and Operations, candidates may request a review of a grade assigned in a particular course. Such an appeal will be heard by the Dean of Education and the Graduate Academic Curriculum and Policy Committee (GACPC). Candidates must file an appeal within one term (semester or summer) of receipt of the grade in question. Appeals should be made in writing, addressed to the GACPC, and submitted to the Director of Education Admissions and Operations.

Completion Requirements

All candidates are expected to maintain a grade point average of 3.0 which is the minimum required for graduation. A grade lower than a “C” will not be used for graduate credit in any program. A grade of “I” (Incomplete) must be converted by the assigned due date, but no later than the last day of class of the next semester (spring, summer, fall), or the “I” automatically becomes an “F”.

Probation

Candidates with a GPA below 3.0 after attempting at least 6 hours of course work will be placed on probation. Failure to raise the overall grade point average to the required level of 3.0 within the next 12 semester hours of enrollment (including summer terms) or earning a GPA of 2.0 or lower in any probationary semester will result in suspension from Georgetown College for a period of one year. Candidates who are making satisfactory progress and have raised their GPA to at least a 2.8 after 12 semester hours of probationary status may make appeal to the Dean of Education to continue the probationary period for an additional 6 credit hours. No candidate will be allowed to continue on probationary status beyond 18 credit hours from the time that the probation period began.

Suspension

Failure to raise the overall grade point average to 3.0 at the end of the probation period will result in suspension from Georgetown College for a period of one academic year. Having served the suspension, the candidate may apply for reinstatement to the Graduate Education program, and must meet all current admissions criteria. Reinstatement from suspension will require meeting all readmission policies. After returning from suspension, the candidate will be placed on probation. A second suspension will be final. During the suspension period, no credit earned by the candidate at any institution will be honored by Georgetown College.

Academic Bankruptcy

The Graduate Education department does not permit a candidate to petition for Academic Bankruptcy status.

Dropping a Course

Candidates may drop a course without a grade being assigned prior to the first drop date of the semester. After the first drop date, a “W” grade will appear on the transcript. Candidates may not drop a class after the final drop date of the semester. Dropping a course or failure to attend once a class has started will incur a portion of the tuition charge as well as the drop fee. Calculation of refund (if any) is determined by the effective drop date, defined as the last day of participation as determined by activity recorded in online course learning management system (LMS) activity logs, by the last day of face-to-face class attendance, or other means of quantifiable participation, whichever is later.

Dropping a course or failure to attend once a class has started will incur a portion of the tuition charge as well as the drop fee. Calculation of refund (if any) is determined by the effective drop date.

Last date to drop a course without a grade:

Fall 1 2019                     Wednesday, September 11

Fall 2019                       Monday, October 21

Fall 2 2019                     Monday, October 21

Spring 1 2020                 Wednesday, January 29

Spring 2020                    Friday, March 06

Spring 2 2020                 Friday, March 06

Summer 1 2020               Thursday, May 21

Summer 2 2020               Wednesday, July 15

Final date to drop a course:

Fall 1 2019                     Friday, September 27

Fall 2019                       Tuesday, November 12

Fall 2 2019                     Friday, November 22

Spring 1 2020                 Friday, February 14

Spring 2020                    Friday, March 27

Spring 2 2020                 Wednesday, April 8

Summer 1 2020               Tuesday, June 2

Summer 2 2020               Monday, July 27

 

Administrative Drop Policy

Faculty teaching face-to-face courses may request an administrative drop for a candidate who fails to attend class and fails to contact the instructor after two class sessions. Faculty teaching online or blended courses may request an administrative drop for a candidate who fails to submit assignments and engage in required dialogue sessions for a period of two class sessions or within a minimum timeline of two weeks. The Graduate Office will send a written notification to the candidate prior to the administrative drop. The final decision to administratively drop a candidate will be made by the Provost after consultation with the candidate’s advisor, the Director of Education Admissions and Operations, the Business Office, and the Financial Aid Office. The effective drop date will be the last day of participation as determined by activity recorded in online course learning management system (LMS) activity logs, by the last day of face-to-face class attendance, or other means of quantifiable participation, whichever is later.

Dropping Out of the Program

Candidates who intend to drop out of the Graduate Education program for a period longer than twelve months should send an official notification (letter or email) to the Director of Education Admissions and Operations. Candidates who drop out of the program, either by notifying the Director of Education Admissions and Operations, as a result of not enrolling in coursework for a period of twelve months or more, or as a result of an academic suspension, and who wish to return, must be readmitted to the program. In order to register for classes, inactive candidates must submit all currently required admissions materials. In order to be re-admitted, candidates must follow all current admissions requirements. When moved back to active status, candidates may be required to attend an advising session and sign a new curriculum contract as part of the readmission process. No courses that extend beyond the required time-period for program completion will be counted toward the degree.

Comprehensive Examination 

In addition to the continuous assessment requirements, candidates are required to submit a final assessment at the conclusion of their program that demonstrates that they satisfactorily meet all Kentucky Teacher standards and specialty standards. Details of this requirement are provided before and after the exit conference. Initial certification programs and some endorsement and certification only programs also require that candidates pass certain Praxis tests prior to being exited from the program.

Proficiency Evaluation

Pursuant to 16 KAR 5:030, candidates may request a proficiency evaluation as “an alternate means for recognizing competency and proficiency other than academic credit…through previous education, unusual experience, or proficiency assessment at a level comparable to the usual requirements in the content area in which the educator is seeking certification.” In order to request an evaluation, a candidate must:

  1. Be fully admitted to the appropriate education program at Georgetown College. If seeking to add a certification area to a current certificate outside of being formally admitted to an eligible program of study, the candidate must have completed the original certification program at Georgetown College.
  2. Submit a formal request for proficiency evaluation to the Dean of Education, stating:
    1. The specific course or program requirement to evaluate for proficiency,
    2. The method to demonstrate proficiency (i.e., previous coursework “at a level comparable to the usual requirements in that curriculum area,” exceptional (unusual) experience, proficiency examination, etc.)
  3. Upon submission of the form, the Dean of Education will consult with the appropriate program coordinator and department chair to evaluate the proficiency application and to make a preliminary recommendation. The recommendation will be taken to the appropriate program faculty for approval and the results will be sent to the Dean of Education. The Dean will evaluate the results, recommend adjustments if needed, document the rationale, and bring the recommendation to the Education Unit for final approval. Upon approval, an “educator learning plan (ELP)” will be created which will include all requirements to demonstrate proficiency. If the proficiency evaluation involves a proficiency examination or evaluation of competencies outside of a regularly scheduled course, the Dean of Education and the program chair will discuss the method for completing and assessing these competencies, which may involve the candidate completing independent study or course by arrangement course(s) if appropriate, or by paying the appropriate credit by exam fee as indicated in the Georgetown College Catalog.
  4. If the proficiency evaluation involves a course taken at another institution but used for a degree at that institution, the course will not be transferred into the program but will be evaluated to ensure that the course content and proficiencies were comparable to the course in the Georgetown College program. Courses accepted must be from a regionally accredited institution.
  5. Graduate candidates may appeal proficiency evaluations as described in the ‘Academic Appeals’ section of the Graduate Catalog. Undergraduate candidates may appeal proficiency evaluations by submitting a letter of appeal to the Dean of Education. The appeal will be taken to the Education Advisory Committee for final dispensation.

Academic Appeal Procedure

Candidates have a right to appeal a grade or other faculty decision. Candidates should first seek to resolve the problem with the specific faculty member involved. If a candidate wishes to lodge a complaint against a faculty member in an academic matter that cannot be resolved directly with the faculty member, the candidate should first consult with his/her academic advisor. The advisor will guide the candidate through the options available to the candidate (informal or formal complaint). When there is an informal expression of an academic concern, the candidate’s faculty advisor should convey the essence of that concern to the Dean of Education, who will investigate the issue. The Dean will take any necessary action to help resolve the issue. If the faculty member in question is the Dean of Education, the advisor will convey the nature of the concern to the Provost, who will investigate the issue and take any necessary action to help resolve the issue. If the faculty member in question is the candidate’s advisor, the candidate should contact the Dean of Education for resolution of the problem.

Formal complaints should be reserved for situations in which a candidate believes he or she has been adversely affected in a way that cannot be or has not been resolved through informal intervention. When the candidate wishes to lodge a formal complaint, the candidate should generally seek advice from his/her academic advisor about the best way to proceed (unless the advisor is the focus of the complaint). To make a formal complaint, the candidate must submit a written statement of the difficulty to the Dean of Education and request that the issue be resolved through the Graduate Academic Curriculum and Policy Committee. This statement should be no longer than two pages and should concentrate on the facts of the issue in question.

The Dean of Education then reviews the facts, communicates with the person(s) involved, and attempts to resolve the difficulty to the candidate’s satisfaction. If that attempt is unsuccessful, the matter will be forwarded to the Graduate Academic Policy and Curriculum Committee for review. The Committee will review the facts of the grievance and make a recommendation to the Provost for resolving the problem. The final disposition of the issue is in the hands of the Provost and is final and binding.

Graduate Academic Curriculum and Policy Committee (GACPC):

The Graduate Academic Curriculum and Policy Committee is the governing board of the Graduate Education Program. The Graduate Academic Curriculum and Policy Committee admits or rejects candidates to the Master of Arts in Education Program and to degree candidacy, recommends and approves program changes, and evaluates the Graduate Education Program. The Committee also serves as a review board in candidate academic matters, and approves new courses, programs, assessment system revisions, and policy changes. Membership includes the Provost, Dean of Education (Chair), two Graduate Faculty members, and two undergraduate faculty members, preferably who teach in the Graduate Education program.

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